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MINUTES OF THE ORDINARY MEETING OF COUNCIL HELD IN THECOUNCIL CHAMBERS ON Thursday 21st November 2013

1. Opening Page

1.1 Declaration of Opening 31.2 Recording of those Present 31.3 Recording of Apologies 31.4 Recording Leave of Absence Previously Approved 31.5 Announcements by President without Discussion 31.6 Visitors to Meeting 3

2. Public Question Time and Deputations 33. Declarations of Interest 44. Confirmation of Minutes 4 4.1 Confirmation of Minutes 17th October – Ordinary Council Meeting 4 4.2 Confirmation of Minutes 21st October – Special Council Meeting 4

5. Status Report and Matters Arising from Minutes

5.1 Status Report 5

6. Finance Matters

6.1 Accounts Due for Payment 76.2 Reconciliations October 2013 96.3 Monthly Financial Statements 12

7. Strategic Plan

7.1 Community Strategic Plan Update Report 14

8. Reports of Committees and Officer

Community Youth Development Officer 8.1.1 Social Media Policy (Youth Affairs) 17

Deputy Chief Executive Officer 8.2.1 Restricted Access Vehicle (RAV) Network Permit

Shire of Morawa Frankland Logistics Pty Ltd 21 8.2.2 Restricted Access Vehicle (RAV) Network Permit Shire of Morawa Rob Kowald 26

Acting Chief Executive Officer

8.3.1 Morawa Community Care Units 308.3.2 Planning Application for Oversize Shed on Lot No 401 (House Number 1) Croot Street, Morawa 36

8.3.3 Landscape Design for Morawa Sports Ground Redevelopment 418.3.4 Councillor Appointments to Committees 46

1

9. Shire Correspondence Requiring Council Attention 5010. Receival of Information Bulletin 50

11. New Business of an Urgent Nature Introduced by Decision of Meeting

11.1 Elected Members 50

12. Application for Leave of Absence 5113. Next Meeting 51

Ordinary Meeting 19th December 2013 51

14. Meeting Closure 51

2

1. OPENING

1.1 DECLARATION OF OPENING

The Shire President welcomed all in attendance and declared the meeting open at 5.30pm

1.2 RECORDING OF THOSE PRESENT

Cr K J Chappel PresidentCr D S Carslake Deputy President Cr D B CollinsCr D J CoakerCr D S AgarCr M J Thornton Arrived at 5.49pmCr K P Stokes

Mr S Fletcher Acting Chief Executive Officer Mr D G Williams Deputy Chief Executive OfficerMr P Buist Principal Works SupervisorMs W Gledhill Manager of Accounting and FinanceMr J Elliot Project officerMs S Savage Youth Development Officer

1.3 RECORDING OF APOLOGIES

Nil

1.4 LEAVE OF ABSENCE

Nil

1.5 ANNOUNCEMENTS BY PRESIDENT WITHOUT DISCUSSION

The President left the meeting at 5:32 pm

1.6 VISITORS TO THE MEETING

The President returned to the meeting with at 5:33pm withMs Maryanne Milloy-Rakich and Mr Milton Milloy

2. PUBLIC QUESTION TIME and DUPUTATIONS

At 5:32 pm Maryanne Milloy-Rakich spoke to Council representing her and Milton Milloy regarding an amount of outstanding rates which are owed to Council after the closing of the Morawa Bakery located at 16 Winfield Street Morawa.

Council listened to the deputation and responded to Ms Maryanne Milloy Rakich and Mr Milton Milloy that the matter would be discussed with the Chief Executive Officer

Ms Maryanne Milloy Rakich and Mr Milton Milloy left the meeting at 17:35pm

3

3. DECLARATIONS OF INTEREST

Nil

4. COMFIRMATION OF MINUTES (En Bloc)

Moved: Cr K P StokesSeconded: Cr D S Carslake

4.1 Confirmation of Minutes 17th of October 2013 Ordinary Council Meeting

That the Minutes item 4.1 17th October 2013 – Ordinary Council Meeting be confirmed;

4.2 Confirmation of Minutes 21st October Special Council Meeting

That the Minutes item 4.2 21st October Special Council Meeting be confirmed.

CARRIED6-0

4

SUMMARY

The Status Report provides an update on the progress of matters that have come before Council where a decision was made.

This report has also identified that the ordinary council meeting agenda should follow the Standing Orders.

DECLARATION OF INTEREST

The author has no interest to declare in this report.

ATTACHMENTS

Shire of Morawa November 2013 Status Report.

BACKGROUND INFORMATION

The Status Report provides an update on the progress of matters that have come before Council where a decision was made.

OFFICER’S COMMENT

As per the Status Report

COMMUNITY CONSULTATION


COUNCILLOR CONSULTATION


STATUTORY ENVIRONMENT

Shire of Morawa Meeting Procedures Local Law 2012 (Standing Orders).

The author notes that the Status Report is not listed in the Standing Orders. It would be appropriate for this report in future to be moved from Section 5 of the Agenda and located within Section 7.2 which is for reports from the Chief Executive Officer.

5

Date of Meeting: 21 November 2013Item No: 5.1Subject: Status ReportDate & Author: 11 November 2013 Sean FletcherResponsible Officer: Acting Chief Executive Officer Applicant/Proponent: Acting Chief Executive Officer Sean FletcherFile Number: VariousPrevious minute/s &Reference: 17 October 2013 (Last Update to Council)

It would be also appropriate for the author to look at how the agenda aligns with the Standing Orders in future.

POLICY IMPLICATIONS

Not Applicable

FINANCIAL IMPLICATIONS

Not Applicable

STRATEGIC IMPLICATIONS

Not Applicable

RISK MANAGEMENT

Not Applicable

VOTING REQUIREMENT:

Simple Majority

OFFICER’S RECOMMENDATION

That Council accepts the Shire of Morawa November 2013 Status Report submitted by the Chief Executive Officer.

COUNCIL RESOLUTION

Moved: Cr D S AgarSeconded: Cr K P Stokes

That Council accepts the Shire of Morawa November 2013 Status Report submitted by the Chief Executive Officer.

CARRIED 6/0

6

Agenda Format Suggestions (Tom)

SUMMARY

A list of accounts is attached for all payments made for the month of October 2013.


Nil

ATTACHMENTS

List of accounts Due & Submitted to council October 2013


LOCAL GOVERNMENT (FINANCIAL MANAGEMENT) REGULATIONS 1996 – REG 13The local government has delegated to the CEO the exercise of power to make payments from the municipal fund or the trust fund, a list off accounts paid by the CEO is to prepared each month showing for each account paid since the last such list was prepared. OFFICER’S COMMENT

Nil


Nil


Nil


LOCAL GOVERNMENT (FINANCIAL MANAGEMENT) REGULATIONS 1996 – REG 13

POLICY IMPLICATIONS

Nil

7

Date of Meeting: 21st November 2013Item No: 6.1Subject: Accounts Due for PaymentDate & Author: 6/10/2013 Jenny MutterResponsible Officer: Finance OfficerApplicant/Proponent:File Number: ADM 0135Previous minute/s & Reference:


As per list of accounts


Nil

RISK MANAGEMENT

Nil

VOTING REQUIREMENT:

Simple Majority


It is recommended that the list of accounts paid by the Chief Executive Officer under delegated authority, represented by:

Municipal EFT Payment Numbers EFT5534 to EFT5646 inclusive, amounting to $816,529.33;Municipal Cheque Payments numbered 10967 to 10981 totalling $9334.70;Municipal Direct Debit Payments Numbers DD3458.1, DD3460.1, DD3463.1, DD3465.1, DD3467.1, DD3469.1 & DD3471.1 amounting to $9033.49 ;Payroll for October 201319/10/2013 - $48,174.5023/10/2013 - $42,367.54Be endorsed.

COUNCIL RESOLUTION

Moved: Cr K P StokesSeconded: Cr D J Coaker

It is recommended that the list of accounts paid by the Chief Executive Officer under delegated authority, represented by:

Municipal EFT Payment Numbers EFT5534 to EFT5646 inclusive, amounting to $816,529.33;Municipal Cheque Payments numbered 10967 to 10981 totalling $9334.70;Municipal Direct Debit Payments Numbers DD3458.1, DD3460.1, DD3463.1, DD3465.1, DD3467.1, DD3469.1 & DD3471.1 amounting to $9033.49 ;Payroll for October 201319/10/2013 - $48,174.5023/10/2013 - $42,367.54

Be endorsed.

