SHIRE of MEEKATHARRA · SHIRE of MEEKATHARRA MINUTES of ... The Shire President, Cr TR Hutchinson,...

SHIRE

of

MEEKATHARRA

MINUTES

of

COUNCIL MEETING

held

AT THE COUNCIL CHAMBERS, MEEKATHARRA

on

SATURDAY FEBRUARY 18, 2012

COMMENCING AT 9.30 am

MINUTES OF THE ORDINARY COUNCIL MEETING HELD SATURDAY FEBRUARY 18, 2012 Page 1

1 DECLARATION OF OPENING/ANNOUNCEMENT OF VISITORS ........................................ 2 1.1 DISCLAIMER READING ........................................................................................................ 2

2 RECORD OF ATTENDANCE/ APOLOGIES/ APPROVED LEAVE OF ABSENCE ................ 2 3 RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE ............................... 2 4 PUBLIC QUESTION TIME ........................................................................................................... 2 5 APPLICATIONS FOR LEAVE OF ABSENCE ............................................................................. 2 6 CONFIRMATION OF MINUTES OF PREVIOUS MEETINGS .................................................. 3

6.1 ORDINARY COUNCIL MEETING HELD JANUARY 21, 2012 .......................................... 3 7 PETITIONS / DEPUTATIONS / PRESENTATIONS / SUBMISSIONS ...................................... 3 8 ANNOUNCMENTS BY THE PRESIDING PERSON WITHOUT DISCUSSION ...................... 3 9 REPORTS OF COMMITTEES AND OFFICERS ......................................................................... 4

9.1 OFFICERS MONTHLY REPORTS ......................................................................................... 4 9.1.1 WORKS & SERVICES MANAGER’S REPORT – JANUARY 2012 .............................. 4 9.1.2 AIRPORT MANAGER’S REPORT – JANUARY 2012 ................................................... 7 9.1.3 YOUTH CENTRE REPORT – JANUARY 2012 ............................................................. 10 9.1.4 RECREATION REPORT – JANUARY 2012 .................................................................. 11 9.1.5 RANGERS REPORT – JANUARY 2012 ......................................................................... 11 9.1.6 STATUS REPORTS ......................................................................................................... 12

9.2 FINANCE ................................................................................................................................ 19 9.2.1 MONTHLY FINANCIAL REPORT PERIOD ENDED JANUARY 31, 2012 .............. 19 9.2.2 OUTSTANDING DEBTORS ........................................................................................... 49 9.2.3 LIST OF ACCOUNTS ENDED JANUARY 2012 ......................................................... 54 9.2.4 WRITE OFF OF DEBTOR AMOUNTS ........................................................................... 59

9.3 ADMINISTRATION .................................................................................................................. 62 9.3.1 MEEKATHARRA AIRPORT – AC POWER AUDIT ..................................................... 62 9.3.2 MEEKATHARRA AIRPORT ADVERTISING ............................................................... 64

9.4 COMMUNITY DEVELOPMENT ............................................................................................. 67 9.4.1 DONATION – MEEKATHARRA FAMILY AND DOMESTIC VIOLENCE

SERVICE .......................................................................................................................... 67 9.4.2 DONATION – WORLD’S GREATEST SHAVE ............................................................ 70 9.4.3 LOCATION AND FINANCING OF FITNESS EQUIPMENT ....................................... 73

9.5 HEALTH, BUILDING & TOWN PLANNING......................................................................... 78 9.5.1 MEEKATHARRA CEMETERY – CREMATED ASHES PLOTS ................................. 78

9.6 WORKS AND SERVICES ........................................................................................................ 81 9.6.1 LANDOR ROAD – SEAL ENRICHMENT ..................................................................... 81 9.6.2 TENDERS – CUT OFF WALLS/FLOODWAYS ON LANDOR RD & MT

CLERE RD ........................................................................................................................ 83 9.6.3 MEEKATHARRA ASHBURTON ROAD – FLOOD DAMAGE ................................... 85

10 NEW BUSINESS OF AN URGENT NATURE – INTRODUCED BY RESOLUTION OF THE MEETING ..................................................................................................................................... 87

11 ELECTED MEMBERS MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN ... 87 12 CLOSURE OF MEETING ............................................................................................................ 87


1 DECLARATION OF OPENING/ANNOUNCEMENT OF VISITORS

The Shire President, Cr TR Hutchinson, declared the meeting open at 9:30 am.

1.1 DISCLAIMER READING

No responsibility whatsoever is implied or accepted by the Shire of Meekatharra for any act, omission or statement or intimation occurring during this Meeting. It is strongly advised that persons do not act on what is heard at this Meeting and should only rely on written confirmation of council’s decision, which will be provided within fourteen (14) days of this Meeting

The Shire President, Cr TR Hutchinson, read the disclaimer aloud.

2 RECORD OF ATTENDANCE/ APOLOGIES/ APPROVED LEAVE OF ABSENCE

Members Cr TR Hutchinson - Shire President Cr NL Trenfield - Deputy President Cr HJ Nichols Cr RK Howden Cr JE Burgemeister Staff John Read - Acting Chief Executive Officer Krys East - Corporate & Development Services Manager Apologies Nil Approved Leave of Absence Cr AG Burrows Cr PS Clancy Observers Brian Williams

3 RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE

Nil

4 PUBLIC QUESTION TIME Nil

5 APPLICATIONS FOR LEAVE OF ABSENCE

Nil


6 CONFIRMATION OF MINUTES OF PREVIOUS MEETINGS

6.1 ORDINARY COUNCIL MEETING HELD JANUARY 21, 2012

Council Resolution: Moved: Cr HJ Nichols Seconded: Cr NL Trenfield That the minutes from the Ordinary Council Meeting held Saturday January 21, 2012 be confirmed.

CARRIED 5/0

7 PETITIONS / DEPUTATIONS / PRESENTATIONS / SUBMISSIONS Nil 8 ANNOUNCMENTS BY THE PRESIDING PERSON WITHOUT DISCUSSION

Nil


9 REPORTS OF COMMITTEES AND OFFICERS

9.1 OFFICERS MONTHLY REPORTS 9.1.1 WORKS & SERVICES MANAGER’S REPORT – JANUARY 2012

WORKS & SERVICES MANAGER’S REPORT – 14 January to 13 February 2012 Road Maintenance Grading

Hillview Rd has been graded from Hillview Station to the Wiluna boundary. Sections of Sandstone Rd from Meekatharra to the boundary are now being graded.

Construction Works

Airport Realignment Rd: The construction crew returned from annual leave on 16th January and have completed

the formation earth works and waterbound the gravel in preparation for bitumen sealing. Moses Contracting have installed a box culvert adjacent to the main floodway and two cut off walls in order to minimise scouring. Bitumen seal is scheduled for Tuesday 28th February 2012.

Sandstone Floodway Improvements: Six of the floodways from SLK 10650 to SLK 22512 have been reconstructed in

preparation for concrete cut off walls to be installed. Work on extending Landor Rd bitumen works will commence Tuesday 14th February 2012.

Flood damage repairs by Northern Goldfields Engineering Contractors have moved to Neds Creek and work on this section should be completed in five to six weeks. Water boring for this section is near completion. Rubbish Tip

One Steel Recycling are still in the process of removing light gauge steel from the tip. Ron West Contracting are dumping concrete from a Water Corp tank demolition at the tip.

This material is being used to create a new bund wall. The wall is being covered with gravel by the contractor.

Town Maintenance-Monthly Report Finishing 10 February 2012

Smashed glass strewn across roadways, graffiti to town signs, buildings, lamp posts and footpaths has continued and is taking up a considerable amount of time to remove.

The sweeping of town streets is being done in accordance with Council’s directive. At a four to six week interval sweeping along all kerblines is and has been undertaken to avoid sand/leaves build-up. Rubbish has been removed from vacant town blocks.

