11.1 Chief Executive Officer · 11.1.1 CHIEF EXECUTIVE OFFICER ANNUAL PERFORMANCE REVIEW. Attachment 1 – CEO Performance Targets 1 May 2015 ... Prepare a community education strategy

SHIRE OF AUGUSTA MARGARET RIVER ORDINARY COUNCIL MEETING 13 JULY 2016

11.1 Chief Executive Officer 11.1.1 CHIEF EXECUTIVE OFFICER ANNUAL PERFORMANCE

REVIEW

Attachment 1 – CEO Performance Targets 1 May 2015 – 30 June 2016

Community Outcomes Strategic Response Status

Healthy waterways and foreshoreManage responsibly coastal areas under the Shire's control

Assist the community to reduce their carbon emissions to meet adopted targets

Encourage the community to reduce, reuse and recycle

Ecology and biodiversity protection

Collaborate with State Government to protect the biodiversity of the

Shire


Equity and opportunities for all

Provide programs and facilities that encourage resilience in seniors,

young people and families

Active and healthy lifestyles

Provide the community with high standard recreational facilities and

sporting grounds

Enhance the Shire's emergency and disaster management capabilities

Provide community safety through regulatory and support programs

Implement kerbside recycling in Augusta

Upgrade facilities at the Augusta Recreation Facility to convert underutilised space to a recreational facility that provides disability access

Implement proposed Envionmental Management Plan if adopted by CouncilKPI 3: Percentage of population using Recreation CentresKPI 4: Increased use of the Shire libraries

Sustainable Waste Management

Reduce environmental impact of waste and maximise conservation of

natural resources

Safer communities

Plan proactively and respond to climate change

Climate Change Response

Welcoming and Inclusive Communities

Priority Action

Adopt concept plan and funding strategy and seek funding for upgrades to the Margaret River Skate Park Youth Precinct

Partner with Department of Fire and Emergency Services and the Office of Bushfire Risk Management (OBRM) in Bushfire Risk Management in the Shire

Present the first stage of the Climate Change Response Plan (Coastal Hazard Risk Management Adaption Plan) to Council for advertising and final adoption

CEO Priority Targets 1 May 2015 - 30 June 2016

Complete installation of Royal Automobile Club (RAC) electronic vehicle charging infrastructure on Shire property in accordance with funding agreement.

Complete construction of trail from Flinders Bay to Augusta Boat Harbour. Apply for grant funding to extend trail from Augusta Boat Harbour to Ringbolt Bay

Valuing the Natural Environment KPI 1: Improvement in the management and quality of the environmentKPI 2: Increase the percentage of waste diverted from landfill

Priority Action

Implement the Local Energy Action Plan (LEAP) including tree planting and green power to offset carbon emissions, investigate LED lighting on Gloucester Park sport ovals and provision of resource support towards community wind farm feasibility study

Prepare a community education strategy for waste management to support the Strategic Waste Management Plan

Construct and open new cell at the Davis Road Waste Facility

Provide a report to Council on preferred future of waste disposal options for the Shire for the next 5 years and for Council to adopt a position

Prepare a feasibility study for Animal Management facility improvements in Augusta

2

KPI 5: Development occurs in a manner consistent with the Local Planning Strategy


Clearly defined areas for growth and renewal

Ensure new communities are developed using ecologically

sustainable development principles

New action

New action

Develop and implement master plans for Shire facilities and projects so

they are well designed, have aesthetic appeal and are accessible

by all

Unique natural and settlement character

Protect heritage places, values and significant regional landscapes in the

planning scheme

New action

Develop and maintain a high quality transport network in partnership with

all levels of government


Sustainable Tourism Industry

Provide family friendly quality caravan and camping grounds to

encourage visitors to extend their stay

Priority Action

Liveable and well designed places

KPI 6: Achieve a high level of liveability for the residents in the ShirePriority Action

Investigate suitable long term alternative locations for a beachside café in the Gnarabup and Prevelly area

Provide report to Council on any proposals for Turner Caravan Park for Council consideration and decision

Construct the finger jetty with Recreational Boating Facilities Scheme (RBFS) grant funding and apply for RBFS grant funding for construction of boat trailer parking at the Ellis Street boat ramp