CARRIED 6/0

8

Meeting Date: 21st November, 2013Item No 6.2Subject: Reconciliations October 2013Date & Author: 11/11/13 – Fred GledhillResponsible Officer: Fred Gledhill/Jenny MutterProponent: Manager Accounting & Finance File No: ADM 0189Voting Requirements: Simple Majority

SUMMARY

Local Government (Financial Management) Regulation 34 (1) (a) states that a Local Government must prepare financial statements monthly.


Nil

ATTACHMENTS

Nil


The information provided is obtained from the Bank Reconciliations carried out for the Municipal Bank/Reserves Bank and the Trust Bank to ensure all transactions have been accounted for.

OFFICER’S COMMENT The Shire of Morawa’s financial position is as follows:-

BANK BALANCES

The Bank Balances as at 11th November, 2013:-

- Municipal Account # $672,451.14- Trust Account $

17,768.71- Business Telenet Saver (Reserve) $5,504,032.09- WA Treasury O/Night Facility (Super

Towns)$2,827,165.65

9

BANK RECONCILIATION BALANCES

The Bank Reconciliation Balances for 31st October, 2013 with a comparison for 31st

October, 2012 is as follows:

2013 2012

Municipal Account # $1,003,177.26 $1,470,895.37

Trust Account $17,768.71 $25,186.38Reserve Account $8,319,544.70 $10,765,778.10

RESERVE ACCOUNT

The Reserve Funds of $5,492,379.05 as at 31st October, 2013 were invested with Bank of Western Australia in the Business Telenet Saver Account and $2,827,165.65 with WA Treasury O/Night Facility. Breakdown for October 2013 with a comparison for October 2012 is as follows:-

2013 2012

Sports Complex Upgrade Reserve $379,818.72 $859,632.65

Land & Building Reserve $4,950.83 $4,805.84

Plant Reserve $659,534.34 $664,918.70

Leave Reserve $129,050.37 $85,273.17

Economic Development Reserve $101,969.48 $198,706.04

Sewerage Reserve $42,194.70 $483,890.01

Unspent Grants & Contributions Reserve $211,498.95 $36,003.01

Community Development Reserve $1,536,015.78 $3,200,929.20

Water Waste Management Reserve $0.00 $66,747.66

Future Funds Reserve $2,078,303.87 $1,270,363.54

Morawa Community Trust Reserve $24,319.85 $59,324.58

Aged Care Units Reserve $8,518.12 $333,252.27

Transfer Station Reserve $316,204.04 $362,641.60

S/Towns Revitalisation Reserve $2,307,020.59 $2,633,455.70

ST Solar Thermal Power Station Reserve $520,145.06 $505,834.13Total $8,319,544.70 $10,765,778.10

TRANSFER OF FUNDS

10

$10,000 from Morawa Community Trust Reserve to Municipal Fund on 14 August, 2013 – Tennis Club lights.

$800,000 from Community Development Reserve to Municipal Fund on 15 August, 2013 – Sportsground Complex upgrade.

$400,000 from SuperTowns Revitalisation Reserve to Municipal Fund on 27 th

September, 2013- Project Plans and Management for Town Centre. $12,500 from Municipal Fund to Community Development Reserve on 11 th

October, 2013-Sale of Fines


Local Government Act 1995 and Local Government (Financial Management) Regulations 1996

POLICY IMPLICATIONS

Section 3 – Finance 3.4.7 Risk Management Controls – Monthly bank reconciliations to be prepared for each account and reported to Council Monthly


As presented


Nil

RISK MANAGEMENT

As per Policy Section 3 – Finance 3.4.7 Risk Management Controls


It is recommended that the bank reconciliation report for 31st October, 2013 be received. COUNCIL RESOLUTION

Moved: Cr K P Stokes Seconded: Cr D S Carslake

It is recommended that the bank reconciliation report for 31st October, 2013 be received.

CARRIED6/0

11

Meeting Date: 21st November, 2013Item No 6.3Subject: Monthly Financial StatementsDate & Author: 7/11/13 – Fred GledhillResponsible Officer: Manager Accounting & FinanceApplicant/Proponent:File No:Voting Requirements: Simple Majority

SUMMARY

Local Government (Financial Management) Regulation 34(1)(a) states that a Local Government must prepare financial statements monthly.


Nil

ATTACHMENTS

The October Monthly Financial Activity Report/Variance Report and a copy of the schedules pertaining to Councils operations is provided under separate.


OFFICER’S COMMENT The financial statements are prepared without the Asset Depreciation Costs being allocated due to finalisation of the 2012/13 Annuals where Council has had revaluations of Plant and Equipment Assets carried out for the reporting of Fair Value of Assets. The Annuals are due to be converted in November and the Depreciation of all Assets will be carried out for this financial year as soon as this is completed.


Local Government Act 1995 and Local Government (Financial Management) Regulations 1996


As presented


Nil

RISK MANAGEMENT

12


It is recommended that Council receive the Statement of Financial Activity Report and the variance report for October, 2013.

COUNCIL RESOLUTION


It is recommended that Council receive the Statement of Financial Activity Report and the variance report for October, 2013.

CARRIED6/0

13

SUMMARY

The Strategic Plan Update and Progress Report provides an update on the progress of matters under the Shire of Morawa Strategic Community Plan 2012.


The author has no interest to declare in this report.

ATTACHMENTS

Shire of Morawa November 2013 Strategic Plan Update and Progress Report.


The Strategic Plan Update and Progress Report is provided to Council each month for information. The Strategic Community Plan was adopted 21 June 2012.

OFFICER’S COMMENT

The author is currently looking at the best way to present the Strategic Plan Update and Progress Report in future. In particular, a dashboard report would be appropriate so that Council can see at the high level the actual achievement of KPI’s. Ideally this report would be on a quarterly basis.

However, what would be appropriate to provide on a monthly basis is the update on the progress of the Corporate Business Plan (which was adopted by Council on 21 June 2013). This is because this plan has the projects or actions the Shire is required to achieve over a four year period to meet the objectives listed in the Strategic Community Plan.

This approach will also ensure there is a cross link with the Status Report where Council has made a decision regarding the projects listed in the Corporate Business Plan from time to time.

The Corporate Business Plan also acknowledges the key operating costs for each program area and the external stakeholders.

Ideally, the report on the Corporate Business Plan would contain a matrix set out as follows:

14

Date of Meeting: 21 November 2013Item No: 7.1.1Subject: Strategic Plan Update and Progress ReportDate & Author: 12 November 2013 Sean FletcherResponsible Officer: Acting Chief Executive Officer Applicant/Proponent: Acting Chief Executive Officer Sean FletcherFile Number: VariousPrevious minute/s &Reference: 17 October 2013 (Last Update to Council)

Objective: A friendly community that is healthy, passionate, caring and inclusiveProgram Area: Recreation & LeisureExternal Stakeholders: Department of Sport and RecreationProject Priority SCP

LinkWho 12/13

$13/14

$14/15

$15/16

$Progress (Including Performance Indicators)

1. Greater Sports Ground Project

High 3.5.2 Project Officer

2,800,000 Project is/is not on track Landscape plan finalised Funds of $x will be leftover Official opening 9 December 2013

Attendance Numbers

Additional Events

Table One: Draft Community Business Plan Reporting Matrix

The matrix would contain all 35 projects listed in the Corporate Business Plan and thus prevent the outcomes required from falling between the cracks. It will also mean that those officers responsible for each project can provide timely and meaningful updates.


As per the Strategic Plan Update and Progress Report


As per previous reports to Council and the Information and CEO Briefing Sessions (Forums).


Local Government (Administration) Regulations 1996 Part 5 Annual Reports and Planning for the Future - Division 3 – Planning for the Future

POLICY IMPLICATIONS

Not ApplicableFINANCIAL IMPLICATIONS

Not Applicable


As per the reporting requirements regarding the Strategic Community Plan.

RISK MANAGEMENT

Not Applicable

15

VOTING REQUIREMENT:

Simple Majority


That Council accepts the Shire of Morawa November 2013 Strategic Plan update and progress Report submitted by the Chief Executive Officer.

