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AGENDA ORDINARY COUNCIL MEETING
TIME: 5.30PM
THURSDAY 22 APRIL 2010
VENUE – CITY OF WANNEROO
Constituent Members: Cities of Perth, Joondalup, Stirling, and Wanneroo. Towns of Cambridge, Victoria Park and Vincent
Managing waste and recovering resources responsibly
MINDARIE REGIONAL COUNCIL
NOTICE OF MEETING
9 April 2010 Councillors of the Mindarie Regional Local Government are respectfully advised that an Ordinary Meeting of the Council will be held in the Council Chambers of the City of Wanneroo, 23 Dundebar Road, Wanneroo, at 5.30pm on Thursday 22 April 2010. The business papers pertaining to the meeting follow. Your attendance is requested.
KEVIN POYNTON Chief Executive Officer MINDARIE REGIONAL COUNCIL - MEMBERSHIP
Cr J Bissett (John) Town of Victoria Park Cr D Boothman (David) City of Stirling Cr R Butler (Rob) City of Perth Cr S Cooke (Sharon) City of Stirling Cr S Farrell (Steed) Town of Vincent Cr R Fishwick (Russ) City of Joondalup Cr L Gray JP (Laura) City of Wanneroo Cr K Hollywood (Kerry) City of Joondalup Cr D Newton JP (Dot) City of Wanneroo Cr C MacRae (Corinne) Town of Cambridge Cr J Robbins (Jason) City of Stirling Cr B Stewart (Bill) City of Stirling
NB: Although some Councils have nominated alternate members, it is a precursor to any alternate member acting that a Council carries a specific resolution for each occasion that the alternate member is to act, referencing Section 51 of the Interpretation Act. The current Local Government Act does not provide for the appointment of deputy or alternate members of Regional Councils. The DLGRD is preparing an amendment to rectify this situation.
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 2
AGENDA
TABLE OF CONTENTS
ITEM
SUBJECT
FILE NO
PAGE NO
1 OATHS/AFFIRMATIONS OF ALLEGIANCE AND DECLARATIONS OF OFFICE N/A P6
2 QUESTION TIME N/A P6
3 ATTENDANCE AND APOLOGIES N/A P6
4 MINUTES N/A P6
4.1 ORDINARY COUNCIL MEETING – 25 FEBRUARY 2010 N/A P6
5 ANNOUNCEMENTS N/A P6
6 DEPUTATIONS N/A P6
7 BUSINESS ARISING FROM A PREVIOUS MEETING TREATED AS AN ORDER OF THE DAY
N/A P6
8 REPORTS (Declaration of Financial/Conflict of Interest to be recorded prior to dealing with each item)
N/A P6
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 3
8.1 CHIEF EXECUTIVE OFFICER N/A P7
8.1.1 LATE ITEM REVIEW OF MEMBERS FEE MODEL FIN/92 P7
8.1.2 FINANCIAL STATEMENTS FOR THE PERIODS ENDED 31 JANUARY 2010 AND 28 FEBRUARY 2010
FIN/5-02 P7 P14-34
8.1.3 LIST OF PAYMENTS MADE FOR THE MONTHS ENDED 31 JANUARY 2010 AND 28 FEBRUARY 2010
FIN/5-02 P7 P35-47
8.2 TECHNICAL WORKING GROUP MEETING – 1 APRIL 2010 N/A P7
8.2.1 BUSINESS REPORT (for the period 26 January 2010 – 25 March 2010) COR/8 P7
P52-65
8.2.2 RESOURCE RECOVERY FACILITY UPDATE REPORT (for the period 5 February 2010 – 25 March 2010)
WST/13-02 P8 P66-94
8.2.3 LANDFILL UPDATE REPORT (for the period 15 October 2009 - 25 March 2010) WST/100 P8
P95-99
8.2.4 LANDFILL GAS CONTRACT REPORT EST/2-02 P8 P100-105
8.2.5 BUSINESS PLANNING 2010/2011 COR/8 P9 P106-119
8.2.6 ENVIRO 2010 CONFERENCE AND EXHIBITION – SOLUTIONS FOR A SUSTAINABLE FUTURE
COR/33 P9 P120-126
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 4
8.2.7 MINDARIE REGIONAL COUNCIL – POLICY DOCUMENTATION – REVIEW OF EXISTING POLICIES
COR/23 P10 P127-143
8.2.8 TAMALA PARK WEIGHBRIDGE BUILDING RECONSTRUCTION COP/12 P10
P144-175
8.3 AUDIT COMMITTEE MEETING – 7 APRIL 2010 N/A P11
8.3.1 AUDIT COMMITTEE MEETING – 7 APRIL 2010 RECOMMENDATIONS COR/22 P11
P176-246
9 NOTICE OF MOTION N/A P11
10 GENERAL BUSINESS N/A P11
11 NEXT MEETING N/A P11
12 CLOSURE N/A P11
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 5
1 OATHS/AFFIRMATIONS OF ALLEGIANCE AND DECLARATIONS OF OFFICE 2 QUESTION TIME 3 ATTENDANCE AND APOLOGIES 4 MINUTES 4.1 ORDINARY COUNCIL MEETING – 25 FEBRUARY 2010 The Minutes of the Ordinary Council Meeting held on 25 February 2010 have been printed and circulated to members of the Council. RECOMMENDATION That the Minutes of the Ordinary Council Meeting of Council held on 25 February 2010 be taken as read, confirmed and the Chairman invited to sign same as a true record of the proceedings. 5 ANNOUNCEMENTS 6 DEPUTATIONS 7 BUSINESS FROM A PREVIOUS MEETING TREATED AS AN ORDER OF THE
DAY 8 REPORTS Declaration of Financial/Conflict of Interest to be recorded prior to dealing with each item. Disclosure of Financial and Proximity Interests (a) Members must disclose the nature of their interest in matters to be discussed at
the meeting. (Section 5.65 of the Local Government Act 1995).
(b) Employees must disclose the nature of their interest in reports or advice when giving the report or advice to the meeting. (Sections 5.70 and 5.71 of the Local Government Act 1995). Disclosure of Interest Affecting Impartiality (a) Members and staff must disclose their interest in matters to be discussed at the meeting in respect of which the member or employee has given or will give advice.
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 6
8.1 CHIEF EXECUTIVE OFFICER 8.1.1 File No: FIN/92 SUBJECT: REVIEW OF MEMBERS FEE MODEL LATE ITEM 8.1.2 File No: FIN/5-02 Item and Attachments at Page 14 - 34 SUBJECT: FINANCIAL STATEMENTS FOR THE PERIODS ENDED 31 JANUARY 2010 AND 28 FEBRUARY 2010 MRC OFFICER RECOMMENDATION That the Financial Statements as attached at Attachment One and Two for the months ended 31 January 2010 and 28 February 2010 be noted. 8.1.3 File No: FIN/5-02 Item and Attachments at Page 35 - 47 SUBJECT: LIST OF PAYMENTS MADE FOR THE MONTHS ENDED 31 JANUARY 2010 AND 28 FEBRUARY 2010 MRC OFFICER RECOMMENDATION That Council endorse the list of payments made, as per the delegation made to the Chief Executive Officer, for the months ended 31 January 2010 and 28 February 2010. 8.2 TECHNICAL WORKING GROUP – 1 APRIL 2010 8.2.1 Tech Com. Item 1 File No: COR/8 Item and Attachments at Page 52 - 65 SUBJECT: BUSINESS REPORT (for the period 26 January 2010 – 25 March 2010) TWG OFFICERS RECOMMENDATION That Council receive this progress report for the period 25 January 2010 – 25 March 2010 against Annual Business Plan 2009/2010.
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 7
8.2.2 Tech Com. Item 2 File No: WST/13-02 Item and Attachments at Page 66 - 94 SUBJECT: RESOURCE RECOVERY FACILITY UPDATE REPORT (for the period 5 February 2010 – 25 March 2010) TWG OFFICERS RECOMMENDATION That Council:
(i) Note the RRF update report (ii) Endorsed the revised CEAG Terms of Reference (at Attachment 1 to this
Item) (iii) Endorse the CPA Reviewed Report (at Attachment 2 to this Item)
8.2.3 Tech Com. Item 3 File No: WST/100 Item and Attachments at Page 95 - 99 SUBJECT: LANDFILL UPDATE REPORT (for the period 15 October 2009 - 25 March 2010) TWG OFFICERS RECOMMENDATION That Council:
(i) receive this Landfill Update Report dated 22 April 2010 (ii) authorises the CEO to write to the seven Member Councils requesting a
change to the Tamala Park Lease conditions associated with the northern buffer pull back arrangements
8.2.4 Tech Com. Item 4 File No: EST/2-02 Item and Attachments at Page 100 - 105 SUBJECT: LANDFILL GAS CONTRACT REPORT TWG OFFICERS RECOMMENDATION That Council:
(i) receive this Landfill Gas Contract Report dated 22 April 2010 (ii) authorises the CEO to tender for the establishment of a new Landfill Gas
Contract to cover the period from the end of the existing contractual arrangements (1 July 2011) through to the end of the current Tamala Park Lease (30 June 2032)
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 8
8.2.5 Tech Com. Item 5 File No: COR/8 Item and Attachments at Page 106 - 119 SUBJECT: BUSINESS PLANNING 2010/2011 TWG OFFICERS RECOMMENDATION That Council:
(i) note the methodology used for the Budget Planning and Strategic Budget for 2010/2011
(ii) note the new initiatives (iii) note Members’ Processable Gate Fee of $134 (ex GST) and Non
Processable Fees of $86 (ex GST) for financial year 2010/2011 for budget planning purposes
(iv) approve the Schedule of Fees and Charges relating to commercial and casual users, at Attachment One in respect of financial year 2010/2011
8.2.6 Tech Com. Item 6 File No: COR/33 Item and Attachments at Page 120 - 126 SUBJECT: ENVIRO 2010 CONFERENCE AND EXHIBITION – SOLUTIONS FOR A SUSTAINABLE FUTURE TWG OFFICERS RECOMMENDATION That Council authorise attendance of the following representatives at the Enviro 2010 Conference and Exhibition to be held in Melbourne from 21 – 23 July 2010.
1. Cr Fishwick 10. K Poynton 2. Cr Hollywood 11. J Giorgi 3. Cr Farrell 12. P Hoar 4. Cr Butler 13. K Caple 5. Cr Boothman 14. D Forster 6. Cr Cooke 15. E Albrecht 7. Cr Robbins 16. C Colyer 8. Cr Stewart 17. R Lotznicker 9. Cr Bissett
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 9
8.2.7 Tech Com. Item 7 File No: COR/23 Item and Attachments at Page 127 - 143 SUBJECT: MINDARIE REGIONAL COUNCIL – POLICY DOCUMENTATION – REVIEW OF EXISTING POLICIES TWG OFFICERS RECOMMENDATION That Council approve revised policies as follows:
(i) 4A Conference and Training (ii) 12B Occupational Safety and Health (iii) 14B Contingency Management (iv) 16B Smoking in the Workplace
8.2.8 Tech Com. Item 8 File No: COP/12 Item and Attachments at Page 144 - 175 SUBJECT: TAMALA PARK WEIGHBRIDGE BUILDING RECONSTRUCTION TWG OFFICERS RECOMMENDATION That Council:
(i) accept the tender offered by the Connolly Building Company of $111,347.00 including a $11,000 contingency sum for renovation works to the weighbridge at Tamala Park
(ii) note that part cost of $105,175 will be provided by Local Government Insurance Service
(iii) approve an additional expenditure of $6,172.00 for construction of two
height restrictors
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 10
8.3 AUDIT COMMITTEE MEETING – 7 APRIL 2010 8.3.1 File No: COR/22 Item and Attachments at Page 176 - 246 SUBJECT: AUDIT COMMITTEE MEETING – 7 APRIL 2010 AUDIT COMMITTEE RECOMMENDATIONS That Council approve the following recommendations from the Audit Committee Meeting (7 April 2010):
(i) the approval of the Annual Compliance Audit Return and authorise the Chairperson and the Chief Executive Officer to sign the Return
(ii) approve the following list of Auditors to provide a quotation for the provision of external audit services for the next 2 or 3 years under a Quotation Process:
• WHK Horwath • Grant Thornton • Macri Partners • Haines Norton
(iii) approve the further extension of External Member of the Audit Committee, Alex Dermedgoglou, for a further three years
(iv) note that Audit Committee approved the CEO’s credit card usage and expenditure as appropriate
9 NOTICE OF MOTION FOR CONSIDERATION AT THE FOLLOWING MEETING 10 GENERAL BUSINESS - SEE NOTE (1) 11 NEXT MEETING 11.1 Ordinary Council Meeting
• 1 July 2010
• 5.30 pm
• City of Stirling
12 CLOSURE - MEETING DECLARED CLOSED
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 11
Notes
(1) Under this item, members have the opportunity to:
(a) make a statement providing information related to the Council's business;
(b) to ask a question relevant to the Council's business.
Under this item a member shall not raise any matter directly related to any other item on the agenda and shall not foreshadow any motion for consideration at another meeting.
