MINUTES OF ORDINARY MEETING HELD AT COUNCIL … · MINUTES OF ORDINARY MEETING HELD ON 19 TH JUNE...

MINUTES OF ORDINARY MEETING HELD ON 19TH

JUNE 2013

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MINUTES OF ORDINARY MEETING HELD AT COUNCIL CHAMBERS ON 19 JUNE 2013

1. DECLARATION OF OPENING /ANNOUNCEMENT OF VISITOR

The President CR A Smoker welcomed those present and declared the meeting open at 4.10pm.

2. RECORD OF ATTENDANCE/APOLOGIES/LEAVE OF ABSENCE

Cr A R Smoker (President) Cr B Stanes Cr G Ilich

Cr C C Smith (Vice President) Cr L Tuckwell Cr P Browning

Cr S Meeking Cr N Aggiss

Staff: Mr J Read (CEO), Mr A George (DCEO), Mrs K Caley (Accountant)

Apologies: Cr A Ibbotson

3. RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE

Nil.

4. PUBLIC QUESTION TIME

Nil.

5. APPLICATIONS FOR LEAVE OF ABSENCE

Cr B Stanes and Cr L Tuckwell requested a leave of absence from the August meeting.

6. PETITIONS/DEPUTATIONS/PRESENTATIONS

Nil.

7. CONFIRMATION OF MINUTES OF PREVIOUS MEETINGS

7.1 Minutes of Council Meeting – 15th May 2013

7.2 Minutes of WALGA State Council - 3rd May 2013 at Karratha (tabled)

RESOLUTION NO. 2092

Moved Cr P Browning Seconded Cr S Meeking

That the minutes of the Council Meeting held on the 15th May 2013 be received.

CARRIED 8/0

8. ANNOUNCEMENTS BY PRESIDING MEMBERS WITHOUT DISCUSSION

Nil.

9. REPORTS OF COMMITTEES AND OFFICERS

9.1 Finance Report

9.2 CEO Report

9.3 Works Manager Report

9.4 Town Planning Report

9.5 EHO Report

9.6 Building Officer’s Officer

9.7 RoeRoc Support Officer


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9.1 FINANCIAL REPORT

9.1.1 Financial Reports

Name of Applicant: Accountant

Author: Accountant

Voting: Simple

Date: 12 June 2013

SUMMARY/COMMENT:

The financial statements for the period ending 31 May 2013 were attached.

RESOLUTION NO. 2093

Moved Cr L Tuckwell Seconded Cr N Aggiss

That the Financial Reports for the period to 31 May 2013 as presented be accepted.

CARRIED 8/0

9.1.2 List of Accounts


Author: Accountant

Voting: Simple

Date: 13 June 2013

SUMMARY/COMMENT:

A list of accounts was attached.

RESOLUTION NO. 2094

Moved Cr C Smith Seconded Cr G Ilich

That Cheque No’s 16818-16849, Transport Vouchers Kondinin & Hyden, EFT No’s 3087-3190 and Bank

Fees from the Municipal Fund totalling $329,554.34 be endorsed and accepted for payment.

CARRIED 8/0

9.1.3 Capital Items 2013/14


Author: Accountant

Voting: Simple

Date: 13 June 2013

SUMMARY/COMMENT:

A list of capital items is attached for review by council for inclusion in the 2013/2014 budget.

FOR INFORMATION

9.1.4 Capital Items Progress

Name of Applicant: CEO

Author: CEO

Voting: Simple

Date: 13 June 2013


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SUMMARY/COMMENT:

Expenditure on capital items for 2012 – 2013

Programme Description Description Original Budget Notes

Governance Photocopier 10,000 Finalised

Housing Upgrade Various Staff housing 20,000 In progress

Economic Services Chalet Development 340,000 In Progress

Governance Tile Shire Office 1,500 Finalised

Housing Purchase 2 Blocks Repacholi Pde 24,000 Finalised

Housing Complete House - Hyden 83,000 Finalised

Housing New House - Kondinin 370,000 In progress

Housing New House - Kondinin 370,000 Not Yet Started

Transport Kondinin/Hyden Footpath 30,000 In progress

Recreation & Culture Kondinin Pool 1,800,000 In progress

Recreation & Culture Bowling club 258,000 Finalised

Transport Airport 25,000 Finalised

Governance CEO Vehicle 65,000 Finalised

Governance Deputy CEO Vehicle 55,000 Finalised

Health Doctors Vehicle 40,000 Finalised

Other Property & Services Works Manager - Dual Cab 50,000 Finalised

Other Property & Services Maintenance Ute - Hyden 27,000 Finalised

Other Property & Services Maintenance Ute - Kondinin 27,000 Finalised

Transport Replace Kawasaki loader 290,000 Finalised

Transport Replace Cat Grader 325,000 Finalised

Transport Hyden-Norseman Rd 345,000 Finalised

Transport Aylmore Rd 145,000 Finalised

Transport Kondinin-Narembeen Rd 60,000 Finalised

Transport East Hyden Bin Road 180,000 Finalised

4,940,500

By Class

In Progress 2,560,000

Not yet Started 370,000

Deferred nil

Complete 2,010,500

Total 4,940,500

FOR INFORMATION

9.1.5 Grants – Community Water Supply Program

NAME OF APPLICANT: DCEO

AUTHOR: DCEO

VOTING: Simple

DATE: 10th June 2013

SUMMARY

The above program was set up by the State Government to assist commercial broadacre communities to

establish or improve water supplies to enable the community to be better prepared for periods of low

rainfall. Two areas were identified, being the dam at the CBH facility in Hyden and the old railway dam at

Kondinin golf course (AA Dam 152 – Woorkakinin). The grants were submitted in September 2012.


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The Hyden grant is for the installation of a permanent high volume diesel pump at the dam at the Hyden

CBH facility to enable the water to be more efficiently harvested.

The Kondinin grant is to clean out and reseal the dam, install a permanent diesel pump and install a new

pipeline from the dam into the town dams.

COMMENT

We have been advised in a letter received on 6th June 2013 that both our grants have been successful.

Details are as follows:

Project Cost Shire Contribution Grant

Hyden CBH dam $12,000 $2,000 $10,000

Kondinin $98,000 $28,000 $70,000

The shire contribution for both projects includes grading of the roaded catchments for both dams.

Provision will need to made in the 2013/2014 budget for the shire contribution.

RESOLUTION NO. 2095

Moved Cr P Browning Seconded Cr G Ilich

That Council accepts the grants from the Community Water Supply Program of $10,000 to upgrade the

pump at the Hyden CBH facility and $70,000 to upgrade the Kondinin golf course dam.

CARRIED 8/0

9.1.6 Kondinin Building Services


Author: CEO

Declaration of Interest: Nil

Date: 8th June, 2013

SUMMARY:

A long standing dispute exists between Richard Smeed of Kondinin Building Services (KBS) and the Shire of

Kondinin in respect of contract building work carried out by KBS in the extension of the Kondinin Shire

Office. The dispute is in respect of $26,000 that the Shire have are withheld from payment to KBS as a

penalty under the contract for delays in completing the project on time. KBS contends that the Shire made

variations to the contract / additions to the scope of works which contributed to the delays in completing

the works. These variations according to KBS included errors and omissions in the plans and specifications

provided by the Shire as well as variations involving supply and installation of new septic tanks and leach

drains, new power mains and storm water drains, as well as the installation of retaining walls. KBS also

contend that the penalty of $26,000 was calculated at $1,000 a week which amount is unreasonable and

does not represent a genuine pre-estimate of loss and is legally unenforceable.

The works project has been fully completed some time ago. As KBS are $26,000 out of pocket as a result of

not being paid the full accepted tender price, Mr Smeed has withheld payment of rates on his properties in

the Shire in protest. He also claims that the Shire should pay a $500.00 insurance excess bill that he has

paid in respect of water damage claim while undertaking the works project.

COMMENT:

I am keen for the matter to be resolved and have had a meeting with Richard Smeed. As a compromise

from both parties, he is agreeable to my proposal that the Shire pay half the withheld monies ($13,000)

which represents a $13,000 penalty applying and Richard Smeed agrees and promises to pay his rates in full

and also accept non-reimbursement of the $500.00 insurance excess account.

STATUTORY ENVIRONMENT

Local Government Act, 1995

POLICY IMPLICATIONS

There are no direct policy implications in relation to this item.

FINANCIAL IMPLICATIONS

Budgeted funds will be made available for this necessary expenditure.

STRATEGIC IMPLICATIONS

Nil


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VOTING REQUIREMENT

Simple majority

RESOLUTION NO. 2096

Moved Cr P Browning Seconded Cr C Smith

That Council agree, in the interests of settling the dispute with Kondinin Building Services regarding the

imposed penalty for completion delays in respect of the Shire Office building extension project, to reduce

the penalty from $26,000.00 to $13,000.00.

CARRIED 5/3

Cr B Stanes left the chambers at 4.37pm and returned at 4.39pm.