COUNCIL RESOLUTION

Moved: Cr D J Coaker Seconded: Cr D S Carslake

That Council accepts the Shire of Morawa November 2013 Strategic Plan update and progress Report submitted by the Chief Executive Officer.

CARRIED6/0

Cr M J Thornton joined the meeting at 5.49pm

16

SUMMARY

Social media is a collection of internet based tools which facilitate conversations. Social media is now strongly embedded in Australian culture as a personal tool for networking and communication and is increasingly being used as core component of marketing and communications strategies by governments and businesses. The purpose of this report is for Council to approve a policy surrounding the use of social media for the promotion, development and delivery of the Sire of Morawa’s Youth Services.


The author has no interest to declare.

ATTACHMENTS

Draft Policy: Shire of Morawa Use of Social Media for Publicity (Youth Affairs)City of Joondalup Social Media ProtocolCity of Gosnells Draft Social Media Corporate ProcedureCity of Gosnells Social Media Procedure and Guidelines


Council resolved at the October 2013 meeting;

COUNCIL RESOLUTION

Moved: Cr D J Coaker Seconded: Cr D S Carslake

It is recommended that:-

Council resolve to adopt the ‘Use of Social Media for Publicity (Youth Affairs) Policy’ so that it can be included into the Shire of Morawa Policy Manual and implemented effective immediately.

Motion Lost 0/6

Amended Motion

Moved: Cr D J Coaker Seconded: Cr D S Carslake It is recommended that:-

17

Date of Meeting: Thursday 21st NovemberItem No: 8.1.1Subject: Social Media Policy (Youth Affairs)Date & Author: 8/11/13 Sally SavageResponsible Officer: Community Youth Development OfficerApplicant/Proponent: Community Youth Development OfficerFile Number:Previous minutes & reference: Sept 2013 minutes

Further information and examples are required from other Councils regarding the management policies to be discussed at the next Information & CEO Briefing Session and taken to the November 21 Ordinary Meeting for consideration.

CARRIED 6/0

Following the above resolution at the October meeting, the Community Youth Development Officer (CYDO) has undertaken further research into other Local Government’s policies around the use and management of social media.

The CYDO has contacted both the City of Joondalup and Gosnells, who both have youth services specific Facebook pages targeting young people in their local government areas. The City if Gosnells have reported that they have just completed a six month trial of their Youth Services Facebook page and their team have found it to be very beneficial in promotion of youth activities and events. Gosnells also discussed that they have put a risk management plan in place to tackle any issues that may arise – however they have not experienced any issues at this point in time. Gosnells further reported that Facebook has a tool for detecting certain words, and automatically ‘blocks’ posts containing these words from appearing on their page. The City of Gosnells have also adopted a Risk Management Plan for the use of Social Media (attached) which assists them to deal with any issues that may arise. The City of Gosnells Draft Social Media Corporate Procedure and Guidelines documents are also attached.

The City of Joondalup Youth Services team also reported that they have not had any issues since first operating their page. Joondalup reported that they mainly use the page as a method of advertising/promotion and generally stay away from asking open ended questions to create conversation. The City of Joondalup Social Media Protocol is attached

The CYDO currently relies on traditional methods of program promotions such as flyer distribution and word of mouth. These CYDO feels that it is important to progress the promotion of programs and events and make use of social media as a way of promoting Youth Centre activities. The CYDO feels that this method of promotion will reach a greater number of Morawa’s youth population, and make information sharing easier, leading to increased levels of participation in Youth Centre events and activities.

The use of social media is growing rapidly and this Policy is designed to prepare the Shire for participation in social media a positive manner as a means of marketing and promoting the Shire’s Youth Centre and its activities. The Policy is being put forward with the intent, that if it is successful, the CYDO could look at adopting the policy for the whole organisation, and create a Facebook page to promote the Shire and its activities.

18

OFFICER’S COMMENT

Discussions have been held with the Acting Chief Executive Officer regarding the use of social media for the promotion of youth related programs and events. It has been suggested that the Shire adopt a policy surrounding the use of social media, specifically for youth affairs. This policy will ensure that there are firm guidelines around the use of social media initially intended for the use of promoting youth related events, activities and information.

This Policy is also being suggested as a means of defining the processes and protocols that will be followed when any employee is engaged in the use of social media in the workplace. If the employee is using social media on a personal basis and nominates any activity indicating they are employed by the Shire of Morawa, this Policy applies to that activity.

It is proposed that once the policy is implemented a Morawa Youth Centre Facebook page will be created. This page will be used specifically for the promotion of Youth related events and activities within the Shire of Morawa, and sharing of youth related information.

Council are invited to review the Draft Policy: Use of Social media for Publicity (Youth Affairs) (attached), and the attached examples of Social Media policies from other local government organisations.


The CYDO has discussed the idea of a Youth Centre Facebook page with the young people in Morawa. The young people have all reported that they feel this is a good idea as regular methods of promotion are not something that they take notice of. The CYDO also has various reports from young people who ‘miss out’ on events or activities as they weren’t aware that they were happening. The CYDO has consulted with the youth population of Morawa as to what percentage of this population are on Facebook and has determined that a large proportion of young people aged 13yrs and over actively use Facebook.


The draft Social Media policy was submitted to the October Council Meeting however the CYDO was not present to answer any questions about this item. No other Councillor consultation has taken place thus far.


Local Government Act 1995

POLICY IMPLICATIONS

This new policy is to be included into the 2013 Shire of Morawa Policy Manual.


Nil

19


3.1.9 Continue to operate and resource the Morawa Youth Centre

RISK MANAGEMENT

A Social Media Risk Management Plan such as the attached example from the City of Gosnells can be adopted to suit the shire of Morawa.Without Council’s adoption of the policy, the Community Youth Development Officer is unable to set up a Youth Centre Facebook Page or commence online promotions of the Youth Centre’s events and programs.

VOTING REQUIREMENT

Absolute majority.


It is recommended that:-

Council resolve to adopt the ‘Use of Social Media for Publicity (Youth Affairs) Policy’ so that it can be included into the Shire of Morawa Policy Manual and implemented effective immediately.

COUNCIL RESOLUTION

Moved: Cr D B CollinsSeconded: Cr D S Carslake

Council resolve to adopt the ‘Use of Social Media for Publicity (Youth Affairs) Policy’ subject to the amendment in point 2 of this motion so that it can be included into the Shire of Morawa Policy Manual and implemented effective immediately.

Amendment to the Motion


1. Council adopts the use of ‘Social Media for Publicity (Youth Affairs) with the following amendment subject to the amendment in point 2 of this motion

2. The Chief Executive Office is to delete the reference to the Youth Support Worker from the section ‘who is Authorised to Comment’ from the Use of Social Media for Publicity (Youth Affairs) Policy.

CARRIED 7/0

This then became the substantive motion

Council adopts the use of ‘Social Media for Publicity (Youth Affairs) with the following amendment which includes the Chief Executive Office to delete the reference to the Youth Support Worker from the section ‘who is Authorised to Comment’ from the Use of Social Media for Publicity (Youth Affairs) Policy.

20

CARRIED BY ABSOLUTE MAJORITY

7/0Reason for Decision Different to Officers Recommendation

Council requested the Community Youth Development Officer should be the only officer from the centre to comment on the Facebook page

21

SUMMARY

Frankland Logistics Pty Ltd has approached Council for a Restricted Access Vehicle (RAV) 2/3 network 7 approval to operate as a B’Double and Dog trailer Combination to 36.5 metres to operate on local roads during the following harvest 2013 year.


Nil

ATTACHMENTS

Extract from received email

To Dave Williams

We seek shire permission to use the following roads in the Morawa Shire for a B’Double and Dog Combination to 36.5 metres. We require this due to CBH grain segregation, taking us to CBH sites further afield. We are based on Swanson Rd, Canna for the duration of Harvest.Roads required north of Morawa townsite are:Yalgoo Rd, Madden Rd, Toohey Rd, Swanson Rd, Williamson Rd, Fabling Rd, McDonald Rd, Pullbrook Rd, Gerber Rd, Newnham Rd, Jenkins Rd, Canna North East Rd, Offsanka Rd and Nanekine Rd.Roads required south of Morawa townsite are:Morawa Sth Rd, Gaston Rd, Calver Rd, Olden Rd, Norton Rd, Malcolm Rd & Koolanooka Sth Rd.