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 12
ITEM 8.1.1 REVIEW OF MEMBER FEES MODEL File No: FIN/92 (D/10/2088) Attachment(s): 1. Workshop 31 March 2010 – Agenda 2. Workshop 31 March 2010 – Deloitte Presentation 3. Single Fee Option presentation by City of Joondalup Author: Kevin Poynton
LATE ITEM
SEPARATE COVER TO MEMBERS
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 13
ITEM 8.1.2 FINANCIAL STATEMENTS FOR THE PERIODS ENDED 31 JANUARY 2010 AND 28 FEBRUARY 2010 File No: FIN/5-02 (D/10/2026) Attachment(s): 1. Financial Statement for the period ended 31 January 2010 2. Financial Statement for the period ended 28 February 2010 Author: Kalwant Dhillon
SUMMARY The purpose of this report is to provide financial reporting to meet statutory requirements and to provide useful information to stakeholders of the Council. BACKGROUND Financial Statements as at 31 January 2010 and 28 February 2010 are attached and show separate columns for Actual and Adopted/Revised Budget figures. Reporting requirements are defined by regulations 34 and 35 of the Local Government (Financial Management) Regulations 1996. There is scope in these regulations to provide other reporting that the Local Government considers appropriate. The financial statements presented for each month consist of:
• Operating Statement by Nature
• Operating Statement by Function
• Statement of Financial Position
• Statement of Investing Activities
• Information on Borrowings DETAIL The reports attached are for the months ended 31 January 2010 and 28 February 2010 and are at Attachments One and Two to this Item.
• Statement of Income and Expenditure. Pages 2 to 3 of the Attachment. These statements have been adjusted to include a number of year-to-date estimates that are not finalised until the end of the financial year. These are as follows:
- Deferred Excavation Consumed
- Site Rehabilitation Provision
- Site Monitoring Provision
These are based on the estimated rates per tonne calculated with reference to estimated excavation cost of various stages of the landfill and the life of the landfill. An adjustment is made (if necessary) at the end of the year based on a survey carried out to assess the “air space” remaining.
ITEM 8.1.2
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 14
• Operating Statements by Function and Type. At page 4 of the Attachment. This shows a summary of operating income and expenditures. The Operating Statement by Function may be useful to the reader as a snapshot of the business operations
A complete suite of Financial Statements including Operating Statement and Statement of Financial Position are reported on a monthly basis and include accruals that may be based on estimates to provide meaningful reporting to stakeholders. These reports are at Attachment One and Two to this Item.
MRC OFFICER RECOMMENDATION That the Financial Statements as attached at Attachment One and Two for the months ended 31 January 2010 and 28 February 2010 be noted.
ITEM 8.1.2
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 15
ATTACHMENT ONE
TO ITEM 8.1.2
ORDINARY COUNCIL MEETING
22 APRIL 2010
FINANCIAL STATEMENT FOR THE PERIOD ENDED 31 JANUARY 2010
ITEM 8.1.2
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 16
MANAGEMENT FINANCIAL
STATEMENTS
FOR THE MONTH ENDED 31 JANUARY 2010
ITEM 8.1.2
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 17
Description Adopted Budget
Revised Budget YTD Budget YTD Actual $ Variance % Variance Note
Revenue form Ordinary Activities User Charges User Charges - City of Perth 1,930,400 1,930,400 1,126,069 1,019,779 User Charges - City of Waneroo 7,570,900 7,570,900 4,416,356 4,651,670 User Charges - City of Joondalup 7,418,100 7,418,100 4,327,225 4,154,269 User Charges - City of Stirling 8,376,000 8,376,000 4,886,000 4,950,879 User Charges - Town of Cambridge 1,224,000 1,224,000 714,000 687,352 User Charges - Town of Vincent 1,687,800 1,687,800 984,550 884,572 User Charges - Town of Victoria Park 1,728,200 1,728,200 1,008,119 856,196 User Charges - RRF Residues 1,980,000 1,980,000 1,155,000 641,703 Total Member User Charges 31,915,400 31,915,400 18,617,319 17,846,421 (770,898) -4.14% 1 User Charges - City of South Perth 337,100 337,100 196,644 14,253 (182,391) -92.75% 2 User Charges - Casual Tipping Fees 5,018,140 5,018,140 3,136,338 2,661,603 (474,735) -15.14% 3 Total User Charges 37,270,640 37,270,640 21,950,301 20,522,276 (1,428,025) -6.51% Service Charges Sale of Recyclable Materials 240,000 240,000 140,000 275,166 135,166 96.55% Sale of Limestone Gas Power Generation Sales 550,000 550,000 282,000 282,410 410 0.15% Grants & Subsidies 320,000 320,000 320,000 360,000 40,000 12.50% Contributions, Reimbursments & Donations 340,100 340,100 205,343 126,962 (78,381) -38.17% 4 Interest Earnings 369,200 369,200 215,369 280,538 65,169 30.26% Other Revenue 10,200 10,200 5,119 56,671 51,552 1007.07%
39,100,140 39,100,140 23,118,132 21,904,023 (1,214,109) -5.25%Expenses from Ordinary Activities Employee Costs 4,300,140 4,300,140 2,620,860 2,538,725 82,135 3.13% Materials and Contracts Consultants and Contract Labour 804,600 923,600 595,589 473,929 121,660 20.43% Communications and Public Consultation 722,800 722,800 450,608 195,629 254,979 56.59% Landfill Expenses 1,057,400 927,400 473,300 453,822 19,478 4.12% Office Expenses 259,500 264,500 179,779 130,712 49,067 27.29% Information Systems 399,300 399,300 243,300 184,969 58,331 23.97% Building Maintenance 129,200 112,200 77,062 57,428 19,634 25.48% Plant and Equipment Operating and Hire 1,027,800 1,215,800 812,720 767,848 44,872 5.52% RRF Operations 15,355,000 13,174,000 7,180,678 5,661,001 1,519,677 21.16% Waste Minimisation 316,000 316,000 270,007 275,333 (5,326) -1.97% Utilities 131,300 115,300 97,675 66,199 31,476 32.23% Depreciation 1,159,080 1,079,080 629,468 604,230 25,238 4.01% Borrowing Cost Expenses 1,417,000 1,351,000 821,969 779,750 42,219 5.14% Insurance 127,400 143,400 143,400 142,899 501 0.35% DEP Landfill Levy 4,699,700 4,850,700 1,717,533 1,696,465 21,068 1.23% Land Lease/Rental 590,000 590,000 335,417 331,935 3,482 1.04% Other Expenditure Member Costs 149,500 154,500 83,169 59,223 23,946 28.79% Administration 159,000 159,000 92,757 92,788 (31) -0.03% Amortisation (LandFill) 4,054,200 4,339,200 2,649,950 2,603,549 46,401 1.75% Amortisation (RRF) 534,600 534,600 311,850 311,850 0 0.00%
37,393,520 35,672,520 19,787,091 17,428,285 2,358,806 11.92%
Profit on Sale of Assets 27,800 27,800 6,100 9,920 3,820 62.62%Loss on Sale of Assets 28,700 28,700 16,000 5,659 10,341 64.63%
(900) (900) (9,900) 4,261 (6,521) 65.87%
Changes in Net Assets Resulting from Operations 1,705,720 3,426,720 3,321,141 4,479,999 1,158,858 34.89%
Mindarie Regional CouncilINCOME STATEMENT BY NATURE AND TYPE
For the month ended 31 January 2010
ITEM 8.1.2
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 18
NOTES FOR VARIATIONS - INCOME STATEMENT BY NATURE AND TYPE
NDescription of Item Nature of Variance where actual is 10% and $5,000 from YTD Budget
Total Member User Charges The drop in revenue is due to the decrease in tonnages from all the Member Councils which is mainly related to seasonal factors.
User Charges - City of South Perth City of South Perth has gone for a tender and they are sending their waste to a commercial landfill.
User Charges - Casual Tipping Fees The drop is mainly attributable to the increase in fees as well as seasonal factors.
Contributions, Reimbursements & DonationsThe drop in revenue is due to the fact that Tox Free invoices are now directly sent to WALGA for payment. The hazardous waste at Mindarie Regional Council is collected byTox Free. WALGA has government funding for this cost.
ITEM 8.1.2
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 19
Description Adopted Budget
Revised Budget YTD Budget YTD Actual $ Variance % Variance
Revenues from Ordinary Activities
Operating RevenuesCommunity Ammenties 39,100,140 39,100,140 23,118,132 21,904,023 (1,214,109) -5.25%Total Operating Revenues 39,100,140 39,100,140 23,118,132 21,904,023 (1,214,109) -5.25%
Profit on Disposal of AssetsCommunity Ammenties 27,800 27,800 6,100 9,920 3,820 62.62%Total Profit (Loss) on Disposal of Assets 27,800 27,800 6,100 9,920 3,820 62.62%
Expenses from Ordinary Activities
Operating ExpensesGovernance 149,500 154,500 83,169 59,223 23,946 28.79%Community Ammenties 19,444,220 19,777,220 10,888,555 10,180,004 708,551 6.51%Other Property and Sevices 1,027,800 1,215,800 812,720 748,307 64,413 7.93%Resource Recovery Facility 15,355,000 13,174,000 7,180,678 5,661,001 1,519,677 21.16%Total Operating Expenses 35,976,520 34,321,520 18,965,122 16,648,535 2,316,587 12.21%
Loss on Disposal of AssetsCommunity Ammenties 28,700 28,700 16,000 5,659 10,341 64.63%Total Profit (Loss) on Disposal of Assets 28,700 28,700 16,000 5,659 10,341 64.63%
Borrowing Costs ExpenseCommunity Ammenties 880,400 814,400 492,900 488,720 4,180 0.85%Resource Recovery Facility 536,600 536,600 329,069 291,030 38,039 11.56%Total Borrowing Costs Expense 1,417,000 1,351,000 821,969 779,750 42,219 5.14%
NET RESULT 1,705,720 3,426,720 3,321,141 4,479,999 1,158,858 34.89%
Mindarie Regional CouncilINCOME STATEMENT BY DEPARTMENTFor the month ended 31 January 2010
ITEM 8.1.2
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 20
DescriptionACTUAL
2009/2010 MovementACTUAL
2008/2009 NoteCURRENT ASSETS Cash 3,524,650 3,378,957 145,693 Investments 10,381,055 (933,120) 11,314,175 Debtors 3,437,432 1,444,620 1,992,811 Stock 18,463 9,536 8,927 Prepayments 141,179 (111,283) 252,462 Other Current Assets 248,319 (391,097) 639,415TOTAL CURRENT ASSETS 17,751,097 3,397,613 14,353,484
NON-CURRENT ASSETS Land 2,658,127 0 2,658,127 Buildings & Improvements 1,658,733 (95,503) 1,754,235 Furniture & Equipment 259,885 (17,648) 277,533 Plant & Equipment 3,307,104 (255,022) 3,562,127 Infrastructure - Other 440,687 (25,586) 466,273 Infrastructure - Excavation 7,482,657 (2,603,549) 10,086,206 Infrastructure - RRF 8,444,945 229,802 8,215,143 Infrastructure - Rehabilitation 2,320,719 0 2,320,719 Work In Progress - Excavation 12,978,586 3,368,498 9,610,088 Work In Progress - Other 16,344 16,344 0 Other Non Current Assets 2,031,981 (61,019) 2,093,000TOTAL NON-CURRENT ASSETS 41,599,768 556,317 41,043,451
TOTAL ASSETS 59,350,865 3,953,930 55,396,935
CURRENT LIABILITIES Creditors 3,367,174 1,537,493 1,829,681 Provisions 522,772 34,146 488,626 Loans Leases Overdrafts 1,154,844 (1,277,882) 2,432,725 Accruals 679,604 (945,024) 1,624,629 Other Current Liabilities 0 0 0TOTAL CURRENT LIABILITIES 5,724,394 (651,267) 6,375,661
NON CURRENT LIABILITIES Loans Leases Overdrafts 19,501,151 0 19,501,151 Other Non Current Liabilities 4,955,487 33,379 4,922,108TOTAL NON CURRENT LIABILITIES 24,456,638 33,379 24,423,259
TOTAL LIABILITIES 30,181,032 (617,889) 30,798,920
NET ASSETS 29,169,833 4,571,819 24,598,015
EQUITYRetained Surplus 26,795,103 4,479,999 22,315,104Reserves 137,999 0 137,999Council Contribution 2,236,731 91,820 2,144,911TOTAL EQUITY 29,169,833 4,571,819 24,598,015
Mindarie Regional CouncilBalance Sheet
For the month ended 31 January 2010
ITEM 8.1.2
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 21
Description Adopted Budget Revised Budget YTD Actual% to Revised