9.1.7 SCHEDULE OF TOWN PLANNING FEES – 2013/2014

NAME OF APPLICANT: CEO

AUTHOR: CEO

DECLARATION OF INTEREST: Nil

VOTING: Absolute Majority

DATE: 9TH June 2013

SUMMARY / COMMENT

The Western Australian Planning Commission has completed an interim review of the maximum fees and

charges set under the Planning and Development Regulations 2009 that can be applied by all local

government authorities throughout WA.

Having regard for the information contained in the revised regulations governing planning fees and

charges, a new schedule of town planning fees has been drafted by Council’s town planning consultants,

Urban & Rural Planners, that should be applied by the Shire of Kondinin during the 2013-2014 Financial

Year to help offset the costs associated with dealing with various planning related matters.

The Schedule of Fees was attached for Council’s information.

RESOLUTION NO. 2097

Moved Cr C Smith Seconded Cr N Aggiss

That Council adopt the Schedule of Town Planning Fees (tabled) as presented by Council’s Town Planning

Consultants (Urban & Rural Planners) for the 2013/14 financial year, effective from 1st July, 2013.

CARRIED 7/0

ABSOLUTE MAJORITY

9.1.8 Insurance Claim – Kondinin Swimming Pool Balance Tank

NAME OF APPLICANT: DCEO

AUTHOR: DCEO

VOTING: N/A

DATE: 11th June 2013

SUMMARY / COMMENT

An insurance claim was lodged in early 2012 to cover the damage caused to the Kondinin swimming pool

balance tank due to it lifting out of the ground due to, amongst other things, a rise in the water table.

After many meetings with insurance assessors, groundwater experts and insurance companies a settlement

has been reached for an amount of $55,000. It is good to finally have this matter finalised after in excess of

12 month’s negotiations.

FOR INFORMATION

9.1.9 BUDGET SUBMISSION APPLICATIONS 2013/2014

NAME OF APPLICANT: Accountant

AUTHOR: Accountant

DECLARATION OF INTEREST: Nil

VOTING: Absolute Majority


JUNE 2013

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DATE: 9TH June 2013

SUMMARY / COMMENT

The following submissions have been received.

The maximum allocation for each progress is $7,500. The total amount of requests received was $52,509.41

for projects totalling $69,729.41.

Community Group Amount

Requested

Project Total Project

Cost

Karlgarin Progress

Association

$1,600.00 Community Farm Sponsors Sign $1,600.00

Country Women’s

Association

$5,163.60 Maintenance of CWA rooms in Hyden $5,163.60

Kondinin Hockey Club $7,500.00 Erection of lighting at KN hockey field $15,000.00

Hyden Community

Respite

$3953.40 Community edible garden in Coronation

Park

$3,953.40

Kondinin Community

Recreation Council

$2,587.36 Purchase of 100 chairs and a chair trolley

for the Kondinin Country Club

$7,587.36

Kondinin Cricket Club $1845.00 Purchase and installation of new cricket

pitch surface

$2,865.00

Kondinin Hospital

Ladies Committee

$2,000.00 Guest Speaker Maggie Dent for 2013

Ladies Day

$2,000.00

Kondinin Tennis Club $3,000.00 Purchase of sweeper and ball machine $3,700.00

Hyden Progress

Association

$ Artificial lawn for length of information

bay

$

Hyden Progress

Association

$ Disabled Access Path & Kerbing outside

Respite Centre

$

Kondinin Men’s Shed $2,500.00 Purchase a Log Splitter $2,500.00

Kondinin Men’s Shed $4,724.50 Concrete pad in front of shed $4,724.50

Kondinin P&C

Association

$1,173.00 Transport of School children to and from

Kulin Pool

$1,173.00

Kondinin Blue Light –

Kondinin Police

$5,962.55+

Shipping

To form Kondinin Blue Light and purchase

equipment

$5,962.55+

Shipping

Lions Club of Kondinin $3,000.00 Lions family fun day or similar event 2014 $6,000.00

Kondinin Netball Club $7,500 Extension of existing shed and new

benches

$7,500

Further information on submissions is attached

Suggestions

I believe that Council should consider funding the following projects: -


Requested

Project

Karlgarin Progress

Association

$1,600.00 Community Farm Sponsors Sign Fund $500

Country Women’s

Association

$5,163.60 Maintenance of CWA rooms in Hyden Fund

$3,163.60

Kondinin Hockey Club $7,500.00 Erection of lighting at KN hockey field ??

Hyden Community

Respite


Park

??

Kondinin Community

Recreation Council

$2,587.36 Purchase of 100 chairs and a chair trolley

for the Kondinin Country Club

Fund

$2,587.36

Kondinin Cricket Club $1845.00 Purchase and installation of new cricket Fund


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pitch surface $1,845.00

Kondinin Hospital

Ladies Committee


Ladies Day

Delete

Kondinin Tennis Club $3,000.00 Purchase of sweeper and ball machine Fund

$700.00

Hyden Progress

Association

$ Artificial lawn for length of information bay Delete

Hyden Progress

Association

$ Disabled Access Path & Kerbing outside

Respite Centre

See Note 1

Kondinin Men’s Shed $2,500.00 Purchase a Log Splitter Delete

Kondinin Men’s Shed $4,724.50 Concrete pad in front of shed Delete

Kondinin P&C

Association

$1,173.00 Transport of School children to and from

Kulin Pool

Delete


Kondinin Police

$5,962.55+

Shipping


equipment

See Note 2

Lions Club of Kondinin $3,000.00 Lions family fun day or similar event 2014 Delete


benches

$5,000

Note 1 : Perhaps Council could include this in the budget for upgrading of footpaths in Hyden.

Note 2 : Council could consider assisting the Police in applying for a community grant.

Total Funds allocated : $ 13,795.96

Successful 2012/13 Budget Submissions:

• Hyden Progress Association – Applied for $2,000 to assist with installation of Hyden District

Information signs. Shire allocated $2,000.

• Karlgarin Bowling Club – Applied for $3,660 to provide new shade cloth at the bowling club. Shire

allocated $2,000. Completed.

• Kondinin Mens Shed – Applied for $7,500 to purchase tools and equipment for the Mens Shed.

Shire allocated $3,000. Completed.

• Karlgarin/Pingaring Cricket Club – Applied for $2,000 to purchase playground equipment for the

Karlgarin Sports Ground. Shire allocated $2,000. Completed.

• Kondinin Hospital Ladies – Applied for $2,000 to hire the services of guest speaker from Beyond

Gardens to attend the Kondinin Hospital Ladies annual Ladies Day. Shire allocated $2,000.

Completed.

• Hyden Golf Club – Applied for $6,000 to purchase a ride on mower. Shire allocated $4,000.

• Kondinin Progress Association – Applied for $7,500 to put signage on heritage machinery and

buildings in the Kondinin townsite. Shire allocated $7,500. Completed.

• Kondinin Golf Club – Applied for $5,000 for the maintenance and upkeep of the Kondinin Golf

Clubhouse and Course. Shire allocated $2,500. Completed.

Unsuccessful 2012/13 Budget Submission:

• Hyden Progress Association – Applied for $5,200 to assist with the upgrade of Hyden entry signs.

Declined.

• Hyden Progress Association – Applied for $7,500 to install a public BBQ and drink fountain.

Declined.

• Hyden CRC – Applied for $2,500 to hire the services of Beyond Gardens. Declined.

• Hyden CRC – Applied for $2,000 to hold Year of the Farmer Portrait classes. Declined.

• Hyden Combined Sports – Applied for $3,000 to combine the presentation night of Hyden and

Karlgarin sports clubs. Declined.

• Kondinin Primary School – Applied for $7,500 to install a shade structure over the pre-primary

playground. Declined.

• Kondinin Hockey Club – More information on installation of lights was needed.


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FOR INFORMATION: RECOMMENDATION TO BE DECIDED AT THE JULY MEETING


Requested

Project

Karlgarin Progress

Association

$1,600.00 Community Farm Sponsors Sign Fund to

$500

Country Women’s

Association

$5,163.60 Maintenance of CWA rooms in Hyden Fund to

$3,163.60

Kondinin Hockey Club $7,500.00 Erection of lighting at KN hockey field $7,500

Hyden Community

Respite


Park

To be

considered

next year

Kondinin Hospital

Ladies Committee


Ladies Day

Grant

opportunity

Kondinin Cricket Club $1845.00 Purchase and installation of new cricket

pitch surface

Fund to

$1,845.00

Kondinin Tennis Club $3,000.00 Purchase of sweeper and ball machine Fund to

$700.00


Kondinin Police

$5,962.55+

Shipping


equipment

See Note 2.


benches

Fund to

$5,000

Lions Club of Kondinin $3,000.00 Lions family fun day or similar event 2014 Grant

opportunity

9.1.10 Appointment of Auditor

Name of Applicant: Shire of Kondinin

Author: CEO


Date: 8th June 2013

SUMMARY:

The current contract with our Auditor, Gregory Froomes Wyllie, CPA, expires on 30/6/2013. Greg has

submitted a proposal that the contract be renewed for a further twelve months at a cost of $11,250 +GST.



POLICY IMPLICATIONS



Budgeted funds will be made available for this necessary expenditure.