The Public Toilets are and have been cleaned on a daily basis each week day. Vacant Shire houses lawns mowed Block Slashing and Verge Clearing throughout town-site Spraying of verges to reduce weeds Heritage Trail maintenance Signage maintenance – Replace and Repair Directional signs as needed


Road Maintenance and Bitumen Repairs – Potholes, Edge breaks, Shoulder repairs Prepare graves Lloyds building shelving removed and stored and general clean up.

Plant report for the period 14 January 2012 to 10 February 2012 P407 Nissan Prime Mover Clutch replaced P24 Water Pump Serviced and solenoid replaced P425 Mazda BT-50 Ute Back eze fitted P24 3” Water Pump Serviced P339 Side Tipping Trailer Hoist replaced P101 Fesa Fire Unit - Isuzu Serviced Replaced front right wheel seals P114 Caterpillar D6N Dozer Repaired air conditioner Turned over cutting edge Repair Ripper Saddles P318 Water Tanker Repaired hydraulic line P406 Mini Excavator Hammer hydraulic hose replaced P108 12H Caterpiller Grader Serviced Officers Recommendation / Council Resolution: Moved: Cr RK Howden Seconded: Cr JE Burgemeister That the Works and Services Manager’s report for January 2012 be received.

CARRIED 5/0


9.1.2 AIRPORT MANAGER’S REPORT – JANUARY 2012

MEEKATHARRA AERODROME

Monthly Report January 2012

Aircraft Movements and Statistics Aircraft movements for the month of January were slightly down on January 2011 however fuel sales were well up. RFDS aircraft movements were huge during the month with a total of 93 fuellings. 65 fuellings were after hours or weekends. The attached graph shows the breakdown of afterhours fuellings that required a call out. The figures below reflect the difference between January 2011 and January 2012. January 2011 January 2012 Variance General Aircraft Landed: 115 111 -3% RFDS Aircraft Landed: 83 103 +24% Avgas 13,474 ltrs 9,309 ltrs -31% Jet A-1 28,562 ltrs 46,802 ltrs +64% RFDS Jet A-1 35,026 ltrs +100% Total Fuel Sold 42,036 ltrs 91,137 ltrs +117% As can be seen very good increases in Jet A-1 sales have resulted. This was mainly due to Plutonic runway being out of action for 2 weeks due to soft wet surface and all their planes diverted to Meeka. RFDS have also ramped up their operations as we only fuelled 61 of their aircraft in December and 93 in January. Avgas figures were down due mainly to wet conditions in the bush and drillers and exploration teams not working or flying in/out. Aerodrome Works: Aerodrome works for the month include:

General maintenance upkeep of facilities and equipment. Chipping weeds on gravel runway Consistent rolling runway 09/27 Rolling apron and taxiway Slashing grass from all runway strips and outer vicinity. Poisoning new weed growth. Tidying up weeds etc from around the workshop compound.

Aerodrome Works Outstanding:

Finalisation of the fire service system.


Aerodrome Security:

No breaches this month. Aerodrome Safety Management:

No issues recorded this month. Due to have our Safety Committee meeting when CEO returns from leave.

Annual Electrical Inspection: This inspection took place mid November and I am awaiting the report. There were no significant problems identified. (Still waiting on this report) Budget items: Replacement of Aerodrome boundary fence - Funding has been applied for through 2 different grant applications. Hopefully we will get at least 1 approved. Engage Electrical Consultant to carry out audit of the electrical services at the airport. – This project was carried out during December 15th – 17th. .The very comprehensive report has arrived and should be tabled at this meeting. We now need to consider funding to have the works carried out. Items of Interest

1. Our resident Electrician has moved on into better things and we now need to engage another fully licensed electrical contractor for our airport electrics. To comply with CASA regulations, the electrician must be a fully licenced electrician and either hold their own contractor’s licence or work under a licenced contractor.

2. AirBP have just called to say they have obtained a small trailer mounted fuel facility for

RFDS night operations to be based here. It should be on site early March and this will enable RFDS pilots to refuel their own aircraft at night and after hours.

Mal Trenfield Airport Manager 10th February 2012

Officers Recommendation / Council Resolution: Moved: Cr HJ Nichols Seconded: Cr JE Burgemeister That the Airport Manager’s report for January 2012 be received.

CARRIED 5/0


9.1.3 YOUTH CENTRE REPORT – JANUARY 2012

January has been a busy month for the Youth Officers. Although many young people and their families headed out of town for the holiday period, there were still a number of young people in town participating in planned activities. YOUTH HOLIDAY PROGRAM Several evening trips were organised throughout January, including night trips to Cue Water Park, The Granites, and Karalundi. Most day sessions were held at the local pool due to the weather. Music workshops were also offered to young people who remained in town. Both Thursday and Friday night programming has continued throughout the holiday period, with night bike rides on a Thursday, and pool parties on a Friday. A new inflatable has arrived at the pool, which is wonderful to utilise on a Friday night. It provides a great deal of entertainment as well as being physically challenging – so we send a lot of young people home very tired by the end of the night! A Young Leadership Camp was held late January at the Geraldton Camp School, and this was a great success. Activities young people were able to experience included sand boarding, kayaking and fishing. The camp was held in conjunction with a Department of Corrections Youth Diversion Officer and focused on boys aged 12-16 years of age. February will see the introduction of the school term program, with two new programs for the After School Activity being introduced; a Junior Lifeguard Club, and a weekly pool inflatable session for kids who attend school only. Music will continue to be an important part of the After School Activity Program, as will the bike repair program. The cooking program, Tuesday nights at Karalundi, Thursday night bike rides and Friday night pool parties will continue for the rest of the term. Belinda Hicks Youth Officer

Officers Recommendation / Council Resolution: Moved: Cr NL Trenfield Seconded: Cr HJ Nichols That the Youth Centre report for January 2012 be received.

CARRIED 5/0


9.1.4 RECREATION REPORT – JANUARY 2012 No report is available at this time.

9.1.5 RANGERS REPORT – JANUARY 2012

Details to report I attended Meekatharra on Thursday 12, Friday 13, Saturday 14 and Sunday 15 January 2012. Patrols were conducted of the townsite and surrounding areas and license enquiries made. Two separate requests were made to have kittens destroyed. Trapping was conducted at various locations. As a result, 3 unregistered dogs were seized. The dogs were not claimed within 72 hours and were destroyed. Trapping for cats at 70 Oliver Street was unsuccessful. An additional visit to Meekatharra at the request of the Chief Executive Officer was made on Tuesday 24 and Wednesday 25 January 2012. Attendance was required as a result of a complaint made regarding two separate vicious dog attacks over a two week period where five small mixed breed dogs were mauled and killed. The complainant was able to identify the three dogs and their owners. After speaking to the complainant and interviewing the owners, the owners agreed that the best course of action would be to have the dogs destroyed. Two owners completed a destruction notice in their own hand writing. The third person had left town and was believed to be in Perth with his dog. Enquiries will continue on my next visit.

Officers Recommendation / Council Resolution: Moved: Cr JE Burgemeister Seconded: Cr HJ Nichols

That the Ranger’s report for January 2012 be received.

CARRIED 5/0


9.1.6 STATUS REPORTS

Council Decisions – Status Report Note: This report lists only those Council decisions which require a specific, non repetitive action.

Meeting Date

Item No Title and Resolution Summary

Resp

Action

Status

15/07/06 9.3.6 Meekatharra Heritage and Canyon Trails Project

Not proceeding with Canyon Trail until approvals are presented to Council Advise Agencies that provided grants about halt and ask if funds can be transferred to other sections of project. Take steps to secure tenure over historic sites connected to Meeka Heritage Trails Project Determine status of all reserves, vesting orders and roads within the shire.