BudgetPLANT, VEHICLES AND MACHINERIESPlant and VehiclesReplacement of Operation's Foreman Vehicle 38,500 38,500 35,100 91.17%Replacement of Operation's Manager Vehicle 47,900 47,900 0Replacement of Fire Vehicle 45,500 45,500 43,340 95.25%Replacement of Executive Vehicle 51,000 51,000 51,975 101.91%Replacement of Executive Vehicle 50,000 50,000 0Replacement of Skid Steer Loader No.2 85,000 85,000 0Replace 2x 30m3 Transfer Bins 27,000 27,000 22,560 83.56%Replacement of Workshop Vehicle 29,500 29,500 0Vehicle Tray - Welder's Vehicle 7,000 7,000 0New Utility Vehicle-Marketing and Education 44,000 44,000 40,346 91.70%
0 200,000 0425,400 625,400 193,322 30.91%
Machinery and EquipmentNew Tarpomatic System 240,000 240,000 0New LGF Monitoring System 20,000 20,000 0New Paint Can Crusher 30,000 30,000 0Upgrade Recycling Centre Cameras 7,000 7,000 6,480 92.57%Chemical Toilet Facilities 15,000 15,000 16,563New Laser Level 0 6,000 0New Leak Detector / Gas Detector 0 2,000 0Ground Monitor 0 4,000 0Weighbridge DVR Recorder Upgrade 0 6,000 0
312,000 330,000 23,043 6.98%
TOTAL PLANT, VEHICLES AND MACHINERIES 737,400 955,400 216,365 22.65%
FURNITURE AND EQUIPMENTComputer EquipmentReplacement of Laptop (Operations Manager) 3,500 3,500 0Replacement of Desktop PC (Finance Officer-Reporting) 1,500 1,500 785Replacement of Desktop PC (Foreman) 1,500 1,500 864 57.59%Replacement of Desktop PC (Envrironmental Officer) 1,500 1,500 785 52.34%Replacement of Laptop (Administration Manager) 2,500 2,500 2,149 85.96%Replacement of Laptop (Waste Education Officer) 2,500 2,500 2,149 85.96%Various Replacement Printers and Computing Equipments 15,000 15,000 7,862 52.41%New Desktop PC (Finance Officer-Accts Payable) 1,500 1,500 0Additional UPS System (Admin and Recycling) 2,000 2,000 0Replacement of Servers at Administration Building 0 50,000 0
31,500 81,500 14,594 17.91%Office Furniture and EquipmentReplacement of Furniture and Equipment 26,400 26,400 17,791 67.39%Purchase of New Office Equipment 13,000 13,000 03x Storage Cabinets 5,000 5,000 2,771 55.42%
44,400 44,400 20,562 46.31%
TOTAL FURNITURE AND EQUIPMENT 75,900 125,900 35,156 27.92%
LAND AND BUILDINGSLandbrought forward item:Land Purchase (New Landfill Site) 12,000,000 12,000,000 0
12,000,000 12,000,000 0 0.00%BuildingsWorkshop Extension (Work in Progress) 250,000 350,000 0Ground Maintenance Shed 10,000 10,000 0
260,000 360,000 0 0.00%
TOTAL LAND AND BUILDINGS 12,260,000 12,360,000 0 0.00%
MINDARIE REGIONAL COUNCILSTATEMENT OF INVESTING ACTIVITIES
For the month ended 31 January 2010
ITEM 8.1.2
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 22
Description Adopted Budget Revised Budget YTD Actual% to Revised
Budget
MINDARIE REGIONAL COUNCILSTATEMENT OF INVESTING ACTIVITIES
For the month ended 31 January 2010
INFRASTRUCTUREOperationsLitter Control Fences (Work in Progress) 75,000 75,000 16,344 21.79%Reticulation 7,000 7,000 0Upgrade Recycling Centre Water Main 10,000 19,000 0brought forward item:Surveillance and Boom Gate 15,000 15,000 13,780 91.87%
107,000 116,000 30,124 25.97%Resource Recovery FacilitySite Infrastructure 829,000 829,000 480,633 57.98%
829,000 829,000 480,633 57.98%
TOTAL INFRASTUCTURE 936,000 945,000 510,757 54.05%
LANDFILL EXCAVATIONSExcavation - Phase3 Stage2Construction 8,208,700 3,508,700 0Design 300,000 300,000 87,266Excavation/Earthworks 7,720,000 3,520,000 3,268,907MRC Project Manager 40,000 40,000 5,435Siteworks, Survey, Etc. 20,000 20,000 6,890TOTAL LANDFILL EXCAVATIONS 16,288,700 7,388,700 3,368,498 45.59%
ITEM 8.1.2
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 23
INFO
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ITEM 8.1.2
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 24
ATTACHMENT TWO
TO ITEM 8.1.2
ORDINARY COUNCIL MEETING
22 APRIL 2010
FINANCIAL STATEMENT FOR THE PERIOD ENDED 28 FEBRUARY 2010
ITEM 8.1.2
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 25
MANAGEMENT FINANCIAL
STATEMENTS
FOR THE MONTH ENDED 28 FEBRUARY 2010
ITEM 8.1.2
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 26
Description Adopted Budget
Revised Budget YTD Budget YTD Actual $ Variance % Variance Note
Revenue form Ordinary Activities User Charges User Charges - City of Perth 1,930,400 1,930,400 1,286,936 1,156,108 User Charges - City of Waneroo 7,570,900 7,570,900 5,047,264 5,214,055 User Charges - City of Joondalup 7,418,100 7,418,100 4,945,400 4,728,955 User Charges - City of Stirling 8,376,000 8,376,000 5,584,000 5,690,069 User Charges - Town of Cambridge 1,224,000 1,224,000 816,000 770,838 User Charges - Town of Vincent 1,687,800 1,687,800 1,125,200 1,007,680 User Charges - Town of Victoria Park 1,728,200 1,728,200 1,152,136 967,768 User Charges - RRF Residues 1,980,000 1,980,000 1,320,000 817,328 Total Member User Charges 31,915,400 31,915,400 21,276,936 20,352,802 (924,134) -4.34% 1 User Charges - City of South Perth 337,100 337,100 224,736 15,254 (209,482) -93.21% 2 User Charges - Casual Tipping Fees 5,018,140 5,018,140 3,512,699 3,019,472 (493,227) -14.04% 3 Total User Charges 37,270,640 37,270,640 25,014,371 23,387,528 (1,626,843) -6.50% Service Charges Sale of Recyclable Materials 240,000 240,000 160,000 358,406 198,406 124.00% Sale of Limestone Gas Power Generation Sales 550,000 550,000 282,000 282,410 410 0.15% Grants & Subsidies 320,000 320,000 320,000 360,000 40,000 12.50% Contributions, Reimbursments & Donations 340,100 340,100 253,928 162,816 (91,112) -35.88% 4 Interest Earnings 369,200 369,200 246,136 332,983 86,847 35.28% Other Revenue 10,200 10,200 5,136 66,346 61,210 1191.79%
39,100,140 39,100,140 26,281,571 24,950,488 (1,331,083) -5.06%Expenses from Ordinary Activities Employee Costs 4,300,140 4,300,140 2,949,054 2,855,842 93,212 3.16% Materials and Contracts Consultants and Contract Labour 804,600 923,600 661,072 528,591 132,481 20.04% Communications and Public Consultation 722,800 722,800 498,548 201,765 296,783 59.53% Landfill Expenses 1,057,400 927,400 548,968 522,504 26,464 4.82% Office Expenses 259,500 264,500 196,728 148,275 48,453 24.63% Information Systems 399,300 399,300 258,300 208,643 49,657 19.22% Building Maintenance 129,200 112,200 82,978 64,418 18,560 22.37% Plant and Equipment Operating and Hire 1,027,800 1,215,800 879,470 830,233 49,237 5.60% RRF Operations 15,355,000 13,174,000 8,276,013 6,852,168 1,423,845 17.20% Waste Minimisation 316,000 316,000 270,007 299,845 (29,838) -11.05% 5 Utilities 131,300 115,300 101,200 69,692 31,508 31.13% Depreciation 1,159,080 1,079,080 719,392 692,104 27,288 3.79% Borrowing Cost Expenses 1,417,000 1,351,000 923,536 832,521 91,015 9.86% Insurance 127,400 143,400 143,400 143,899 (499) -0.35% DEP Landfill Levy 4,699,700 4,850,700 2,344,166 2,504,331 (160,165) -6.83% 6 Land Lease/Rental 590,000 590,000 386,334 379,355 6,979 1.81% Other Expenditure Member Costs 149,500 154,500 87,586 59,223 28,363 32.38% Administration 159,000 159,000 106,008 99,487 6,521 6.15% Amortisation (LandFill) 4,054,200 4,339,200 2,987,800 2,941,399 46,401 1.55% Amortisation (RRF) 534,600 534,600 356,400 356,400 0 0.00%
37,393,520 35,672,520 22,776,960 20,590,696 2,186,264 9.60%
Profit on Sale of Assets 27,800 27,800 6,100 9,994 3,894 63.84%Loss on Sale of Assets 28,700 28,700 28,700 7,193 21,507 74.94%
(900) (900) (22,600) 2,801 (17,612) 77.93%
Changes in Net Assets Resulting from Operations 1,705,720 3,426,720 3,482,011 4,362,594 880,583 25.29%
Mindarie Regional CouncilINCOME STATEMENT BY NATURE AND TYPE
For the month ended 28 February 2010
ITEM 8.1.2
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 27
NOTES FOR VARIATIONS - INCOME STATEMENT BY NATURE AND TYPE
Note # Description of Item Nature of Variance where actual is 10% and $5,000 from YTD Budget
1 Total Member User Charges The drop in revenue is due to the decrease in tonnages from all the Member Councils which is mainly related to seasonal factors.
2 User Charges - City of South Perth City of South Perth has gone for a tender and they are sending their waste to a commercial landfill.
3 User Charges - Casual Tipping Fees The drop is mainly attributable to the increase in fees as well as seasonal factors.
4 Contributions, Reimbursements & DonationsThe drop in revenue is due to the fact that Tox Free invoices are now directly sent to WALGA for payment. The hazardous waste at Mindarie Regional Council is collected by Tox Free. WALGA has government funding for this cost.
5 Waste Minimisation
The projects span over two financial years and the bulk of the work has been delayed until this financial year and it is estimated that the total cost at the end of financial year will be over $50K over the budgeted amount. However, there has also been a delay of forwarding the additional funding from Waste Authority which will be $80K more than the budget amount which will offset the additional expenditures.
6 DEP Landfill Levy
RRF was not operating from late September 2009 to January 2010, hence, more tonnages of waste were going to Landfill in the seven months to 31st January 2010. However, as the RRF is now fully operational effective 1st February 2010, additional tonnages are expected to be delivered to RRF as part of the Standstill agreement resulting in lower DEP Levy over the remaining of the Financial Year.
ITEM 8.1.2
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 28
Description Adopted Budget
Revised Budget YTD Budget YTD Actual $ Variance % Variance
Revenues from Ordinary Activities
Operating RevenuesCommunity Ammenties 39,100,140 39,100,140 26,281,571 24,950,488 (1,331,083) -5.06%Total Operating Revenues 39,100,140 39,100,140 26,281,571 24,950,488 (1,331,083) -5.06%
Profit on Disposal of AssetsCommunity Ammenties 27,800 27,800 6,100 9,994 3,894 63.84%Total Profit (Loss) on Disposal of Assets 27,800 27,800 6,100 9,994 3,894 63.84%
Expenses from Ordinary Activities
Operating ExpensesGovernance 149,500 154,500 87,586 59,223 28,363 32.38%Community Ammenties 19,444,220 19,777,220 12,610,355 12,017,013 593,342 4.71%Other Property and Sevices 1,027,800 1,215,800 879,470 829,771 49,699 5.65%Resource Recovery Facility 15,355,000 13,174,000 8,276,013 6,852,168 1,423,845 17.20%Total Operating Expenses 35,976,520 34,321,520 21,853,424 19,758,175 2,095,249 9.59%
Loss on Disposal of AssetsCommunity Ammenties 28,700 28,700 28,700 7,193 21,507 74.94%Total Profit (Loss) on Disposal of Assets 28,700 28,700 28,700 7,193 21,507 74.94%
Borrowing Costs ExpenseCommunity Ammenties 880,400 814,400 555,000 498,726 56,274 10.14%Resource Recovery Facility 536,600 536,600 368,536 333,795 34,741 9.43%Total Borrowing Costs Expense 1,417,000 1,351,000 923,536 832,521 91,015 9.86%
NET RESULT 1,705,720 3,426,720 3,482,011 4,362,594 880,583 25.29%
Mindarie Regional CouncilINCOME STATEMENT BY DEPARTMENTFor the month ended 28 February 2010
ITEM 8.1.2
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 29
DescriptionACTUAL
2009/2010 MovementACTUAL
2008/2009 NoteCURRENT ASSETS Cash 1,962,707 1,817,013 145,693 Investments 12,031,491 717,316 11,314,175 Debtors 3,365,471 1,372,660 1,992,811 Stock 21,376 12,449 8,927 Prepayments 144,167 (108,295) 252,462 Other Current Assets 171,199 (468,216) 639,415TOTAL CURRENT ASSETS 17,696,411 3,342,926 14,353,484
NON-CURRENT ASSETS Land 2,658,127 0 2,658,127 Buildings & Improvements 1,645,412 (108,823) 1,754,235 Furniture & Equipment 250,471 (27,062) 277,533 Plant & Equipment 3,291,336 (270,790) 3,562,127 Infrastructure - Other 435,014 (31,259) 466,273 Infrastructure - Excavation 7,144,807 (2,941,399) 10,086,206 Infrastructure - RRF 8,608,092 392,949 8,215,143 Infrastructure - Rehabilitation 2,320,719 0 2,320,719 Work In Progress - Excavation 12,989,047 3,378,959 9,610,088 Work In Progress - Other 16,344 16,344 0 Other Non Current Assets 2,023,264 (69,736) 2,093,000TOTAL NON-CURRENT ASSETS 41,382,634 339,183 41,043,451