Nil

VOTING REQUIREMENT

Simple majority

RESOLUTION NO. 2098

Moved Cr N Aggiss Seconded Cr B Stanes

That Council renew the contract for auditing services for the Shire of Kondinin provided by Mr. Gregory

Froomes Wyllie for a further twelve months commencing 1/7/2013 at a cost of $11,250 +GST.

CARRIED 8/0


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9.1.11 Community Engagement Policy


Author: Caroline Robinson


Date: 12th June 2013

BACKGROUND

The new requirements for Integrated Strategic Planning obligate Council to adopt a community

engagement strategy for the development for the Strategic Community Plan.

COMMENT

As part of the new requirements for Integrated Strategic Planning, the Shire to comply with the Basic

Standard is to have developed and adopted a community engagement policy and ensure that the

community engagement involves at least 500 or 10% of residents, whichever is the fewer and is conducted

by at least 2 separate documented mechanisms.

The adoption of the community engagement strategy will ensure that the community is consulted when

developing the Strategic Community Plan. This strategy has been developed with reference to the Shire’s

Community Engagement Policy (see attached).

As the legislation now requires that the Strategic Community Plan is developed or modified through

engagement with the community and that it is documented. It must also have regard to current and future

resource capacity, demographic trends and strategic performance measurements.

The following strategy has been formulated for the development of the Shire of Kondinin Strategic

Community Plan;

COMMUNITY ENGAGEMENT STRATEGY

Type of Community Engagement Attending Timing Community Facilitation Session – Open Session

Anyone Daytime

Community Facilitation Session – Open Session

Invited representatives Evening

Community Survey Anyone Available in printed form and on website

Business Forum Business Owners Evening

Councillors Visioning Session Councillors During working hours

STATUTORY IMPLICATIONS All local governments are currently required to produce a plan for the future under S5.56 (1) of the Local

Government Act 1995. It is intended that regulations will be made under S5.56(2) of the Act to briefly

outline the minimum requirements to achieve this.

The minimum requirement to meet the intent of the plan for the future is the development of:

• A Strategic Community Plan and

• A Corporate Business Plan.

Local Government Act 1995 & Local Government (Administration) Regulations 1996 Division 3 - Planning for the future 19C. Planning for the future: strategic community plans — s. 5.56 (1) A local government is to ensure that a strategic community plan is made for its district in accordance with this regulation in respect of each financial year after the financial year ending 30 June 2013. (2) A strategic community plan for a district is to cover the period specified in the plan, which is to be at least 10 financial years. (3) A strategic community plan for a district is to set out the vision, aspirations and objectives of the community in the district. (4) A local government is to review the current strategic community plan for its district at least once every 4 years.


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(5) In making or reviewing a strategic community plan, a local government is to have regard to — (a) the capacity of its current resources and the anticipated capacity of its future resources; and

(b) strategic performance indicators and the ways of measuring its strategic performance by the application of those indicators; and (c) demographic trends.

(6) Subject to subregulation (9), a local government may modify its strategic community plan, including extending the period the plan is made in respect of. (7) A council is to consider a strategic community plan, or modifications of such a plan, submitted to it and is to determine* whether or not to adopt the plan or the modifications. *Absolute majority required. (8) If a strategic community plan is, or modifications of a strategic community plan are, adopted by the council, the plan or modified plan applies to the district for the period specified in the plan. (9) A local government is to ensure that the electors and ratepayers of its district are consulted during the development of a strategic community plan and when preparing modifications of a strategic community plan. (10) A strategic community plan for a district is to contain a description of the involvement of the electors and ratepayers of the district in the development of the plan or the preparation of modifications of the plan. 19DA. Planning for the future: corporate business plans — s. 5.56 (1) A local government is to ensure that a corporate business plan is made for its district in accordance with this regulation in respect of each financial year after the financial year ending (2) A corporate business plan for a district is to cover the period specified in the plan, which is to be at least 4 financial years. (3) A corporate business plan for a district is to —

(a) set out, consistently with any relevant priorities set out in the strategic community plan for the district, a local government’s priorities for dealing with the objectives and aspirations of the community in the district; and (b) govern a local government’s internal business planning by expressing a local government’s priorities by reference to operations that are within the capacity of the local government’s resources; and (c) develop and integrate matters relating to resources, including asset management, workforce planning and long-term financial planning.

(4) A local government is to review the current corporate business plan for its district every year. (5) A local government may modify a corporate business plan, including extending the period the plan is made in respect of and modifying the plan if required because of modification of the local government’s strategic community plan. (6) A council is to consider a corporate business plan, or modifications of such a plan, submitted to it and is to determine* whether or not to adopt the plan or the modifications. *Absolute majority required. (7) If a corporate business plan is, or modifications of a corporate business plan are, adopted by the council, the plan or modified plan applies to the district for the period specified in the plan. FINANCIAL IMPLICATIONS: Nil POLICY IMPLICATIONS: Community Consultation Policy COMMUNITY STRATEGIC PLAN IMPLICATIONS: 4.3 Ensure that Council service delivery is reviewed, maintained and enhanced to reflect community expectations. 4.4 Strengthen interaction with the local community.


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RESOLUTION NO. 2099

Moved Cr G Ilich Seconded Cr P Browning

1. That Council adopt the Community Engagement Policy.

2. That Council adopt the Community Engagement Strategy for the ongoing development of the Strategic

Community Plan.

CARRIED 8/0

9.1.12 Community Strategic Plan

Subject: Strategic Community Plan 2013 - 2023

Author: Caroline Robinson, Solum Wheatbelt Business Solutions

Disclosure of Interest: Not applicable

Date of Report: 10th June 2013

BACKGROUND

The Minister for Local Government has introduced new regulations which require local governments to

have developed and adopted by 30th June 2013 a Strategic Community Plan which is informed and

supported by resourcing and delivery strategies.

The Department of Local Government has released the Integrated Planning and Reporting Advisory

Standard. This document details the standards of integrated planning as basic, intermediate and advanced.

Solum: Wheatbelt Business Solutions was engaged to develop the Shire of Kondinin Strategic Community

Plan 2013 – 2023.

COMMENT

The Shire of Kondinin commenced its community consultation for the Strategic Community Plan 2013- 2023

in early 2012. A summary of this consultation has been presented to the Shire President and CEO and the

consultation meets the Integrated Planning and Reporting Advisory Standard. A draft Strategic Community

Plan was provided for Council and the community to comment upon. Comments were received and

amendments were made to the Plan.

The Shire of Kondinin Strategic Community Plan 2013 – 2023 complies with the Department of Local

Government integrated planning guidelines, as indicated below:


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Guideline Evidence

A Strategic Community Plan has regard to

demographic trends and relevant local and

regional trends.

Our Shire, pg 7 - 8

State and regional plan links referenced on pg

12,13

• A local government has a community

engagement policy / strategy.

• A Strategic Community Plan:

o is developed or modified through

community engagement;

o by at least 2 mechanisms; and this is

documented with a description of the

involvement of the residents in the

development or modification of the

plan.

Community Engagement Policy adopted on x

Community Consultation Summary 2012

provided by Solum: Wheatbelt Business

Solutions

How did we develop it? Pg 11

• A Strategic Community Plan:

o is for a minimum 10-year time-frame;

o states community aspirations, vision &

objectives; and

• reflects the needs of current and future

generations through a consideration and

integration of environmental protection,

social advancement and economic

prosperity.

Strategic Community Plan 2013 – 2023

Our Vision, Our Values Pg 5,6

Strategic Community Plan Vision pg 13,14

Themes developed on Social, Environment,

Economic and Civic Leadership

Pg 16-24

• A Strategic Community Plan has regard to

current and future resource capacity.

Challenges Facing the Shire pg 14,15

Resourcing pg 9

• A Strategic Community Plan has regard to

strategic performance measurement by

setting indicators and ways of measuring

these.

Under each theme are strategies. Each strategy

has an action which is taken as a performance

measure for Council.

In addition, specific outcomes by performance

measurement is outline under each theme, titled

‘Measuring Our Success’

• The Strategic Community Plan is adopted or

modified by an absolute majority of Council.

• Notice is given to the public when the

Strategic Community Plan is adopted,

reviewed or modified.

• It is also required that:

o a strategic review of the Strategic

Community Plan is scheduled for two

years from when it is adopted; and

• a full review of the Strategic Community Plan

is scheduled for four years from when it is

adopted.

June 19th Council meeting

Reference to monitoring progress and review

How Will We Measure Our Success pg 12

Statutory Environment

All local governments are currently required to produce a plan for the future under S5.56 (1) of the Local





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Local Government Act 1995 & Local Government (Administration) Regulations 1996

Division 3 - Planning for the future 19C. Planning for the future: strategic community plans — s. 5.56

(1) A local government is to ensure that a strategic community plan is made for its district in

accordance with this regulation in respect of each financial year after the financial year ending 30

June 2013.

(2) A strategic community plan for a district is to cover the period specified in the plan, which is to be

at least 10 financial years.

(3) A strategic community plan for a district is to set out the vision, aspirations and objectives of the

community in the district.