CEO/ CONS

Complete Complete In progress

15/07/06 9.5.1 Laneway Closure, Land Adjacent to Lots 425,426, 427 &

428 Railway Street Advise the Minister for Lands that proposal was advertised, that no submissions were received by closing dates, Water Corp had no objections. That Shire of Meekatharra request Minister for Land Admin permanently close the laneway and portions adjoining be amalgamated with lots, that Shire has no objections to lots being converted to Freehold Title.

CEO/ CONS

Letter written to Minister for Lands Process to be completed by DOLI

Complete In progress

15/07/06 9.5.2 Permanent Closure of Streets within the Nannine Townsite

That Council advise Dept Land Asset Management that Council doesn’t wish to close Nannine Townsite That Council establish ownership of Recreation Reserve 3917, Explosive Reserve 4748. Water Reserve 12460, Water Pipe Tracks and Id Hillside Homestead site near Nannine Townsite.

CEO/ CONS/ CDAO

Letter sent to Dept



19/08/06 9.5.2 Sale Meekatharra Lot 922 – St Barbara Mines

Request Health, Building and Planning Committee to inspect property and report to Council potential uses of property etc. Advise Dept Planning & Infrastructure that Council has no objections to sale of Lot 922, however Council has interest in old building situated at in North West corner of lot. Request CEO to advise St Barbara Mines that Council may be interested in obtaining tenure of Old Station Masters house on Lot 922.

CEO Letter sent to Dept 7/9/06 Committee to inspect house obtain costs etc. Settlement imminent (St Barbs to Health Dept) CEO has advised Health Dept that Council may have an interest in old Station Masters house.


15/12/06 9.5.3 Lease of Reserves 40845 & 40847

Staff re-write the terms and conditions of the lease to ensure that Council and community groups who store items on the reserves can continue to do so with unrestricted access and also to ensure that Council secures the necessary access for the Heritage Trails interpretive sites. Further, that the revised lease be presented to Council for approval.

CEO

17/2/07 9.4.3 Grant Applications for Drive Trail

As the Canyon Trail will no longer be completed it was recommended that requested be made for the funds to be transferred to stage 2 of the Drive Trail Letter have been written to the appropriate funding bodies, but as yet no reply has been received. Council decided to seek the additional funding required to complete the Drive Trail.

CDAO Letters written to funding bodies - Regional Development

Scheme: agreed to transfer funds on the condition that other funding is secured and any changes to budget are also submitted.

- Regional Infrastructure Funding Program: confirmation not yet received as several queries are unable to be answered at this stage.

50% Funds Received 16/09/08 Will release funds once approvals have been received for PARs

21/06/08 9.3.6 Plastic shopping bag reduction program. Replace plastic

with calico and charge for the calico bags. CEO Purchase 10,000 calico bags

Consult Retailers Commence project

23/06/08 In Process


19/07/08

9.4.1

Entry Statements. Contact the water corp about re-painting the tanks

CDAO

Water Corp have verbally approved repainting tank using same colour scheme. Price & availability being sought from contractor. Painting a welcome sign on the south tank.

In Progress

21/11/09

9.3.4

Cornish Lift

PO

Quote approved 23/11/09. Letter of advise and order sent 23/11/09 Contractor to build


18/12/09

9.3.1

Relocation Main Street Park Displays

CEO

Copy to Rigby & Cameron 22/12/09 Works to be undertaken


20.05.11

9.3.3

Lease K076047 – Meekatharra Lots 589, 590, 591, 598, 599 & 600 – Paddy’s Flat

CEO

Email sent 26.05.11 – Renew Lease Check Status, Request freehold Await response from Landgate

Complete Complete Complete In progress

20.05.11

9.3.5

Management/Structure Review

CEO

Liaise/advise staff Amend/create PD’s & Infopacks


20.05.11

9.4.1

Meekatharra Trails Project – Financial Reimbursement Mid West Development Commission

CDAO

Advise MWDC & return funds Invoice to be sent & funds returned Awaiting MWDC Invoice

Complete In progress In progress

18.06.11

9.3.3

Council Policy – Camping allowance amendment

CEO

Email WSM, OO, Payroll 20/6/11 Letter to crew 24/6/11 Policy amended 24/6/11 Distribute amendment



18.06.11

10.5

Purchase of Secondhand Landcruiser Ute for Maintenance Grading

CEO

CDSM emailed – budget amendment WSM advised 20/6/11 Find and Purchase suitable ute


16.07.11 9.3.1 Annual Leave and Local Government Public Holiday Policy DCEO Changes made to Payroll Leave Records Letter sent to outside crew informing of change Policy distributed to Policy Manual Holders


16.07.11 9.5.1 Disposal of Land DCEO Letter sent to Doray Land surveyed Organise valuation with AVP Negotiate main lease conditions Advertise proposed lease To Council for decision


16.07.11 9.6.1 Council Policy – Bituminous Seals CEO/WSM Reword Policy and submit to Council In Progress

16.07.11 9.6.2 Council Policy – Crossovers CEO/WSM Distribute Policy In progress

16.07.11 10.5 New Policy – Councillor Uniforms CEO Print and distribute Policy Order uniforms – Svenja

In progress In Progress

20.08.11 9.6.1 Tenders – Bitumens and Aggregates 2011/2012 WSM Specification details being finalised Tenders or quotes to be called

In progress

17.09.11 10.2 School Oval Facility – Agreement CEO New report to October Council meeting required

In progress


17.09.11 10.4 Renovations to Lot 208 Hill Street DCEO Tender to be written and tenders invited.

In progress

15.10.11 9.3.2 Installation of CCTV in Main Street Meekatharra CEO Engage Consultant – rang 20/10/11 Awaiting on consultant to visit Advise local police OIC – email 20/10/11

In progress Complete

15.10.11 9.3.3 Royalties for Regions – Country Local Government Fund (CLGF) 2011-12 Regional Funds

CEO Advise Murchison and Upper Gascoyne Shires – email 20/10/11 + MWDC? Start business case – Landor Road

Complete

15.10.11 9.3.4 Lloyd’s Shops Main Street Meekatharra CEO 1. Council inspection Complete

15.10.11 9.6.1 Plant Replacement Tenders/Quotes WSM Phoned 18/10/11 Purchase orders supplied to successful tenderers

Complete

15.10.11 10.3 Plant Purchase – Semi Trailer Flat Top WSM Purchase semi trailer flat top for ablution van water tank etc

In progress

19.11.11 9.3.1 Goldfields Highway / National Transports Route / Carnarvon Link

CEO Email Wiluna 21/11/11 Email GEDC 21/11/11

Complete Complete

19.11.11 9.4.1 Community Development Budget Request 2012/13 CDAO Include in 2012/2013 budget Advise committee of budgets

Complete

19.11.11 10.1 Amendments to the schedule of fees and charges DCEO Staff to provide some options

In progress


16.12.11 Council Inspection of old Lloyds shops DCEO Secure building and consulted with OPS regarding removal of unwanted items and clean-up of interior

In progress

16.12.11 9.3.1 CEO Contract Extension CEO/President Letter written to CEO Complete

16.12.11 9.3.2 Goldfields Highway / National Transport Route / Carnarvon Link

CEO Letters drafted to Ministers Grylls and Buswell

In progress

16.12.11 9.3.3 Royalties for Regions – Country Local Government Fund (CLGF) – Forward Capital Works Plan – Review

CEO FCWP amended Financial Assistance Agreement and letter sent to RDL 22/12/12o

Complete

16.12.11 10.1 Community Resource Centre – Extension for Training Centre

CEO Prepare Agenda Item for Jan Council Mtg

Complete

16.12.11 Disposal (Lease) of Land – Doray Minerals Ltd DCEO Advertised as per LG Act Section 3.58. Discussions are proceeding with draft lease


16.12.11 Fruit Basket for Cr Burrows – Christmas Gift CDAO Fruit basket and card ordered Delivery 21.12.11

Complete

21.01.12 9.2.4 2010/2011 Annual Report DCEO Sent via email to Department 23.01.12 Ad for Annual Electors Meeting and Annual Report available placed on notice board

In progress

21.01.12 9.3.1 Integrated Strategic Planning CEO In progress


21.01.12 9.3.2 Goldfields Highway / National Transport Route / Carnarvon Link

CEO Advised Wiluna CEO of Council decision. Email sent 24.01.12

In progress

21.01.12 9.3.3 Meekatharra Community Resource Centre – Building Extension Proposal

CEO CRC advised of Council decision. Councillors and CRC staff will get together to discuss further steps.