TOTAL ASSETS 59,079,044 3,682,109 55,396,935
CURRENT LIABILITIES Creditors 2,514,571 684,890 1,829,681 Provisions 528,991 40,365 488,626 Loans Leases Overdrafts 1,053,562 (1,379,163) 2,432,725 Accruals 1,420,643 (203,986) 1,624,629 Other Current Liabilities 0 0 0TOTAL CURRENT LIABILITIES 5,517,768 (857,894) 6,375,661
NON CURRENT LIABILITIES Loans Leases Overdrafts 19,501,151 0 19,501,151 Other Non Current Liabilities 4,960,280 38,172 4,922,108TOTAL NON CURRENT LIABILITIES 24,461,431 38,172 24,423,259
TOTAL LIABILITIES 29,979,198 (819,722) 30,798,920
NET ASSETS 29,099,846 4,501,831 24,598,015
EQUITYRetained Surplus 26,677,698 4,362,594 22,315,104Reserves 137,999 0 137,999Council Contribution 2,284,149 139,237 2,144,911TOTAL EQUITY 29,099,846 4,501,831 24,598,015
Mindarie Regional CouncilBalance Sheet
For the month ended 28 February 2010
ITEM 8.1.2
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 30
Description Adopted Budget Revised Budget YTD Actual% to Revised
Budget NotePLANT, VEHICLES AND MACHINERIESPlant and VehiclesReplacement of Operation's Foreman Vehicle 38,500 38,500 35,100 91.17%Replacement of Operation's Manager Vehicle 47,900 47,900 0Replacement of Fire Vehicle 45,500 45,500 43,340 95.25%Replacement of Executive Vehicle 51,000 51,000 51,975 101.91%Replacement of Executive Vehicle 50,000 50,000 0Replacement of Skid Steer Loader No.2 85,000 85,000 0Replace 2x 30m3 Transfer Bins 27,000 27,000 22,560 83.56%Replacement of Workshop Vehicle 29,500 29,500 34,900 118.31% 1Vehicle Tray - Welder's Vehicle 7,000 7,000 0New Utility Vehicle-Marketing and Education 44,000 44,000 40,346 91.70%
0 200,000 0425,400 625,400 228,222 36.49%
Machinery and EquipmentNew Tarpomatic System 240,000 240,000 0New LGF Monitoring System 20,000 20,000 0New Paint Can Crusher 30,000 30,000 10,440 34.80%Upgrade Recycling Centre Cameras 7,000 7,000 6,480 92.57%Chemical Toilet Facilities 15,000 15,000 16,563New Laser Level 0 6,000 0New Leak Detector / Gas Detector 0 2,000 0Ground Monitor 0 4,000 0Weighbridge DVR Recorder Upgrade 0 6,000 0
312,000 330,000 33,483 10.15%
TOTAL PLANT, VEHICLES AND MACHINERIES 737,400 955,400 261,705 27.39%
FURNITURE AND EQUIPMENTComputer EquipmentReplacement of Laptop (Operations Manager) 3,500 3,500 0Replacement of Desktop PC (Finance Officer-Reporting) 1,500 1,500 785Replacement of Desktop PC (Foreman) 1,500 1,500 864 57.59%Replacement of Desktop PC (Envrironmental Officer) 1,500 1,500 785 52.34%Replacement of Laptop (Administration Manager) 2,500 2,500 2,149 85.96%Replacement of Laptop (Waste Education Officer) 2,500 2,500 2,149 85.96%Various Replacement Printers and Computing Equipments 15,000 15,000 7,862 52.41%New Desktop PC (Finance Officer-Accts Payable) 1,500 1,500 0Additional UPS System (Admin and Recycling) 2,000 2,000 0Replacement of Servers at Administration Building 0 50,000 0
31,500 81,500 14,594 17.91%Office Furniture and EquipmentReplacement of Furniture and Equipment 26,400 26,400 17,791 67.39%Purchase of New Office Equipment 13,000 13,000 03x Storage Cabinets 5,000 5,000 2,771 55.42%
44,400 44,400 20,562 46.31%
TOTAL FURNITURE AND EQUIPMENT 75,900 125,900 35,156 27.92%
LAND AND BUILDINGSLandbrought forward item:Land Purchase (New Landfill Site) 12,000,000 12,000,000 0
12,000,000 12,000,000 0 0.00%BuildingsWorkshop Extension (Work in Progress) 250,000 350,000 0Ground Maintenance Shed 10,000 10,000 0
260,000 360,000 0 0.00%
TOTAL LAND AND BUILDINGS 12,260,000 12,360,000 0 0.00%
MINDARIE REGIONAL COUNCILSTATEMENT OF INVESTING ACTIVITIESFor the month ended 28 February 2010
ITEM 8.1.2
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 31
Description Adopted Budget Revised Budget YTD Actual% to Revised
Budget Note
MINDARIE REGIONAL COUNCILSTATEMENT OF INVESTING ACTIVITIESFor the month ended 28 February 2010
INFRASTRUCTUREOperationsLitter Control Fences (Work in Progress) 75,000 75,000 16,344 21.79%Reticulation 7,000 7,000 0Upgrade Recycling Centre Water Main 10,000 19,000 0brought forward item:Surveillance and Boom Gate 15,000 15,000 13,780 91.87%
107,000 116,000 30,124 25.97%Resource Recovery FacilitySite Infrastructure 829,000 829,000 679,613 81.98%
829,000 829,000 679,613 81.98%
TOTAL INFRASTUCTURE 936,000 945,000 709,738 75.10%
LANDFILL EXCAVATIONSExcavation - Phase3 Stage2Construction 8,208,700 3,508,700 0Design 300,000 300,000 97,254Excavation/Earthworks 7,720,000 3,520,000 3,268,907MRC Project Manager 40,000 40,000 5,908Siteworks, Survey, Etc. 20,000 20,000 6,890TOTAL LANDFILL EXCAVATIONS 16,288,700 7,388,700 3,378,959 45.73%
ITEM 8.1.2
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 32
NOTES FOR VARIATIONS - STATEMENT OF INVESTING ACTIVITIES
Note # Description of Item Nature of Variance where actual is 10% and $5,000 from YTD Budget
1 Replacement of Workshop VehicleThe cost over run was due to fittings of additional accessories required for operational purposes. Savings from the replacement of Foreman's vehicle will cover the cost.
ITEM 8.1.2
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 33
INFO
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ITEM 8.1.2
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 34
ITEM 8.1.3 LIST OF PAYMENTS MADE FOR THE MONTHS ENDED 31 JANUARY 2010 AND 28 FEBRUARY 2010 File No: FIN/5-02 (D/10/2027) Attachment(s): 1. List of payments made for the month ended 31 January 2010 2. List of payments made for the month ended 28 February 2010 Author: Kalwant Dhillon
SUMMARY The purpose of this report is to provide details of payments made during the periods identified. It is also a requirement as part of the delegation given to the Chief Executive Officer, to make payments from the Municipal Fund, that a list of payments made since the last Ordinary Council meeting be presented to Council. COMMENT The lists of payments for the months ended 31 January 2010 and 28 February 2010 are at Attachment One and Two to this Item and are presented for endorsement. Payments have been made in accordance with delegations that allow payments between meetings and are subsequently required to be presented to the next Council meeting following such payments. Further, at the Ordinary Council Meeting held on 15 October 2009, the Council delegated to the Chief Executive Officer the exercise of its power to make payments from the Municipal Fund. This delegation has been renewed upon annual reviews. In order to satisfy the requirements of Clause 13(2) of the Local Government (Financial Management) Regulations, a list of payments made must be submitted to the next Council meeting following such payments. It should be noted that generally all payments are GST inclusive and Mindarie Regional Council is able to claim this tax as an input credit when remittance of GST collected is made each month. Months Ended Account Vouchers Amount 31 January 2010 General Municipal 5045 – 5167
DP 338 – DP 348 EFT 220 – EFT 223 $1,486,756.43
28 February 2010 General Municipal 5168 – 5338 DP 349 – DP 362 EFT 225 – EFT 228 $2,869,174.50
MRC OFFICER RECOMMENDATION That Council endorse the list of payments made, as per the delegation made to the Chief Executive Officer, for the months ended 31 January 2010 and 28 February 2010.
ITEM 8.1.3
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 35
ATTACHMENT ONE
TO ITEM 8.1.3
ORDINARY COUNCIL MEETING
22 APRIL 2010
LIST OF PAYMENTS MADE FOR THE MONTH ENDED 31 JANUARY 2010
ITEM 8.1.3
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 36
Che
que
Post
ing
Dat
eD
ocum
ent
No.
Vend
or N
ame
Des
crip
tion
Che
que
Am
ount
4/01
/201
050
45K
eyfa
st B
ulk
Hau
lage
Pty
Ltd
Lim
esto
ne c
rush
ing
$111
,476
.29
7/01
/201
050
46A
ir Li
quid
e W
A P
ty L
tdW
eldi
ng s
uppl
ies
$295
.71
7/01
/201
050
47C
ance
lled
Che
que
Can
celle
d C
hequ
e$0
.00
7/01
/201
050
48B
HW
Con
sulti
ngC
onsu
ltanc
y-P
repa
ratio
n of
dis
cuss
ion
pape
r on
deve
lopm
ent o
f C
omm
ittee
s/O
ffice
rs g
roup
For
um$3
,850
.00
7/01
/201
050
49C
AR
DN
O (W
A) P
TY L
TDC
onsu
ltanc
y - P
anel
com
post
wor
k at
RR
F$1
,512
.50
7/01
/201
050
50C
astle
Sec
urity
& E
lect
rical
Pty
Bui
ldin
g se
curit
y - Q
uarte
rly m
onito
ring
$1,7
22.3
67/
01/2
010
5051
CEC
K P
ty L
tdE
xcav
atio
n S
tage
2 P
hase
3 L
iner
wor
ks$3
8,46
5.90
7/01
/201
050
52C
ity o
f Stir
ling
PA
G c
omm
ittee
exp
ense
$35.
007/
01/2
010
5053
Com
man
d A
Com
Rep
airs
& m
aint
enan
ce -
Tele
phon
es$1
,930
.50
7/01
/201
050
54C
ube
Con
sulti
ng P
ty L
tdS
ubsc
riptio
ns -
INX
sys
tem
s In
cont
rol &
In T
uitio
n$7
86.5
07/
01/2
010
5055
EMR
CR
ecyc
ling
Con
tract
or -
mat
tress
es$6
38.0
07/
01/2
010
5056
Envi
ronm
enta
l Prin
ting
Com
pany
Prin
ting
of C
hris
tmas
car
ds
$638
.00
7/01
/201
050
57Er
golin
kK
eybo
ard
com
pact
full
key
$271
.45
7/01
/201
050
58G
rant
O'B
rien
Con
tract
Lab
our -
Edu
catio
nal C
entre
$100
.00
7/01
/201
050
59N
ATI
ON
AL
TYR
ESP
lant
- R
epai
r and
Mai
nten
ance
of C
at 9
66H
Loa
der
$1,3
11.7
57/
01/2
010
5060
Pow
er In
dust
rial S
uppl
ies
Con
sum
able
sup
plie
s$1
,275
.12
7/01
/201
050
61Pr
emiu
m P
last
ics
Nat
ive
ferti
lizer
tabl
ets
$536
.62
7/01
/201
050
62Q
UIN
NS
RO
CK
CA
BIN
ETS
& M
AIN
TEN
Con
tract
Lab
our -
RR
F la
ndsc
apin
g$4
,138
.75
7/01
/201
050
63SH
ERID
AN
'S F
OR
BA
DG
ESN
ame
badg
es fo
r MR
C C
ounc
illor
s$2
56.1
27/
01/2
010
5064
SITA
Aus
tral
ia P
ty L
tdW
aste
min
imis
atio
n au
dit p
roje
ct -
Bin
hire
cha
rges
$1,7
88.9
57/
01/2
010
5065
Staf
f Lin
kC
ontra
ct L
abou
r - B
ushl
and
man
agem
ent
$6,8
29.8
87/
01/2
010
5066
TOTA
LLY
WO
RK
WEA
RS
taff
Uni
form
s/P
rote
ctiv
e C
loth
ing
$165
.58
7/01
/201
050
67W
AN
NER
OO
GO
LF C
LUB
INC
.C
ounc
illor
Indu
ctio
n pr
ogra
m$8
14.7
07/
01/2
010
5068
CLE
AN
SW
EEP
Acc
ess
Roa
d M
aint
enan
ce$1
,100
.00
7/01
/201
050
69ST
EVE'
S M
OB
ILE
TYR
E SE
RVI
CE
Pla
nt -
Rep
air a
nd M
aint
enan
ce o
f 12G
gra
der
$460
.00
7/01
/201
050
70C
ardn
o Ep
pell
Ols
en P
ty L
tdC
onsu
ltanc
y - T
amal
a pa
rk a
cces
s as
sess
men
t$1
,411
.85
7/01
/201
050
71G
riffit
h H
ack
Con
sulta
ncy
- 'K
need
eep'
trad
emar
k$6
60.0
07/
01/2
010
5072
CEB
AS
Pty
Ltd
Sup
ply
of g
lass
doo
r cab
inet
s $6
16.0
07/
01/2
010
5073
Can
celle
d C
hequ
eC
ance
lled
Che
que
$0.0
07/
01/2
010
5074
Can
celle
d C
hequ
eC
ance
lled
Che
que
$0.0
07/
01/2
010
5075
Wes
Trac
Pty
Ltd
Rep
air a
nd M
aint
enan
ce o
f Hin
o bi
n tru
ck$1
,490
.76
7/01
/201
050
76C
ance
lled
Che
que
Can
celle
d C
hequ
e$0
.00
7/01
/201
050
77C
ance
lled
Che
que
Can
celle
d C
hequ
e$0
.00
13/0
1/20
1050
78C
astle
Sec
urity
& E
lect
rical
Pty
Sec
urity
sys
tem
mai
nten
ance
$673
.75
13/0
1/20
1050
79C
MA
Rec
yclin
gC
olle
ctio
n of
Flu
ro li
ghts
$794
.75
13/0
1/20
1050
80D
EER
ING
AU
TRO
NIC
SFi
tting
of f
lash
ing
light
for N
issa
n N
avar
a D
ual c
ab$4
60.1
313
/01/
2010
5081
Dev
co H
oldi
ngs
Pty
Ltd
Sup
ply
& in
stal
l con
cret
e ba
rrie
rs a
t tra
nsfe
r sta
tion
$4,8
01.1
713
/01/
2010
5082
EMR
CC
olle
ctio
n of
mat
tress
es$5
50.0
013
/01/
2010
5083
Free
hills
Con
sulta
ncy
- Com
post
er C
rack
at R
RF
$22,
413.
69
Sche
dule
of P
aym
ent f
or J
anua
ry 2
010
Cou
ncil
Mee
ting
- 22n
d A
pril,
201
0
ITEM 8.1.3
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 37
Che
que
Post
ing
Dat
eD
ocum
ent
No.