Sell the three identified properties in the Margaret River town centre to raise revenue for the town centre upgradeDevelop and implement master plans

for centres, towns and villages to preserve and enhance their unique

character

Undertake an EOI process with not-for-profit providers to develop and operate a retirement village in Augusta

Finalise the relocation of the Augusta Police Station

Work with the Minister of Regional Development and the South West Development Commission to secure Royalties for Regions (R4R) funds for upgrade of Margaret River Main Street Town Centre Improvements (in conjunction with grant funding for the Margaret River Perimeter Road)

Apply for funding from National Stronger Regions Fund (NSRF), Royalties for Regions (R4R) and other potential sources for stage I of Margaret River Cultural Centre

Complete the annual reseal/overlay program

Vibrant and Diverse Economy

Complete extension of Wadandi Track from Gnarawarry Road to Witchcliffe and celebrate with an official opening

KPI 7: Increased participation rates at icon eventsKPI 8: Increase in tourist numbers visiting the Shire

Apply for funding to construct Wadandi Track South from Redgate Road to Calgardup Road

Connected and safe transport network

Provide a network of connected cycleways and pedestrian pathways

Managing Growth Sustainably

3

Sustainable Economic GrowthFoster sustainable economic growth which provides local employment


New action

New action

Develop staff leadership through the organisation to assist with accountable decision making New action

Ensure Councillors and employees demonstrate the importance of

ethical behaviour and compliance Develop and maintain the Community Strategic Plan that sets

long term direction and goals for the

New action

New action

New action

Support the Royalties for Regions (R4R) funding application for construction of Margaret River Perimeter Road

Work collaboratively with the South West Development Commission, key stakeholders, local park industry bodies, other tiers of government and the community sector to maximise sustainable economic development

Develop a long term Resourcing Strategy aligned to the Community

Strategic Plan

Effective strategy, planning and asset management

Infrastructure for economic growth

Develop major infrastructure to cater for increased residents and visitors

Undertake reciprocal visits to Haining, and further explore the potential for international relations with Vietnam city of Dong Hoi

Commence construction of John Archibald Drive in conjunction with Main Roads (subject to funding)

KPI 9: Financial ratios are trending positivelyKPI 10: Increasing satisfaction in the biennial Community Satisfaction Survey

Priority Action

Attract and develop high quality Councillors that are able to lead and

articulate the community's aspirations

Complete and submit Statutory Compliance Return and remediate any errors within timeframes

Partner with Western Australian Electoral Commission to conduct the biennial election program by postal voting

Develop an Economic Development Strategy

Develop an internal Business Improvement Strategy as identified in the Business Excellence Review

Effective Leadership and Governance

Host information presentation and advertising campaign for potential Councillors aimed at attracting a competitive field of high quality candidates

Conduct election of Shire President and Deputy President and appointment of Councillors to committees

Conduct comprehensive Councillor induction program following elections including training in the Rules of Conduct Relations

Continue implementation of the Integrated Planning and reporting (IPR) program, including quarterly reporting against the Operational Plan to Council

Monitor Risk Register actions and report regularly to ELT and the Audit and Risk Management Committee on outcomes

Undertake a Shire organisational review to ensure the Shire's workforce is sustainable and efficiently placed to be able to deliver on its strategic goals

Review and update the Long Term Financial Plan by identifying strategies for increasing revenue and reducing operating cost

Scope via the customer survey and International Association for Public Participation 2 Framework (IAP2) the requirements to develop a Stakeholder and Customer Framework and Engagement Strategy

Conduct Strategic Planning Days with Council in November/December 2015 and February/March 2016

Develop a Strategic Waste Management Plan

Conduct a statutory review of the Shire's Ward System

Effective governance and corporate leadership

4

Ensure the Shire's financial performance is well managed and leads to a strong financial position

Maintain and renew Shire assets according to agreed standards

New action

Effective knowledge and information management

Ensure that information is managed in accordance with statutory requirements and is available for decision making New action

Highly skilled and motivated peopleRecognise and award high achieving

employees

A culture of innovation, quality and continuous improvement

Foster a culture of innovation and continuous improvement

New action

New action

Negotiate Enterprise Bargaining Agreement renewal

Implement a document control system/process across the Shire

Develop a 15 year strategic plan for asbestos removal from Shire infrastructure that aligns with the Long Term Financial Plan

Scope what is required to review and develop comprehensive service level costings for all business units in the Shire to also include service level expectations from community