RegardsChris MacLeodFrankland Logistics Pty Ltd4320 Shamrock RdFrankland River WA [email protected]/Fax 08 9826 7088

22

Date of Meeting: 21 November 2013Item No: 8.2.1Subject: Restricted Access Vehicle (RAV) Network Permit

Shire of Morawa Frankland Logistics Pty Ltd

Date & Author: 21 November; David Williams, DCEOResponsible Officer: David Williams DCEOApplicant/Proponent: Frankland Logistics Pty Ltd

File Number: Adm:0284Previous minute/s & Council meeting in April 2009, March 2012 ,June 2012 ,September 2013Reference:

mailto:[email protected]


Council has recently considered restricted access application permits and resolved to approve restricted access vehicle permits on Shire roads for a limited time during harvest subject to a number of conditions.

OFFICER’S COMMENT

The application received is similar to applications approved by Council and could be approved subject to conditions imposed on previous applicants.


Feed-back is received at Council from road users and assists in monitoring the impact the large vehicles have on local roads and user safety.


Nil


Local Government Act 1995Main Roads Act 1930

POLICY IMPLICATIONS

Nil


Nil


Outcome 1.8 well maintained local roads and ancillary infrastructure. Council’s review of the process for issuing RAV permits provides part of an asset review for use of road infrastructure in the Shire.

RISK MANAGEMENT

An approval of RAV network permits provides the Shire with consultation and a due diligence process for road users in the Shire of Morawa. Without the process Council’s road network assets could become unsafe and unmanageable for current resources. There are inherent risks to the Shire in approving this request. The main risk relates to increased road maintenance costs and the other is setting a precedent for other similar applications to follow.

The Shire of Morawa local road network has been audited and rated. Local roads are rated as a local volume RAV 2/3 roads. The requested use seeks to permit for up to RAV 7 combinations. This would appear in contrary to the audit and rating process as undertaken by the Shire of Morawa in 2009.

23

VOTING REQUIREMENT:

Simple Majority


It is recommended:-

Council approval is granted to Frankland Logistics Pty Ltd for a permit Restricted Access Vehicle (RAV) 2/3 network 7 approval to operate as a B’Double and Dog trailer Combination to 36.5 metres during the following harvest 2013 year to operate in the Shire of Morawa on the local roads listed below, Roads required north of Morawa townsite are:Yalgoo Rd, Madden Rd, Toohey Rd, Swanson Rd, Williamson Rd, Fabling Rd, McDonald Rd, Pullbrook Rd, Gerber Rd, Newnham Rd, Jenkins Rd, Canna North East Rd, Offsanka Rd and Nanekine Rd.Roads required south of Morawa townsite are:Morawa Sth Rd, Gaston Rd, Calver Rd, Olden Rd, Norton Rd, Malcolm Rd & Koolanooka Sth Rd.For the harvest period only subject to:-

Standard Conditions of Use:o) Maximum speed unsealed roads 70kms/hr or 10kms/hr less than

designated signage p) Maximum speed sealed roads 90kms/hr or 10kms/hr less than designated

signageq) Maximum speed of 40kms/hr in built up areas including the Morawa

Townsiter) Only approved routes will be permitted in the Morawa Townsites) Reduce speed to 60kms/hr and moving over to give way to oncoming

traffict) Headlights on at all timesu) Removing dust from tyres rims when entering sealed roadsv) Compliance with maximum gross weight limitsw) Vehicle length not to exceed 36.5 metresx) No operation after a heavy rain fall eventy) No operation during school bus routes drop off and pick up timesz) Signage warning of oversized vehicle be in operation are placed at entry

and egress points unless already in placeaa)Vehicle to be operated as required by the Mains Roads Class 2/3 RAV

permitbb)Entries to properties being serviced by the permit holder must be

constructed for safety and to prevent damage to sealed edges and road verges. Approval may be withdrawn if damage occurs and is not repaired to the satisfaction of the Council’s representative.

Condition CA07 All operators must carry written approval from the Local Government authority permitting use of the roads

Further applications may be considered subject to an assessment of the Shire road conditions after the 2013 harvest.

24

COUNCIL RESOLUTION

Moved: Cr D B CollinsSeconded: Cr D S Agar

An amendment was foreshadowed by Cr K P Stokes regarding the need to include a reference to seeking Main Roads WA approval.

Amendment to the motion


Additionally the proponent is required to seek Main Roads WA approval to use the roads listed in this approval.

CARRIED 7/0

The amendment then formed part of the substantive motion

Council approval is granted to Frankland Logistics Pty Ltd for a permit Restricted Access Vehicle (RAV) 2/3 network 7 approval to operate as a B’Double and Dog trailer Combination to 36.5 metres during the following harvest 2013 year to operate in the Shire of Morawa on the local roads listed below,

Roads required north of Morawa townsite are:Yalgoo Rd, Madden Rd, Toohey Rd, Swanson Rd, Williamson Rd, Fabling Rd, McDonald Rd, Pullbrook Rd, Gerber Rd, Newnham Rd, Jenkins Rd, Canna North East Rd, Offsanka Rd and Nanekine Rd.

Roads required south of Morawa townsite are:Morawa Sth Rd, Gaston Rd, Calver Rd, Olden Rd, Norton Rd, Malcolm Rd & Koolanooka Sth Rd.

For the harvest period only subject to:-

Standard Conditions of Use:o) Maximum speed unsealed roads 70kms/hr or 10kms/hr less than

designated signage p) Maximum speed sealed roads 90kms/hr or 10kms/hr less than

designated signageq) Maximum speed of 40kms/hr in built up areas including the Morawa

Townsiter) Only approved routes will be permitted in the Morawa Townsites) Reduce speed to 60kms/hr and moving over to give way to oncoming

traffict) Headlights on at all times

25

u) Removing dust from tyres rims when entering sealed roadsv) Compliance with maximum gross weight limitsw) Vehicle length not to exceed 36.5 metresx) No operation after a heavy rain fall eventy) No operation during school bus routes drop off and pick up timesz) Signage warning of oversized vehicle be in operation are placed at

entry and egress points unless already in placeaa)Vehicle to be operated as required by the Mains Roads Class 2/3 RAV

permitbb) Entries to properties being serviced by the permit holder must be





CARRIED7/0

Reason for Decision Different to Officers Recommendation

Council required the applicants to be informed of the need to seek Main-Roads WA approval

26

SUMMARY

Rob Kowald has approached Council for a Restricted Access Vehicle (RAV) 2/3 network 7 approval to operate a 32 metre Road Train on Shire roads namely, Arrinooka Road, Offszanka (Canna) Road and Nanekine Road for a period of 8 weeks during harvest period for 2013.


Nil

ATTACHMENTS

Faxed request from Rob Kowald


Council has recently considered restricted access application permits and resolved to approve restricted access vehicle permits on Shire roads for a limited time during harvest subject to a number of conditions.

OFFICER’S COMMENT

The application received is similar to applications approved by Council and could be approved subject to conditions imposed on previous applicants.


Feed-back is received at Council from road users and assists in monitoring the impact the large vehicles have on local roads and user safety.


Nil


Local Government Act 1995Main Roads Act 1930

27

Date of Meeting: 21 November 2013Item No: 8.2.2Subject: Restricted Access Vehicle (RAV) Network Permit

Shire of Morawa Rob Kowald

Date & Author: 11th November 2103; David Williams, DCEOResponsible Officer: David Williams DCEOApplicant/Proponent: Rob KowaldFile Number: Adm: 0284Previous minute/s & Council meeting in April 2009, March 2012, June 2012,

September 2013Reference:

POLICY IMPLICATIONS

Nil


Nil


Outcome 1.8 well maintained local roads and ancillary infrastructure.Council’s review of the process for issuing RAV permits provides part of an asset review for use of road infrastructure in the Shire.