Vend
or N
ame
Des
crip
tion
Che
que
Am
ount
Sche
dule
of P
aym
ent f
or J
anua
ry 2
010
Cou
ncil
Mee
ting
- 22n
d A
pril,
201
0
13/0
1/20
1050
84Fu
ji Xe
rox
Aus
tral
ia P
ty L
tdP
hoto
copy
ing
Exp
ense
s$2
19.4
513
/01/
2010
5085
GO
LDER
ASS
OC
IATE
S PT
Y LT
DP
rofe
ssio
nal f
ees
- Sta
ge 1
Pha
se 2
Tie
in li
ner w
orks
$3,6
87.7
513
/01/
2010
5086
Gre
g K
ane
Rep
lace
men
t of c
arpe
t in
Edu
catio
n A
rea
$2,4
03.5
013
/01/
2010
5087
Nor
ther
n D
istr
icts
Pes
t Man
agem
ent
Bui
ldin
g M
aint
enan
ce -
Pes
t Con
trol
$154
.00
13/0
1/20
1050
88ST
EVE'
S M
OB
ILE
TYR
E SE
RVI
CE
Pla
nt -
Tyre
s an
d Tu
bes
repl
acem
ent f
or H
ino
bin
truck
$140
.00
13/0
1/20
1050
89U
RS
Pro
fess
iona
l fee
s - R
RF
Infra
stru
ctur
e $1
7,28
9.62
13/0
1/20
1050
90W
anga
ra K
iaP
urch
ase
of v
ehic
le fo
r Edu
catio
n ce
ntre
$45,
743.
7013
/01/
2010
5091
Gre
at S
outh
ern
Sand
sE
xcav
atio
n w
ork
of P
hase
3 s
tage
2 p
roje
ct$1
9,14
4.40
13/0
1/20
1050
92H
& L
GLA
SSR
epla
cem
ent o
f Win
dscr
een
for c
rush
er$2
64.0
013
/01/
2010
5093
Hay
mar
ket P
ty L
tdE
duca
tion
cent
re -
broc
hure
s$5
35.7
013
/01/
2010
5094
Hyd
er C
onsu
lting
Pty
Ltd
Con
sulta
ncy
- Int
egra
ted
Reg
iona
l Pla
n pr
ojec
t (W
aste
min
imis
atio
n)$2
8,26
5.82
13/0
1/20
1050
95Fo
rd &
Doo
nan
Inst
alla
tion
of a
ir co
nditi
onin
g sy
stem
at R
RF
$16,
000.
0013
/01/
2010
5096
Inst
ant P
rodu
cts
Gro
upP
orta
ble
toile
t hire
& s
uppl
y of
3 c
hem
ical
toile
ts$1
8,71
4.85
13/0
1/20
1050
97M
OB
ILE
MA
STER
SFi
tting
of t
wo
way
radi
o in
Nis
san
Nav
ara
$488
.95
13/0
1/20
1050
98C
anno
n H
ygie
ne A
ustr
alia
Pty
Ltd
Offi
ce s
uppl
ies
- Nov
embe
r & D
ecem
ber 2
009
$1,5
63.8
813
/01/
2010
5099
HIT
AC
HI C
ON
STR
UC
TIO
N M
AC
HIN
ERY
Pla
nt -
Rep
air a
nd M
aint
enan
ce o
f dum
p tru
ck$7
07.6
513
/01/
2010
5100
Joon
dalu
p O
ffice
Nat
iona
lP
rintin
g &
sta
tione
ry$7
09.3
513
/01/
2010
5101
Key
fast
Bul
k H
aula
ge P
ty L
tdLi
mes
tone
cru
shin
g$7
9,06
3.34
13/0
1/20
1051
02N
ATI
ON
WID
E O
ILR
ecyc
ling
Con
tract
or -
Was
te O
il$4
42.2
013
/01/
2010
5107
NO
RTH
SID
E N
ISSA
NFl
oorm
ats
and
wea
ther
shie
ld fo
r mot
or v
ehic
le$2
30.1
413
/01/
2010
5108
SBS
Sim
s G
roup
E-R
ecyc
ling
Con
tract
ors
$1,6
12.6
013
/01/
2010
5109
The
HU
B M
arke
ting
Com
mun
icat
ion
Pty
Ltd
Con
sulta
ncy
- Mar
ketin
g &
com
mun
icat
ion
supp
ort (
Was
te m
inim
isat
ion)
$4,5
37.5
013
/01/
2010
5110
Uni
ted
Equi
pmen
tS
ervi
ce fo
rklif
t$6
15.8
613
/01/
2010
5111
Wes
Trac
Pty
Ltd
Pur
chas
e of
fuel
cap
sea
l for
on-
site
pla
nt v
ehic
les
$577
.68
13/0
1/20
1051
12W
este
rn P
lant
Hire
(WA
) Pty
Ltd
Hire
of D
ry E
xcav
ator
- E
xcav
atio
n S
tage
2 P
hase
3$1
5,19
9.80
13/0
1/20
1051
13Ya
kka
Pty
Ltd
Sta
ff U
nifo
rms/
Pro
tect
ive
Clo
thin
g$2
,628
.84
14/0
1/20
1051
14D
epar
tmen
t of P
lann
ing
& In
fras
truc
ture
Pla
nt -
MV
Lic
ence
s $7
3.45
14/0
1/20
1051
15PA
CIF
IC D
ATA
CO
MS
erve
r cab
inet
s - R
RF
com
pute
r roo
m$2
,507
.36
15/0
1/20
1051
16M
inda
rie R
egio
nal C
ounc
il St
aff L
otto
Acc
ount
Sta
ff lo
tto -
Ded
ucte
d fro
m s
taff
sala
ry$3
60.0
019
/01/
2010
5117
City
of J
oond
alup
Leas
e Fe
es L
ot 1
18 M
arm
ion
Ave
for F
ebru
ary
2010
$8,6
93.5
519
/01/
2010
5118
City
of P
erth
Leas
e Fe
es L
ot 1
18 M
arm
ion
Ave
for F
ebru
ary
2010
$4,3
46.7
719
/01/
2010
5119
City
of S
tirlin
gLe
ase
Fees
Lot
118
Mar
mio
n A
ve fo
r Feb
ruar
y 20
10$1
7,38
7.10
19/0
1/20
1051
20C
ity o
f Wan
nero
oLe
ase
Fees
Lot
118
Mar
mio
n A
ve fo
r Feb
ruar
y 20
10$8
,693
.55
19/0
1/20
1051
21To
wn
of C
ambr
idge
Leas
e Fe
es L
ot 1
18 M
arm
ion
Ave
for F
ebru
ary
2010
$4,3
46.7
719
/01/
2010
5122
Tow
n of
Vic
toria
Par
kLe
ase
Fees
Lot
118
Mar
mio
n A
ve fo
r Feb
ruar
y 20
10$4
,346
.77
19/0
1/20
1051
23To
wn
of V
ince
ntLe
ase
Fees
Lot
118
Mar
mio
n A
ve fo
r Feb
ruar
y 20
10$4
,346
.77
21/0
1/20
1051
24A
lanc
e N
ewsp
aper
& M
agaz
ine
Del
iver
yP
erio
dica
ls/ P
ublic
atio
ns$8
1.95
21/0
1/20
1051
25A
RM
AG
UA
RD
Cas
h co
llect
ion
fee
$793
.79
21/0
1/20
1051
26A
UST
RA
LIA
PO
ST -
JOO
ND
ALU
PP
osta
ge &
Fre
ight
$536
.42
21/0
1/20
1051
27B
unni
ngs
Bui
ldin
g Su
pplie
sE
xpen
dabl
e To
ols
$320
.28
ITEM 8.1.3
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 38
Che
que
Post
ing
Dat
eD
ocum
ent
No.
Vend
or N
ame
Des
crip
tion
Che
que
Am
ount
Sche
dule
of P
aym
ent f
or J
anua
ry 2
010
Cou
ncil
Mee
ting
- 22n
d A
pril,
201
0
21/0
1/20
1051
28C
apta
m P
ty L
tdD
epos
it fo
r MR
C C
orpo
rate
Chr
istm
as F
unct
ion
$431
.00
21/0
1/20
1051
29C
LEA
N S
WEE
PA
cces
s R
oad
Mai
nten
ance
$1,4
43.7
521
/01/
2010
5130
DU
STEX
Sup
ply
Dus
tex
liqui
d co
ncen
trate
100
0 lit
res
$16,
724.
4021
/01/
2010
5131
EMR
CC
olle
ctio
n of
mat
tress
es$6
16.0
021
/01/
2010
5132
Equi
libriu
m C
omm
unic
atio
nD
esig
n &
prin
ting
of H
ouse
hold
haz
ardo
us W
aste
bro
chur
es$3
,696
.00
21/0
1/20
1051
33G
HD
PTY
LTD
Con
sulta
ncy
- Inf
rast
ruct
ure
was
te (w
aste
min
imis
atio
n pr
ojec
t)$5
,901
.23
21/0
1/20
1051
34G
reat
Sou
ther
n Sa
nds
Exc
avat
ion
wor
k of
Pha
se 3
sta
ge 2
pro
ject
$93,
237.
5121
/01/
2010
5135
Iron
Mou
ntai
n A
ustr
alia
Pty
Ltd
Rec
ords
mai
nten
ance
$4.5
321
/01/
2010
5136
IW P
roje
cts
Con
tract
Lab
our E
xter
nal -
RR
F$1
2,28
4.27
21/0
1/20
1051
37Ja
snea
tG
ener
al C
lean
ing
serv
ices
$1,5
74.9
121
/01/
2010
5138
Jaso
n Si
gnm
aker
sP
repa
ratio
n of
Die
back
sig
nage
$194
.70
21/0
1/20
1051
39K
INR
OSS
SU
PA IG
AS
taff
Am
eniti
es
$348
.69
21/0
1/20
1051
40K
itec
Elec
tric
al S
ervi
ces
Ele
ctric
al m
aint
enen
ce -
adm
in b
uild
ing
$170
.56
21/0
1/20
1051
41LA
KE
AN
NE
CO
NSU
LTA
NC
YC
onsu
ltanc
y - H
R is
sues
and
doc
umen
tatio
n$2
20.0
021
/01/
2010
5142
Mag
icor
p Pt
y Lt
dTe
leph
one
Exp
ense
s- m
essa
ge s
ubsc
riptio
n$1
03.4
021
/01/
2010
5143
MER
CU
RY
Cou
rier f
ees
$619
.93
21/0
1/20
1051
44N
OR
THSI
DE
NIS
SAN
Rep
lace
men
t of U
tility
veh
icle
- O
pera
tions
$47,
910.
3521
/01/
2010
5145
QU
INN
S R
OC
K C
AB
INET
S &
MA
INTE
NC
ontra
ct L
abou
r - R
RF
land
scap
ing
$5,8
76.7
521
/01/
2010
5146
Salm
at M
edia
Forc
eFr
idge
cal
enda
r dis
tribu
tion
in V
ic p
ark
- Was
te E
duca
tion
$728
.11
21/0
1/20
1051
47Se
nsis
Pty
Ltd
Yel
low
Pag
es D
irect
ory
List
ing
$492
.33
21/0
1/20
1051
48Sp
arte
l Pty
Ltd
Was
te m
inim
isat
ion
- Aud
it ve
rge
was
te c
olle
ctio
n pr
ojec
t$1
9,80
0.00
21/0
1/20
1051
49TE
LSTR
ATe
leph
one
Exp
ense
s$4
56.4
821
/01/
2010
5150
The
Funk
Fac
tory
Gar
goyl
e sc
ulpt
ure
- Edu
catio
n C
entre
$1,9
36.0
021
/01/
2010
5151
TOTA
LLY
WO
RK
WEA
RS
taff
Uni
form
s/P
rote
ctiv
e C
loth
ing
$323
.60
21/0
1/20
1051
52W
esTr
ac P
ty L
tdP
lant
- R
epai
r and
Mai
nten
ance
of d
ump
truck
$1,3
20.4
521
/01/
2010
5153
WH
K H
orw
ath
Aud
it fe
es
$14,
025.
0021
/01/
2010
5154
Woo
dhou
se L
egal
Lega
l fee
s $3
,366
.00
22/0
1/20
1051
55TI
TAN
FO
RD
Rep
lace
men
t of E
xecu
tive
mot
or v
ehic
le p
urch
ased
$26,
492.
8127
/01/
2010
5156
Car
Car
e - C
anni
ngto
nC
ar d
etai
ling
expe
nses
$295
.00
29/0
1/20
1051
57C
ALT
EX A
UST
RA
LIA
PET
RO
LEU
M P
TYP
lant
- Fu
el a
nd O
il$3
56.9
729
/01/
2010
5158
Ast
eron
Por
tfolio
Ser
vice
sS
uper
annu
atio
n pr
emiu
m$4
81.5
129
/01/
2010
5159
CB
US
Sup
eran
nuat
ion
prem
ium
$469
.49
29/0
1/20
1051
60C
HIL
D S
UPP
OR
TC
hild
Sup
port
Allo
wan
ce p
aym
ent -
Ded
uctio
n m
ade
from
sta
ff sa
lary
$738
.45
29/0
1/20
1051
61H
ealth
Insu
ranc
e Fu
nd o
f WA
Sup
eran
nuat
ion
prem
ium
$571
.65
29/0
1/20
1051
62H
ESTA
SU
PER
FU
ND
Sup
eran
nuat
ion
prem
ium
$2,1
13.8
929
/01/
2010
5163
Min
darie
Reg
iona
l Cou
ncil
Staf
f Lot
to A
ccou
ntS
taff
lotto
- D
educ
ted
from
sta
ff sa
lary
$370
.00
29/0
1/20
1051
64Po
rtfo
liofo
cus
- Pre
miu
m R
etire
men
t Ser
vice
sS
uper
annu
atio
n pr
emiu
m$5
,227
.50
29/0
1/20
1051
65R
EST
Supe
rann
uatio
nS
uper
annu
atio
n pr
emiu
m$6
55.5
329
/01/
2010
5166
WA
LGS
PLA
N P
TY L
TDS
uper
annu
atio
n pr
emiu
m$4
8,61
9.68
29/0
1/20
1051
67W
ESTS
CH
EME
Sup
eran
nuat
ion
prem
ium
$243
.00
ITEM 8.1.3
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 39
Che
que
Post
ing
Dat
eD
ocum
ent
No.