In progress

21.01.12 9.4.1 Retention of Department of Child Protection funds for the Meekatharra Youth Service

DCEO/CDAO Youth services submission forwarded to DCP. Awaiting response/outcome

In progress

21.01.12 10.1 Disposal of Land DCEO In progress

21.01.12 10.2 Advertising Signage at Meeka Airport DCEO Letter sent to Midwest Hire Services advising of Council decision 24.01.12

Complete

Letter to Auditor DCEO Letter sent and copy in IB #1 Complete

Officers Recommendation / Council Resolution: Moved: Cr NL Trenfield Seconded: Cr RK Howden That the Status reports be received.

CARRIED 5/0


9.2 FINANCE

9.2.1 MONTHLY FINANCIAL REPORT PERIOD ENDED JANUARY 31, 2012

Summary: Monthly Financial Report Background: Financial Activity Statement Report – s.6.4 (1) A local government is to prepare each month a statement of financial activity reporting on the

sources and applications of funds, as out in the annual budget under regulation 22(1)(d), for that month in the following detail – (a) Annual budget estimates, taking into account any expenditure incurred for an additional

purpose under section 6.8(1)(b) or(c); (b) Budget estimates to the end of the month to which the statement relates; (c) Actual amounts of expenditure, revenue and income to the end of the month to which the

statement relates; (d) Material variances between the comparable amounts referred to in paragraphs (b) and (c); and (e) The net current assets at the end of the month to which the statement relates.

(2) Each statement of financial activity is to be accompanied by documents containing- (a) an explanation of the composition of the net current assets of the month to which the statement

relates, less committed assets and restricted assets; (b) An explanation of each of the material variances referred to in sub-regulation (1)(d); and (c) Such other supporting information as is considered relevant by the local government.

(3) The information in a statement of financial activity may be shown – (a) According to nature and type classification, (b) By program; or (c) By business unit.

(4) A statement of financial activity, and the accompanying documents referred to in sub-regulation (2), are to be –

Title/Subject: MONTHLY FINANCIAL REPORT PERIOD ENDED JANUARY 31, 2012

Agenda/Minute Number: 9.2.1 Applicant: Nil File Ref: ADM 171 Disclosure of Interest: Nil Date of Report: 13 February 2012 Author: Krys East Corporate & Development Services Officer

Signature of Author Senior Officer: Roy McClymont

Chief Executive Officer

Signature Senior Officer


(a) presented to the council – (i) at the next ordinary meeting of the council following the end of the month to which

the statement relates; or (ii) if the statement is not prepared in time to present it to the meeting referred to in

subparagraph (i), to the next ordinary meeting of the council after that meeting; And (b) Recorded in the minutes of the meeting at which it is presented.

(5) Each financial year, a local government is to adopt a percentage or value, calculated in accordance with AAS 5, to be used in statements of financial activity for reporting material variances.

(6) In this regulation – } committed assets~ means revenue unspent but set aside under the annual budget for a specific purpose; } restricted assets~ have the same meaning as in AAS 27. [Regulation 34 inserted in Gazette 31 Mar 2005 p. 1049-50.] [35. Repealed in Gazette 31 Mar 2005 p. 1050.]

Comment: A monthly financial report is to be presented to Council at the next ordinary meeting following the end of the reporting period. Consultation: Ron Back – Local Government Consultant Statutory Environment: Local Government Act 1995 Section 6.4 Financial Report Financial Management Regulations 34 & 35 Policy Implications: Nil Financial Implications: Nil Strategic Implications: Nil Voting Requirements: Simple Majority Officers Recommendation / Council Resolution:

Moved: Cr NL Trenfield Seconded: Cr HJ Nichols

That the financial report for the period ending January 31, 2012 be received.

CARRIED 5/0


ACTIONS TAKEN UNDER DELEGATED POWER REQUIRING NOTIFICATION TO COUNCIL

There were no actions that require reporting to Council in January 2012.


9.2.2 OUTSTANDING DEBTORS

Summary: Attached is a copy of the detailed outstanding Sundry Debtors. Background: At the end of every month an aged detailed trial balance is performed. The following applies to all outstanding debtors – >90 day – All outstanding debtors with 90 days or more are sent a 7 day debt collection letter. >60 day – All outstanding debtors with 60 days or more are sent a reminder letter. >30 day – All outstanding debtors with 30 days or more account are sent a statement with a reminder sticker attached. Comment: Although the outstanding > 90 day accounts are sent letters stating that they will be forwarded onto the debt collection agency, Council needs to be aware of the cost to do so. Therefore from time to time, in relation to minimal amounts i.e. landing fees it is required that Council write off the debt incurred. Consultation: Roy McClymont – Chief Executive Officer Statutory Environment: Nil Policy Implications: Nil Financial Implications: Loss of revenue Strategic Implications: Nil Voting Requirements: Simple Majority

Title/Subject: OUTSTANDING DEBTORS Agenda/Minute Number: 9.2.2 Applicant: Nil File Ref: ADM 171 Disclosure of Interest: Nil Date of Report: 13 February 2012

Author: Sam Needle Debtors & Creditors

Signature of Author

Senior Officer: Roy McClymont Chief Executive Officer



Officers Recommendation / Council Resolution:

Moved: Cr JE Burgemeister Seconded: Cr NL Trenfield That Council receives the outstanding monthly Debtor Trial Balance for January 31, 2012.

CARRIED 5/0


9.2.3 LIST OF ACCOUNTS ENDED JANUARY 2012

Summary: Accounts are to be presented to council for payments. Background: List of accounts (1) If the local government has delegated to the CEO the exercise of its power to make payments

from the municipal fund or the trust fund, a list of accounts paid by the CEO is to be prepared each month showing each account paid since the last such list was prepared –

(a) the payee’s name; (b) the amount of the payment; (c) the date of the payment; and (d) sufficient information to identify the transaction. (2) A list of accounts for approval to be paid is to be prepared each month showing – (a) each account which requires council authorization in that month –

(i) the payee’s name (ii) the amount of the payment; and (iii) sufficient information to identify the transaction; and

(b) the date of the meeting of the council to which the list is to be presented. (3) A list prepared under sub-regulation (1) or (2) is to be –

(a) presented to the council at the next ordinary meeting of council after the list is prepared; and recorded in the minutes of that meeting.

Comment: Each month the accounts are presented to council for payment; Municipal Voucher No’s Amount: $ 652,389.28

Trust Account Voucher No’s Amount: $ 400.00 Air BP Voucher No’s Amount: $ 8,953.06

Title/Subject: LIST OF ACCOUNTS ENDED JANUARY 2012 Agenda/Minute Number: 9.2.3 Applicant: Nil File Ref: ADM 171 Disclosure of Interest: Nil Date of Report: 13 February 2012

Author: Sam Needle Debtors & Creditors

Signature of Author Senior Officer: Roy McClymont

Chief Executive Officer



Consultation: Roy McClymont – Chief Executive Officer Statutory Environment: Local Government (Financial Management) Regulations 1996 S.6.10.13 List of Accounts. Policy Implications: Nil Financial Implications: Accounts to be paid Strategic Implications: Nil Voting Requirements: Simple Majority Officers Recommendation / Council Resolution:

Moved: Cr JE Burgemeister Seconded: Cr HJ Nichols

That Council receives the attached list of creditor accounts paid under delegated power.