Review Shire values to refocus the organisation on Performance, Commitment and Innovation as outlined in the Business Excellence Review

Coordinate Best Employer Survey

Undertake a community satisfaction survey every four yearsEffectively measure our success and progress to a sustainable future

Measure and Report on Success and Sustainability

Convene tri-annual meetings of the Audit and Risk Management Committee

5


11.1 Chief Executive Officer 11.1.2 CHIEF EXECUTIVE OFFICER PERFORMANCE TARGETS

1 JULY 2016 TO 30 JUNE 2017

Attachment 1 – CEO Performance Targets 1 July 2016 – 30 June 2017

Community Outcomes Strategic Response

Assist the community to reduce their carbon emissions to meet adopted

targets

Encourage the community to reduce, reuse and recycle

Collaborate with State Government to protect the biodiversity of the Shire

Quality parks, gardens and green spaces


Strong community groups and networksEncourage community organisations

and local communities to work together to be self sufficient

Active and healthy lifestylesProvide the community with high

standard recreational facilities and sporting grounds

Safer communities Enhance the Shire's emergency and disaster management capabilities

Partner with DFES and the Office of Bushfire Risk Management (OBRM) in Bushfire Risk Management Planning in the Shire

Plan proactively and respond to climate change

Climate Change Response

Complete feasibility study, concept designs and pursue funding for development of Lower Western Oval

Ecology and biodiversity protection

Develop Business Case for activating the MR Zone Room commercial kitchen as a source of revenue for the youth program and a space for future food hub start ups

Provide programs and facilities that encourage resilience in seniors, young

people and familiesEquity and opportunities for all

Implement the Local Energy Action Plan (LEAP) (Living Smart, Energy Audits, Carbon Offsets, Community Education)

Develop phase 2 of the Climate Change Response Plan

Partner with Curtin Uni to support the community based alternative energy windfarm project feasibility study

Develop and implement community education strategy for waste management to support the Strategic Waste Management Plan

Finalise environmental and sustainability strategy

Welcoming and Inclusive Communities KPI 3: Percentage of population using Recreation CentresKPI 4: Increased use of the Shire libraries

Priority Action

CEO Priority Targets 1 July 2016 - 30 June 2017Valuing the Natural Environment KPI 1: Improvement in the management and quality of the environment

KPI 2: Increase the percentage of waste diverted from landfillPriority Action

Complete concept plan for waste transfer station at Davis Road and seek works approval

Reduce environmental impact of waste and maximise conservation of natural

resourcesSustainable Waste Management

Undertake upgrades to Margaret River Aquatic Centre including retrofit of plant room

Construct Davis Road new waste cell number 2

Complete detailed drawings and award tender for the construction of the Margaret River Skate Park Youth Precinct and refurbish toilet facilities

Assist the Rotary Club and the Margaret River Men's Shed working group to progress their plans

KPI 5: Development occurs in a manner consistent with the Local Planning Strategy


Clearly defined areas for growth and renewal

Ensure new communities are developed using ecologically

sustainable development principles

Develop and implement master plans for Shire facilities and projects so they

are well designed, have aesthetic appeal and are accessible by all


Sustainable Tourism IndustryProvide family friendly quality caravan and camping grounds to encourage

visitors to extend their stay

Sustainable Tourism IndustryProvide family friendly quality caravan and camping grounds to encourage

visitors to extend their stay

Infrastructure for economic growth Develop major infrastructure to cater for increased residents and visitors

Priority Action

Review the Witchcliffe Village Strategy

Complete RBFS funded works in the Ellis Street precinct including construction of boat trailer parking bays and a finger jetty

Establish a Project Control Group for the Margaret River Main Street Upgrade and finalise design work.