Vend
or N
ame
Des
crip
tion
Che
que
Am
ount
Sche
dule
of P
aym
ent f
or J
anua
ry 2
010
Cou
ncil
Mee
ting
- 22n
d A
pril,
201
0
Tota
l Che
que
Paym
ents
$852
,488
.32
15/0
1/20
10D
P-0
0338
Iinet
Lim
ited
Inte
rnet
VO
IP c
harg
e$9
.95
4/01
/201
0D
P-0
0339
Nat
iona
l Aus
tral
ia B
ank
Nat
iona
l Onl
ine
Fees
$67.
1411
/01/
2010
DP
-003
40N
atio
nal A
ustr
alia
Ban
kN
AB
Con
nect
Fee
$20.
0019
/01/
2010
DP
-003
41A
ustr
alia
n Ta
xatio
n O
ffice
BA
S fo
r Dec
embe
r 200
9$2
32,0
92.0
021
/01/
2010
DP
-003
42N
atio
nal A
ustr
alia
Ban
kC
redi
t car
d$4
,558
.11
27/0
1/20
10D
P-0
0343
Com
mon
wea
lth b
ank
Loan
10A
repa
ymen
t$4
3,83
2.53
29/0
1/20
10D
P-0
0344
Nat
iona
l Aus
tral
ia B
ank
Loan
10C
Rep
aym
ent
$59,
768.
8129
/01/
2010
DP
-003
45N
atio
nal A
ustr
alia
Ban
kB
ill d
raw
dow
n fe
e$1
50.0
029
/01/
2010
DP
-003
46N
atio
nal A
ustr
alia
Ban
kA
ccou
nt k
eepi
ng fe
e $1
64.3
029
/01/
2010
DP
-003
47N
atio
nal A
ustr
alia
Ban
kM
erch
ant f
ees
$730
.69
29/0
1/20
10D
P-0
0348
Com
mon
wea
lth b
ank
Loan
10B
Rep
aym
ent
$9,6
37.8
1To
tal D
irect
Pay
men
ts$3
51,0
31.3
4
1/01
/201
0E
FT-0
0220
Can
celle
dC
ance
lled
$0.0
01/
01/2
010
EFT
-002
21M
RC
Pay
roll-
Em
ploy
ee w
ages
$92,
821.
1015
/01/
2010
EFT
-002
22M
RC
Pay
roll-
Em
ploy
ee w
ages
$90,
966.
9929
/01/
2010
EFT
-002
23M
RC
Pay
roll-
Em
ploy
ee w
ages
$99,
448.
68To
tal E
FT P
aym
ents
$283
,236
.77
Gra
nd T
otal
$1,4
86,7
56.4
3
ITEM 8.1.3
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 40
Che
que
Post
ing
Dat
eD
ocum
ent
No.
Vend
or N
ame
Des
crip
tion
Che
que
Am
ount
Sche
dule
of P
aym
ent f
or J
anua
ry 2
010
Cou
ncil
Mee
ting
- 22n
d A
pril,
201
0
Sum
mar
y Sc
hedu
le o
f Pay
men
ts
Che
que
Paym
ents
Che
que
No.
504
5 to
516
7$8
52,4
88.3
2
Elec
tron
ic P
aym
ents
DP-
003
38 to
DP-
003
48$3
51,0
31.3
4EF
T- 0
0220
to E
FT- 0
0223
$283
,236
.77
Gra
nd T
otal
$1,4
86,7
56.4
3
Not
eTh
e ca
ncel
led
cheq
ues
rela
te to
che
que
prin
ting
issu
es o
n N
avis
ion
whi
ch h
ave
now
bee
n re
ctifi
ed.
CE
RTI
FIC
ATE
OF
CH
IEF
EX
EC
UTI
VE
OFF
ICE
RTh
is s
ched
ule
of a
ccou
nts
whi
ch w
as p
asse
d fo
r pay
men
t, co
verin
g vo
uche
rs a
s ab
ove
whi
ch w
assu
bmitt
ed to
eac
h m
embe
r of C
ounc
il on
22n
d A
pril
2010
has
bee
n ch
ecke
d an
d is
fully
sup
porte
dby
vou
cher
s an
d in
voic
es w
hich
are
sub
mitt
ed h
erew
ith a
nd w
hich
hav
e be
en d
uly
certi
fied
asto
the
rece
ipt o
f goo
ds a
nd th
e re
nditi
on o
f ser
vice
s an
d as
to p
rices
, com
puta
tions
, and
co
stin
g an
d th
e am
ount
s du
e fo
r pay
men
t.
CH
IEF
EX
EC
UTI
VE
OFF
ICE
R
ITEM 8.1.3
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 41
ATTACHMENT TWO
TO ITEM 8.1.3
ORDINARY COUNCIL MEETING
22 APRIL 2010
LIST OF PAYMENTS MADE FOR THE MONTH ENDED 28 FEBRUARY 2010
ITEM 8.1.3
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 42
Che
que
Post
ing
Dat
eD
ocum
ent N
o.Ve
ndor
Nam
eD
escr
iptio
nC
hequ
e A
mou
nt2/
02/2
010
5168
Tint
a C
arW
indo
w ti
ntin
g fo
r offi
ce v
ehic
le$3
89.4
04/
02/2
010
5169
Adv
ance
d Tr
affic
Man
agem
ent (
WA
) Pty
Lt d
Traf
fic c
ontro
l for
wei
ghbr
idge
$1,4
96.0
04/
02/2
010
5170
Ani
mal
Pes
t M
anag
emen
t Se
rvic
e sFe
ral c
at tr
appi
ng &
fox
bait
prog
ram
$2
,194
.50
4/02
/201
051
71B
lack
woo
ds &
Atk
ins
Wor
ksho
p co
nsum
able
s$1
38.6
04/
02/2
010
5172
BO
ULE
VAR
D F
LOR
IST
Flow
ers
for D
avid
& R
ebec
ca D
owlin
g$6
2.00
4/02
/201
051
73C
ECK
Pty
Ltd
Exc
avat
ion
Sta
ge 2
Pha
se 3
Lin
er w
orks
$9,6
30.5
04/
02/2
010
5174
City
of W
anne
roo
Col
lect
ion
of a
dditi
onal
car
ts -
was
te m
anag
emen
t$4
65.6
04/
02/2
010
5175
CO
MM
UN
ITY
NEW
SPA
PER
GR
OU
PC
omm
unity
new
s ad
verti
sem
ent
$5,1
44.4
84/
02/2
010
5176
DR
IVE
IN E
LEC
TRIC
SP
lant
- R
epai
r and
Mai
nten
ance
for M
ulti
terr
ain
load
er$1
23.7
54/
02/2
010
5177
Fuji
Xero
x A
ustr
alia
Pty
Lt d
Pho
toco
pyin
g E
xpen
ses
and
leas
ing
cost
$900
.90
4/02
/201
051
78G
reen
wor
ld In
door
Gar
dens
Mon
thly
pla
nt re
ntal
$396
.84
4/02
/201
051
79H
yder
Con
sulti
ng P
ty L
tdC
onsu
ltanc
y - I
nteg
rate
d R
egio
nal P
lan
proj
ect (
Was
te m
inim
isat
ion)
$21,
199.
374/
02/2
010
5180
John
Kin
g C
onsu
ltant
sC
onsu
ltanc
y - R
RF
rect
ifica
tion
plan
for c
ompo
ster
cra
cks
$13,
475.
004/
02/2
010
5181
LAN
DFI
LL G
AS
& P
OW
ER P
TY L
T DE
lect
ricity
usa
ge$3
,675
.74
4/02
/201
051
82LI
NC
STR
ATE
GI C
Cor
pora
te C
omm
unic
atio
ns S
trate
gy s
tyle
gui
de$5
,863
.00
4/02
/201
051
83M
AG
NET
IC A
UTO
MA
TIO
N P
TY L
T DA
nten
na fo
r site
exi
t boo
m g
ate
$242
.00
4/02
/201
051
84M
ULT
IPR
OG
RA
MM
ING
PTY
LT D
Rep
lace
men
t of D
ocke
t prin
ter f
or w
eigh
brid
ge$9
55.8
84/
02/2
010
5185
OR
S G
RO
UP
Wel
lnes
s P
rogr
ams
$145
.00
4/02
/201
051
86Pe
rthw
aste
Pty
Ltd
Pre
para
tion
of d
ata
base
for b
in tr
ail (
Was
te m
inim
isat
ion
proj
ect)
$929
.50
4/02
/201
051
87Q
UIN
NS
RO
CK
EA
RTH
MO
VIN
GC
ontra
ct L
abou
r Ext
erna
l $3
,366
.00
4/02
/201
051
88R
elia
nce
Petr
oleu
mP
urch
ase
of D
istil
late
$20,
032.
104/
02/2
010
5189
REm
ida
Pert
h In
cM
embe
rshi
p fe
es$2
04.0
04/
02/2
010
5190
TELS
TRA
Tele
phon
e E
xpen
ses
$1,0
52.7
54/
02/2
010
5191
TILT
TR
AY
REN
TAL
Tran
spor
t Mul
ti te
rrai
n lo
ader
to s
ervi
ce c
entre
$1,0
17.5
04/
02/2
010
5192
Uni
ted
Equi
pmen
tR
epla
ce ty
res
for F
orkl
ift$7
36.8
94/
02/2
010
5193
Veol
ia E
nviro
nmen
tal S
ervi
ces
Was
te m
inim
isat
ion
proj
ect -
bin
s hi
re$1
19.1
64/
02/2
010
5194
WA
Loc
al G
over
nmen
t Ass
ocia
tion
Mun
icip
al W
aste
Adv
isor
y C
ounc
il co
ntrib
utio
n 20
09/1
0$2
,110
.00
4/02
/201
051
95W
esbe
am P
ty L
tdP
urch
ase
of P
ine
Woo
dchi
p fo
r RR
F$1
,571
.43
4/02
/201
051
96W
este
rn P
lant
Hire
(WA
) Pty
Ltd
Ski
d S
teer
Hire
$10,
472.
004/
02/2
010
5197
Woo
dhou
se L
egal
Lega
l fee
s$6
,245
.80
4/02
/201
051
98W
OR
K C
LOB
BER
Sta
ff U
nifo
rms/
Pro
tect
ive
Clo
thin
g$4
91.2
24/
02/2
010
5199
Car
Car
e (W
A) -
Min
darie
Mot
or v
ehic
le m
aint
enan
ce$3
05.0
04/
02/2
010
5200
Key
fast
Bul
k H
aula
ge P
ty L
tdLi
mes
tone
cru
shin
g$4
6,20
0.00
4/02
/201
052
01K
eyfa
st B
ulk
Hau
lage
Pty
Ltd
Lim
esto
ne c
rush
ing
$63,
687.