(4) A local government is to review the current strategic community plan for its district at least once

every 4 years.

(5) In making or reviewing a strategic community plan, a local government is to have regard to —

(a) the capacity of its current resources and the anticipated capacity of its future resources;

and

(b) strategic performance indicators and the ways of measuring its strategic performance by

the application of those indicators; and

(c) demographic trends.

(6) Subject to subregulation (9), a local government may modify its strategic community plan,

including extending the period the plan is made in respect of.

(7) A council is to consider a strategic community plan, or modifications of such a plan, submitted to it

and is to determine* whether or not to adopt the plan or the modifications.

*Absolute majority required.

(8) If a strategic community plan is, or modifications of a strategic community plan are, adopted by the

council, the plan or modified plan applies to the district for the period specified in the plan.

(9) A local government is to ensure that the electors and ratepayers of its district are consulted during

the development of a strategic community plan and when preparing modifications of a strategic

community plan.

(10) A strategic community plan for a district is to contain a description of the involvement of the

electors and ratepayers of the district in the development of the plan or the preparation of

modifications of the plan.

19DA. Planning for the future: corporate business plans — s. 5.56

(1) A local government is to ensure that a corporate business plan is made for its district in accordance

with this regulation in respect of each financial year after the financial year ending

(2) A corporate business plan for a district is to cover the period specified in the plan, which is to be at

least 4 financial years.

(3) A corporate business plan for a district is to —

(a) set out, consistently with any relevant priorities set out in the strategic community plan for

the district, a local government’s priorities for dealing with the objectives and aspirations of

the community in the district; and

(b) govern a local government’s internal business planning by expressing a local government’s

priorities by reference to operations that are within the capacity of the local government’s

resources; and

(c) develop and integrate matters relating to resources, including asset management,

workforce planning and long-term financial planning.

(4) A local government is to review the current corporate business plan for its district every year.

(5) A local government may modify a corporate business plan, including extending the period the plan

is made in respect of and modifying the plan if required because of modification of the local

government’s strategic community plan.

(6) A council is to consider a corporate business plan, or modifications of such a plan, submitted to it




JUNE 2013

14

(7) If a corporate business plan is, or modifications of a corporate business plan are, adopted by the


Policy Implications

The Community Strategic is required to compliment and conform with the Council’s Policy.

Financial Implications

Financial resourcing of the Strategic Community Plan is outlined in the Corporate Business Plan 2013/14 –

2016/17 and 10yr Long Term Financial Plan

Voting Requirements

Absolute Majority

RESOLUTION NO. 2100

Moved Cr C Smith Seconded Cr S Meeking

That Council adopts the Shire of Kondinin Strategic Community Plan 2013-2023.

CARRIED 8/0

ABSOLUTE MAJORITY

9.1.13 Interim Audit Report 2012/13

Name of Applicant Greg Wyllie

Author: DCEO

Voting: Simple

Date: 7th June 2013

SUMMARY:

The Interim 2012/13 Audit Report and Management Letter has been received and is attached.

The Audit Report covers the interim period to 30/4/13.

COMMENT:

The Management Report highlights several issues requiring attention and suggestions that either have or

will be implemented.

RESOLUTION NO. 2101

Moved Cr L Tuckwell Seconded Cr N Aggiss

That Council receives the Interim Audit Report from Gregory Froomes Wylie.

CARRIED 8/0

9.2 CHIEF EXECUTIVE OFFICER’S REPORT

9.2.1 Rates – GRV Rating of Mining Infrastructure


Author: CEO


Date: 8th June 2013

SUMMARY/COMMENT:

Local Governments under Section 6.29(1) of the Local Government Act, 1995 are able to rate infrastructure

on a GRV basis associated with mining, petroleum and resource interests. This applies to mining tenements

as well as infrastructure associated with mine sites including accommodation, recreation and

administration facilities, associated buildings and maintenance workshops. High value operational and

processing plant are excluded.

Minister Castrilli, in his Circular No. 29-2011 to all local governments, states “I encourage local governments

to consider the use of GRV for these mining interests to ensure that they are maximising their rating

opportunities”.

Currently the Shire of Kondinin only rate mining tenements under an Unimproved Value system. Council

are requested to consider extending rating to include mining infrastructure as detailed above based on a

GRV system. Where infrastructure is located on a mining tenement, both the tenement (UV) and the

infrastructure (GRV) on that tenement are rateable independently.


JUNE 2013

15

Western Areas have been operating their nickel mines in the eastern sector of the Shire of Kondinin for

some time and it is considered appropriate that they contribute fully in terms of rates to the Shire of

Kondinin to assist the Shire of Kondinin in meeting its responsibilities under the Local Government Act.

Western Areas on their website state that:

“The Forrestania nickel operations contain some 22.7 million tonne of Nickel ore for 456,566 tonnes of

nickel. They are currently processing 500,000 tonnes per annum. The resource is one of the highest grade

nickel mines in the world. Flying Fox mine is a low cash cost operation with nickel produced at under $3 /

pound. Cash flow from operations was $26.7 million for the March, 2013 quarter, demonstrating the ability

of the company to generate strong cash flows despite the impact of the high AUD on the realised nickel

price”. Western Areas made a net profit last financial year, after tax, of $40 million.

The rating of such mining infrastructure has been mainly pioneered in local government by the Shires of

Leonora and Laverton. Numerous local governments in Western Australia, including those in the Kimberley

and Pilbara regions, as well as the Eastern Goldfields, currently rate both tenements (UV) and mining

infrastructure (GRV). These local governments extend to the Shire of Boddington and Kalgoorlie / Boulder

with the gold mining interests in those local governments, as well as Ravensthorpe Shire with their mining

interests.

Given the demands on local government in the provision of services and facilities to its communities,

including upkeep of roads, (particularly those servicing mining operations), the requirement to maintain

efficient administration services (including Integrated Planning), tourism management & promotion,

upkeep of Shire plant and equipment, health services, Council’s proposed involvement in the conservation

and upkeep of the Great Western Woodlands area (where current mining operations are located), etc. it is

important that the Shire of Kondinin maximise its rating opportunities, as expressed (above) by the

previous Minister for Local Government. It is also considered best business practice for an organisation to

maximise its income, which ethos is certainly shared by mining companies.

It is therefore recommended that the Shire of Kondinin proceed to seek Ministerial approval to rate such

mining interests within its Shire.

Part of the implementation process is:

• Identification of the applicable land / infrastructure to be rated to which a GRV is proposed to be

applied, (Landgate can assist in this).

• Consultation with the proponent regarding the resource interest to achieve a common

understanding and ideally, if possible agreement on the improvements which would be GRV rated.

• Confirmation that the improvements under consideration are all permanent (in situ for at least 12

months).

• Preparation of a full description and plan of the improvements which would be GRV rated,

undertaken in consultation with the proponent. Landgate have advised that they can make

available a valuer to identify with GPS coordinates the improvements included.

• Seek an estimated GRV from the Valuer General (at the Shire’s expense) and preparation of a

comparison of the existing rates and proposed rates for the entire site.

• Determination of the estimated GRV rates, including advice to the proponent on the estimate and

receipt of any objections to the proposed rates.

• Preparation of an application to the Minister, which includes information from each of the steps

outlined above.

It is expected that the implementation process will take approximately six months to implement given the

need for Landgate to identify the GRV rateable areas, formal gazettal of those areas, obtain Local

Government Ministerial approval, etc. Therefore consideration could be given to having the new rates

applying from the 1 July, 2014, subject to the necessary approvals being obtained.

It is considered appropriate that, providing Council are agreeable to proceed to implement GRV rating of

the mining interests, Council Policy be adopted in this respect. The recommendation below therefore

incorporates Policy to be adopted by Council for inclusion in its Policy manual.


Local Government Act 1995 Section 6.29(1)


JUNE 2013

16

POLICY IMPLICATIONS

There are no direct policy implications in relation to this item. It is recommended that Policy covering this

item be adopted.


Rating mining infrastructure on a GRV basis will substantially improve Council’s rating income.


Application of rates to all eligible rateable properties will assist Council in meeting its strategic integrated

planning objectives.

VOTING REQUIREMENT

Absolute Majority

RESOLUTION NO. 2102

Moved Cr S Meeking Seconded Cr G Ilich

That:

1. Council, pursuant to Section 6.29(1) of the Local Government Act, 1995, engage the services of

Landgate to assist the Shire’s CEO in formally surveying / gazetting the applicable rateable areas and

obtaining necessary approvals, (including Local Government Ministerial approval), to rate infrastructure

on a Gross Rental Value (GRV) basis associated with mining within the Shire of Kondinin; specifically

infrastructure located on mining tenements relating to mine-site accommodation, recreation /

administration facilities, associated buildings and maintenance workshops.

2. The rating proposal detailed in 1. above be progressed by the CEO in consultation with affected mining

companies (Western Areas, etc.).