Vibrant and Diverse Economy KPI 7: Increased participation rates at icon eventsKPI 8: Increase in tourist numbers visiting the Shire

Priority Action

Implement the Developer Contributions Plan for the whole Shire

Construct and commission three chalets at Turner Caravan Park

Complete the reconfiguration of sites at Alexandra Bridge Caravan Park

Work collaboratively with the South West Development Commission, key stakeholders, local peak industry bodies, other tiers of government and the community sector to maximise sustainable economic development

Finalise the Shire's Economic Development Strategy and implement key Signature Projects

Conduct a second Food and Agricultural Summit and support industry efforts to establish a SW Food Alliance

Identify alignment, complete design work, obtain all required approvals and identify funding sources to extend pathway from Augusta Boat Harbour to Dead Finish

Connected and safe transport networkDevelop and maintain a high quality

transport network in partnership with all levels of government

Sell Le Souef and Churchill Ave properties in the Margaret River town centre to raise revenue for the town centre upgrade

Undertake stage I of the redevelopment of the Margaret River Cultural Centre (subject to funding)

Complete the $3.6 million reconstruction program including Leewin Road, Rosa Brook Road, Carters Road and Rosa Glen Road, Treeton Road and Wallcliffe Road, including road preservation program and Carbunup South Road Bridge Renewal

Liveable and well designed places

Develop and implement master plans for centres, towns and villages to

preserve and enhance their unique character

Managing Growth SustainablyKPI 6: Achieve a high level of liveability for the residents in the Shire

Foster sustainable economic growth which provides local employmentSustainable Economic Growth

Undertake reciprocal visits to and from Haining, and further explore the potential for international relations with Vietnam city of Dong Hoi


Ensure Councillors and employees demonstrate the importance of ethical behaviour and compliance with codes

of conduct

Develop effective partnerships and strategic alliances to maximise

community benefits

Provide Councillors with high quality and current information for effective

decision making

Community and customer focus Communicate effectively with the

community and promote the Shire's positive image

A culutre of innovation, quality and continuous improvement

Ensure Shire services and processes meet or exceed customer needs and

recognised industry standards

Lodge the Enterprise Bargaining Agreement with the Fair Work Commission and implement new wages and conditions

Develop a long term Resourcing Strategy aligned to the Community

Strategic Plan Effective strategy, planning and asset management

Complete and submit Statutory Compliance Return and remediate any errors within timeframes

Priority Action

Complete the $2million plan replacement program including purchase of a grader, three ehavy trucks, light truck, triaxle low loader, mulit tyre roller, three movers/slashers, excavator, tractor and road broom

Attract and develop high quality Councillors that are able to lead and

articulate the community's aspirations

Undertake full review of Community Strategic Plan and Community Vision for 2036

Develop and maintain the Community Strategic Plan that sets long term

direction and goals for the future of the Shire

Coordinate the Shire's online community engagement portal

Finalise the statutory review of the Shire's Ward System through a submission to the Local Government Advisory Board (LGAB)

Conduct Strategic Planning Days with Council in November/December 2016 and February/March 2017

Assess Funding Arrangement and Framework Agreement between State government and Augusta Margaret River library

Effective Leadership and Governance KPI 9: Financial ratios are trending positivelyKPI 10: Increasing satisfaction in the biennial Community Satisfaction Survey

Present the comprehensive review of Standing Orders to a Councillor workshop for consideration and action if required

Conduct comprehensive review of Shire leadership and best practice policies (Governance)

Maintain and renew Shire assets according to agreed standards

Effective governance and corporate leadership

Implement the Integrated Communications Plan

Continue implementation of the Integrated Planning and reporting (IPR) program, including quarterly reporting against the Operational Plan to Council

Monitor Risk Register actions and report regular to ELT and the Audit and Risk management Committee

Review the Long Term Financial Plan through the CEO appointed Internal Expenditure Review Committee and present options to Council for increasing revenue and reducing operating expenditure

Undertake full review with ongoing desktop review of Long Term Financial Plan

Develop a Strategic Waste Management Plan

Implement new asset management information system

Adoption of the Asbestos Replacement program for inclusion in the 10 year LTFP and commence staged implementation


11.1 Chief Executive Officer 11.1.3 CAPE REGION ORGANISATION OF COUNCIL

(CAPEROC) MINUTES

Attachment 1 – Minutes of the CapeROC Meeting held on 26 May 2016

Please note: These minutes are yet to be confirmed as a true record of proceedings

CITY OF BUSSELTON

MINUTES FOR THE CAPEROC MEETING HELD ON 26 MAY 2016

TABLE OF CONTENTS ITEM NO. SUBJECT PAGE NO.