014/
02/2
010
5202
HSE
Con
trol
Pty
Ltd
Con
tract
Lab
our E
xter
nal -
Env
ironm
enta
l$1
7,29
8.60
8/02
/201
052
03C
LAR
KLI
FT W
A P
ty L
t dB
rake
cab
les
and
pads
for E
lect
ric v
ehic
le$3
62.4
78/
02/2
010
5204
The
Hire
Guy
s - W
anga
raP
lant
Hire
Cos
ts$6
49.0
08/
02/2
010
5205
PETT
Y C
AS H
Pet
ty c
ash
reim
burs
emen
t$9
75.6
012
/02/
2010
5206
Min
darie
Reg
iona
l Cou
ncil
Staf
f Lot
to A
ccou
n tS
taff
lotto
- D
educ
ted
from
sta
ff sa
lary
$370
.00
15/0
2/20
1052
07K
OD
AN
OZ
Rec
ords
kee
ping
$830
.28
15/0
2/20
1052
08A
ir Li
quid
e W
A P
ty L
t dW
orks
hop
cons
umab
les
$205
.85
15/0
2/20
1052
09C
HEM
WA
TCH
Mon
itorin
g P
rogr
am -
Che
mw
atch
che
mgo
ld s
yste
m$1
,650
.00
15/0
2/20
1052
10C
OA
TES
HIR
EP
lant
hire
cos
ts
$6,6
50.5
915
/02/
2010
5211
Cub
e C
onsu
lting
Pty
Ltd
Sub
scrip
tions
- IN
X s
yste
ms
Inco
ntro
l & In
Tui
tion
$786
.50
15/0
2/20
1052
12D
R D
ERR
ICK
KU
AN
Sta
ff pr
e-m
edic
al re
crui
tmen
t $8
8.00
Sche
dule
of P
aym
ent f
or F
ebru
ary
2010
Cou
ncil
Mee
ting
- 22n
d A
pril
2010
ITEM 8.1.3
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 43
15/0
2/20
1052
13D
RIV
E IN
ELE
CTR
ICS
Airc
ondi
tioni
ng a
nd re
-gas
ing
for I
nter
natio
nal t
ruck
$872
.65
15/0
2/20
1052
14El
ecte
kE
lect
rical
repa
irs a
t wei
ghbr
idge
$1,4
75.1
015
/02/
2010
5215
EMR
CC
olle
ctio
n of
mat
tress
es$2
,222
.00
15/0
2/20
1052
16FI
LTER
SU
PPLI
E SO
il &
air
filte
rs s
uppl
ies
for o
nsite
veh
icle
s$5
12.4
915
/02/
2010
5217
KIN
RO
SS S
UPA
IGA
Sta
ff A
men
ities
$344
.22
15/0
2/20
1052
18L
& T
Ven
able
sP
lant
- R
epai
r and
Mai
nten
ance
for a
rticu
late
d du
mp
truck
$136
.93
15/0
2/20
1052
19Lo
cal G
over
nmen
t Man
ager
s A
ustr
ali a
LGM
A F
inan
ce P
rofe
ssio
nals
Con
fere
nce
$1,3
36.0
015
/02/
2010
5220
MU
LTIP
RO
GR
AM
MIN
G P
TY L
T DC
ISC
O li
cens
e re
new
al a
nd A
ltiris
lice
nses
$5,8
46.0
515
/02/
2010
5221
Nev
erfa
il Sp
ringw
ater
Ltd
Sta
ff A
men
ities
$230
.15
15/0
2/20
1052
22R
apie
rR
epai
r of b
rick
pavi
ng a
t edu
catio
n ce
nter
$1
,616
.00
15/0
2/20
1052
23R
ondo
Bui
ldin
g Se
rvic
es P
ty L
t dW
hite
Ste
elfle
x G
uide
post
sig
ns$7
92.0
015
/02/
2010
5224
SJM
Fen
cing
Site
fenc
e re
pairs
and
new
pan
els
crea
ted
$1,7
00.0
015
/02/
2010
5225
ST J
OH
N A
MB
ULA
NC
EFi
rst A
id k
it$1
06.5
015
/02/
2010
5226
Staf
f Lin
kC
ontra
ct L
abou
r Ext
erna
l - B
ushl
and
man
agem
ent
$6,3
38.8
415
/02/
2010
5227
SYN
ERG
YE
lect
ricity
usa
ge$5
2.95
15/0
2/20
1052
28SY
NN
OTT
MU
LHO
LLA
ND
MA
NA
GEM
ENT
Con
tract
labo
ur -
Mar
ketin
g &
was
te e
duca
tion
$3,2
56.0
015
/02/
2010
5229
Vent
oura
s A
dver
tisin
g &
Des
ign
Was
te E
duca
tion
adve
rtisi
ng$7
26.0
015
/02/
2010
5230
WA
Loc
al G
over
nmen
t Ass
ocia
tion
Adv
ertis
ing
expe
nses
& H
ouse
- H
old
Was
te p
rogr
am c
ontri
butio
n$1
8,88
1.83
15/0
2/20
1052
31W
ATE
R C
OR
POR
ATI
ON
Wat
er
$2,9
82.9
016
/02/
2010
5232
Bro
oke
Wilk
ieC
ontra
ct la
bour
- S
urve
y fo
r was
te m
inim
isat
ion
proj
ect
$330
.00
16/0
2/20
1052
33C
laire
Che
rieC
ontra
ct la
bour
- S
urve
y fo
r was
te m
inim
isat
ion
proj
ect
$1,4
20.3
416
/02/
2010
5234
Laur
a D
avis
Con
tract
labo
ur -
Sur
vey
for w
aste
min
imis
atio
n pr
ojec
t$1
65.0
016
/02/
2010
5235
Mat
t McV
eigh
Con
stru
ct g
iant
pup
pet -
recy
clin
g ev
ent p
rom
otio
ns$4
,950
.00
16/0
2/20
1052
36A
dvan
ced
Traf
fic M
anag
emen
t (W
A) P
ty L
t dTr
affic
con
trol f
or w
eigh
brid
ge$3
,590
.40
16/0
2/20
1052
37B
lack
woo
ds &
Atk
ins
Indu
stria
l sup
plie
s fo
r wor
ksho
p$4
76.8
516
/02/
2010
5238
Bun
ning
s B
uild
ing
Supp
lies
Exp
enda
ble
tool
s$3
08.0
516
/02/
2010
5239
Car
dno
Eppe
ll O
lsen
Pty
Ltd
Con
sulta
ncy
- Tam
ala
Par
l acc
ess
asse
ssm
ent
$1,1
99.0
016
/02/
2010
5240
CLE
AN
SW
EEP
Acc
ess
Roa
d M
aint
enan
ce
$1,1
68.7
516
/02/
2010
5241
Con
serv
atio
n C
ounc
il of
Wes
tern
Aus
tral
ia In
c.S
tall
hire
- E
duca
tion
cent
re$1
00.0
016
/02/
2010
5242
Mur
phy
Perk
ins
Spra
y Se
rvic
es P
/ LR
oad
mar
king
equ
ipm
ent
$389
.18
16/0
2/20
1052
43N
ATI
ON
WID
E O
I LR
ecyc
ling
Con
tract
or -
Was
te O
il$8
67.9
016
/02/
2010
5244
Rel
ianc
e Pe
trol
eum
Dis
tilla
te$1
2,93
3.49
16/0
2/20
1052
45SB
S Si
ms
Gro
upE
-Rec
yclin
g C
ontra
ctor
s$1
,505
.35
16/0
2/20
1052
46ST
EVE'
S M
OB
ILE
TYR
E SE
RVI
CE
Pun
ctur
e re
pairs
- Fo
rklif
t$3
85.0
016
/02/
2010
5247
Tarp
omat
ic A
ustr
alia
Pty
Lt d
Sup
ply
of ta
rpom
atic
equ
ipm
ent
$8,9
99.9
816
/02/
2010
5248
Thin
k Fu
rnitu
re A
ssem
bly
Con
tract
labo
ur -
Furn
iture
ass
embl
y$1
10.0
016
/02/
2010
5249
Tint
-a-C
ar -
Cla
rkso
nW
indo
w ti
ntin
g fo
r offi
ce m
otor
veh
icle
$295
.00
16/0
2/20
1052
50W
esTr
ac P
ty L
tdE
ngin
e oi
l for
site
veh
icle
s$4
78.7
117
/02/
2010
5252
Bet
ter D
igita
l Com
mun
icat
ions
Mob
ile p
hone
acc
esso
ries
$199
.90
18/0
2/20
1052
53Fu
ji Xe
rox
Aus
tral
ia P
ty L
t dLe
ase
and
phot
ocop
ying
exp
ense
s$1
,215
.46
18/0
2/20
1052
54H
SE C
ontr
ol P
ty L
tdC
ontra
ct L
abou
r Ext
erna
l - E
nviro
nmen
tal
$7,2
93.0
018
/02/
2010
5255
Wes
tern
Pla
nt H
ire (W
A) P
ty L
tdP
lant
hire
cos
ts$7
,609
.80
18/0
2/20
1052
56C
ance
lled
Che
que
Can
celle
d C
hequ
e$0
.00
18/0
2/20
1052
57IW
Pro
ject
sC
ontra
ct L
abou
r Ext
erna
l - R
RF
$10,
647.
4519
/02/
2010
5258
AU
STR
ALI
A P
OST
- JO
ON
DA
LUP
Pos
tage
& F
reig
ht$2
97.0
025
/02/
2010
5259
PETT
Y C
AS H
Pet
ty c
ash
reim
burs
emen
t$8
12.0
525
/02/
2010
5260
PETT
Y C
AS H
Sta
ff re
-imbu
rsem
ent f
or s
tudy
pro
gram
$2,4
21.0
026
/02/
2010
5261
Abs
olut
e Pr
omot
ions
Pty
Lt d
Pro
mot
iona
l giv
e aw
ays
- Was
te E
duca
tion
$4,3
08.4
826
/02/
2010
5262
Air
Liqu
ide
WA
Pty
Lt d
Wor
ksho
p co
nsum
able
s$1
,040
.80
ITEM 8.1.3
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 44
26/0
2/20
1052
63A
lanc
e N
ewsp
aper
& M
agaz
ine
Del
iver
yP
erio
dica
ls/ P
ublic
atio
ns$3
6.00
26/0
2/20
1052
64A
PEFi
t airb
ag s
uspe
nsio
n up
grad
e to
fire
ute
$9
90.0
026
/02/
2010
5265
AR
MA
GU
AR
DC
ash
colle
ctio
n fe
e$6
77.1
426
/02/
2010
5266
Aus
tral
ian
Land
fill O
wne
rs A
ssoc
iatio
n (A
LOA
)S
ubsc
riptio
ns A
LOA
Mem
bers
hip
2010
$330
.00
26/0
2/20
1052
67A
ustr
alia
n R
adia
tion
Serv
ices
Pty
Lt d
Gat
e M
onito
r Cal
ibra
tion
$5,2
02.6
726
/02/
2010
5268
Cab
char
ge A
ustr
alia
Ltd
Trav
ellin
g E
xpen
ses
$211
.21
26/0
2/20
1052
69C
LEA
N S
WEE
PA
cces
s R
oad
Mai
nten
ance
$1
,375
.00
26/0
2/20
1052
70C
ON
CEP
T A
UD
IO V
ISU
AL
RR
F P
roje
ctor
and
Scr
een
$4,7
90.5
026
/02/
2010
5271
DEL
OIT
TEC
onsu
ltanc
y - R
RF
Sta
ndst
ill A
gree
men
t$1
5,56
6.95
26/0
2/20
1052
72D
evco
Hol
ding
s Pt
y Lt
dR
epai
rs to
dam
aged
wei
ghbr
idge
bui
ldin
g $4
,158
.00
26/0
2/20
1052
73D
RIV
E IN
ELE
CTR
ICS
Ren
ew a
ltern
ator
for T
ana
$593
.00
26/0
2/20
1052
74D
UN
& B
RA
DST
REE
T A
UST
RA
LIA
P/ L
Deb
t col
lect
ion
fee
$3.9
626
/02/
2010
5275
Free
hills
Con
sulta
ncy
- Cra
cked
Com
post
ers
& o
ther
lega
l mat
ters
$16,
847.
4926
/02/
2010
5276
Fuji
Xero
x A
ustr
alia
Pty
Lt d
Pho
toco
pyin
g E
xpen
ses
& le
asin
g fe
es$1
,120
.35
26/0
2/20
1052
77G
reen
wor
ld In
door
Gar
dens
Mon
thly
pla
nt re
ntal
$396
.84
26/0
2/20
1052
78IN
FOR
MA
TIO
N E
NTE
RPR
ISES
TR
US T
Sco
ping
Pro
ject
$5,5
27.5
026
/02/
2010
5279
Inst
ant P
rodu
cts
Gro
upS
ervi
ce W
aste
Edu
catio
n to
ilet
$514
.25
26/0
2/20
1052
80Ja
snea
tG
ener
al C
lean
ing
$1,4
63.0
026
/02/
2010
5281
Kite
c El
ectr
ical
Ser
vice
sE
lect
rical
tagg
ing
at w
orks
hop
$781
.81
26/0
2/20
1052
82LA
ND
FILL
GA
S &
PO
WER
PTY
LT D
Ele
ctric
ity u
sage
$3,7
67.4
526
/02/
2010
5283
Mag
icor
p Pt
y Lt
dTe
leph
one
Exp
ense
s- m
essa
ge s
ubsc
riptio
n$1
03.4
026
/02/
2010
5284
Mck
enna
Ham
pton
Com
post
er C
rack
s In
sura
nce
Adv
ice
$825
.00
26/0
2/20
1052
85M
ERC
UR
YC
ourie
r exp
ense
s$2
63.7
026
/02/
2010
5286
NA
TIO
NA
L TY
RE S
Pun
ctur
e re
pairs
for a
rticu
late
d du
mp
truck
$2,0
04.2
026
/02/
2010
5287
NO
RTH
SID
E N
ISSA
NR
epai
rs &
ser
vice
of m
otor
veh
icle
$2,3
81.9
026
/02/
2010
5288
Onl
ine
Prin
ting
Serv
ice s
Prin
ting
of b
usin
ess
card
s$3
20.0
026
/02/
2010
5289
QU
INN
S R
OC
K C
AB
INET
S &
MA
INTE
NC
ontra
ct L
abou
r - R
RF
land
scap
ing
$5,7
36.5
026
/02/
2010
5290
RA
ICH
AN
D A
SSO
CIA
TES
Wea
ther
Sta
tion
Mon
itorin
g$1
,141
.33
26/0
2/20
1052
91R
ed 1
1 Pt
y Lt
dP
rinte
r ton
ers
supp
ly$2
89.1
026
/02/
2010
5292
Rel
ianc
e Pe
trol
eum
Pur
chas
e of
Dis
tilla
te$3
5,81
1.60
26/0
2/20
1052
93R
hond
a Ev
ans
Nav
isio
n/W
aste
man
sys
tem
sup
port
& m
aint
enan
ce
$580
.80
26/0
2/20
1052
94Se
nsis
Pty
Ltd
Yel
low
Pag
es D
irect
ory
List
ing
$492
.33
26/0
2/20
1052
95SU
RVE
Y G
RA
PHIC
SM
onito
ring
Pro
gram
- Map
ping
con
sulta
nts
$844
.58
26/0
2/20
1052
96SY
NN
OTT
MU
LHO
LLA
ND
MA
NA
GEM
ENT
Con
tract
labo
ur -
Mar
ketin
g &
was
te e
duca
tion
$11,
764.
5026
/02/
2010
5297
TELS
TRA
Tele
phon
e E
xpen
ses
$1,1
50.1
926
/02/
2010
5298
The
Exec
utiv
e C
onne
ctio
n Pt
y Lt
dQ
uarte
rly s
ubsc
riptio
ns &
sem
inar
fees
$4,5
37.5
026
/02/
2010
5299
UR
SP
rofe
ssio
nal f
ees
- RR
F In
frast
ruct
ure
$10,
223.