3. Council adopts the following as Policy for inclusion in its Policy Manual:

ADMINISTRATION GENERAL

4.1.17 RATING OF MINING INFRASTRUCTURE ON A GRV BASIS

Pursuant to Sections 6.28 and 6.29 of the Local Government Act 1995, rates are to be levied in

respect of applicable infrastructure located on mine sites / mining tenements within the Shire of

Kondinin on a Gross Rental Valuation (GRV) basis, subject to necessary Local Government Ministerial

approval. Such rating is in addition to those rates applicable to mining tenements based on an

Unimproved Valuation.

CARRIED 8/0

ABSOLUTE MAJORITY

9.2.2 Medical Services – Kondinin, Hyden & Kulin


Author: CEO


Date: 8th June 2013

SUMMARY:

For some time now the service provided by Wheatbelt GP Network in providing a Doctor service to

Kondinin, Hyden and Kulin has been inadequate. It is considered necessary that priority focus be put on

achieving a permanent full time Doctor resident in Kondinin that can service the three towns (Kondinin,

Hyden and Kulin) and the broader population of the district.

COMMENT:

Meetings have been held recently in Corrigin (3/5/2013 and 5/6/2013) of the Eastern Wheatbelt Primary

Care Project (EWPCP) facilitated by Rural Health West. The EWPCP consists of membership from the five

Shires of Kondinin, Kulin, Lake Grace, Corrigin & Narembeen. Consideration has been given to two

proposals to service the provision of Doctor requirements for the towns in the sub region. At the meeting

held on 5/6/2013, member representatives of EWPCP unanimously agreed to accept the proposal by First

Health. The proposal from Wheatbelt GP Network was not accepted. First Health represent an Albany

based medical practice employing 15 Doctors in Albany and 4 in Denmark. Representatives from First

Health and Rural Health West will be visiting the Shire’s of Lake Grace, Kulin and Kondinin medical practices

on 25th June, 2013 and also Narembeen and Corrigin on the 26th.


JUNE 2013

17

Satisfactory medical coverage to our areas can only be achieved by a permanent Doctor being resident in

Kondinin, servicing Kondinin, Hyden and Kulin. It is necessary that we give absolute priority to achieving

that as quickly as possible. A meeting was convened on 30 May, 2013 in Kondinin with Dr Wayne Deadman

attended by Greg Hadlow, CEO Kulin, Shire President Cr. Smoker, Health Services Manager, Lisa Biglin from

Kondinin hospital and myself, where means of resolving the lack of Doctor service to the area was

discussed.

One important aspect of the required Doctor service to the Shires of Kondinin and Kulin is that the clear

preference and most satisfactory workable model to be adopted is for the Doctor to be motivated and

incentivised to develop a stand-alone viable practice with a substantial patient base developed. This is best

achieved in a structure / model involving no salary or financial assistance being given by the Shire(s) to the

Doctor or his / her practice, apart from the Shire(s) providing free of charge a residence, medical practice

building and a car. First Health are keen to provide a resident Doctor in Kondinin but are expensive, with

the Shires of Kondinin & Kulin paying a significant sum of money annually over and above the Doctors

earnings from the practice.

An independent proposal has been received by Dr Edward Solomon with Jupiter Medical Service involving

the placement of a permanent resident Doctor in Kondinin. Dr Solomon’s proposed model (of how the

medical service will work) coincides with that mentioned above and he is confident of providing a

permanent, Kondinin based, long term Doctor to service both Shires. Dr Solomon and his medical practice

business partner have agreed to meet with the Council at 12.30pm preceding this Council meeting and it is

certainly hoped that a satisfactory outcome can be achieved to meet our urgent and priority medical

servicing needs.


Nil

POLICY IMPLICATIONS



Nil


It is an important part of Council’s (and Kulin Shire’s) Integrated Plans that adequate medical services be

provided to meet our needs.

VOTING REQUIREMENT

Simple majority

RESOLUTION NO. 2103

Moved Cr L Tuckwell Seconded Cr S Meeking

That Council progress the proposal by Dr Solomon of Jupiter Medical Services to provide a permanent

Doctor based in Kondinin to service the Shires of Kondinin and Kulin.

CARRIED 8/0

9.2.3 Eastern Wheatbelt Primary Care Project


Author: CEO


Date: 8th June 2013

SUMMARY:

Rural Health West presented two proposals to the Eastern Wheatbelt Primary Care Project meeting held in

Corrigin on 3rd May, 2013, which I and the Deputy CEO attended. Two proposals were received from

Wheatbelt GP Network and First Health (based in Albany) to provide the Wheatbelt General Practice

Business Support Service.

Council at its meeting held on 15 May, 2013 resolved that it favours the First Health proposal, however

since that meeting (as detailed in the above Agenda item (9.2.2) significant progress has been made by the

Shires of Kondinin and Kulin in possibly sourcing a permanent resident Doctor based in Kondinin through Dr

Solomon of Jupiter Medical Service based on a much preferred business model. The Eastern Wheatbelt


JUNE 2013

18

Primary Care Project representatives met again on 5 June, 2013 in Corrigin to interview the two proponents

and give consideration towards accepting the most suitable. First Health was unanimously chosen.

COMMENT:

Whilst the Eastern Wheatbelt Primary Care Project (EWPCP) has relevance in the five member Shires

working together in an effort to ensure adequate medical Doctor services are provided to the sub region

and the professionalism of the First Health organisation will likely assist in this area, at this point in time it is

considered in the best interests of the Shires of Kondinin and Kulin to pursue independent opportunities

currently being pursued in securing a permanent Doctor based in Kondinin, under an appropriate business

model which comprises no add-on costs to the Shires. If the Shires of Kondinin and Kulin accept an

alternative medical Doctor service outside First Health, then the Shires would continue to be a member of

the EWPCP not necessarily utilising the services of First Health.


Nil

POLICY IMPLICATIONS



Nil


The provision of a resident medical Doctor servicing the Shires of Kondinin and Kulin is viewed as a priority

needed service.

VOTING REQUIREMENT

Simple majority

RESOLUTION NO. 2104

Moved Cr L Tuckwell Seconded Cr P Browning

That Council receive the CEO’s report regarding the Eastern Wheatbelt Primary Care Project.

CARRIED 8/0

9.2.4 Kondinin Swimming Pool

Name of Applicant CEO

Author: CEO

Declaration of interest: Nil

Date: 8th June 2013

SUMMARY

April 2012

A meeting was held with the Kondinin Primary School regarding the location of the new pool and the

proposed land swap. It would appear from a local level that the proposal has the support of the school.

Further details will be sent to Cathie Duncan at the Dept of Education – Perth to commence action to have

the available. The Shire will need to liaise with State Land Services regarding the land swap.

Joe Douglas has also been requested to prepare a concept plan for the pool and buildings and this should

be completed by the Council meeting.

Colin Hassell has submitted some plans of pool designs for consideration. These are included in the agenda.

It is also proposed to have a public meeting with the School on the 26th April 2012 to outline the proposal.

The School has to inform the school community of the matter and get their approval and Council can show

off the plans and the proposal to also gain acceptance of the new complex.

Staff has been discussing the new pool development and feel the following water features and

buildings/rooms should be considered in the planning process: -

Water Features

• Water slide

• Spa

• Children’s fun pool

• 3 lane pool only

• Provision for heating water or pool blanket


JUNE 2013

19

• BBQ area

• Playground

• Basketball ring

Building / Rooms

• Office

• Storeroom

• 1st Aid Room

• Kiosk / cafe’

• Meeting room / child care

• Gym

The CEO has suggested that “Expressions of Interest” be called as it will free Council up to view the concept

plans and costs for the development and also allow more chores

Jen Henderer is also seeking grant options from Lottery West regarding what can be funded by them in this

new development.

May 2012

A meeting was held at the School during the month seeking school comment about the proposal to move

the pool to the south east corner of the school land in exchange for the shire land to the north of the school

that is currently used for parking. Letters has since been received from both the Kondinin School and the

Department of Education supporting the land swap.

The department of education has a number of conditions regarding the swap. These matters have been

discussed with the Department and agreed to.

These are: -

Approval is subject to: -

• The provision of suitable compliant fencing

• Adequate security at the direct access site between the school and the swimming pool access

• The pool services enclosure being suitably secured with protection to the school from chemical spills,

inflammables and noise being included

• The Shire of Kondinin being responsible for the progression of the proposal and for all associated

costs

The CEO has also spoken with URP Planners (Joe Douglas) requesting that they commence work on the land

swap.

The CEO has also met with Colin Hassell on the 11th May 2012 regarding the pool layout and costings.

Details of this meeting will be available at the Council meeting.

As the meeting with Colin Hassell was delayed the expression of interest for the pool construction has not

been advertised.

January 2013.

During the month it was brought to the CEO attention that we had not correctly followed the requirements

for tenders when using Expressions of Interest (EOI). The issue was that we were speaking with a company

who was not asked to tender following the call for EOI.

As such I contacted the Shire President who agreed to reject all tenders and start again.

I propose that tenders be called for the following

1) Pool bowl and plant room

2) Changerooms and Kiosk

I believe that by doing it this way Council will have more control over the process.

The design for the pool is attached and tenders will be asked to produce concepts similar to this design.