1. DECLARATION OF OPENING AND ATTENDANCE ............................................................................. 2

2. CONFIRMATION OF MINUTES ....................................................................................................... 3

2.1 Minutes of the CapeROC meeting held 10 December 2015................................................. 3

3. PRESENTATIONS ........................................................................................................................... 3

4. BUSINESS ARISING FROM PREVIOUS MEETINGS ............................................................................ 3

5. GENERAL UPDATES ....................................................................................................................... 4

6. REPORTS ...................................................................................................................................... 6

6.1 MARGARET RIVER WINE – 50TH ANNIVERSARY BUDGET ALLOCATION REQUEST FOR 2016/17 ......................................................................................................................... 6

6.2 MARGARET RIVER REGION CALENDAR OF EVENTS - BUDGET UPDATE AND FUNDING REQUEST ............................................................................................................... 8

6.3 CAPEROC BUDGET .............................................................................................................. 11

7. MAJOR PROJECT UPDATES ................................................................................................ 13

7.1 BUSSELTON MARGARET RIVER REGIONAL AIRPORT UPDATE ............................................ 13

7.2 BUSSELTON FORESHORE & CIVIC AND ADMINISTRATION BUILDING UPDATES ................ 13

7.3 WASTE MANAGEMENT UPDATE: TRANSFER STATION, LAND FILL SITE & REGIONAL WASTE ............................................................................................................... 13

7.4 STATE BUDGET ANNOUNCEMENTS .................................................................................... 13

8. GENERAL DISCUSSION ITEMS ...................................................................................................... 14

9. NEXT MEETING DATE .................................................................................................................. 14

10. CLOSURE .................................................................................................................................... 14

CapeROC 2 26 May 2016

MINUTES

MINUTES OF CAPEROC HELD IN MEETING ROOM 2, COMMUNITY RESOURCE CENTRE, 21 CAMMILLERI STREET, BUSSELTON , ON 26 MAY 2016 AT 10.00AM.

1. DECLARATION OF OPENING AND ATTENDANCE

The Presiding Member opened the meeting at 10.07am Presiding Member:

Members:

Cr Grant Henley Mayor, Busselton

Cr Coralie Tarbotton, Busselton Cr Ian Earl, Shire President, Augusta Margaret River Cr Felicity Haynes, Augusta-Margaret River Cr Mike Smart, Augusta-Margaret River

Officers: Mr Mike Archer, Chief Executive Officer, Busselton Ms Annie Riordan, A/ Chief Executive Officer, Augusta Margaret River Mr Oliver Darby, Director, Engineering and Works Services, Busselton Mr Vitor Martins, Manager, Waste and Fleet Services, Busselton Ms Tracey King, Strategic Projects Officer, Busselton Ms Cristina Smith, Marketing and Events Officer, Augusta Margaret River Mr Ross Montgomery, Economic Development Officer, Busselton Mrs Katie Banks, Executive Assistant, Busselton Apologies Cr John McCallum, Busselton Cr Terry Best, Busselton Mrs Joanne Burges, WALGA


2. CONFIRMATION OF MINUTES

2.1 Minutes of the CapeROC meeting held 10 December 2015

RECOMMENDATION That the minutes of the CapeROC meeting held on 10 December 2015 be confirmed as a true and correct record.

MINUTES CONFIRMED

3. PRESENTATIONS

Nil

4. BUSINESS ARISING FROM PREVIOUS MEETINGS

District tours (concept supported at 21 August 2015 meeting) Planning of the tours to be reconsidered in the future when major projects are closer to completion. Note: Members were supportive of the tour being undertaken when projects are closer to

fruition, perhaps later in the year.


5. GENERAL UPDATES

REPORTING OFFICER: Events Coordinator, Busselton - Peta Tuck Economic Development Officer, Busselton – Ross Montgomery

ATTACHMENTS: Attachment A MRWR Entry Statement press Release Attachment B MRWR Entry Statement - Call for Creative Concepts

Verbal Update – Gran Fondo World Series Cycling Event Discussion in relation to this item was not necessary as City staff had since been advised that

Busselton was no longer being considered as a potential alternative venue for this event.

Verbal Update – Tourism Directional Signage Ross Montgomery, Economic Development Officer

Progress Update: The following Actions were listed at the previous Meeting:-

1. The Shire of Augusta Margaret River considered the concept in January, reviewed a report

covering the proposal to joint fund a proposal to review and update tourist directional signage throughout the region. They resolved to generally support the proposal and collaboration with some detail reservations to be resolved about branding, text size and design.