9026
/02/
2010
5300
WA
Loc
al G
over
nmen
t Ass
ocia
tion
Loca
l Gov
ernm
ent D
irect
ory
listin
g fe
e$4
6.90
26/0
2/20
1053
01W
ESTE
RN
DIA
GN
OST
IC P
ATH
OLO
GY
Wel
lnes
s P
rogr
ams
$30.
0326
/02/
2010
5305
CA
LTEX
AU
STR
ALI
A P
ETR
OLE
UM
PT Y
Pla
nt -
Fuel
and
Oil
$154
.05
26/0
2/20
1053
06B
rand
Suc
cess
Pro
mot
iona
l giv
e aw
ays
- Was
te E
duca
tion
$715
.00
26/0
2/20
1053
07C
anno
n H
ygie
ne A
ustr
alia
Pty
Ltd
Cle
anin
g su
pplie
s - J
anua
ry &
Feb
ruar
y 20
09$7
85.1
526
/02/
2010
5308
Cou
pler
s M
alag
aM
aint
enan
ce fo
r Bom
ag c
ompa
ctor
$780
.81
26/0
2/20
1053
09B
RYA
NT
MED
I AC
orpo
rate
Com
mun
icat
ions
Stra
tegy
$4,4
00.0
026
/02/
2010
5310
Bet
ter D
igita
l Com
mun
icat
ions
Mob
ile p
hone
and
car
kit
acce
ssor
ies
$712
.00
26/0
2/20
1053
11El
ecte
kE
lect
rical
mai
nten
ance
$703
.12
26/0
2/20
1053
12W
AN
NER
OO
PLU
MB
ING
SER
VIC
EC
lear
blo
cked
toile
t in
wor
ksho
p$3
42.8
726
/02/
2010
5313
Woo
dhou
se L
egal
Lega
l fee
s$7
,218
.20
26/0
2/20
1053
14W
orko
ut W
orld
Equ
ipm
ent m
aint
enan
ce$6
0.00
ITEM 8.1.3
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 45
26/0
2/20
1053
15C
ity o
f Joo
ndal
upLe
ase
Fee
Lot 1
18 M
arm
ion
Ave
for M
arch
201
0$9
,241
.23
26/0
2/20
1053
16C
ity o
f Per
thLe
ase
Fee
Lot 1
18 M
arm
ion
Ave
for M
arch
201
0$4
,620
.64
26/0
2/20
1053
17C
ity o
f Stir
ling
Leas
e Fe
e Lo
t 118
Mar
mio
n A
ve fo
r Mar
ch 2
010
$18,
482.
4926
/02/
2010
5318
City
of W
anne
roo
Leas
e Fe
e Lo
t 118
Mar
mio
n A
ve fo
r Mar
ch 2
010
$9,2
41.2
326
/02/
2010
5322
Tow
n of
Vin
cen t
Leas
e Fe
e Lo
t 118
Mar
mio
n A
ve fo
r Mar
ch 2
010
$4,6
20.6
426
/02/
2010
5323
Tow
n of
Vic
toria
Par
kLe
ase
Fee
Lot 1
18 M
arm
ion
Ave
for M
arch
201
0$4
,620
.64
26/0
2/20
1053
24To
wn
of C
ambr
idg e
Leas
e Fe
e Lo
t 118
Mar
mio
n A
ve fo
r Mar
ch 2
010
$4,6
20.6
426
/02/
2010
5325
DEE
RIN
G A
UTR
ON
ICS
Fitti
ng o
f fla
shin
g lig
ht fo
r Edu
catio
n ce
ntre
veh
icle
$435
.12
26/0
2/20
1053
26Eq
uilib
rium
Com
mun
icat
ion
Prin
ting
of c
alen
dars
and
HH
W b
roch
ures
$13,
675.
8626
/02/
2010
5327
GH
D P
TY L
T DC
onsu
ltanc
y - I
nfra
stru
ctur
e w
aste
(was
te m
inim
isat
ion
proj
ect)
$3,0
68.6
426
/02/
2010
5328
Gre
at S
outh
ern
Sand
sE
xcav
atio
n w
ork
of P
hase
3 s
tage
2 p
roje
ct$1
4,19
0.00
26/0
2/20
1053
29H
yder
Con
sulti
ng P
ty L
tdC
onsu
ltanc
y - I
nteg
rate
d R
egio
nal P
lan
proj
ect (
Was
te m
inim
isat
ion)
$14,
132.
9126
/02/
2010
5330
Iron
Mou
ntai
n A
ustr
alia
Pty
Lt d
Rec
ords
mai
nten
ance
$4.5
326
/02/
2010
5331
Mid
alia
Ste
elP
urch
ase
of s
teel
she
ets
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ITEM 8.1.3
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 46
Sum
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EX
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UTI
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OFF
ICE
R
ITEM 8.1.3
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 47
MINUTES
TECHNICAL WORKING GROUP
THURSDAY 1 APRIL 2010
TIME: 8.30AM
VENUE – TOWN OF CAMBRIDGE
Managing waste and recovering resources responsibly Constituent Members: Cities of Perth, Joondalup, Stirling, and Wanneroo.
Towns of Cambridge, Victoria Park and Vincent
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 48
MINDARIE REGIONAL COUNCIL
TECHNICAL WORKING GROUP
NOTICE OF MEETING
26 March 2010
Members are advised that a meeting of the Technical Working Group of the Mindarie Regional Council will be held in the Committee Room of the Town of Cambridge, 1 Bold Park Drive, Floreat, Thursday 1 April 2010 commencing at 8.30am.
Items for consideration are attached.
Yours faithfully
KEVIN POYNTON Chief Executive Officer MEMBERS: K Poynton Chief Executive Officer Mindarie
E Albrecht Manager Waste Fleet Stirling K Caple Director City Business Wanneroo C Colyer Director Infrastructure Cambridge K Dhillon Chief Financial Officer Mindarie G Eves Director Infrastructure Management Stirling D Forster Director Business Units Perth M Glover Director Infrastructure Services Joondalup E Herne Director Corp Resource Management Stirling P Hoar Coordinator Waste Mgt Joondalup R Lotznicker Director Technical Services Vincent S Spinks Manager City Business Wanneroo M Tolson Operations Manager Mindarie A Vuleta Director Technical Services Vic Park I Watkins Projects Manager Mindarie
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 49
MINUTES OF A MEETING OF THE TECHNICAL WORKING GROUP OF THE MINDARIE REGIONAL COUNCIL HELD IN THE COMMITTEE ROOM OF THE TOWN OF CAMBRIDGE, 1 BOLD PARK DRIVE, FLOREAT, ON THURSDAY 1 APRIL 2010 AT 10.15AM . PRESENT: K Poynton Chairman Members Messrs Ed Albrecht Operations Manager Stirling Karen Caple Director City Business Wanneroo Chris Colyer Director Infrastructure Cambridge Kalwant Dhillon Chief Financial Officer Mindarie Martyn Glover Director Infrastructure Sves Joondalup Peter Hoar Coordinator Waste Mgt Joondalup Shane Spinks Manager City Business Wanneroo Mike Tolson Operations Manager Mindarie Ian Watkins Project Manager Mindarie VISITORS Nil APOLOGIES D Forster R Lotznicker CONFIRMATION OF MINUTES Not applicable
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 50
MINUTES
TABLE OF CONTENTS
ITEM
SUBJECT
FILE NO
PAGE NO
1 BUSINESS REPORT (for the period 26 January 2010 – 25 March 2010)
COR/8 P5-18
2
RESOURCE RECOVERY FACILITY UPDATE REPORT (for the period 5 February 2010 – 25 March 2010)
WST/13-02 P19-47
3 LANDFILL UPDATE REPORT (for the period 15 October 2009 – 25 March 2010) WST/100 P48-52
4 LANDFILL GAS CONTRACT REPORT EST/2-02 P53-58
5 BUSINESS PLANNING 2010/2011 COR/8 P59-72
6 ENVIRO 2010 CONFERENCE AND EXHIBITION - SOLUTIONS FOR A SUSTAINABLE FUTURE
COR/33 P73-79
7 MINDARIE REGIONAL COUNCIL – POLICY DOCUMENTATION – REVIEW OF EXISTING POLICIES
COR/23 P80-96
8 TAMALA PARK WEIGHBRIDGE BUILDING RECONSTRUCTION
COP/12 P97-128
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 51
ITEM 1 BUSINESS REPORT (for the period 26 January 2010 – 25 March 2010) File No: COR/8 (D/10/1765) Attachment(s): 1. Information related to landfill and recycling activity at Tamala
Park to end February 2010 2. MRC Marketing and Education Plan – Progress Report Author: Kevin Poynton
SUMMARY The purpose of this report is to provide Council with current information on all business activities. BACKGROUND The Council at its meeting held in October 2008, resolved, inter alia, to approve a revised Strategic Plan. Council, at Special Council Meeting 28 May 2009, approved Annual Business Plan 2009/2010. This business report is now presented in a format consistent with both the Strategic Plan and approved Annual Business Plan. New information since the last report is provided in ‘bold italics’. DETAIL OBJECTIVE ONE – WASTE MANAGEMENT Objective One is ‘to manage waste in a way that
• Maximises resource recovery
• Minimises waste to landfill
in order to minimise environmental impact. Existing Waste Processing Projects – Tamala Park The table at Attachment One describes business activity for the period 1 July 2009 – 28 February 2010 for member councils, and others, in terms of tonnage (received for processing) and revenue associated with this tonnage. Information related to landfill and recycling activity at Tamala Park to end February 2010 is presented in the table at Attachment One. Current information in relation to Tamala Park landfill and recycling activities is as follows:
• The issue of a contractual dispute with a service provider, in relation to landfill construction work, has progressed to the point where a draft legal document assigning responsibilities from the contractor (JJ MacDonald) to the current owners (WATPAC) has been reviewed. Legal advice has been that the type of assignation is incorrect. Further liaison has continued with WATPAC
• Utilisation of Tamala Park limestone has continued both onsite and via exploitation of offsite activities
ITEM 8.2.1
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 52
• An investigation into the characteristics of future gas management plan is in progress with a view to either an extension of the existing arrangement for a finite period, or conduct of another tender exercise for the service. This matter is the subject of a separate report in this agenda. Meanwhile, landfill gas related revenue for period 1 July 2009 – end February 2010 is $282,410. The budget estimate for financial year 2009/2010 was $550,000 and this is expected to be achieved
• Key tasks associated with the groundwater management plan for 2009/2010 are as follows:
- Groundwater sampling, analysis and reporting
- The annual ground water monitoring report, including the results from 18 new bores was presented to DEC in March 2009
- Specialist groundwater monitoring/management consultancy services will be required for planning any groundwater remediation requirements in FY 09/10 that may arise as a result of the leachate plume being detected to the north of Stage I
- Provision of an additional 3 borehole clusters to aid the investigation of the above item
The administration has received the latest groundwater monitoring report. Key points to note are as follows:
- Annual groundwater monitoring for 2009 included 9 additional boreholes along northern boundary
- Results indicate plume is migrating in north westerly direction and some substances of concern are above investigation trigger levels at the northern boundary
- Funding requested in 2010/2011 budget for investigating Monitored Natural Attenuation and Engineered Remediation options
- Consultation with stakeholders to be undertaken with inputs from above investigations to be considered
• Access to Federal Government funds to establish a ‘used – fridge management capability’ as an internal rather external service, at a cost saving of $29,000 per annum, has commenced. These funds are being used to train two staff on ‘used fridge management’
Existing Waste Processing Projects – Neerabup Progress against a project to establish and operate a Resource Recovery Facility (RRF) at Neerabup in is contained in a separate report within this agenda. OBJECTIVE TWO – WASTE PROCESSING OPPORTUNITIES Objective Two is to identify, evaluate and implement opportunities for expansion of the waste management business. An Integrated Regional Plan Tasks associated with the development of an integrated regional plan have been progressed as follows:
ITEM 8.2.1
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 53
• Hyder presentation to the TWG on 5 February covering waste processing options, selection criteria and related assumptions
• Feedback from the TWG to prioritise selection criteria
• Scenario modelling undertaken by Hyder
• Finalisation of remaining project activity timeline
• Arrangements for a TWG scenario workshop on 15 April Additional Processing Facilities Tasks associated with the establishment of additional processing facilities for operation by Mindarie Regional Council have been progressed as follows:
• Recycling Centre Balcatta (City of Stirling)
- Investigation into Mindarie Regional Council operation of Household Hazardous Waste (HHW) component completed
- Alternative approach re ‘takeover’ of all the recycling activities at Balcatta is in progress
• ‘Son of Tamala’ Landfill
- Work is progressing to investigate purchase of land for potential purchase for use as a landfill, if required
OBJECTIVE THREE – INDUSTRY LEADERSHIP AND ADVOCACY Objective Three is to identify and promote industry-wide initiatives for improvements to waste/resource management, particularly in relation to waste minimisation and resource recovery. SWMP Projects Progress on current SWMP projects during the reporting period has been as follows: 1. 2 Bin Trial (clean2stream) This project seeks to address the issue of “which bin to put it in” and study household and non residential sorting and collection systems to be considered for future improvements in recycling recovery and waste processing. The object of this project is to develop and trial a 2 stream collection system that is optimised to suit future organic and non-organic waste recycling for a range of premises, without the introduction of a new “class of waste” stream and the expense associated with the supply of bins, trucks, staff and environmental emissions associated with collection vehicles. Participating Local Government – Town of Cambridge Current Progress:
• Trial currently underway
• Approximately 900 Town of Cambridge households participating
• High level of community acceptance and appreciation
• MRC activity relates to ongoing supply of “bio-bags” (a consumable) to participants
• Trial ends on 8 April 2010
ITEM 8.2.1
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 54
• Gathering data from the waste collection
• Gathering feedback from the community and waste collection contractor
• