COUNCILLOR INFORMATION BULLETIN · 2019-12-16 · Councillor Information Bulletin November 2019 2 | Page 1. CEO Status Report 1.1. Key Performance Criteria • 1.7 Integrated Planning

Councillor Information Bulletin November 2019 1 | P a g e

CO U NC IL LO R IN FO RM A T ION BULL E T IN November 2019

Items 1. CEO Status Report ............................................................................................................................................. 2

1.1. Key Performance Criteria ...................................................................................................................... 2

1.2. Community Development Update ........................................................................................................ 3

2. CEO Meetings of Significance ............................................................................................................................ 4

3. Executive Manager Reports ............................................................................................................................... 6

3.1 Corporate Services ................................................................................................................................ 6

3.2 Development Services .......................................................................................................................... 6

3.3 Technical Services ................................................................................................................................. 6

4. Delegations ........................................................................................................................................................ 7

5. Council Resolution Status Report ...................................................................................................................... 9

5.1 Outstanding Council Resolutions updated 29 November 2019 ........................................................... 9

5.2 November Resolutions Only ............................................................................................................... 19

6. Project List Report ........................................................................................................................................... 25

7. Works Requests ............................................................................................................................................... 27

7.1 Building Maintenance ......................................................................................................................... 27

7.2 Parks and Environment ....................................................................................................................... 27

7.3 Engineering / Works ........................................................................................................................... 28

8. General Information ........................................................................................................................................ 29


1. CEO Status Report

1.1. Key Performance Criteria

• 1.7 Integrated Planning and Reporting Framework o Continued review of plans and preparations for Council discussion of the Strategic Community

Plan • 3.2 Lobbying and advocacy

o Continued discussions were held with local and external stakeholders around current and future aged care services and infrastructure. Discussions held with government bodies and elected representatives regarding funding arrangements for major projects. Council’s direction on the Chittering Community Facility will determine some future advocacy.

• 4.1 Masterplan for facilities in the Shire

o Continued work on the Bindoon Mountain Bike Park with a new valuation being obtained. • 4.2 Regional Sports and Recreation Facility in Lower Chittering

o Council has decided to place a six month hold on the project to discuss their preferred direction. Conversations have been held with various stakeholders regarding the project.

• 4.4 Disposal of Surplus Properties

o Council has passed a decision allowing for the sale of the properties. • 4.5 Muchea Industrial Park

o Chaired the Muchea Industrial Park Working Group. The Structure Plan has been updated, taking into account updated background documents.

• Other Focus Areas

o Councillor Induction Preparation o Shire Update Presentation to Council o Policy Reviews o Recovery Plan – Commencing update of the plan and ensuring the plan is known through the

organisation o A Works Supervisor has been appointed and will commence in February 2020, with an Acting

Works Supervisor appointed between now and February. There was a problem as the selected candidate refused the position due to the lack of commuter use of a vehicle, despite an increase in salary offered to compensate for the lack of commuter use.


1.2. Community Development Update

• Thank a Volunteer Day BBQ • Wear Ya Wellies Grant applications • Seniors Week Expo & Events • Community Grants Correspondence • Designing and compiling the 2020 Visitor Guide with Visit Chittering • Writing the Chittering Tourism Strategy • Collaborating with Nathan to further landscaping projects at Chittering Cemetery, the Brockman Centre

and Chittering Visitor Centre • Shop Local – Supported the Northern Valleys News Gift Guide • Coordinated a couple of stalls at Gourmet Escape and promoted Chittering Trails • Met with Department of Transport and Shire of Gingin to further the Avon & Central Coast Cycling

Strategy, City of Wanneroo to improve Economic Development – Planning relations, IT Vision to understand requirements of Altus Tourism app


2. CEO Meetings of Significance

MEETING DATE LOCATION ORGANISATION / COMMUNITY MEMBER PURPOSE

4 November Bindoon Meeting with Chief Bushfire Control Officer and Deputy Chief Bushfire Control Officer

Emergency management

5 November Bindoon Cr Don Gibson and Cr John Davis President and Deputy meeting

5 November Bindoon Bryony Kavanagh Australian Citizenship Ceremony

5 – 8 November Perth LG Professionals WA 2019 Annual State Conference

9 November Swan Valley Gourmet Escape Gourmet Feast in the Valley

11 November Bindoon Cr Peter Osborn


12 November Bindoon Targa West Presentation to Council

12 November Bindoon Elected Members Audit and Risk Committee meeting

12 November Bindoon Elected Members

Induction 1. Planning 2. Integrated Plans 3. Works – Roads, Gardens & Parks, Buildings

13 November Muchea Muchea Industrial Park Working Group Update on structure plan, and Land Demand Assessment and Triple Road Train (RAV10) network assessment

14 November West Leederville - WALGA TRAINING: Manage Recovery Activities for Local Government

16 November Bindoon Chittering Youth Krew Advisory Group Meeting


19 November Bindoon Internal Meeting Community Assistance Grants and Sponsorship Funding meeting

20 November Bindoon WALGA WALGA procurement meeting


MEETING DATE LOCATION ORGANISATION / COMMUNITY MEMBER PURPOSE

20 November Bindoon Elected Members

Information Session 1. State of the Union 2. Consultation on proposed Code of Conduct and CEO