CARRIED 5/0


9.2.4 WRITE OFF OF DEBTOR AMOUNTS Summary: This report recommends the write off of certain uncollectable debtor amount. Attachments: Nil Background: Over time, debtor amounts are raised that, for one reason or another, are not able to be collected and need to be written off. Comment: Following is a list of debtor amounts that need to be written off Debtor

Number Debtor Name Date Amount Reason for Write Off

H026 Hawker Pacific PTY LTD

12/05/2010 $419.14 This amount relates to landing fees at the Meekatharra Airport. This invoice is unrecoverable as correspondence was not received by Finance Officer notifying that company is not owner of aircraft. Substantial time passed between invoice and confirmation from company that they do not own aircraft.

F1 Fossils Enterprises PTY LTD

02/05/2010 $112.64 This amount relates to Diesel Fuel purchase. Austral Mercantile Collections have been unable to locate debtor.

O009 Geoff Osborn Various 2009/10

$513.27 This amount relates to electricity and phone reimbursements whilst living in Shire house. Austral Mercantile Collections have been unable to

Title/Subject: WRITE OFF OF DEBTOR AMOUNTS Agenda/Minute Number: 9.2.4 Applicant: Nil File Ref: ADM 152 Disclosure of Interest: Nil Date of Report: 10 February 2012 Author: Sam Needle Debtors & Creditors Officer

Signature of Author




locate debtor.

M134 Meeka Café Various 2010

$198 This amount relates to Advertisments placed in the Meekatharra Dust. Austral Mercantile Collections have been unable to locate debtor.

M118 Matthew Graham 08/01/2010 $204.07 This amount relates to Telephone charges whilst in a Shire property. Austral Mercantile Collections have been unable to locate debtor.

R043 Rachlan Holdings Various 2009/10

$104.50 This amount relates to landing fees at the Meekatharra Airport. Austral Mercantile Collections have been unable to locate debtor.

Consultation: Krys East – Corporate and Development Services Manager Statutory Environment: Local Government Act 1995, section 6.12 (1) (c) allows for the write off of any debt. Policy Implications: Nil Financial Implications: Loss of income for landing fees and dust advertising. The associated diesel, power consumption and telephone usage invoices have been paid by the Council. Strategic Implications: Nil Voting Requirements: Absolute Majority Officer Recommendation / Council Resolution: Moved: Cr NL Trenfield Seconded: Cr RK Howden That Council approves the write off of the following debtor amounts.

Debtor

Number Debtor Name Date Amount

H026 Hawker Pacific PTY LTD 12/05/2010 $419.14

F1 Fossils Enterprises PTY LTD 02/05/2010 $112.64

O009 Geoff Osborn Various 2009/10 $513.27


M134 Meeka Café Various 2010 $198

M118 Matthew Graham 08/01/2010 $204.07

R043 Rachlan Holdings Various 2009/10 $104.50

CARRIED 5/0

BY AN ABSOLUTE MAJORITY


9.3 ADMINISTRATION

9.3.1 MEEKATHARRA AIRPORT – AC POWER AUDIT Summary/Matter for Consideration: CPS National’s AC Power Audit report of the Meekatharra Airport identifies electrical work required to be carried out. Allowing for contingency costs not included in their estimate, an amount of $ 95,000 needs to be provided in next year’s Budget if Council wishes the work to be done. Attachments: CPS National Meekatharra Airport – AC Power Audit Report (provided at meeting) Background: Council engaged CPS National to carry out a comprehensive audit of AC Power at the Meekatharra Airport. The Audit Report is tabled for Council’s consideration. Comment: The Audit identified electrical work required to be carried out in six main areas and provides an estimate of cost, which will be required to be included in Council’s 2012/13 budget considerations in May/June 0212 as follows:

1. Mechanics Workshop $ 13,850 + GST ($ 1,385) 2. Fire Brigade Pump-House $ 11,400 + GST ($ 1,140) 3. Equipment Building Store $ 10,850 + GST ($ 1,085) 4. Terminal Building $ 7,100 + GST ($ 710) 5. Distribution Roller No 3 $ 17,500 + GST ($ 1,750) 6. Airport Manager’s Residence $ 13,200 + GST ($ 1,320)

$ 73,900 + GST ($ 7,390) Total = $ 81,290.00

The electrical works provided for above is for the supply and installation on site only, including freight of materials from Perth to site, and are based on a local Electrical Contractor carrying out the work (not requiring accommodation costs etc.). No allowance has been made for plant /

Title/Subject: MEEKATHARRA AIRPORT – AC POWER AUDIT Agenda/Minute Number: 9.3.1 Applicant: Nil File Ref: ADM 083 Disclosure of Interest: Nil Date of Report: 8 February 2012 Author: John Read Acting Chief Executive Officer

Signature of Author




vehicle / equipment hire which may be required. Remedial work requiring installation of underground trenches is based on those works being arranged and paid for by the Shire of Meekatharra. It is recommended a contingency of $ 13,710 be added to the above cost estimate for the purpose of budget to allow for additional costs, taking the total budget amount to $ 95,000 ($ 81,290 + $ 13,710). Consultation: Roy McClymont Statutory Environment: Nil Policy Implications: Nil Budget/Financial Implications: Nil Voting requirements: Simple Majority Officers Recommendation: That Council:

1. Receive the Meekatharra Airport AC Power Audit Report presented by CPS National

2. Give consideration at its May 2012 budget preparation meeting towards providing in its 2012/13 Budget $95,000 for the power upgrade work for the Meekatharra Airport, as identified by CPS National in its audit report.

Council Resolution: That Council:

1. Receive the Meekatharra Airport AC Power Audit Report presented by CPS National

2. Give consideration at its May 2012 budget preparation meeting towards providing in its 2012/13 Budget $125,000 for the power upgrade work for the Meekatharra Airport, as identified by CPS National in its audit report.

CARRIED 5/0

Reason for Resolution Differing from Officers Recommendation: Council increased the proposed budget amount by a further $30,000 to ensure adequate funds are available for any unexpected contingency.


9.3.2 MEEKATHARRA AIRPORT ADVERTISING Summary/Matter for Consideration: Council has requested administration prepare Policy regarding advertising at the Meekatharra Airport, for consideration by Council. Attachments: Nil Background: In response to a request received from Midwest Hire to place an advertising sign at the airport, Council requested staff to prepare Council Policy for Council’s consideration. Council agreed to give Mid West Hire temporary approval to place a small sign in the airport terminal building until it established policy. Comment: The Meekatharra Airport facility currently has numerous mandatory statutory signs in and around the tarmac and terminal building, required by the Civil Aviation Authority. Advertising signs mounted on buildings or supported by fences or upright pole structures would not aesthetically be desirable. This report recommends that Council Policy prohibit any future business advertising signs at the Meekatharra Airport unless in special circumstances the Council decides otherwise. The best solution, which has numerous advantages over several signs, is considered to be providing a TV monitor wall mounted in the terminal building. Advertising can be a slideshow of businesses and services offered in Meekatharra of those businesses wishing to participate, as well as provide a showcase of Shire facilities (recreational, cultural, etc.) as well as tourist attractions in the Meekatharra area. It is expected that town businesses that would not be interested in placing an advertising sign at the airport, would support advertising on the TV facility. Investigations made reveals that the most suited type of TV system consists of a TV screen wall mounted in the terminal building with a Media Player (small) box fixed to the back of the TV monitor that allows for both slides and videos to be played in a continuous loop mode that can be edited, added to and controlled remotely by computer online at the Shire office. This system can