A community meeting was also held on the 4th February 2013 to discuss the pool project as well as the

caravan park project which is located close by. Details of this meeting will be available at the Council

meeting.

March 2013

Tenders have been called for the pool construction and kiosk / change room construction. Tenders will

close on the 26th March 2013 and assessed for Council to consider at the April 2013 Council meeting.

The tenders are being done through WALGA to ensure compliance. WALGA will also assess each tender and

advise Council of their recommendations


JUNE 2013

20

April 2013

Tenders for the pool and building closed on the 26th March 2013. The tenders were assessed by WALGA

and a recommendation presented to Council at its 17th April, 2013 meeting that the tender from

Commercial Aquatics be accepted. Council agreed to progress discussions with the two (lowest) tenders for

the pool construction in the interests of reducing the cost of the pool in an effort to make more (sufficient)

budgeted funds available for the construction of the pool amenities building. WALGA has since advised that

under the Functions & General Regulations Clause 20, Part 2 a & b applying to Local Government, it is not

possible to negotiate with two tenders regarding reducing costs and as a result WALGA were requested to

enter into negotiations with Wetdeck Pools.

The outcome of these negotiations was disappointing in that Wetdeck have advised (letter attached) that

they are unable to reduce cost to any significant extent. Enquiries with Kulin Shire CEO revealed that he

recommended Commercial Aquatics highly, advising that they built Kulin’s pool and were easy to work with

on the large project, delivering a quality pool. Their pool was completed in December, 2011 and they have

had no problems at all with the pool. As Commercial Aquatics tender is appreciably lower compared to

other tenders received, it is considered that their tender be accepted.

No tender for the building construction was accepted by Council at its 17th April, 2013 meeting and it was

agreed that the plans of the building be revised with a view to reducing the construction costs to allow for

the total cost of both the pool and the building construction to be within budget. Tenders received for the

pool building construction have been advised of Council’s decision and that tenders will be recalled shortly

in accordance with the revised building plans. It is intended that tenders received for the revised pool

amenities building be presented to Council at its June, 2013 meeting for determination.

In revising the plans for the pool amenities building it is necessary to reduce the size of the building. It is

recommended that the crèche facility be cut from the design, as it takes up a considerable area and will

require manning by a suitably qualified (paid) Shire employee. A crèche is subject to the same stringent

regulations as a Day Care Centre, particularly located in a swimming pool complex, involving registration,

accreditation, etc. with the Department of Communities. The gym area also can be reduced in size.

May 2013

The plans as discussed at the 15th May council meeting, which include the deletion of the crèche facility and

building size reductions, have been forwarded to the planners to be updated.

June 2013

The updated building plans and elevations have been received and are attached for perusal and

confirmation prior to tenders being called for the construction.



POLICY IMPLICATIONS



Budgeted funds have been made available in the 2012/13 budget and will be carried over into the 2013/14

budget.


Nil

VOTING REQUIREMENT

Simple majority

RESOLUTION NO. 2105

Moved Cr L Tuckwell Seconded Cr G Ilich

That the Council accept the amended (tabled) design plans for the Kondinin Swimming Pool amenities

building and that tenders be called for its construction.

CARRIED 8/0


JUNE 2013

21

9.2.5 Freeholding of Portion of reserve 28833 – near Wave Rock, Hyden

Name of Applicant: DCEO

Author: DCEO

Voting: Simple

Budget N/A


SUMMARY:

A letter has been received from Mrs Sheenagh Collins on behalf of the Wave Rock Tourist Development

Company Pty Ltd wishing to proceed with the freeholding of portion of Reserve 28833.

The following is an extract from the Shire Council meeting held on 21st December 2011.

“Wave Rock Management wrote to Council some time ago seeking to have the Wildflower Shop freehold

and own it outright.

A letter was sent to State Land Services (SLS) requesting consideration of this and they have now responded

advising that they are prepared to sell the land for $45,000. SLS only refer to part “B” that is being offered.

The original idea was for all land that is Lot A, B, C & E to be freehold and sold to Wave Rock Management.

I would suggest that Council write back to SLS and request that Lots A, B, C & E be values and offered for

sale to Wave Rock Management.”

RESOLUTION NO. 1733

Moved Cr N Aggiss Seconded Cr A Ibbotson

That Council write to State Land Services requesting that lots A, B, C & E be valued and offered to Wave

Rock Management on a freehold basis.

CARRIED 6/0

A copy of the response from the RDL is attached which states that there was no justification for the

freehold of areas A & C and “...It is standard when considering the sale of Crown Land for either the land to

be first developed under a lease arrangement or a detailed development plan is submitted indicating the

nature and extent of development intended, the timeframe for development and what approvals may have

been obtained for development.”

COMMENT:

The Wave Rock Tourist Development Company Pty Ltd now wish to proceed with the freehold purchase of

areas A B and D. RDL have previously advised that they are prepared to freehold area B and create the

easement for area D. Area A is the developed parking area immediately in front of the Wildflower Shoppe

which is area B on the attached plan. The WRTTDC do not wish to proceed with the purchase of area C and

as such a detailed development plan is not now considered necessary.

The WRTTDC are seeking councils support to proceed with the freehold acquisition of areas A, B & D

RESOLUTION NO. 2106

Moved Cr P Browning Seconded Cr B Stanes

That Council write to State Land Services requesting that lots A, B, & D be valued and offered to Wave

Rock Management on a freehold basis.

CARRIED 8/0

LATE AGENDA ITEMS – 19TH

JUNE 2013 ORDINARY COUNCIL MEETING

CEO’S REPORT

9.2.6 Council Meeting Catering Tender


Author: CEO



SUMMARY/COMMENT:

The following three tenders have been received in response to calling tenders for catering of Council

Meeting afternoon teas and dinners for the 2013/14 financial year:


JUNE 2013

22

• West Court Retirement Committee

$350.00 per month

• CC’s Coffee & Cakes

$300.00

• Kemp Catering Hyden (for Council meetings held in Hyden only)

$23.00 per person (11) - $253.00

Although the tender amounts to less than $5000 per year and would normally be determined by the CEO,

in this case I request that Council determine the matter of catering for Council meetings. Although I

strongly support local businesses, my personal preference is to support the more expensive local volunteer

organisation (West Court) in their efforts to fund raise for additional aged retirement units, over other

organisations on this occasion, in respect of Kondinin meetings catering.


Local Government Act 1995

POLICY IMPLICATIONS



Nil


Nil

VOTING REQUIREMENT

Simple majority

RESOLUTION NO. 2107

Moved Cr S Meeking Seconded Cr B Stanes

That Council:

1. accept the tender received from Kemp Catering Hyden for catering for Council meeting afternoon teas

and dinners held during 2012/13 in Hyden at $$253 / month ($23.00 per person).

2. accept the tender received from West Court Retirement Committee for catering for Council meeting

afternoon teas and dinners held during 2012/13 in Kondinin at $350 / month.

CARRIED 8/0

9.2.7 Special Council Meeting – 2013/14 Budget


Author: CEO



SUMMARY/COMMENT:

It is suggested that Council convene a Special Meeting to discuss the 2013/14 Budget.

Due to the budget considerations being a time consuming exercise it is suggested that a Special Meeting be

convened for this purpose instead of incorporating the item into an ordinary meeting.

It is suggested, subject to this time suiting Councillors, that the date of the Special Meeting be Wednesday,

3rd July, 2013.


Local Government Act 1995

POLICY IMPLICATIONS



Nil


Nil

VOTING REQUIREMENT

Simple majority


JUNE 2013

23

RESOLUTION NO. 2108

Moved Cr N Aggiss Seconded Cr C Smith

That Council convene a Special Meeting on Wednesday, 3 July 2013 at 1.00pm for the purpose of

discussing in detail the 2013/14 Budget.

CARRIED 8/0

9.2.8 Shire of Kondinin Corporate Business Plan

Applicant: CEO

File Ref:

Disclosure of Interest (Staff): NIL

Disclosure of Interest (Member):

Author: Solum: Wheatbelt Business Solutions


Attachment/s: Shire of Kondinin Corporate Business Plan 2013/14 – 2016/17

BACKGROUND

The Minister for Local Government has introduced new regulations which require local governments to

have developed and adopted by 30th June 2013 a Strategic Community Plan which is informed and

supported by resourcing and delivery strategies.

The Department of Local Government has released the Integrated Planning and Reporting Advisory

Standard. This document details the standards of integrated planning as basic, intermediate and advanced.

Solum: Wheatbelt Business Solutions was engaged to develop the Shire of Kondinin Corporate Business

Plan 2013/14 – 2016/17.

COMMENT

The Shire of Kondinin Corporate Business Plan is a four year Plan which delivers upon the priorities of the

Shire of Kondinin Strategic Community Plan 2013 – 2023.

The Shire of Kondinin Corporate Business Plan 2013/14 – 2016/17 complies with the Department of Local

Government integrated planning guidelines, as indicated below:

Guideline Evidence

• The Corporate Business Plan is adopted and

modified by an absolute majority of Council.

To be adopted at the June 19th 2013 Council

meeting

• Notice is given to the public when the

Corporate Business Plan is adopted,

reviewed or modified.