Standards 20 November Bindoon Elected Members Ordinary Meeting of Council

22 November Dalwallinu WALGA Avon Midland Country Zone Quarterly meeting

22 November Dalwallinu Synergy Interactive workshop to discuss the energy needs of local governments, how Synergy can partner with local governments, contracts and how Synergy can provide group value

25 November Bindoon St John Ambulance Gingin Chittering Sub-branch Car parking at new location of sub-centre


27 November Bindoon Local Emergency Management Committee Committee meeting

27 November Bindoon Market Creations Website development

28 November Bindoon LGIS Surplus distribution meeting

28 November Muchea Muchea Cricket Club Discussion on the masterplan

30 November Bindoon Shire of Chittering Volunteers Thankyou BBQ


3. Executive Manager Reports

3.1 Corporate Services

• The Audit of the Shire of Chittering for the year ending 30th June 2019 has now been completed and signed off by our Auditors on the 20 November 2019 with the following comment “We noted no matters that we wish to draw to your attention”

• Sue Mills attended an IT Vision User Group workshop held at the Shire of Kalamunda with the topic “All things Payroll”. The workshop was an in depth look at the Altus Payroll program, its functions, reporting capabilities, mobile applications including online timesheets and leave applications.

• Our Payroll Officer attended a WALGA Awards Interpretation workshop held in West Perth. The workshop was able to answer her questions regarding interpreting the LG Industry Award.

• A progress meeting will be held in January 2020 to timeline the transition to Altus Payroll software. • Altus bank reconciliation software has been implemented and our team is working on the fleet

management and tourism software. • The initial consultation has taken place for the intranet software.

3.2 Development Services

• The PEHO has commenced food audits of key business such as restaurants, cafes and suppliers to ensure that the premises meet hygiene standards and that correct procedures are being implemented. Because most incidents of food poisoning happens at home, it is proposed to raise awareness of food safety in the community through media outlets in the lead up to the festive season.

• The Building Permit for the BP Service Station Muchea has been issued and construction has commenced.

• Advice has been provided to several ratepayers concerning: o Owner/builder process o Problems with buildings o Termites

• Planning Department is continuing to see an increase in tourism based activities, with a number of approvals issued already this year (and more expected) including an application expected for a multimillion dollar resort outside of Bindoon townsite.

• Work is continuing to occur in developing the Muchea Industrial Park, with discussion continuing with a number of developers.

• Ranger Services are working hard in the heat to ensure as many properties are fire safe. • We welcome Graham Furlong to the team as the Bushfire Risk Officer.

3.3 Technical Services

• Vegetation management has been completed on Muchea East Road, in preparation for works in February.


4. Delegations

DA1 – Acting Chief Executive Officer Nil DA5 – Signing of Documents Use of the Common Seal under Delegated Authority

DATE DOCUMENT TITLE PARTIES TO DOCUMENT FILE NO DELEGATED

OFFICER

13 November Restrictive Covenants Maryville Wines Pty Ltd 18/03/146 CEO

13 November Section 70A Notification Maryville Wines Pty Ltd 18/03/146 CEO

13 November Agreement for the purchase of a portion of Lot 9 Binda Place, Bindoon

Sarlog Pty Ltd 04/18/91 CEO

DA19 – Rates and Service Charges Caveat The power to lodge a caveat to preclude dealings in land where rates or services charges are in arrears

DATE OFFICER DESCRIPTION PERSONS AFFECTED

Not available DA37 – Rate and Service Charges Recovery To recover debt from rates or services charges


Not available DA39 – Building Permits Building application decisions under delegated authority

LODGED APPLICATION NO DESCRIPTION DELEGATED

DECISION DECISION DATE

29.10.2019 B19/168 PATIO APPROVED 05.11.2019

29.10.2019 B19/170 STORAGE SHED APPROVED 07.11.2019

29.10.2019 B19/171 SHED APPROVED 07.11.2019

30.10.2019 B19/172 PATIO ADDITION APPROVED 11.11.2019

30.10.2019 B19/173 ABOVE GROUND POOL AND BARRIER FENCE APPROVED 05.11.2019

30.10.2019 B19/174 ABOVE GROUND POOL AND BARRIER FENCE APPROVED 07.11.2019

05.11.2019 B19/175 EARTHWORKS FOR DWELLING AND WATER TANK APPROVED 18.11.2019

05.11.2019 B19/176 DWELLING APPROVED 18.11.2019

07.11.2019 B19/179 HAY SHED APPROVED 07.11.2019

07.11.2019 B19/180 DWELLING AND WATER TANK APPROVED 13.11.2019





08.11.2019 B19/182 DWELLING AND WATER TANK APPROVED 13.11.2019


13.11.2019 B19/186 ABOVE GROUND POOL AND BARRIER APPROVED 26.11.2019

25.11.2019 B19/192 WATER TANK 115000 LTR APPROVED 26.11.2019 DA47 – Subdivision Subdivision referrals supported or opposed under delegated authority

REFERRAL RECEIVED WAPC # DELEGATED

DECISION DATE SUBMITTED

21.10.2019 158574 OPPOSED 27.11.2019 DA53 – Occupancy Permits or Building Approval Certificate Approval of occupancy permits or building approval certificates issued under delegated authority