2a. The City lodged a request for Royalties for Regions funding on March 9th to proceed with a

joint project to review and update tourist directional signage. a letter of support was sent from MRWA advising it is supportive in principle for improved signage and will work with Shire of Augusta Margaret River and City of Busselton to further this objective. This application is being reviewed at present before being considered by SWDC and an announcement will be made in early July.

2b. A meeting was held on February 26th with officers from the City, the Shire, Tourist

Association and MRWA. A presentation addressed the issues, opportunities and proposed response to improve the clarity and visual branding of road-side signage as part of the tourism information for the region.

MRWA supported the review in principle and raised some issue with the use of symbols for certain activities that were not currently supported by MRWA Policy. MRWA was in general agreement with the proposal and would work towards implementing a better coterie of signs and directional imagery for the region.

2c. MOU has not been reached – ongoing discussion about relative roles and responsibilities.


No detail design work has been initiated – this is a matter for further discussion and agreement.

4. The Margaret River Wine Association has put forward a proposal to conduct a competition to

design and then commission a public art installation/entry statement for a site currently used for an information bay at the intersection of Bussell Highway and Vasse Roundabout/Bypass. The Association is also seeking funding for the project from MRWA and SWDC and will award a $8 000 prize to the winning concept in July.

Note: Mike Archer advised that Main Roads Western Australia were supportive of an entry statement being located at the Vasse roundabout.


6. REPORTS

6.1 MARGARET RIVER WINE – 50TH ANNIVERSARY BUDGET ALLOCATION REQUEST FOR 2016/17

REPORTING OFFICER: Marketing and Events Officer, Augusta Margaret River – Cristina Smith

ATTACHMENTS: Nil

IN BRIEF

2017 marks the 50th year of the Margaret River Wine Association

CAPEROC is required to consider funding an initiative that celebrates the history of the Margaret River Wine appellation and helps to inform and educate the community and our visitors

The requested contribution is $20,000 in the 2016/17 budget

BACKGROUND

CAPEROC is requested to provide $20,000 for the progression of the 50th year of Margaret River Wine celebratory projects to complement the 50th year celebrations by the Margaret River Busselton Tourism Association and the Wine Industry Association. The funding is to be used to better document the history of the wine region and capture the personal stories of the founding viticulturist and wine producers and their direct descendants before they became lost and forgotten through the passing of the older generations, through the changeover of vineyard and winery ownership/management and through the closure of old and opening of vineyards/wineries. An idea for the project is that these stories can then be reproduced online or in book formats for the consumption of the general public, or celebrated and communicated through a public event, program or initiative that is identified by officers. Co-sponsorship of the published works will be sought by other stakeholders, wineries and industry to assist with the execution of the initiative.

OFFICER DISCUSSION

It is proposed that following CAPEROC’s allocation of the funds that Shire of Augusta Margaret River and City of Busselton officers work to identify project scope and costing for final determination by CAPEROC. The project should include:

A focus a the historical aspect of the wine region

Opportunity to document important the wine history of the region

Opportunity for community involvement and education

Promotion of Margaret River Wine brand to external audience

Promotion of Margaret River for destination awareness

Brand awareness of the Margaret River brand for the purposes of investment and trade

The initiative must be delivered in 2017, in consultation with the MRWIA and MRBTA and other key stakeholders.


OFFICER RECOMMENDATION That CAPEROC allocate $20,000 from the 2016/17 budget for a historical initiative celebrating the 50th anniversary of the Margaret River Wine Association. ENDORSED Note: Ideas were discussed in relation to celebrating the 50th anniversary. The following

suggestions could be considered: Reinvigorate the wine festival as part of 50th anniversary as a heritage wine festival

weekend for locals in the region;

A photo exhibition based at the wine centre with historic images from throughout the wine region;

Wine labelling promoting the 50th anniversary. The wine industry could be invited to

develop a design with funding support from CapeROC.


6.2 MARGARET RIVER REGION CALENDAR OF EVENTS - BUDGET UPDATE AND FUNDING REQUEST

REPORTING OFFICER: Marketing and Events Officer, Augusta Margaret River – Cristina Smith

ATTACHMENTS: Nil IN BRIEF

CAPEROC is required to note the Calendar of Events budget for the 2015/16 financial year

CAPEROC is required to consider the ongoing funding the Margaret River Region calendar of events

CAPEROC has the option of funding the calendar $25,000 for a one-year term or $67,500 over three years ($22500 per financial year for 2016/17, 2017/18 and 2018/19) pending the adopting of the each local government’s budget for the respective year.

2015/16 SUMMARY

The calendar remains a popular initiative and is well received by locals and visitors alike with very few calendars available by April each year. This a suitable date to have all hardcopy calendars disseminated due to new events being continually added to the online edition and details of other events changing.

The online events calendar is in the top five of most frequently visited sections of the margaretriver.com website.

The 2015/16 Calendar was delivered to budget as per below.

2015/2016 Calendar Total Expenditure $

Inserts 981.82

Inserts 272.73

Printing (noting overpayment in 2014/15) 9,483.00

Web developer 140

Design 1,798.75

Web developer 280

Design 1,797.85

Maintenance - photography, hosting, data entry 2,745.85

TOTAL 17,500

*City of Busselton has invoice AMR Shire 50% of invoices received to date.

HISTORY

In 2010/11, 2011/12 and 2012/13, CAPEROC allocated $20,000 per annum for the design, print and production of the CAPEROC Calendar of Events.

In April 2013, CAPEROC approved an allocation of $60,000 over three years ($25,000 in 2013/14, $17,500 in 2014/15, $17,500 in 2015/16) for the production of the CAPEROC Calendar of Events.

The cost savings achieved by awarding the design and print contracts over a three year period provided for savings on the production of the hard copy calendar and allowed for the establishment of a CAPEROC Calendar of Events (since renamed the Margaret River Regional Calendar of Events) website.

In January 2016, the Shire of Augusta Margaret River and the City of Busselton signed a MOU with Margaret River Busselton Tourism Association (expiring 2020) to allow MRBTA to house web content


within the margaretriver.com website, while permitting the local governments to take feeds of the information to their respective websites.

This arrangement has resulted in a high effective consolidation of resources and a reduction in local government officer time in producing the calendar at no additional cost.

NEW FUNDING REQUEST

Due to the popularity of the calendar costings for its continuance in both print and online format have been sought for CAPEROC’s consideration.

Costings for print and design services have had minimal increases since the awarding of the three year contract in 2013/14. The cost of newspaper inserts, web maintenance and images has also marginally increased over the last 12 months.

In addition, the growth of events in the both of the Local Government Areas, and the increase of listings as a result of the online listings system requires an increased of the size of the calendar to meeting readability standards to 210cm x 210cm (previously produced as A5).

Cost projects for one year is projected as follows:

CAPEROC Calendar budget - 1 year contract

Service Proposed spend per edition

2017

Stock images 600

Photography 800

Data entry contractor 1500

Design 6000

Printing 12500

Delivery 1800

Website maintenance 1800

25000

The cost projection over three years based on multi-year print and design contracts is as follows:

CAPEROC Calendar budget - 3 year contract

Service Proposed spend per edition

2017 2018 2019 Stock images 600 600 600

Photography 800 800 800

Data entry contractor 1500 1500 1500

Design 6000 2250 2250

Printing 12500 12500 12500

Delivery 1800 1800 1800

Website maintenance 1800 1800 1800

25000 21250 21250 67500

Due to the nature of the project the spends for the project are balanced over the calendar years as opposed to the financial years. For CAPEROC budgeting purposes, in the event of a three-year


contract it would be most suitable to provide equal contributions of $22,500 per financial year for each 2016/17, 2017/18 and 2018/19 (total of $67,500).

OFFICER RECOMMENDATION It is recommended CAPEROC approve $22,500 per annum for 2016/17, 2017/18 and 2018/19 for the continuance of the Margaret River Region Calendar of Events. Note: Due to the Calendar of Events being a publication which is difficult to keep up to date,

CapeROC members indicated their preference for events being published electronically via the MRBTA events web page. This approach also allows for event information available to be updated when necessary. Hard copies of monthly events calendars could be printed from the website and made available at visitor centres and libraries.

CAPEROC DECISION That CapeROC invites the Margaret River Busselton Tourism Association to take over responsibility of producing the Calendar of Events for the coming financial year with CapeROC providing funding up to the value identified within this report for a 1 year term. In the event that the Margaret River Busselton Tourism Association does not support this proposal, CapeROC will proceed with the calendar publication for the coming year only.