Notice of adoption is not required under the

Integrated Planning guidelines.

Quarterly reports by the Executive Team to

Council regarding the progress towards the

Corporate Business Plan.

Annual review by Council. Full review every 4yrs.

All information supplied on the Shire of Kondinin

website.

A Corporate Business Plan:

• is for a minimum of four years;

• identifies and prioritises the principal

strategies and activities a council will

undertake in response to the aspirations

and objectives stated in the Strategic

Community Plan.

Corporate Business Plan begins in 2013/14 and is

for four years (2016/17)

Prioritises the strategies and activities of Council

in the Delivery Plan

• A Corporate Business Plan states the Corporate Business Plan Delivery Plan states

strategies, actions, operations (measures and


JUNE 2013

24

services, operations, programmes, projects

and resources that a local government will

deliver over the period of the plan, the

method for delivering these, and the

associated costs.

• A Corporate Business Plan references

resourcing considerations such as asset

management plans, finances and workforce

plans.

• The workforce plan meets the basic

standard;

• Asset management key performance

indicators meet the basic standard; and

• The long term financial plan meets the

basic standard.

• The current year of the Corporate Business

Plan establishes the current Annual Budget.

targets), responsible Manager and years of

delivery. It also references Enabling Services.

Workforce implications included in Corporate

Business Plan pg 33

Associated costs are represented in the

accompanying 2013/14 Budget (subject to July

adoption) and Long Term Financial Plan (subject

to July adoption).

Accompanying Asset Management Plan is to be

adopted in 2013/14.

• A Corporate Business Plan is reviewed

annually.

• A Corporate Business Plan identifies and

annually reviews a local government’s Key

Performance Indicators and targets.

Corporate Business Plan will be reviewed

annually. Full review every four years. Quarterly

reports to Council.

Delivery Plan includes specific measures and

targets column.

Measures of Success included in Delivery Plan.

STATUTORY IMPLICATIONS

All local governments are currently required to produce a plan for the future under S5.56 (1) of the Local






Local Government Act 1995 & Local Government (Administration) Regulations 1996

Division 3 - Planning for the future 19C. Planning for the future: strategic community plans — s. 5.56

(1) A local government is to ensure that a strategic community plan is made for its district in accordance

with this regulation in respect of each financial year after the financial year ending 30 June 2013.

(2) A strategic community plan for a district is to cover the period specified in the plan, which is to be at


(3) A strategic community plan for a district is to set out the vision, aspirations and objectives of the

community in the district.

(4) A local government is to review the current strategic community plan for its district at least once

every 4 years.

(5) In making or reviewing a strategic community plan, a local government is to have regard to —

(a) the capacity of its current resources and the anticipated capacity of its future resources;

and

(b) strategic performance indicators and the ways of measuring its strategic performance by

the application of those indicators; and

(c) demographic trends.

(6) Subject to subregulation (9), a local government may modify its strategic community plan, including

extending the period the plan is made in respect of.


JUNE 2013

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(7) A council is to consider a strategic community plan, or modifications of such a plan, submitted to it



(8) If a strategic community plan is, or modifications of a strategic community plan are, adopted by the


(9) A local government is to ensure that the electors and ratepayers of its district are consulted during

the development of a strategic community plan and when preparing modifications of a strategic

community plan.

(10) A strategic community plan for a district is to contain a description of the involvement of the electors

and ratepayers of the district in the development of the plan or the preparation of modifications of

the plan.

19DA. Planning for the future: corporate business plans — s. 5.56

(1) A local government is to ensure that a corporate business plan is made for its district in accordance

with this regulation in respect of each financial year after the financial year ending

(2) A corporate business plan for a district is to cover the period specified in the plan, which is to be at


(3) A corporate business plan for a district is to —

(a) set out, consistently with any relevant priorities set out in the strategic community plan for

the district, a local government’s priorities for dealing with the objectives and aspirations of the

community in the district; and

(b) govern a local government’s internal business planning by expressing a local

government’s priorities by reference to operations that are within the capacity of the

local government’s resources; and

(c) develop and integrate matters relating to resources, including asset management, workforce

planning and long-term financial planning.

(4) A local government is to review the current corporate business plan for its district every year.

(5) A local government may modify a corporate business plan, including extending the period the plan is

made in respect of and modifying the plan if required because of modification of the local

government’s strategic community plan.

(6) A council is to consider a corporate business plan, or modifications of such a plan, submitted to it and

is to determine* whether or not to adopt the plan or the modifications.


(7) If a corporate business plan is, or modifications of a corporate business plan are, adopted by the


FINANCIAL IMPLICATIONS:

Financial resourcing of the Corporate Business Plan is outlined in the Annual Budget 2013/14 and 10yr Long

Term Financial Plan, subject to adoption at the July Council meeting.

POLICY IMPLICATIONS:

Corporate Business Plan will align with Shire of Kondinin policies.

COMMUNITY STRATEGIC PLAN IMPLICATIONS:

The Corporate Business Plan prioritises the community’s aspirations and visions of the Strategic Community

Plan 2013 – 2023 over a 4yr period.

RESOLUTION NO. 2109

Moved Cr L Tuckwell Seconded Cr P Browning

Council adopts the Shire of Kondinin Corporate Business Plan 2013/14 – 2016/17, subject to the adoption

of the Annual Budget 2013/14 at the July 2013 Council meeting.

CARRIED 8/0

ABSOLUTE MAJORITY


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26

9.2.9 CEO’s Report – General

1) WALGA

Local Government News – 18.13, 19.13, 20.13, 21.13 & 22.13

Infopages re:

Biosecurity Update

Permit Authority feedback to the Building Commission

Update - Cash for Containers scheme

Bushfire Volunteer legislation

Environmental Issues Survey 2013

Country Local Government Fund

Vacancies on Boards and Committees

WALGA Economic Briefing - May 2013

2) Bush Fire Management Plan

It is intended to develop a Bush fire Management plan for the Shire. The need has come about

following workshops and meetings that Cr Meeking has been attending. Originally the idea was to have

a plan for the area east of the fence however on considering the matter the CEO believes that it should

cover the whole shire.

Matters and issues that it will cover include: -

a. Who is responsible for fighting fires on reserves and on Unallocated Crown Land (UCL)

b. What equipment is available

c. Chain of command at fires

d. Water points

e. Radio & mobile coverage

f. Development of an MOU between DEC, FESA & the Shire of Kondinin

Once completed the information will be made into a booklet for residents and adjoining landholders.

October 2012.

I have attached the work done to date on this matter. I believe that the completed document will be

very worthwhile.

November 2012

Further work has been undertaken on this matter over the past month. Work has also started on a fire

plan for the Wave Rock area from Wave Rock to Hippo’s Yawn. I would like to burn this area in May /

June 2013.

January 2013 – Working on Fire Management Plan for the area around Wave Rock

May 2013 – Obtaining equipment available from adjoining Shires. Shire of Dundas has responded with

their emergency management plan.

3) Staff Matters

Staff –

Executive Support Officer: Following Jen Henderer’s resignation, the position has been advertised and

we are currently processing applications received.

Staff Training / Courses Kylie Caley – Attended Financial and Management Reporting mid May.

Alan George and Allen Rourke attended a Procurement Workshop in

Albany on 6th June, 2013

Staff Leave Nil

4) Telstra Tower – Kondinin

This work is being scheduled by Telstra for mid June/July2013.

5) Kondinin Country Club – Lease

Following the recent Karlgarin storm Council staff has been looking at the leases Council has with

various organisations.

It has been found that the lease with the Kondinin Country Club has expired sometime ago and work is

now underway to have a new lease drawn up.

April 2013 – Awaiting response from Kondinin Country Club

May, 2013 – Chris Browning advised that the Country Club Committee will be considering the terms of

the old lease document to see if any changes are appropriate at its next meeting in June, 2013.


JUNE 2013

27

6) Great Western Woodlands

A meeting was recently held with members of the Great Western Woodlands Collaboration to discuss

work and projects in the GWW. The area they wish to work in is basically the eastern end of the Shire of

Kondinin and the western side of the Shire of Dundas.

In cooperation with Gondwana Link, the Shire of Kondinin has formally applied for Federal Government

grant funding with two alternative proposals; one a 3 year program ($920,000) and one a 4 year

program $1,222,000. We are currently awaiting the outcome of the grant application. It is suggested

that at a suitable time in the next three months, Councillors and senior staff visit the GWW area.

7) Minister for Local Government Visit

The Minister for Local Government, The Hon Tony Simpson MLA has advised (letter attached) that he

will be visiting the area on 9th July, 2013 for a meeting with the Shire of Kulin and kondinin to discuss

reform or shared service delivery opportunities for our local governments. The visit was in response to

an invitation sent to the Minister by the two Shires.

8) Minister for Regional Development & Local Government and the Minister for Regional Services, Local

Communities and Territories. – Building Stronger Regions.

A joint media statement (tabled) has been made by the two Federal Government Ministers regarding

Building Stronger Regions and details 2013/14 budget provisions for major projects. These include

$99.4 million over four years in farm household support payments under reforms to the National

Drought Program which move away from crisis assistance , to measures that help farmers better

manage risk and prepare for future challenges, including drought.