18.11.2019 B19/185 RETROSPECTIVE BUILDING APPLICATION CARPORT AND WATER TANK

APPROVED 25.11.2019

DA60 – Multiple Dogs Multiple dog applications approved under delegated authority

LODGED NUMBER OF DOGS APPLICABLE TO APPLICATION

DELEGATED DECISION (APPROVED / COUNCIL DECISION) DECISION DATE

23.08.2019 6 APPROVED 01.11.2019 DA61- Withdrawal Rates and Service Charges Caveat Withdrawal of caveats that have been lodged for unpaid rates and service charges approved under delegated authority


Not available


5. Council Resolution Status Report

5.1 Outstanding Council Resolutions updated 29 November 2019

Meeting date Report title Resolution Current Status

21-Feb-18 Cotton Bush That Council invite Chittering Landcare to address Council on Cotton Bush and other noxious weeds in the Chittering Shire

(ref O1893060) Email sent 22 February advising of Resolution and that the Shire's EMDS will be in touch to arrange a suitable date/time to address Council. 11/4/19 - suggested 7 May; however date has passed. Best to arrange once budget workshops have been finalised, i.e. July/August 2019.

20-Mar-19 Lower Chittering Sport & Recreation Facility – Stage 1

10. Authorise the Chief Executive Officer to seek an agreement with Immaculate Heart College for its $2m contribution for Council’s consideration;

Officer Report to be tabled at the OCM on 15 May 2019. Further report regarding Self-Supporting Loan Agreement scheduled to be tabled at the OCM on 19 June 2019. CURRENT – Council has put the project on hold until May 2020.

20-Mar-19 Lower Chittering Sport & Recreation Facility – Stage 1

11. Authorises the Chief Executive Officer to commence the process of securing a (up to) $3m loan facility from WA Treasury;

CURRENT – Council has put the project on hold until May 2020.



17-Apr-19 Lower Chittering Sport and Recreation Facility – Stage 1

3. Requires the Chief Executive Officer to work in consultation with the Councillor representatives on the Lower Chittering Sport & Recreation Facility Reference Group, to secure workable and sustainable agreements with the Immaculate Heart College and other Lower Chittering Sport & Recreation Facility stakeholders, to facilitate the outcomes in (2) and (4) of this resolution;

4. Requires the Chief Executive Officer, in line with resolution (3), to work in consultation with the Immaculate Heart College, to develop a workable and sustainable contract for Council’s endorsement, for a Self-Supporting Loan to the College (up to $2m) for its contribution to the Lower Chittering Sport & Recreation Facility, incorporating at least the following security conditions– a. A maximum sum of $2,000,000; b. A suitable loan debt security; and c. That any supplementary grants received by the

College that link to its use of loan expenditure, are to be remitted to the Shire as “advance principle repayments” to be held in the Shire’s Trust Account until it can be remitted to WA Treasury as such;

There is an officer report to be tabled at the May OCM to appoint three community representatives to the Reference Group. COMPLETED There is an officer report being tabled at the OCM on 19 June 2019, regarding Self-Supporting Loan Agreement for IHC. CURRENT – Council has put the project on hold until May 2020.


7. Authorises the President and Chief Executive Officer to apply the Common Seal and to sign the Self-Supporting Loan Agreement (once developed) on the Shire of Chittering’s behalf;

8. Invites Immaculate Heart College to signing and return the Self-Supporting Loan Agreement in order that the Lower Chittering Sport & Recreation Facility project can be undertaken; and





9. That the Acting Chief Executive Officer is to formalise and present to Council for approval, a ‘use agreement’ with Immaculate Heart College to share up to 50% of the Operation / Maintenance costs of the Lower Chittering Sports Facility in consideration of payment of a- a. Fixed annual costs of 25% of the Operation /

Maintenance costs of the Lower Chittering Sports Facility, regardless of use; and

b. Variable annual cost of up to 25% of the Operation / Maintenance costs of the Lower Chittering Sports Facility based on percent use of the school.”

There is an officer report being presented to the OCM scheduled for 19 June 2019. CURRENT – Council has put the project on hold until May 2020.

15-May-19 Lower Chittering Sport & Recreation Facility: Immaculate Heart College Self-Supporting Loan

That Council: 1. Authorises the Chief Executive Officer to finalise a Self

Supporting Loan Agreement with Immaculate Heart College Ltd, incorporating the following principles: a. A loan sum of $1,625,000; b. $625,000 drawn down on 15 June 2020;

$500,000 on 15 December 2020; and $500,000 on 15 March 2021;

c. Loan term to be 20 years (15 June 2020 – 14 June 2040);

d. Immaculate Heart College to service the loan’s repayments (all payments to be received on or prior to the respective loan repayment date);

e. In the event of dissolution of the College, the full balance of the loan shall become payable; and

f. The College’s Annual Budget, and End of Year Financial Statements are to be provided to the Shire annually and within 15 days of IHC Board endorsement.

Meeting of the group as soon as possible (5 June). Issue of the "exclusive" use that College is promoting. Emailed McLeods with instructions to prepare Agreement. Loan Agreement to be presented to the OCM scheduled for 19 June 2019. Loan Agreement outstanding. CURRENT – Council has put the project on hold until May 2020.

19-Jun-19 Permission to Advertise to Surrounding Land Owners: Road Reserve Closure on land adjoining Lot 505 Chittering Road, Chittering

2. Authorise the Chief Executive Officer to advertise the proposed road closure as indicated in the ‘Closure Plan’ dated 8 April 2019, in accordance with Section 58(3) of the Land Administration Act 1997.

Notification received that enquiry has been submitted to the Goldfields Esperance Wheatbelt Case Management Team (ref I19110432)



19-Jun-19 Lower Chittering Sport & Recreation Facility: Immaculate Heart College Self-Supporting Loan Agreement

Requires the Chief Executive Officer to: a. progress the “conditions precedent” clauses of

the attached Loan Agreement to do with water supply and Local Government Act S3.59 requirements;

b. refer the attached Loan Agreement to Immaculate Heart College and the Lower Chittering Sports & Recreation Facility Reference Group for their considerations/recommendations;

c. liaise with the Shire’s legal advisors with the view to finalising the Loan Agreement’s wording (following feedback from Immaculate Heart College and to the Lower Chittering Sports & Recreation Facility Reference Group); and

d. refer the Loan Agreement back to Council upon the completion of (a), (b), and (c) above for its consideration.

Loan Agreement has been referred to IHC; awaiting their response. CURRENT – Council has put the project on hold until May 2020.

19-Jun-19 Muchea Hall & Sports Ground, Lot 151 (RN 48) Archibald Street, Muchea: Change-rooms and proposal for new clubrooms/change-rooms

2. Notes that the capital and ongoing operational costs for any new Muchea Oval Facility will need to be incorporated into a reviewed Long Term Financial Plan (and which will ideally need to be undertaken in 2019/20);

CURRENT – waiting on Long Term Financial Review

19-Jun-19 Kerbside Refuse & Recyclable Collection Service Contract

3. Notes that tenders will be called in early 2021 for a new Kerbside Refuse and Recycling Collection Services contract, in conjunction with the Shires of Gingin and Dandaragan, to commence on 1 July 2021 for Chittering (for five years) and from 21 June 2022 (for approximately four years) for Gingin and Dandaragan.

To be added to the NGA agenda.



19-Jun-19 RFT SC19-001 Assessment - Provision of Architectural Services – Lower Chittering Sport and Recreation Facility Project

That Council: 1. Selects the tender from Hodge Collard Preston for

provision of architectural services for the design and supervision of the Lower Chittering Sports & Recreation Facility for the estimated sum of $433,890 (ex GST) as the preferred tender;

2. Enter into the proposed contract for Architectural Services (SC19-001) with Hodge Collard Preston, subject to satisfaction of the following conditions precedent: a. the Immaculate Heart College and the Shire of

Chittering signing the Loan Agreement; and b. suitable quantities and qualities of water being

located for potable and grounds reticulation use, or a modified agreement with the Federal Government’s Building Better Regions Fund Grant coordinator.

Nathan to obtain quotes for a contract to be prepared. CURRENT – Council has put the project on hold until May 2020.


4. Delegates authority to the Chief Executive Officer to negotiate the terms and to enter into a contract with Hodge Collard Preston;



5. Authorises the Chief Executive Officer to manage the Hodge Collard Preston contract, including the provision of possible variations (provided the variation is necessary in order for the goods or services to be supplied, does not change the general scope of the contract, and is managed within the Professional Fees component of the Facility’s budget);



6. Authorises the Shire President and/or Chief Executive Officer to sign the Contract and affix the Shire’s Common Seal (if required); and





7. In acknowledging that (a) securing confirmation of suitable quantities and qualities of water (as outlined in (2b) above) might take several weeks, and (b) that the grant condition requires the project’s completion by 30 June 2022, that the Council authorised the Chief Executive Officer to negotiate with Hodge Collard Preston, a short term arrangement where initial engagement for the provision of architectural services can commence (within the parameters of the proposed head contract for $433,890) to a maximum of $25,000.


19-Jun-19 Sale of Land for Unpaid Rates in excess of Three Years

That Council, pursuant to Section 6.64 of the Local Government Act 1995, resolve to proceed to sell the properties listed hereunder which have rates and charges in arrears of three years or more and distribute the proceeds of the sale of the land in accordance with Schedule 6.3 of the Local Government Act 1995. Assessment# Lot# Parcel Description Financial Implication A10823 218 Hereford Way Lower Chittering Lot 218 on P20207 $17,693.85 A9959 21 Ayrshire Loop Lower Chittering Lot 286 on P23718 $10,294.17 A1899 Lot 61 Orchard Road Bindoon Lot 61 on P15352 $11,717.04

First stage undertaken. Second stage to commence shortly.

17-Jul-19 Mountain Bike Park Feasibility Study, and Subsequent Revision of the Bindoon Lifestyle Village and Caravan Park Expression of Interest: Lots 88 and 89 Great Northern Highway, Bindoon

3. Delays any development and formal marketing of, an Expression of Interest until such time that the Masterplan per Council Resolution of 170619 of its 19 June 2019 Ordinary Meeting can be developed and endorsed.