Title/Subject: MEEKATHARRA AIRPORT ADVERTISING Agenda/Minute Number: 9.3.2 Applicant: Nil File Ref: ADM 123 Disclosure of Interest: Nil Date of Report: 9 February 2012 Author: John Read Acting Chief Executive Officer

Signature of Author




be supplied and installed by Evoke Media (Perth based) who have provided other (9) airport terminals with the same system. A quote received from Evoke Media is as follows: 60" TV Display $1800 Brackets $240 Cables $90 Media Player $1100 Software and Licence $640 (one-off) Installation & Training (up to 1-hour) $800 (budgeted for 1-day/per 24hours or pro rata thereafter) Flights $800 (may be able to get cheaper) Accommodation $0 (provided by Meekatharra Council) Total cost = $5470 Consultation: Chief Executive Officer, Roy McClymont Airport Manager, Mal Trenfield Statutory Environment: Local Government Act 1995 Policy Implications: Council’s consideration towards adopting Policy relating to Meekatharra Airport Advertising is detailed in the recommendation contained in this report. Budget/Financial Implications: No provision in the current budget has been made for this capital item. It is recommended that the cost of the TV unit be funded from shortfalls/savings in other areas of the current budget and be resolved at the half yearly Budget Review meeting of Council. Voting requirements: Absolute Majority Officers Recommendation:

That Council

(i) formally adopts the following as Policy for inclusion in its Policy Manual:

MEEKATHARRA AIRPORT ADVERTISING

A. A person or organisation shall not erect, affix or maintain any business

advertising sign within the Meekatharra Airport area other than those existing signs, unless where special circumstances apply, the Council decides otherwise.

B. Advertising of businesses at the Meekatharra Airport shall be provided by the Council’s TV monitor and media player facility, located within the airport terminal building.

C. The TV monitor and media player facility shall be used to advertise business organisations as well as promote Meekatharra’s recreational facilities, tourism areas and other services and information of interest to the visiting public.


D. Media advertising shall consist of slides displayed at 10 second intervals and videos of business services up to a maximum of 30 seconds duration. Video promoting tourism etc. such as the video displayed on the Shire of Meekatharra’s website may be played for longer duration. Advertising organisations are responsible for producing their own slides / videos in a suitable format.

E. The following annual fees apply to businesses advertising: Slides $200.00, Videos $350.00 Not for profit organisations and similar organisations, as determined by the

Council’s CEO, are exempted from paying the annual fee. F. The slides and videos are to be displayed in a continuous loop mode, with one

complete loop of all slides & videos being restricted to a maximum of 10 minutes duration.

G. The TV advertising facility shall be in operation one hour prior to a scheduled passenger flight arrival and half an hour after a flight’s departure.

(ii) Accepts the quote from Evoke Media of $5,470.00 to undertake a visit (return

flights) to Meekatharra to supply and install a wall mounted 60” LED TV and Media Player, Software (media player) License fee, as well as train a Council staff member to operate & manage the remote online media player system.

Council Resolution: Moved: Cr JE Burgemeister Seconded: Cr RK Howden This item to lay on the table and that:

1. To assist Council to make a decision, a letter be sent out to all local businesses to ascertain the level of support in advertising via a TV monitor displaying slides / video media at the Meekatharra airport at a cost of $200 per year for slides and $350 per year per video, with businesses responsible for the production of their own slides/video.

2. $6000 be included in budget considerations for the 2012/13 financial year.

CARRIED 4/1

Cr HJ Nichols requested that his vote against the motion be recorded.


9.4 COMMUNITY DEVELOPMENT

Cr JE Burgemeister declared an interest in item 9.4.1 – Donation – Meekatharra Family and Domestic Violence Service and abstained from discussion and voting.

9.4.1 DONATION – MEEKATHARRA FAMILY AND DOMESTIC VIOLENCE SERVICE

Summary/Matter for Consideration: Council may wish to consider a donation to the Meekatharra Family and Domestic Violence Service of $500 for a chest freezer. Attachments: A letter from Debbie Donnachy, Chair-person of the Meekatharra Family and Domestic Violence Service received on February 1st 2012. Background: The Meekatharra Family and Domestic Violence Service is funded by the Department for Child Protection for wages and other operational costs via a three year service agreement with the funding amount set for that period. Over the last 12 months the service has seen an increase in presentations. The last service review reported that 135 clients had been assisted (during a 6 month period) with services including advocacy, counseling, accommodation, safety and support. With more clients presenting, particularly from out of town, it is clear that the service is presenting and promoting itself well. These visits from residents out of town often mean that the clients are staying longer and in many cases large numbers of children are accommodated at the Service. In November 2011 there were two separate admissions with large families. Comment: Large families require the Meekatharra Family and Domestic Violence Service to be organised and have large amounts of frozen goods on site. The Service is committed to educating its clients

Title/Subject: DONATION – MEEKATHARRA FAMILY AND DOMESTIC VIOLENCE SERVICE

Agenda/Minute Number: 9.4.1 Applicant: Kelly Fuhrmann File Ref: ADM 063 Disclosure of Interest: Nil Date of Report: 9 February 2012 Author: Kelly Fuhrmann

Community Development/Admin Officer

Signature of Author




about healthy eating and is not prepared to provide snack type foods to families. Cooking devices such as a slow cooker have been purchased to further this endeavour. The Service will be seeking funds from other organisations to ensure it can keep up with its obligation to ensure its clients are kept safe and secure. The need for bulk food requires storage which the Service does not currently have the budget to purchase. It is for this reason that the Shire has been approached for a donation of $500 towards a chest freezer to continue the good work of the Service. The Meekatharra Family and Domestic Violence Service would of course acknowledge the Shire’s contribution where possible, in particular in the local Dust and by putting Shire of Meekatharra stickers on the new chest freezer. Consultation: Nil Statutory Environment: Nil Policy Implications: 2.9 Donations Budget/Financial Implications: Council has a budget amount of $10,000 for other donations in the 2011/12 budget So far this financial year only $2,057.50 of these funds have been allocated. Strategic Implications: Simple Majority Officers Recommendation / Council Resolution:

Moved: Cr NL Trenfield Seconded: Cr RK Howden

That Council makes a donation of $500 to go towards a chest freezer for the Meekatharra Family and Domestic Violence Service.

CARRIED 4/0


9.4.2 DONATION – WORLD’S GREATEST SHAVE Summary/Matter for Consideration: Council may wish to consider a donation towards the 2012 World’s Greatest Shave Event in Meekatharra on March 18th, 2012. Attachments: An email from Kerry Salmon requesting a donation towards this year’s World’s Greatest Shave. Background: Kerry has been fundraising for the leukemia foundation for a number of years. In 2011 Kerry worked tirelessly to organise a successful fundraising event which has now been proven to be highly successful. As a result of her efforts the community of Meekatharra raised $31,845 which is $11,000 more than 2010. Kerry was invited to receive an award on behalf of the community of Meekatharra as we were in the top thirty in the State for the amount of money raised for The World’s Greatest Shave. Kerry has approached the Shire for support towards this year’s event which will be held on Sunday March 18th, 2012. Kerry has asked a donation towards helium gas at approximately $130 along with merchandise worth $1076.00 as per the attached email. The merchandise will be sold to raise further funds during the event. In 2011 Kerry purchased these items herself. Comment: Given the sometimes negative publicity that Meekatharra attracts the World’s Greatest Shave is a great opportunity to showcase Meekatharra in a different light. This annual event has given Meekatharra the opportunity to shine out as a generous community and the town has been well recognised for its past great achievements as a major fundraiser for the state and nationally. Consultation: Nil Statutory Environment: Nil

Title/Subject: DONATION – WORLD’S GREATEST SHAVE Agenda/Minute Number: 9.4.2 Applicant: Kelly Fuhrmann File Ref: ADM 063 Disclosure of Interest: Nil Date of Report: 9 February 2012 Author: Kelly Fuhrmann


Signature of Author




Policy Implications: 2.9 Donations Budget/Financial Implications: Council has a budget amount of $10,000 for other donations in the 2011/12 budget So far this financial year only $2,057.50 of these funds have been allocated Voting Requirements: Simple Majority Officers Recommendation / Council Resolution:

Moved: Cr NL Trenfield Seconded: Cr JE Burgemeister

That Council makes a donation of $1206 to Kerry Salmon for Meekatharra’s 2012 World’s Greatest Shave event – this being for Merchandise for the value of $1076 and Helium for the value of $130.