9) LandCorp Board / Staff Visit – Wheatbelt South

The Shire President and myself attended a meeting in Narrogin on 30 May, 2013 attended by other

local governments, Wheatbelt Development Commission and LandCorp representatives.

10) Roe Tourism Marketing Plan 2013/14

Caroline Robinson, President of Roe Tourism has prepared a Roe Tourism Marketing Plan for 2013 / 14

(attached) comprising the Shires of Kulin, Kondinin, Quairading, Bruce Rock, Narembeen, Corrigin and

Lake Grace.

RESOLUTION NO. 2110

Moved Cr C Smith Seconded Cr N Aggiss

That the CEO report be received.

CARRIED 8/0

9.2.10 Status Report

RESOLUTION NO. 2111

Moved Cr L Tuckwell Seconded Cr S Meeking

That the Status Report be received.

CARRIED 8/0

9.3 MANAGER OF WORKS

9.3.1 GENERAL

Construction Crew

The construction crew have continued the widening project on the Kondinin – Narembeen Road and have

done approximately two kilometres.

Due to some rain this month some work has been done at the Kondinin Swimming Pool site stacking pavers

and slabs also some minor road maintenance with the cleaning of culverts carried out.

Some employees have been working on Saturday’s with the clean-up of timber around roads at Karlgarin.

Alf Brookes has been contracted to help with the clean-up and will have his excavator here around the last

week in June.


JUNE 2013

28

Machinery

The KN 78 Hamm Roller is in Perth with the oil, vibe pumps and motors failing and is now getting repaired

and should be completed in around three weeks.

KN 72 multi roller has had the engine mount repaired and Kn 71 Backhoe has had the steering repaired.

KN 51 Rodeo ute awaiting price on replacement engine.

KN 59 Isuzu Water truck had recall for replacement speed sensor

All regular services and maintenance are up to date.

Maintenance Grading

Dave Halliday has winter graded Hyden – Norseman Road, Lake Carmody Road, Bushfire Rock Road

Winter graded Lake O’Connor Road.

Brian Lucas has Winter graded Tolland Road, Karlgarin Hills North Road, Pederah West Road, Bendering

East Road, Spurr Road, Notting – Karlgarin Road, Karlgarin Hills Road and Whyte Road.

Summer graded Karlgarin South Road, Pederah East Road, Church Road, Aggiss Road, Reservoir East Road,

Henderer Road.

Road Maintenance Truck

Frank caddy and Kevin Giles have been doing general maintenance including signs, guide posts, pot holes

and culverts on the following roads – Mount Walker Road, Woolocutty Soak Road, McLennan Road,

Southern Cross – Forrestania Road, Sharps Road, Whyte Road, Karlgarin Hills North Road, McDonald Road,

Tolland Road, Karlgarin Lakes Road, Aylmore Road, Marshall Street, Hyden – Norseman Road, Sloan Road

and Young Road.

Also used on Kondinin - Narembeen Road for traffic Control.

Gardening Crew

Town Maintenance – Kondinin, Hyden & Karlgarin

Routine work carried out as normal regarding town maintenance & parks and gardens maintenance in

Kondinin, Hyden & Karlgarin. This includes weed spraying (verges, lanes, drains, Kondinin saleyards etc),

slashing/whipper snipping, garden mulching, garden weeding, garden/tree pruning, active & passive turf

mowing and up keep, drain cleaning, reposition netting at regional waste site and general clean-up of

rubbish at site. Also general up keep to vacant Shire Council houses.

Tree lopping carried out at Hyden, Karlgarin & Kondinin (away from power lines etc.), branches put through

chipping machine to provide mulch.

Tree planting/re-vegetation carried out at gravel pit behind Kondinin airstrip (approx. 3,000 planted to

date), McCann’s Rock & various areas at Hyden (approx. 500 planted to date).

Burning off of green waste carried out at Kondinin & Hyden rubbish tips.

Liquid fertilising carried out at Kondinin & Hyden sporting fields.

Removal and disposal of several car bodies.

Pumping of water from dam to dam carried out accordingly.

Kondinin dam levels:

Town dam 1: 2m, town dam 2: 0 m, town dam 3: 0 m

Golf club dam: 0.5 m

CBH dam: 3 m

Hyden dam levels:

Town dam: 3m

CBH dam: 1m

Main storage dam: 5m

Allan Rourke

Manger of Works

9.3.2 Plant Report

Plant report as at the 30th May 2013 is attached

RESOLUTION NO. 2112

Moved Cr S Meeking Seconded Cr B Stanes

That the Works Manager’s & CEO Reports be received.

CARRIED 8/0


JUNE 2013

29

9.4 TOWN PLANNING REPORT

No report this month.

9.5 ENVIRONMENTAL HEALTH REPORT

No report this month.

9.6 BUILDING OFFICER’S REPORT - MAY

1. Site meeting at 5 Federal St, Karlgarin with prospective buyers of duplex to assess storm damage

and repairs needed.

2. Site meeting with builder at Kondinin Men’s Shed for proposed building works.

3. Application for building permit received for Telstra Mast at Lot 501 Kondinin Lake Rd, Kondinin.

RESOLUTION NO. 2113

Moved Cr C Smith Seconded Cr S Meeking

That the Building Officer’s Report be received.

CARRIED 8/0

9.7 ROEROC SUPPORT OFFICERS REPORT - MAY

Applicant: RoeROC Support Officer

Location:

Date: 10 June 2013

Reporting Officer: Melissa Rourke

Disclosure of Interest: No interest to disclose

File Number:

BACKGROUND

The following update is to inform Councillors of what work Council’s RoeROC Support Officer is currently

undertaking.

COMMENT

Waste Contract

The Contract is now ready to be finalised and has been circulated to the CEO’s and Presidents of the

RoeROC Shires.

As the service has already been running for 5 years the time for extension is due on the 1st July 2013. Avon

Waste has requested an extension of the contract for 5 years.

Reusable Bags

I have been assisting Caroline Robinson from the Wheatbelt Business Network in their application for the

purchase of reusable shopping bags for the RoeROC Councils. She is applying for a community group grant

from the Waste Authority which, if successful, will allow for the purchase of reusable bags to be distributed

to the community for their shopping needs. This grant closes on the 14th June 2013.

External users of Landfill Site

Some discussions have been made with a local government external to RoeROC regarding the possibility of

their use of the Bendering Landfill Site to dispose of their waste. They are currently in the investigation

stage and were seeking some general information about longevity and cost of land filling. I have

commenced a review of the charge out rate for disposal at the landfill site by external organisations.

E-waste

One recycling company based in Perth have proposed an arrangement for the recycling of electronic waste

collected by RoeROC. The arrangement if accepted will provide for a transport rebate for the RoeROC

Shires to transport the e-waste to Perth for recycling. Although the rebate will not cover the entire cost of

the transport it is expected that the out of pocket cost will be minimal.

Waste Authority Funding Project

Following the review of the Strategic Waste Management Plan a number of projects have been highlighted

for the funding allocation from the Waste Authority of $106 780. This funding was allocated to RoeROC as a

regional group to progress regionally significant waste management projects. The projects highlighted from

the waste management plan include:


JUNE 2013

30

• Expansion of the glass crushing project including the purchase of self tipping bulk bins and

construction of concrete bunkers for the collection and storage of glass from businesses and public

areas of our town sites.

• Introduction of purpose built recycling stations to build on what is already present in various public

places in the town sites. The stations would hold a number of wheelie bins and allow for

educational material.

• Employment of a waste officer. Its intended that the waste officer would coordinate waste issues

for the four RoeROC Shires as well as implement promotional and educational projects.

A green waste chipping project is also being considered for the second round of funding. The use of a

chipper will allow for the better use of green waste which is disposed of at the transfer stations. The

chips/mulch could be offered to the public and utilised as part of the rehabilitation of the old landfill sites.

Energy Grant Update

We are still awaiting the allocated funds from the Local Government Energy Efficiency Program. Once the

funds are received the works to replace the hot water systems to more energy efficient systems will

commence.

Waste Data Recording

The waste attendants have all been recording waste data on the new record forms and this is being

inputted into a collaborated database. Although it is early in the progress of this data collection it is so far

quite successful.

I have discussed with Avon Waste our new requirements regarding data collection and it is hopeful that

they will be providing the required data from this point forward. This will ensure that we are receiving the

best possible data which is a necessity in presenting to funding bodies that we are progressing in meeting

our waste diversion targets as set in the waste management plan.

Environmental Health

I have been assisting in various environmental health issues.


Various

POLICY IMPLICATIONS

There are no direct financial/policy/strategic implications in relation to this item.


None.


None.

VOTING REQUIREMENT

Simple Majority

RESOLUTION NO. 2114

Moved Cr G Ilich Seconded Cr B Stanes

That the RoeRoc Support Officers Report be received.

CARRIED 8/0

10. BUSINESS OF AN URGENT NATURE

11. CLOSURE

Being no further business the meeting was closed at 6.22pm.

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