CEO and EDC have spoken with the landowners children. Further discussions to be had.

17-Jul-19 Wear Ya Wellies Event held on Sunday 26 May 2019

4. Reviews current major events with a view to developing a policy and strategy for Shire supported events.

CDO to develop and present to Council, aiming for Dec 2019 or Feb 2020.



17-Jul-19 Facility Review 2. receive for further Council workshopping the following frameworks and related templates: a. Management of Community Facilities Policy and

Corporate Framework - Draft Policy; b. Management of Community Facilities Policy and

Corporate Framework - Draft Corporate Framework;

c. Service Level Agreement (SLA) Template; and d. Facility Data Sheet; and

17-Jul-19 Facility Review 3. support the progression of the following recommendations: a. provide its facility managers with sufficient

guidance on operating its community facilities and delivering various services and programs;

b. establish sufficient controls, such as regular reporting, to monitor facility managers’ performance and compliance;

c. adopt an open and transparent approach to its dealings with facility managers, where their agreements, financial transactions and ongoing returns are on the public record and accessible by all;

d. calculate and compare the value of its forgone rental income and the value of the community benefit created by facility managers and the various services and programs they deliver;

e. adopt service level agreements with facility managers as part of its policy and corporate framework;

f. adopt tighter conditions around the use of leases for exclusive occupancy as part of its corporate framework;

g. review lease terms back to five years; and h. continue to gather costing/financial data and

review the employee charge/oncost.

CURRENT – To go back to Council early 2020.



28-Aug-19 Major Land Transaction: Construction of Lower Chittering Sports and Recreation Facility and Use Rights for Immaculate Heart College – 99 Santa Gertrudis Drive, Lower Chittering

2. Proceed into entering into a Major Land Transaction for the Lower Chittering Sports and Recreation Facility and Associated Land Sale.



3. A review of the Long Term Financial Plan be conducted.



5. Ensure that the Shire improves its community engagement methods in the future.

Internal Community Engagement working group established.

28-Aug-19 Disposal of Land (Land Sale): Lot 99 Santa Gertrudis Drive, Lower Chittering

2. Pursuant to Section 3.58(3) of the Local Government Act 1995, authorises the disposal of Lot 99 Santa Gertrudis Drive, Lower Chittering to Immaculate Heart College for the sum of $275,000.

CURRENT – to be completed by February 2020.

28-Aug-19 Disposal of Land (Land Sale): Lot 99 Santa Gertrudis Drive, Lower Chittering

3. Pursuant to the Administration Policy 1.5 – ‘Execution of Documents’, authorises the Shire President and the Chief Executive Officer, or their deputies, to execute the ‘Contract of Sale’ document and all other relevant documentation relevant to the sale of Lot 99 Santa Gertrudis Drive, Lower Chittering to the Immaculate Heart College.

CURRENT – to be completed by February 2020.

18-Sep-19 CSRFF Forward Planning Grant: Muchea Hall Change Room Redevelopment

2. Undertakes a review of the Long Term Financial Plan to ensure capital and all current and future operational costs for the new Muchea Clubroom and Change Room Facility are incorporated, Council will need to amend the Plan to incorporate one of the options outlined under the strategic implications;

CURRENT – waiting on review of Long Term Financial Plan.




3. Investigate the possibility of a Flexible no interest or deferred interest loan arrangements for the Muchea Hall User Group (namely the Chittering Junior Football Club, Chittering Junior Cricket Club, Muchea Senior Cricket Club and Muchea Netball Club) in the event that the Clubs are not able to raise their agreed $450,000 contribution to the project; until such time as the clubs are able to raise the necessary funds or generate an operating surplus to cover costs of a loan; and

CURRENT – waiting on outcome of the CSRFF grant, expected February 2020.


4. Confirms that the current concept plans submitted with the grant application be used as a guide for the new Muchea Clubroom and Change Room Facility, however that a component of the Architect’s brief is to confirm, through a condensed community consultation process, that this design best suits the majority of anticipated stakeholders from within the community.

CURRENT – waiting on outcome of the CSRFF grant, expected February 2020.

16-Oct-19 Contract for Bitumen RFQ 2019/20 - Supply and Lay of Bitumen and Aggregate

That Council BY AN ABSOLUTE MAJORITY: 1. Note the Evaluation report; 2. Award the Contract for Bitumen RFQ 2019/20 - Supply

& Lay of Bitumen and Aggregate to Fulton Hogan Industries Pty Ltd for the sum of $318,705.00 and enter into a suitable contract with Fulton Hogan Industries Pty Ltd; and

3. Authorise the Chief Executive Officer to manage the Fulton Hogan Industries Pty Ltd contract, including the provision of possible variations, providing the variation is necessary in order for the goods or services to be supplied.

CURRENT – work has been awarded. Waiting on work to be performed.



16-Oct-19 Contract for Cement Stabilising/Wet Mixing RFQ 2019/20

That Council BY AN ABSOLUTE MAJORITY: 1. Note the Evaluation report; 2. Award the Contract for Cement Stabilising/Wet

Mixing RFQ 2019/20 - Supply full service; Wet Mixing, to Stabilised Pavement Australia Pty Ltd for the sum of $170,431.00 and enter into a suitable contract; and

3. Authorise the Chief Executive Officer to manage the Stabilised Pavement Australia Pty Ltd contract, including the provision of possible variations, providing the variation is necessary in order for the goods or services to be supplied.