CARRIED 5/0


9.4.3 LOCATION AND FINANCING OF FITNESS EQUIPMENT Summary/Matter for Consideration: Approval is sought for the placement of fitness equipment near the corner of Hill and Savage Street to the West of the Meekatharra Kindergarten site. Approval is also sought for a budget amendment of an additional $6000 unbudgeted income for completion of this project. Attachments: Drawings of the proposed fitness equipment Forecast income and expenditure for the project Background: During the 2009 December 18th Council Meeting Council resolved to consider installing some suitable playground equipment on the grassed area outside the swimming pool during the 2010-11 budget deliberations. Consequently $15,000 expenditure was budgeted in 2010-11 for playground equipment at this location. During the 2011-12 budget deliberations the Corporate and Development Services Manager requested fitness equipment be purchased as an alternative to playground equipment. $28,000 expenditure and $9,000 income was budgeted for this purpose. After on-going discussions with Parks and Gardens Contractor Brian Trenfield regarding the placement of the fitness equipment the Community Development/Administration Officer would like to request that the fitness equipment, along with appropriate surfacing, lighting and a water fountain be placed on the Corner of Hill and Savage Street to the West of the Kindergarten, Comment: Funding is currently being sought is to provide a 12m by 12m exercise station (Exersite) made out of recycled plastic. Grouped in a defined area the system allows users to systematically work out in a safe and effective manner. Due to the extreme weather conditions in Meekatharra solar lighting and provision of drinking water will also be included as part of this project.

Title/Subject: LOCATION AND FINANCING OF FITNESS EQUIPMENT Agenda/Minute Number: 9.4.3 Applicant: Kelly Fuhrmann File Ref: ADM 356 Disclosure of Interest: Date of Report: 12th January 2012 Author: Kelly Fuhrmann


Signature of Author




Whilst the Exersite can be broken down to allow for strategic placement and to accommodate space requirements, Brian Trenfield and the Corporate and Development Services Manager, Krys East, both agree that placement of the equipment on the grassed area outside the pool may detract from the aesthetics of the area. Placement in this area will mean the grass will need to be replaced with another surface and the reticulation will need to be shifted and blocked in some areas. The Exersite would limit the amount of space for families to enjoy the shade from the trees during warmer days. The area next to the BMX Track in front of the Kindergarten has a tap which will allow easy installation of the water bubbler. The location suggested for the Exersite is adjacent to the shaded park bench and not directly on the corner of Savage and Hill Street. Placement directly on the corner is not viable as the Shire as part of being an RV friendly town has designated this area for short term parking of Recreational Vehicles. The addition of a solar light which will allow users to access the equipment when it is cooler and deter vandals, a synthetic grass surface and water bubbler will require additional income of approximately $6000. These funds could be obtained through a grant application. Consultation: Krys East – Corporate and Development Services Manager Brian Trenfield – Parks and Gardens Contractor Statutory Environment: Nil Policy Implications: Nil Budget/Financial Implications: $6000 unbudgeted income for playground/fitness equipment Voting requirements: Absolute Majority Officers Recommendation / Council Resolution:

Moved: Cr NL Trenfield Seconded: Cr JE Burgemeister

That Council authorises:

the Community Development/Administration Officer to seek additional funding of $6000 (unbudgeted income) towards the Exersite

the Exersite to be placed near the corner of High and Savage Street

staff to investigate using recycled rubber surface in preference / comparison to synthetic grass

CARRIED 5/0


BY AN ABSOLUTE MAJORITY

Reason for Resolution Differing from Officers Recommendation: Council advised that recycled rubber surfaces for such amenities may prove more suitable compared to other (synthetic grass, etc.) surfaces.


9.5 HEALTH, BUILDING & TOWN PLANNING

9.5.1 MEEKATHARRA CEMETERY – CREMATED ASHES PLOTS Summary/Matter for Consideration: Council’s decision is required regarding placing cremation ashes at the Meekatharra Cemetery in an individual plot, which request is unprecedented. Attachments: Nil Background: Lorraine Hill and Joe Huckle have requested to place Joe’s deceased father’s ashes at the Meekatharra Cemetery. Previous requests have been on the basis of placing ashes on an already existing grave site of a relative, etc. However no precedent exists for requesting a new plot to place ashes. Comment: The Council’s Meekatharra Public Cemetery 2007 Local Law provides for the following: Division 2 – Placement of Ashes 5.7 Disposal of Ashes (1) The personal representative of a deceased person whose body has been cremated may apply, in an application under clause 3.1 or otherwise, for permission to dispose of the ashes in the cemetery and upon payment of the set fee the Board may grant permission for the ashes to be dispersed of by one of the following methods: Niche Wall Family Grave Scattering to the Winds Other memorials approved by the Board. (2) Subject to sub-clauses (3) and (4), a person shall not place the ashes of a deceased person in the cemetery. (3) An authorised officer may place the ashes of a deceased person in a cemetery in accordance with the Board approval provided: (a) the person requesting the placement of ashes has the permission of the Board: and

Title/Subject: MEEKATHARRA CEMETERY – CREMATED ASHES PLOTS

Agenda/Minute Number: 9.5.1 Applicant: Lorraine Hill and Joe Huckle File Ref: ADM 256 Disclosure of Interest: Nil Date of Report: 14 February 2012 Author: John Read Acting Chief Executive Officer

Signature of Author




(b) the ashes are placed within an area set aside for that purpose by the Board. (4) An authorised officer may place the ashes of a deceased person within a grave in accordance with the Board approval, provided the person requesting the placement of ashes has the written permission of the Board and the approval of the holder of the right of burial of the grave. The Council’s Schedule of Fees & Charges allows for a fee of $110 if the Council are involved in carrying out works related to placing ashes on an existing grave site. However no fees have been set that cater for the request contained in this report, where a new (small) ‘grave’ site is requested by the applicant to erect (at the applicants expense) a small concrete structure, upon which the ashes will be contained and a small plaque erected with no work being carried out by Council. Ample area exists at the Meekatharra Cemetery for the placement of small plots to accommodate the applicant’s and future applicant’s requests for cremated ashes plots. It is suggested that an area within the cemetery to the north of the entrance be set aside for this purpose and that a plot area of one (1) metre by one (1) metre with a spacing of one (1) metre between the cremation ashes plots be permitted, with a nominal fee of $100 per plot forming part of Council’s Schedule of Fees and Charges, providing no work is carried out by Council. It is further suggested that spacing between plot areas be allowed for to accommodate various religious denominations. Consultation: Krys East, Corporate & Development Services Manager Statutory Environment: Meekatharra Public Cemetery 2007 Local Law Policy Implications: Nil Budget/Financial Implications: Nil Voting requirements: Absolute Majority Officers Recommendation / Council Resolution:

Moved: Cr HJ Nichols Seconded: Cr JE Burgemeister

That:

1. Council, pursuant to its Meekatharra Public Cemetery 2007 Local Law, approves the establishment of an area within the Meekatharra Public Cemetery, located to the north of the cemetery entrance, to be set aside for the purpose of accommodating applications received for Cremated Ashes Plots, to place cremated ashes of deceased persons with a small concrete / plaque structure on the plot.

2. A Cremated Ashes Plot area of one (1) metre by one (1) metre with a spacing of one (1) metre between the cremation ashes plots be permitted, with a nominal fee of $100 per plot forming part of Council’s Schedule of Fees and Charges, providing no work is carried out by Council.


3. Separate areas be allowed for in the cremated ashes plot area to accommodate various religious denominations.

CARRIED 5/0 BY AN ABSOLUTE MAJORITY


9.6 WORKS AND SERVICES

9.6.1 LANDOR ROAD – SEAL ENRICHMENT Summary/Matter for Consideration: Sections of the Landor Road (SLK 4.7 to SLK 17.5) previously sealed is stripping and requires a seal enrichment before further deterioration occurs. Attachments: Nil Background: The section of Landor Road affected was sealed by Boral Group Ltd in November 2010 and the cause of the stripping failure is believed to be that not enough bitumen was applied (applied too thin) to hold the metal down. Comment: It is believed that the (Ex) Works & Services Manager at the time set the bitumen application rate of the bitumen. Council has already approved the bitumen and aggregate tender and the enrichment seal would form part of that tender process. Consultation: Chief Executive Officer, Roy McClymont Works & Services Manager, John Dyer Statutory Environment: Nil Policy Implications: Nil

Title/Subject: LANDOR ROAD – SEAL ENRICHMENT Agenda/Minute Number: 9.6.1 Applicant: Nil File Ref: RD 066 Disclosure of Interest: Nil Date of Report: 9 February 2012 Author: John Read Acting Chief Executive Officer

Signature of Author




Budget/Financial Implications: The cost of the enrichment seal can be covered from budgeted item ‘Flood Management Various” 4750. The Works & Services Manager’s estimated cost of the seal enrichment work will be conveyed to the Council at the Council meeting. Voting requirements: Simple Majority Officers Recommendation:

That:

1. Council approves enrichment seal works on the Landor Road (SLK 4.7 to SLK 17.5)

to be funded from Budget Item 4750 Road Maintenance Various. 2. The enrichment seal works in 1. above be included in the tender process for the

Councils bitumen and aggregate construction program to be advertised shortly. Council Resolution: Moved: Cr RK Howden Seconded: Cr HJ Nichols This item to lay on the table until the Works Group meeting.

CARRIED 5/0

Reason for Resolution Differing from Officers Recommendation: Council require more information. It was proposed to present this item at the next Work Group meeting to discuss trialing a small section of stripped road on the Landor Road to ascertain whether the enrichment seal is a viable solution for the entire 12.7 kms.


9.6.2 TENDERS – CUT OFF WALLS/FLOODWAYS ON LANDOR RD & MT CLERE RD

Summary/Matter for Consideration: Before inviting tenders a Local Government is to “determine in writing the criteria for deciding which tender should be accepted.” Attachments: Nil Background: Several cut off walls and floodway crossings are required to be concreted / constructed on Landor Road and Mt Clere Road as part of the current year’s road construction program. Comment: Funding for the work proposed is being met partly from Disaster Flood Damage funds and partly from Council’s budgeted funds. The works will be carried out by contractors and therefore tenders are required to be called/advertised. Technical details of the estimated quantity of concrete involved in these works prepared by Council’s Works & Services Manager are as follows: Mt Clere

Slabs\floodway 140cu m @ $1200 $168000.00 Cut off walls 60cu m @ $ 900 $ 54000.00

Landor Rd

Cut off walls 100cu m @ $ 900 $ 90000.00 Total cost $312000.00

Consultation: Works & Services Manager, John Dyer Statutory Environment: Local Government Act 1995 Section 3.57 Local Government (Functions and General) Regulations 1996

Title/Subject: TENDERS – CUT OFF WALLS/FLOODWAYS ON LANDOR RD & MT CLERE RD

Agenda/Minute Number: 9.6.2 Applicant: Nil File Ref: RD001 & RD066 Disclosure of Interest: Nil Date of Report: 9 February 2012 Author: John Read Acting Chief Executive Officer

Signature of Author




Local Government Regulation 14 (2a) Policy Implications: Purchasing Policy may apply Budget/Financial Implications: The 2011/12 Budget provides for the proposed concrete works Voting requirements: Simple Majority Officers Recommendation:

That Council requests staff to arrange for Greenfields (Consultants) to invite tenders on

behalf of Council in accordance with the Local Government Act, Local Government Regulations and Council Policies for contract services in the construction of a Concrete Floodway and Cut-Off Walls, including supply of concrete and materials in respect of Landor Road and Mt Clere Road with the selection criteria for deciding the tenders being based on the following: Price: 50% Experience: 15% Availability: 15% Accommodation/Camp facilities: 10% Plant & Equipment: 10% Council Resolution: Moved: Cr NL Trenfield Seconded: Cr HJ Nichols That Council requests staff to invite tenders/quotes as needed on behalf of Council in accordance with the Local Government Act, Local Government Regulations and Council Policies for contract services in the construction of a Concrete Floodway and Cut-Off Walls, including supply of concrete and materials in respect of Landor Road and Mt Clere Road.

CARRIED 5/0

Reason for Resolution Differing from Officers Recommendation: Council decided that Greenfields consultation and additional cost is not deemed necessary. Also as the concreting works at specific (creek crossing) locations can only be carried out simultaneously to when associated construction works are carried out, it is not practical for a contractor to carry out the entire concreting work in one contract, but rather on an ‘as needed’ basis. Cr JE Burgemeister left the meeting at 10:40 am. Cr JE Burgemeister returned to the meeting at 10:42 am.


9.6.3 MEEKATHARRA ASHBURTON ROAD – FLOOD DAMAGE

Summary/Matter for Consideration: Councils approval is sought to extend the earthmoving contract with Northern Goldfields Earthmoving to the Meekatharra Ashburton Road for remedial flood damage work. Attachments: Nil Background: Tenders were called previously for the Flood Damage road construction work currently underway. Greenfields managed the tender process and the recommended successful tenderer was Northern Goldfields Earthmoving (NGE) who were engaged by Council on the first phase of the work. Extension of the contract depended on NGE’s performance on the first phase (Mt Clere and Wiluna North Roads). Comment: NGE have completed the first phase of the remedial flood damage earthworks very satisfactorily according to the Council’s Works and Services Manager. It is therefore recommended that NGE’s contract be extended to include the Meekatharra Ashburton Road works, which are due to commence in approximately three weeks time. Consultation: Roy McClymont Statutory Environment: Nil Policy Implications: Nil Budget/Financial Implications:

Title/Subject: MEEKATHARRA ASHBURTON ROAD – FLOOD DAMAGE

Agenda/Minute Number: 9.6.3 Applicant: Nil File Ref: ADM 203 Disclosure of Interest: Nil Date of Report: 14 February 2012 Author: John Read Acting Chief Executive Officer

Signature of Author




Nil Voting requirements: Simple Majority Officers Recommendation / Council Resolution:

Moved: Cr RK Howden Seconded: Cr HJ Nichols

That Council extend the road construction contract work with Northern Goldfields Earthmoving to include the Meekatharra Ashburton Road remedial flood damage works, as per their tender previously submitted through Greenfields and accepted by Council.

CARRIED 5/0


10 NEW BUSINESS OF AN URGENT NATURE – INTRODUCED BY RESOLUTION OF THE MEETING

Nil

11 ELECTED MEMBERS MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN Nil

12 CLOSURE OF MEETING

Cr TR Hutchinson declared the meeting closed at 11:00 am.

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