ENDORSED


6.3 CAPEROC BUDGET

REPORTING OFFICER: Strategic Projects Officer, Busselton - Tracey King ATTACHMENTS: Nil IN BRIEF Each year, the Shire of Augusta Margaret River and the City of Busselton allocate up to $50,000 of

their respective budgets (up to $100,000 in total) towards CapeROC approved regional economic

development initiatives.

Table 1. is provided as an overview of the 2015/16 CapeROC budget allocations.

Table 1: 2015/16 Budget Allocation and Expenditure

2015 CapeROC Projects

Approved Allocation

Expenditure (AMR)

Expenditure (BSN)

Total Expenditure

to date $

Comments

$100,000 $50,000 $50,000

Calendar of Events 2015/16

17,500 8,750 8,750 17,500

Waste Management / Regional Landfill Investigations

30,000 15,000 15,000 30,000

Tourism Directional Signage and Roadside Visitor Information Bays

20,000 0 0 0

Total Expenditure to Date: 47,500 23,750 23,750 47,500

Total Approved Allocations 67,500 33,750 33,750

Total Unallocated 32,500 16,250 16,250

Notes relating to 2015/16 allocations and expenditure:

It is anticipated that by close of the financial year, total expenditure will be $47,500 ($23,750

each).

The amount of $32,500 ($16,250 each) remains unallocated.

No funds have been expended on the Tourism Directional Signage Project.

CapeROC is asked to identify projects to be funded from the 2016/17 budget allocation of up to

$100,000.

The entire budget does not need to be allocated at this meeting and may be allocated throughout

the financial year as worthy projects arise.


OFFICER RECOMMENDATION

1. That: CapeROC receives the information provided in the 2015/16 budget report.

2. The Shire of Augusta Margaret River and the City of Busselton each allocate $50,000 of their

individual budgets towards a total CapeROC budget of up to $100,0000 to progress regional

economic development initiatives; and

3. CapeROC identifies the following projects and provisional allocations to be included in the

2016/17 CapeROC budget:

Project: Margaret River Wine - 50th Anniversary Budget Allocation Request for

2016/17 Amount: $20,000;

Project: Tourism Directional Signage Amount: $20,000

Project: Margaret River Region Calendar of Events Amount: up to $25,000; and

Project: To be identified in the next financial year Amount; $35,000

ENDORSED


7. MAJOR PROJECT UPDATES

REPORTING OFFICER: Chief Executive Officer - Mike Archer Director, Engineering and Works Services - Oliver Darby Manager Waste and Fleet Services - Vitor Martins

ATTACHMENTS: Nil

7.1 BUSSELTON MARGARET RIVER REGIONAL AIRPORT UPDATE

Update presented by Mike Archer (For Naomi Searle)

7.2 BUSSELTON FORESHORE & CIVIC AND ADMINISTRATION BUILDING UPDATES

Update presented by Mike Archer

7.3 WASTE MANAGEMENT UPDATE: TRANSFER STATION, LAND FILL SITE & REGIONAL WASTE

Update presented by Oliver Darby & Vitor Martins

7.4 STATE BUDGET ANNOUNCEMENTS

Update presented by Annie Riordan Specific South-West projects funded in the 2016-17 State Budget through Royalties for Regions and forward estimates released include:

- $58.26 million for the Margaret River Perimeter Road - $5.49 million to redevelop the main street in Margaret River


8. GENERAL DISCUSSION ITEMS

Nil

9. NEXT MEETING DATE

19 August 2016 – Augusta Margaret River Civic Administration Centre

10. CLOSURE

The meeting closed at 12.10pm.

THESE MINUTES CONSISTING OF PAGES 1 TO 14 WERE CONFIRMED AS A TRUE AND

CORRECT RECORD ON .

DATE:_________________ PRESIDING MEMBER: _________________________


11.1 Chief Executive Officer 11.1.6 EXTENSION OF TERMS OF LICENCE AGREEMENT FOR

ARTS MARGARET RIVER INC.

Attachment 1 – Future Management and Governance Models for City Recital Hall – January 2015 Positive Solution

Documents

11.1 Chief Executive Officer · 11.1.1 CHIEF EXECUTIVE OFFICER ANNUAL PERFORMANCE REVIEW. Attachment 1 – CEO Performance Targets 1 May 2015 ... Prepare a community education strategy