CURRENT – work has been awarded. Waiting on work to be performed.


5.2 November Resolutions Only


20-Nov-19 Application for Development Approval: Lot 89 Koomal Street, Bindoon “Temporary Placement of Yacht Monument”

That Council approves the Application for Development Approval for the temporary placement of a yacht monument on Lot 89 Koomal Street, Bindoon subject to the following conditions: 1. All development shall be generally in accordance with

the approved plans to the satisfaction of the Shire. 2. This approval is for a period of two years only. The

approved yacht monument and all associated incidental development shall be removed from site and the land remediated within two years of it being placed on site to the satisfaction of the Shire.

3. Fencing around the perimeter of the yacht monument as indicated on the approved plans shall be no higher than 1.2m to the satisfaction of the Shire.

4. The approved yacht monument and all associated incidental development shall be maintained to a high standard by the proponent at all times to the satisfaction of the Shire.

5. Prior to commencement of any works on site, the proponent shall prepare and have executed by the necessary parties, a lease agreement that exonerates the Shire from any liabilities and responsibilities associated with the approved yacht monument to the satisfaction of the Shire. The lease agreement shall incorporate all restrictions imposed by this conditional development approval. All costs associated with the preparation and execution of the lease agreement shall be borne by the applicant.

6. That the applicant pay a bond to the Shire to cover the cost of removal.

CURRENT – yacht has been put in place. Conditions 2, 5 and 6 are yet to be met.



20-Nov-19 Acceptance of Management Order over Portion of the Ellen Brook

That Council advises the Department of Planning, Lands and Heritage that Council will accept the Management Order over Lot 403 on DP 412979, thereby having a consistent measure of control over the combined area of Lot 403 and Reserve 44070.

20-Nov-19 Proposed New Environmental Health Policy: Temporary accommodation during construction of a dwelling

That Council: 1. Endorses the Environmental Health Policy “Temporary

accommodation during construction of a dwelling”; 2. Revokes Local Planning Policy No. 27 “Living in Sheds”

pursuant to Sch. 2, Pt. 2. Cl. 6(b)(i) of the Planning and Development (Local Planning Schemes) Regulations 2015; and

3. Advertise a notice of the revocation of Local Planning Policy No. 27 “Living in Sheds” in a newspaper circulating the Scheme area pursuant to Sch. 2, Pt. 2. Cl. 6(b)(ii) of the Planning and Development (Local Planning Schemes) Regulations 2015.

CURRENT: The Shire will publish a local notice in the next edition of the Northern Valleys News (20 December) for a period of 21 days.

20-Nov-19 Application for Exemptions of Limitation of Number of Dogs: 4 Moon Rise, Muchea

That Council approve the application, subject to the following conditions: 1. An Authorised Officer may, at any reasonable time,

inspect the property; 2. This approval is for the life of the dogs listed below

and no additional dog shall be registered to this property unless a new application has been approved:

NAME BREED MICROCHIP # Tibee Tibetan Spaniel 985 121 003 748 779 Aisha Tibetan Spaniel 941 000 015 616 583 Taya Tibetan Spaniel 956 000 005 581 045 Rarnee Australian Kelpie 978 000 001 553 739 Keith Australian Kelpie 953 010 003 833 547

3. Should one of the current registered dogs under this

application become deceased, the applicant cannot replace it with another dog without first reapplying and receiving approval from the Shire of Chittering;

CURRENT: letter advising of Council decision sent to applicant on 4 December (ref O19112372)



4. The applicant must notify the Shire of Chittering if they move from the area or if there are any changes to the number of dogs listed above;

5. The dogs must be registered at all times, and be compliant to the Dog Act 1976 and Shire of Chittering Dogs Local Law 2011;

6. If at any time these requirements have been breached, an Authorised Officer may terminate the application, and may direct that the registration of the additional dog(s) be cancelled, and the dog(s) be removed from the premises within seven days; and

7. Fencing must be kept in excellent condition and be able to prevent the dogs from going under, over or through it.

8. That Keith must be contained with the purpose-built containment area (containment area 1 as per Attachment 2) at all times when residing at the property.

20-Nov-19 List of Accounts Paid for the period ending 31 October 2019

That Council endorses the following List of Accounts Paid as per Attachment 1 totalling $1,228,130.73 for the period ending 31 October 2019: 1. PR5151, PR5186, PR5210; 2. EFT18829 – EFT19024; 3. Direct Debits, Cheques and Transfers as listed; and 4. Trust Fund payments as listed.

Endorsed - no further action required

20-Nov-19 Monthly Financial Reports for the Period Ending 31 August 2019

That Council receives the Monthly Financial Reports for period ending 31 August 2019, as per Attachment 1.

Received - no further action required

20-Nov-19 Monthly Financial Reports for the Period Ending 30 September 2019

That Council receives the Monthly Financial Reports for period ending 30 September 2019, as per Attachment 1.