RISK MANAGEMENT

An approval of RAV network permits provides the Shire with consultation and a due diligence process for road users in the Shire of Morawa. Without the process Council’s road network assets could become unsafe and unmanageable for current resources. There are inherent risks to the Shire in approving this request. The main risk relates to increased road maintenance costs and the other is setting a precedent for other similar applications to follow.The Shire of Morawa local road network has been audited and rated. Local roads are rated as a local volume RAV 2/3 roads. The requested use seeks to permit for up to RAV 7 combinations. This would appear in contrary to the audit and rating process as undertaken by the Shire of Morawa in 2009.

VOTING REQUIREMENT:

Simple Majority


It is recommended:-

Council approval is granted to Rob Kowald for a Restricted Access Vehicle (RAV) 2/3 network 7 permit to operate a 32 metre Road Train within the Shire of Morawa on the local roads listed below, Arrinooka Road, Offszanka (Canna)Road Nanekine Road

For the harvest period only subject to:-Standard Conditions of Use:

cc) Maximum speed unsealed roads 70kms/hr or 10kms/hr less than designated signage

dd)Maximum speed sealed roads 90kms/hr or 10kms/hr less than designated signage

ee)Maximum speed of 40kms/hr in built up areas including the Morawa Townsite

ff) Only approved routes will be permitted in the Morawa Townsite

28

gg)Reduce speed to 60kms/hr and moving over to give way to oncoming traffic

hh)Headlights on at all timesii) Removing dust from tyres rims when entering sealed roadsjj) Compliance with maximum gross weight limitskk) Vehicle length not to exceed 36.5 metresll) No operation after a heavy rain fall eventmm)No operation during school bus routes drop off and pick up timesnn)Signage warning of oversized vehicle be in operation are placed at entry

and egress points unless already in placeoo)Vehicle to be operated as required by the Mains Roads Class 2/3 RAV

permitpp)Entries to properties being serviced by the permit holder must be




COUNCIL RESOLUTION

Moved: Cr D S Agar Seconded: Cr D J Coaker

An amendment was foreshadowed by Cr K P Stokes as per item 8.2.1.




CARRIED7/0


It is recommended:-

Council approval is granted to Rob Kowald for a Restricted Access Vehicle (RAV) 2/3 network 7 permit to operate a 32 metre Road Train within the Shire of Morawa on the local roads listed below, Arrinooka Road, Offszanka (Canna)Road Nanekine Road

For the harvest period only subject to:-

Standard Conditions of Use:

29

o) Maximum speed unsealed roads 70kms/hr or 10kms/hr less than designated signage

p) Maximum speed sealed roads 90kms/hr or 10kms/hr less than designated signage

q) Maximum speed of 40kms/hr in built up areas including the Morawa Townsite

r) Only approved routes will be permitted in the Morawa Townsites) Reduce speed to 60kms/hr and moving over to give way to oncoming

traffict) Headlights on at all timesu) Removing dust from tyres rims when entering sealed roadsv) Compliance with maximum gross weight limitsw) Vehicle length not to exceed 36.5 metresx) No operation after a heavy rain fall eventy) No operation during school bus routes drop off and pick up timesz) Signage warning of oversized vehicle be in operation are placed at

entry and egress points unless already in placeaa)Vehicle to be operated as required by the Mains Roads Class 2/3 RAV

permitbb) Entries to properties being serviced by the permit holder must be





CARRIED7/0


Council required the applicants to be informed of the need to seek Main-Roads WA approval

30

SUMMARY

The purpose of this report is to have the Council re-consider the future management and control of aged care accommodation in Morawa, by taking over as an official role of the Council’s administration and become a direct service and cost provided by the Council. This would need to be administered by council staff with decisions made regularly by delegating to a suitably appointed committee.


Nil

ATTACHMENTS

Minutes of the meeting held 18th July, 2013.


As per the information contained in the minutes of the meeting held 18 th July, 2013. At that meeting Council resolved the following –

COUNCIL RESOLUTION

Moved: Cr G R NorthSeconded: Cr D S Agar

That the Council express an interest to the Morawa Community Care Inc. in becoming more involved in the future administration of the Morawa aged care units.

That the CEO be authorised to undertake further investigation in the areas outlined in the report in order to supply more detailed information on the options for the Councils involvement.

The Council indicate its preference to retain the independent Board option under the continuing name of Morawa Community Care Inc. and seek a further more detailed report from the CEO on the possible transition for this to happening.

CARRIED 4/1

31

Date of Meeting: 21st November, 2013Item No: 8.3.1 Subject: Morawa Community Care UnitsDate & Author: Acting Chief Executive Officer Tom HartmanResponsible Officer: Acting Chief Executive OfficerApplicant/Proponent: Shire of Morawa File Number:Previous minute/s & Reference: July 18 2013.

OFFICER’S COMMENT

The Acting CEO (Mr Hartman) and Deputy CEO (Mr Williams) have met with Mr & Mrs Ross and further discussed the responsibility being passed onto Council. They raised no matters that would concern Council carrying out the operations and have again agreed to assist during any transition phase.

The Department of Health – Mid West Region have met with Council on the 17 th

October, 2013 and raised no concerns regarding the MOU it has with Morawa Community Care Inc being transferred to Council.

The Acting CEO met with Trevor Gregory, Regional Manager, Department of Housing, Midwest/Gascoyne Region on Wednesday, 23rd October and discussed the proposal. He raised no concerns regarding signing over the Joint Venture Agreement the Department has with Morawa Community Care to the Council. The only requirement is an annual acquittal to be forwarded to the Departments Regional Office. He also indicated the department were very happy with the past operation of their units by the Morawa Community Care Inc, and offered to assist Council in any transition to the Council.

Throughout these discussions it again become evident that attracting members onto a management team similar to an Independent Board under the continuing name of the existing Morawa Community Care Inc is going to be difficult, and will not provide surety into the future. From the recent advertising, Michelle Shields, a community member of Morawa has expressed an interest in being involved. The ACEO has spoken to Michelle and she is happy to become a member of a committee.

It is suggested Council consider the future management and control of aged care accommodation in Morawa, by taking over as an official role of the Council’s administration and become a direct service and cost provided by the Council. This would need to be administered by council staff with decisions made regularly by delegating to a suitably appointed committee. The committee would need to be established and would be made up of three (4) members; the President, two Councillors and a community member. Once Council establishes the committee it can delegate any of its powers or duties to the committee, that are necessary or convenient for the proper management of (the local government’s property) being the Morawa Aged Care Units. Appropriate staff would attend meetings with the committee on a needs basis, in an advisory capacity and also minute taking etc.

The administration side can be carried out by Council staff using the existing SCHEDULE 09 – HOUSING; Sub Program - AGED HOUSING - Operating Income and Expenditure line items. The Budget already contains an Aged Care Units RESERVE. Funds transferred from the Morawa Community Care Inc could be placed into the reserve and allocated out on a needs basis. This may require a Budget amendment as the 2013-14 Budget does not have funds specifically allocated for maintenance of the units. There may be need to create specific cost centres for the DOH, MCC and Council units for easier acquittal purposes.

32

Council may also want to consider in the future to -

Undertake some preliminary strategic planning options on the ability for the land parcel to provide for suitable expansion of the complex and interrelate with any future use of the old hospital land.


An item in the “Shire Snippets” has appeared in the last two editions of the Morawa Scene indicating the Councils willingness to become involved in the administration of the aged units in Morawa. Both items also called for expression of interest from community members to join with Councillors to form a management team to assist in running the units.


Discussed at the Information & CEO Briefing Forum held 8th October, 2013. President


The following is an abbreviated list of the requirements to establish a committee under the Local Government Act and Regulations

LOCAL GOVERNMENT ACT

5.8. Establishment of committees

A local government may establish* committees of 3 or more persons to assist the council and to exercise the powers and discharge the duties of the local government that can be delegated to committees.

* Absolute majority required.

5.9. Committees, types of

(1)In this section — Other person means a person who is not a council member or an employee.

(d)council members and other persons

5.10. Committee members, appointment of

(1)A committee is to have as its members — (a)persons appointed* by the local government to be members of the committee

5.11A.Deputy committee members

(1)The local government may appoint* a person to be a deputy of a member of a committee and may terminate such an appointment* at any time.

* Absolute majority required.

33

5.11. Committee membership, tenure of

5.16. Delegation of some powers and duties to certain committees

5.17. Limits on delegation of powers and duties to certain committees

5.18. Register of delegations to committees

5.19. Quorum for meetings

5.20. Decisions of councils and committees

5.21. Voting

5.22. Minutes of council and committee meetings

5.23. Meetings generally open to public

5.24. Question time for public

LOCAL GOVERNMENT (ADMINISTRATION) REGULATIONS 1996

Part 2 — Council and committee meetings

4. Committee members, resignation of

4A.Matter prescribed for when meeting may be closed to public (Act s. 5.23(2)(h))

5. Question time for public, meetings that require prescribed (Act s. 5.24)

6. Question time for public, minimum time for (Act s. 5.24(2)

7. Question time for public, procedure for (Act s. 5.24(2)

8. No quorum, procedure if (Act s. 5.25(1) (c)

9. Voting to be open (Act s. 5.25(1) (d)

10. Revoking or changing decisions (Act s. 5.25(1) (e)

11. Minutes, content of (Act s. 5.25(1) (f)

12. Meetings, public notice of (Act s. 5.25(1) (g)

13. Unconfirmed minutes, public inspection of (Act s. 5.25(1) (i)

14. Notice papers, agenda etc., public inspection of (Act s. 5.25(1) (j)

14A.Attendance by telephone etc. (Act s. 5.25(1) (ba)

14B.Attendance by telephone etc. after natural disaster (Act s. 5.25(1) (ba)

POLICY IMPLICATIONS

Council may consider new policies pertaining to administration of aged care facilities.

34


Based on the discussions with the existing Morawa Community Care Inc. members and the Department of Housing it is envisaged that the operations would be self-supporting. The rentals in the past have adequately covered the cost of any maintenance requirements. The Department of Housing are approachable regarding major maintenance costs on their units, if the rentals and reserves and inadequate.


The undertaking of aged care facilities in Morawa is consistent with strategies adopted in the recently adopted Community Strategic Plan.

.RISK MANAGEMENT

The involvement in aged care facilities is new ground for the Council and will expose certain activities to incur costs and community interaction.

If the Council agrees with the recommendation, then there will be a need to address the possible impact, if any, on the Shire administration resources.

SOME FURTHER OBSERVATIONS BY SEAN FLETCHER

This matter falls within the Strategic Community Plan, under Strategy 3.1.10 – Investigate feasibility to acquiring Morawa Community facilities and ties in with the Corporate Business Plan - Project 4 Morawa Community Care regarding the recent completion of four specifically designed units on land vested to Morawa Community Care.

If Council agrees with the officer’s recommendation below it would be appropriate for Council to develop a succinct “terms of reference” or charter for the Morawa Community Aged Care Committee so that clarity can be provided regarding the roles of the committee members, support staff and those matters what would be delegated to the Committee (this will help mitigate some of the risks).

It should also be noted that one item missing from the recommendation is the quoting of the head of power or legislation that authorises the Council to make its resolution regarding the appointing of the committee, the appointing of the committee members and the ability to undertake relevant delegations. The relevant legislation is quoted in the section regarding Statutory Environment.

VOTING REQUIREMENT

Absolute Majority.


That Council take over the future management and control of aged care accommodation in Morawa as an official role of the Council’s administration and become a direct service and cost provided by the Council.

35

That Council establish a committee consisting of 4 persons, named the Morawa Community Aged Care Committee to assist the Council and to exercise the powers and discharge the duties of the Local Government that can be delegated to the Committee.

That Council appoint the President Cr Chappel, Cr Stokes, Cr Collins and Michelle Shields to be members of the Morawa Community Aged Committee.

That Council appoint Cr………………..as a deputy member of the Morawa Community Aged Committee.

That Council delegate any of its powers or duties that are necessary or convenient for the proper management of (the local government’s property) being the Morawa Aged Care Units.

That Council arrange with the Department of Health and the Department of Housing to have the existing agreements with the Morawa Community Care Inc transferred to the Shire of Morawa.

COUNCIL RESOLUTION

Moved: Cr D S Agar Seconded: Cr M J Thornton

That Council take over the future management and control of aged care accommodation in Morawa as an official role of the Council’s administration and become a direct service and cost provided by the Council.

That Council establish a committee consisting of 4 persons, named the Morawa Community Aged Care Committee to assist the Council and to exercise the powers and discharge the duties of the Local Government that can be delegated to the Committee.

That Council appoint the President Cr Chappel, Cr Stokes, Cr Collins and Michelle Shields to be members of the Morawa Community Aged Committee.

That Council appoint Cr D S Agar as a deputy member of the Morawa Community Aged Committee.

That Council delegate any of its powers or duties that are necessary or convenient for the proper management of (the local government’s property) being the Morawa Aged Care Units.

That Council arrange with the Department of Health and the Department of Housing to have the existing agreements with the Morawa Community Care Inc transferred to the Shire of Morawa.

CARRIED 7/0

36

SUMMARY

The purpose of this report is for Council to consider a planning application for the approval of an oversize shed on Lot No 401 (House Number 1) Croot Street, Morawa.


Author of report has no declaration of interest.

ATTACHMENTS

1. Existing Development Plan2. Proposed Shed Location Site Plan3. Planning Application4. Proposed Shed Building Plans


A planning application has been submitted by Michael Cheekes (applicant) for planning approval to construct an oversized zincalume sheet shed of 16 metres (length) x 7 metres (width) x 3.1 metre high walls at Lot No 401 (House Number 1) Croot Street, Morawa.

The subject land is currently owned by Mr Andrew Moore and the applicant has advised that purchase of the property is subject to planning and building approval of the proposed shed.

The applicant has discussed the matter with a Council Officer and has been advised that Council approval is required prior to the construction of the shed.

37

Date of Meeting: 21 November 2013Item No: 8.3.2Subject: Planning Application for Oversize Shed on Lot

No 401 (House Number 1) Croot Street, Morawa

Date & Author: 11 November 2013, John Elliot (Project Officer)Responsible Officer: Sean Fletcher (Acting Chief Executive

Officer)Applicant/Proponent: Michael Cheekes (Applicant), Andrew

Moore (Owner)File Number: 0048Previous minute/s &

OFFICER’S COMMENT

Lot No 401(House Number 1) Croot Street incorporates an existing residential house, chicken pen, double carport and garden shed. The applicant proposed to relocate the chicken pen to the north west corner of the backyard and remove the double carport and garden shed to provide sufficient room for the proposed shed.

The subject land is zoned Residential R10/30 under the Shire of Morawa Town Planning Scheme No 2.

The Residential Design Codes permits a 60m2 outbuilding to be erected in a residential zone. Sheds greater than this size require Council approval. The 60m2 restriction on sheds is required in areas where the shed may impact on the amenity of the neighbours.

The proposed shed complies with the minimum 1 metre boundary clearance for the rear setback but fails to comply with the 1.5 metre side setback as detailed in the Residential Design Codes for a 16 metre long wall in a Residential R 10 zoning. The Residential Design Codes allows for this side setback to be varied subject to:

“5.1.3 Lot boundary setback P 3.1 Buildings set back from lot boundaries so as to:

• reduce impacts of building bulk on adjoining properties;

• provide adequate direct sun and ventilation to the building and open spaces on the site and adjoining properties; and

• minimise the extent of overlooking and resultant loss of privacy on adjoining properties.

P 3.2 Buildings built up to boundaries (other than the street boundary) where this:

• makes more effective use of space for enhanced privacy for the occupant/s or outdoor living areas;

• does not compromise the design principle contained in clause 5.1.3 P 3.1;

• does not have any adverse impact on the amenity of the adjoining property;

• ensures direct sun to major openings to habitable rooms and outdoor living areas for adjoining properties is not restricted; and

• positively contributes to the prevailing development context and streetscape.”

The 0.95 metre proposed side setback is considered sufficient to: Provide adequate separation of the proposed shed from side boundary,

in turn creating a minimal impact on the adjoining properties amenity. Height and scale of the proposed shed will have a minimal impact on

sunlight entering habitable rooms and living areas on an adjacent grouped housing development located on the residential lot to the south of the subject land.

38

A number of sheds in the locality have a 1 metre side set back, so the proposed shed generally will conform to this prevailing shed side set back.

The proposed 0.95 metre separation from boundaries is above the minimum 0.9 metre requirement as detailed in the building codes.


The applicant has not consulted with surrounding neighbours and the proposed development is not considered to require any community consultation.


No previous consultation.


Planning and Development Act 2005Shire of Morawa Local Planning Scheme No .2State Planning Policy 3.1 – Residential Design CodesBuilding Code of Australia 1996

POLICY IMPLICATIONS

No known policy implications.

FINANCIAL IMPLICATIONSA planning fee of $147


No known strategic implications.

RISK MANAGEMENT

A precedent for oversized outbuildings located within the Morawa town site has been created with a number of oversize outbuildings approved by Council within residential zoned land.

The site has been assessed and the new structure is unlikely to have detrimental impacts on the amenity once constructed.

39

The risk associated with the proposal is minimal as the site of the shed will provide consistency with other structures on surrounding properties.

VOTING REQUIREMENT:

Simple majority.


It is recommended:-

Council grant planning approval for the construction of an oversized zincalume metal sheet shed of 16 metres (length) x 7 metres (width) x 3.1 metre high walls on Lot No 401 (House Number 1) Croot Street, Morawa.

The design and location of the shed is to conform to the plans and building design submitted as part of the planning application by Michael Cheekes (applicant).

The applicant is advised that building approval is required for the shed under the Building Act 2011.

COUNCIL RESOLUTION

Moved: Cr K P Stokes Seconded: Cr D S Agar

It is recommended:-

Council grant planning approval for the construction of an oversized zincalume metal sheet shed of 16 metres (length) x 7 metres (width) x 3.1 metre high walls on Lot No 401 (House Number 1) Croot Street, Morawa.

The design and location of the shed is to conform to the plans and building design submitted as part of the planning application by Michael Cheekes (applicant).

The applicant is advised that building approval is required for the shed under the Building Act 2011.

MOTION LOST 0/7

COUNCIL RESOLUTION

40

Moved: Cr K P StokesSeconded: Cr D S Agar

That as per the Shire of Morawa Standing Orders Local Law 2011 Clause 17.1 Standing Orders be suspended at 18.25pm in order that Council better informs itself of the matters before it regarding item 8.3.3

CARRIED 7/0

COUNCIL RESOLUTION

Moved: Cr K P StokesSeconded: Cr D S Agar

Standing Orders be resumed for Council to resolve item 8.3.3 at 18.35pm

CARRIED 7/0

Cr K J Chappel then adjourned the meeting under section 15.1 of the Shire of Morawa Standing Orders Local Law 2011 at 18.35 pm

List of Council members present when the meeting was adjourned

Cr K J Chappel PresidentCr D S Carslake Deputy PresidentCr D S AgarCr M J ThorntonCr K P StokesCr D J Coaker Cr D B Collins

The Council meeting reconvened at 18:55pm at the meeting and Cr K J Chappel re-opened the meeting

41

SUMMARY

The purpose of this report is for Council to approve the landscaping design associated with the upgrade of the Morawa Sports Ground.


Author of report has no declaration of interest.

ATTACHMENTS

Plans of landscaping options 1 & 2 Landscaping cost quotation option 1


The Morawa Sports Complex buildings have for many years been in a state of disrepair and required a major upgrade to enable continual use.

Funding was secured to complete the redevelopment of the sports ground and at the March 2013 Shire of Morawa Council meeting, Council resolved to approve PS Chester and Son as the successful tender for provision of services to construct the upgrade of the Morawa Sports Ground Complex located in Morawa.

The redevelopment is currently nearing completion with approximately 80% of the work completed.

42

Date of Meeting: 21 November 2013Item No: 8.3.3Subject: Landscape Design for Morawa Sports Ground

RedevelopmentDate & Author: 13 November 2013, John Elliot (Project Officer)Responsible Officer: Sean Fletcher (Acting Chief Executive

Officer)Applicant/Proponent: Shire of MorawaFile Number:Previous minute/s &

Reference: March 2013 - Morawa Sports Ground Complex Construction award of tender

December 2012 - Morawa Sports Ground Complex Construction and Upgrade-Endorsement of Plans

OFFICER’S COMMENT

Shire of Morawa Officers conducted a site inspection of the redevelopment area to review potential landscaping options associated with the project. Based on site analysis and discussions with the project builders a design option was prepared. This option incorporated

Option One (refer landscaping plan attachment):

Planting of Winter Green grass on the eastern northern and western sides of the complex;

Planting of 40 eremophilas on the south side of the complex adjacent to the loading area;

Wood chip mulch surrounding existing trees and the eremophila planting area; Reticulation of all planting areas, including winter green grass and eremophila

planting area; Connection of reticulation to water mains (which may require a 32,000 litre tank

and electric pump to sustain suitable water volume and pressure); Garden kerbing of Winter Green grass, eremophila areas and adjacent to

existing tree areas.

Following the review and discussion of this option at a Council briefing session held on 12 November 2013 a suggestion was made for staff to investigate a second landscaping option incorporating:

Option Two (refer landscaping plan attachment):

Planting of Winter Green grass on the eastern side of the complex (extending grassed area to proposed playground location);

Provision of pathways suitable for disabled access to the parking and playground area;

Paving the western and northern side of the complex; Planting of 40 eremophilas on the south side of the complex adjacent to the

loading area; Wood chip mulch surrounding existing trees and the eremophila planting area; Reticulation of all planting areas, including winter green grass and eremophila

planting area; Connection of reticulation to water mains ; Garden kerbing of Winter Green grass, eremophila areas and adjacent to

existing tree areas.

Eastman Poletti Sherwood Architects, as project managers, requested quotations for both options. The quoted price to complete each option:

1. $71, 849.80 ex GST for option one (quote includes 32,000 litre water tank and electrical pump- refer quotation attachment).

2. The cost for option two will be available at the meeting for Councils consideration.

Option one incorporates a soft design with grass located around the majority of the site. The option includes a high dependence on reticulation during the summer months with the area to the north and west potentially prone to soft ground separation during extended period of rainfall in winter.

43

Option two incorporates a mix of hard and soft design elements with paving, grass and eromophila. The paving on the western and northern side of the complex will create a hard design environment not requiring reticulation and low maintenance. The existing trees and potential utilisation of planter boxes over the area may assist in visually softening the area.

Option two also includes extension of the grassed area to connect with the playground site and the provision of suitable paved access for families, children and disabled to the sports complex.


The Morawa Sports Ground redevelopment project design phase incorporated community consultation associated with design and recreation facility planning. The Shire also conducted meetings with local sporting groups.


Landscaping information was discussed with Councillors at the Council Briefing Season held on Tuesday, 12 November 2013. Suggestion for a modified landscape design as detailed in option 2 were discussed.

The Shire President and Cr Stokes met with the Deputy CEO on Wednesday 13 November 2013 to suggest further clarification on the landscaping requirements. As a result it may be possible to modify option two further including:

Location of the proposed playground being located to the north of light tower; Shade sail located over grassed area fronting canteen area; Grassed areas being located on the western side of the building:

o between the loading driveway and western entrance path o between the western entrance path and section heading 15 metres to

the north; With the remaining western area to the north being paved.

A detailed plan and quotation will be presented to Council at the Council meeting being held on 21 November 2013 as option two (b).


Not applicable.

POLICY IMPLICATIONS

No known policy implications.

44


The original project tender incorporated $6000 for landscaping. The project costs for landscape option one or option two requires endorsement by Council as a project variation.

The landscaping option one quoted fee of $71,8509 (Ex GST) would result in $225,000 remaining available following full spend associate with construction, furnishings, services, playground delivery and installation from the total budget of $2,750,00.

Detailed quotation for option two will be presented to the Council Meeting.


Identified as a high priority under:

Strategic Community Plan – 3.5.2 Secure Funding for Morawa Sports Ground Upgrade;

Corporate Business Plan - Project 1 Greater Sports Ground Project.

RISK MANAGEMENT

Past projects have all been able to be completed within the allocated budgets. Delivery of the landscaping component and safety issues will be dealt with through the project manager and council officers.

VOTING REQUIREMENT:

Simple majority.


It is recommended:-

1. Council approves the Morawa Sports Ground Redevelopment landscaping design option 2 to the value of $ X. This is to include the following works:



Paving the western and northern side of the complex; Planting of 40 eremophilas on the south side of the complex adjacent to

the loading area; Wood chip mulch surrounding existing trees and the eremophila

planting area; Reticulation of all planting areas, including Winter Green grass and

eremophila planting area; Connection of reticulation to water mains; Garden kerbing of Winter Green grass, eremophila areas and adjacent

to existing tree areas.

45

COUNCIL RESOLUTION

Moved: Cr K P Stokes Seconded: Cr M J Thornton


Moved: Cr K P StokesSeconded: Cr M J Thornton

Option 2 be amended to incorporate paving to the front of the building on either side of the path form the length of the original brick building and the length of the portico.

CARRIED7/0


1. Council approves the Morawa Sports Ground Redevelopment landscaping design option 2. This is to include the following works:



Paving the western and northern side of the complex; Planting of 40 eremophilas on the south side of the complex

adjacent to the loading area; Wood chip mulch surrounding existing trees and the eremophila

planting area; Reticulation of all planting areas, including Winter Green grass and

eremophila planting area; Connection of reticulation to water mains; Garden kerbing of Winter Green grass, eremophila areas and

adjacent to existing tree areas.

2. The paving is to incorporate paving to the front of the building on either side of the path from the length of the original brick building and the length of the portico.

CARRIED 7/0


The addition of paving to the front of the building would be better suited for users of the facility

46

SUMMARY

The purpose of this late report is to acknowledge the withdrawal of the CEO as the second delegate to the WALGA Country Northern Zone and as a result, for the Council to appoint another councillor as the second delegate to the Zone. This is so that the Shire of Morawa can meet its obligations regarding the election or appointment of the Northern Zone Representative and Deputy Northern Zone Representative to the WALGA State Council on Monday 25 November 2013.


Nil

ATTACHMENTS

Email from Barrye Thompson Executive Officer WALGA Northern Zone 19 November 2013.


It would appear that not all members of the WALGA Northern Country Zone have provided two delegates to represent their respective local government on the Zone. Barrye Thompson the Executive Officer of the Zone advised all members via email on 19 November 2013 that each member is permitted two delegates.

In the case of the Shire of Morawa, Council resolved, in part, at the Special Meeting on 21 October 2013 that its delegates for the Zone would consist of the following:

APPOINTMENT OF REPRESENTATIVES AND DELEGATES:

Moved: Cr DS Carslake Seconded: Cr DS Agar

CARRIED 7/0

COUNCIL DECISION: That the following Councillors be appointed as

Representatives on Committees as listed:

NORTHERN ZONE OF WALGA

47

Date of Meeting: 21 November 2013Item No: 8.3.4Subject: Councillor Appointments to Committees

Date & Author: 20 November 2013 Sean Fletcher

Responsible Officer: Sean Fletcher Acting Chief Executive Officer

Applicant/Proponent: Shire of Morawa

File Number: ADM 0030

Previous minute/s & Reference: 21 October 2013 (Special Meeting)

Proxy

Cr ChappelCeoCr Stokes

The Shire President contacted the author on 19 November 2013 and discussed the matter of the Shire’s representation on the Northern Zone. In particular she suggested that perhaps it was appropriate for the second delegate to the Zone be another councillor instead of the Chief Executive Officer.

OFFICER’S COMMENT

The WALGA Northern Country Zone meets on Monday 25 November 2013 to elect the Zone Representative and Deputy Zone Representative to State Council.

The Northern Country Zone is a key part of the governance framework for the Western Australian Local Government Association (WALGA) which is Local Government’s peak body. In all there are five metropolitan zones and 12 country zones. Together the zones provide a collective voice on issues that affect Local Government.

As can be seen from the resolution of the special meeting held on 21 October 2013, the current delegates are the Shire President, the CEO and the deputy member or proxy is Cr Stokes.

The author believes that it is appropriate for the second delegate to be a councillor instead of the CEO. This is because it is important to ensure that there is sufficient involvement by councillors from the Shire of Morawa regarding the Zone process and its business including the election of the Zone delegates to State Council.

The Chief Executive Officer generally attends the Zone meetings and provides advice to the delegates and Council in general regarding matters that are before the Zone.Accordingly, the author withdraws the role of CEO as a delegate to the WALGA Northern Country Zone.


Nil


Discussions with Shire President 19 November 2013.

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Local Government Act 1995

Section 2.10 defines the role of Councillors. This report and actions proposed regarding membership on an external body are consistent with Section 2.10.

Section 5.98 Fees etc. for council members.

Local Government (Administration) Regulations 1996

Regulation 30 Meeting Attendance Fees (Act s.5.98(1) and (2A)). Meeting of a prescribed type: WALGA Zone, where the council member is representing a local government as a delegate elected or appointed by the local government.

POLICY IMPLICATIONS

Nil


All costs associated with representing the Council are covered by the members sitting fees in the Budget adopted.


Strategic Community Plan - Civic Leadership

Objective 4: A connected community with strong leadership

Council representation on the Northern Country Zone gives a voice in the region to move forward strategically.

RISK MANAGEMENT

Nil

VOTING REQUIREMENT

Simple Majority

OFFICER’s RECOMMENDATION

Council:

1. Accepts the withdrawal of the CEO as a delegate to the WALGA Country Northern Zone.

2. Nominates Cr ______________________ as the second delegate for the Shire of Morawa on the WALGA Country Northern Zone.

3. Authorises the Acting Chief Executive Officer to advise the Executive Officer of the WALGA Northern Country Zone that Cr __________________ is the Shire of Morawa’s second delegate to the WALGA Northern Country Zone.

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COUNCIL RESOLUTION

Moved: Cr K P Stokes Seconded: Cr D S Carslake

Council:

1. Accepts the withdrawal of the CEO as a delegate to the WALGA Country Northern Zone.

2. Nominates Cr K P Stokes as the second delegate for the Shire of Morawa on the WALGA Country Northern Zone.

3. Authorises the Acting Chief Executive Officer to advise the Executive Officer of the WALGA Northern Country Zone that Cr K P Stokes is the Shire of Morawa’s second delegate to the WALGA Northern Country Zone.

CARRIED 7/0

Advise note:The Chief Executive Officer is required to bring a separate report to Council to nominate a proxy to the WALGA Country Northern Zone.

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INTRODUCTION

Information that is requiring Councils Attention is provided each month.


For Council’s Consideration.

INTRODUCTION

An information bulletin is provided each month for Councillors information.


It is recommended that:

The Information Bulletin submitted for the 21st November 2013, Ordinary Meeting be received.

COUNCIL RESOLUTION

Moved: Cr M J Thornton Seconded: Cr K P Stokes

It is recommended that:

The Information Bulletin submitted for the 21st November 2013, Ordinary Meeting be received.

CARRIED7/0

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Item No: 9.1Subject: Shire Correspondence Requiring Council AttentionProponent: Acting Chief Executive OfficerSignature of Officer:Signature of CEO:File Number: VariousVoting Requirements: Simple Majority

Item No: 10.1Subject: Information BulletinProponent: Acting Chief Executive OfficerSignature of Officer:Signature of CEO:File Number: VariousVoting Requirements: Simple Majority

11 NEW BUSINESS OF URGENT NATURE INTRODUCED BY DECISION OF MEETING

COUNCIL RESOLUTION

Moved: Cr D S CarslakeSeconded: Cr D J Coaker

Council introduce an item of urgent business to discuss the existing under cover open roof area on the eastern side of the Morawa Sports ground function area

CARRIED 7/0

COUNCIL RESOLUTION

Moved: Cr D B Collins Seconded: Cr D S Agar

Council request the Chief Executive Officer obtain design options and costings, for consideration, to improve the roof over the patio area of the Morawa Oval Function Room

CARRIED 7/0

12 APPLICATION FOR LEAVE OF ABSENCE

Nil

13 NEXT MEETING

The next Ordinary Meeting of the Morawa Shire Council is scheduled to be held on Thursday 19th December 2013 commencing at 15:30pm.

14 MEETING CLOSURE

There being no further business, the Shire President closed the meeting at 7:20pm

I certify that the Minutes of this Meeting were confirmed at the Council Meeting held on Thursday 21st November 2013 commencing at

…………………………………Presiding Person

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that the following councillors be appointed as ... web viewst solar thermal power station ... where...

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