20-Nov-19 Monthly Financial Reports for the Period Ending 31 October 2019

That Council receives the Monthly Financial Reports for period ending 31 October 2019, as per Attachment 1.


20-Nov-19 Register of Policies: Amendments That Item 9.4.1 Register of Policies: Amendments be laid on the table to allow Council to have the opportunity to workshop the policies

Workshopped held on 4 December 2019. Updated officer report being tabled at the OCM on 11 December 2019



20-Nov-19 Scheduling of the Ordinary Meetings of Council for 2020

That Council: 1. Endorses the following dates for the Ordinary

Meetings of Council for the 2020 calendar year: a. Wednesday 19 February; b. Wednesday 18 March; c. Wednesday 15 April; d. Wednesday 20 May; e. Wednesday 17 June; f. Wednesday 15 July; g. Wednesday 19 August; h. Wednesday 16 September; i. Wednesday 21 October; j. Wednesday 18 November; and k. Wednesday 9 December.

2. Endorses that the 2020 Ordinary Meetings of Council are to be held in the Council Chambers, 6177 Great Northern Highway, Bindoon and commence at 7pm.

3. Approves the advertising of the 2020 meeting dates in accordance with the Local Government (Administration) Regulations 1996.

20-Nov-19 Disposal of Property: Lot 14 Wells Glover Road, Bindoon

That Council authorise the Chief Executive Officer to dispose of Lot 14 Wells Glover Road, Bindoon by public auction in accordance s5.38(2) of the Local Government Act 1995.

20-Nov-19 Disposal of Property: Lot 7 (RN 131) Muchea East Road, Muchea

That Council authorise the Chief Executive Officer to dispose of Lot 7 (RN 131) Muchea East Road, Muchea by public auction in accordance s5.38(2) of the Local Government Act 1995.

20-Nov-19 Proposed New Administration Policy: Recording (and Access to Recordings) of Council Meetings

That Council endorse the new Administration Policy ‘Recording (and Access to Recordings) of Council Meetings.

COMPLETED – Policy is in place and recording and publication of meetings will commence from December 2019.

20-Nov-19 Proposed New Finance Policy: Related Party Disclosures

That Council endorse the new Finance Policy ‘Related Party Disclosures’.

COMPLETED – Policy is in place.



20-Nov-19 Ferguson House: Lot 91 (RN 6138) Great Northern Highway, Bindoon

That the Chief Executive Officer go back to the market to seek alternative applicants to provide appropriate aged care services with Ferguson House.

CURRENT – Public notice published in West Australian on 11 December with deadline for EOIs 12 February 2020. To view on the Shire’s website, visit https://www.chittering.wa.gov.au/news/eoi-ferguson-house/10173 There will be a further report presented to Council in March 2020.

20-Nov-19 Chittering Community Complex 1. Place the Chittering Community Complex Project on hold for a period of six months and suspend all borrowings and payments while Council considers the options available to it and better assesses the community’s desire for the future of the Project.

2. Request the Chief Executive Officer to negotiate with the Building Better Regions Fund grant provider to change the grant agreement to allow for a six month hold by Council.

3. Obtain quotes for a probity/procurement audit to provide an assessment of the process of this Project up to this current stage.


20-Nov-19 Acknowledgment to Country That Council adopts a formal Acknowledgement of Country for all Council meetings, speeches and formal occasions.

Noted for action - COMPLETED

20-Nov-19 Shire Vehicles That Council remove the ability of the Chief Executive Officer to offer Private and Commuter Use of Motor Vehicles as part of a staff member’s remuneration package.

COMPLETE – no private or commuter use will be offered with new packages.

20-Nov-19 Bendigo Bank Overdraft That Council cancels the overdraft facility that currently exists with the Bendigo Bank.

Bendigo has also advised that two signatures must attend in person. This is being arranged. The overdraft was opened in April 2011, no interest has or will be charged under the current arrangement, and the $10/month account keeping fee was waived. It will cost $350 to close the account, and if the account is required to be re-opened it will cost $800, plus a $15/month account keeping fee, plus a valuation for the rates notices. Getting the valuation performed would also take considerable time.

https://www.chittering.wa.gov.au/news/eoi-ferguson-house/10173

https://www.chittering.wa.gov.au/news/eoi-ferguson-house/10173



20-Nov-19 Chittering Residents and Ratepayers Association: Public Liability Insurance

That Council provide a donation of $945 from Account ‘2040129.2700 MEMBERS – Donations to Community Groups’ to the Chittering Residents and Ratepayers Association.

CURRENT – a letter has been sent to the CRRA to advise them of the donation and to make arrangements to pay it.

20-Nov-19 2020 Community Citizen of the Year Awards That Council endorses the recommendation as outlined in the Officer’s report.

CURRENT – Administration has completed. Winners announced on 26 January 2020.

20-Nov-19 2020 Educational Scholarships Awards That Council endorses the Officer Recommendation as outlined in the report.

CURRENT – Administration has completed. Winners announced on 26 January 2020.

20-Nov-19 Supply and Lay of Asphalt Contract (VP 159519)

That Council BY ABSOLUTE MAJORITY: 1. Receives the Evaluation report as per Attachment 1; 2. Awards the Contract for Asphalt RFQ 2019/20 - Supply

and Lay of Asphalt to Fulton Hogan Industries Pty Ltd for the sum of $174,578 and enter into a suitable contract with Fulton Hogan Industries Pty Ltd; and

3. Authorises the Chief Executive Officer to manage the Fulton Hogan Industries Pty Ltd contract, including the provision of possible variations, providing the variation is necessary in order for the goods or services to be supplied.

CURRENT - Shire has advised the contractors who submitted through E-Quotes and closed off the quote. Purchase order will be raised when early 2020 as the Asphalt works are not yet booked.

20-Nov-19 Request to retender road safety barrier contract (RFT SC19-002)

That Council BY ABSOLUTE MAJORITY: 1. Reject the three tenders submitted under tender RFT

SC19-002. 2. Authorise the tender scope of works to be modified.

CURRENT – to be retendered in early 2020.


6. Project List Report

Project Description

Project Status

Comments Planning/Design

Implementation Finalise/Review

25% 50% 75% 100%

Implementation

Muchea BMX / Skate Park located at John Glenn Park Funding of Muchea Change room/ Clubroom redevelopment has limited options of funding and sponsorship. Pending review of LTFP.

Muchea Amenities - Upgrade ATU / Renovate Changerooms Dependant on successful CSRFF Grant application. Submitted 26/09/2019. Outcome expected Feb 2020.

Brockman Centre - Stage 1 $8,000 - clubs; $52,000 Council. There is no disability access grant currently available.

Clune Park Upgrade

Chittering Community Centre BBRF74244; CSRF for football oval.

Bindoon Walking Trail (Design of Trail to Brockman Centre) waiting on grant funding

Review of Landfill Operations Presented to EMIS before end of financial year

Astro Tourism Joined network. MOU has been signed; awaiting final back into the office. Community day scheduled for March/April 2020.

Bindoon Place Making / Town Beautification Project Peter and Euan to meet and discuss further.

Shire Entry Statements Waiting on NorthLink Project to be completed

Chinkabee Complex Masterplan On hold pending outcome of Muchea & Lower Chittering grants and progress

Lower Chittering Masterplan On hold pending outcome of Muchea & Lower Chittering grants and progress

Muchea Sportsground Masterplan On hold pending outcome of Muchea & Lower Chittering grants and progress

Facilities Review Pending Council workshop

Ferguson House Pending Council resolution

Community Engagement

Aquilla Park

Chittering Cemetery Upgrade Planning finalised. Design to be finalised. Delivery from early 2020

ALTUS - Asset Finda (Fleet Management) Onsite preliminary training completed. Upload testing completed

ALTUS - Payroll Design of standard fields underway

ALTUS - Tourism Preliminary meeting completed. Storyboards being created

ALTUS - Bank Reconciliation Test stage completed. Final bank rec position being completed Intranet (including Facilities Bookings, Advanced Forms, Business Listing, Mail Chimp Stakeholder meetings have been programmed

Breakout Room Cleaned/Relocated stock. Furnishing are being sourced


Project Description

Project Status

Comments Planning/Design

Implementation Finalise/Review

25% 50% 75% 100%

Planning

Brockman Centre - Stage 2

Wannamal Walking Trail Bridge Preliminary discussions had with Wannamal residents. Internal meeting to discuss further.

MIP Marketing Plan Begin Jan/Feb PS update: current investors undertaking

Tourism / Visitor Strategy

Bindoon Museum Bindoon Museum and AMaGA working on Collection Policy

Farm Flavour Trail Begin Jan/Feb

Blackboy Ridge Walking Trail (Return Loop/Platform)

Concept

Lifestyle Village Market dependent - engineering study refers

Caravan Park On hold due to negotiations for purchasing of Parkinson Hill

Mountain Bike Park per above

Walking Trail at rear of commercial precinct Discussions had w/ Landcare

Allocation of House for Temporary Accommodation Three month lease option. What does the Residential Tenancy Act say? Lease to CTA to manage bookings, responsible for cleaning. Requires a final Council Resolution for final use. Building needs to be protected for use by Shire staff.

Chinkabee Rec Facility Upgrade As above - Chinkabee Masterplan

Chinkabee Gym 20/21 Pending Masterplan process

New Arts Building at Brockman Centre 20/21 Recommend Master planning process with Brockman Precinct as outcome of discussions at User Group meetings and Draft concept plans for pathways and disabled ramp.

ALTUS - Record Keeping Collaboration with other Shires underway.

Project Status Index Underway Completed Paused


7. Works Requests

7.1 Building Maintenance

19/20 FINANCIAL YEAR

Year to Date 104

Outstanding 8

Completed 94 20/21 Budget

Request 2

CURRENT MONTH LOCALITY OF NEW REQUESTS

New 21 Wannamal 3

Outstanding 5 Bindoon 16

Completed 16 Chittering 1

Muchea 0

7.2 Parks and Environment


Year to Date 138

Outstanding 12


Requests 4


New 32 Wannamal 4



Muchea 0


7.3 Engineering / Works


Year to Date 103

Outstanding 6


Requests 1


New 14 Wannamal 3



Muchea 2


8. General Information


BP Muchea Sod Turning Ceremony – 21 November 2019

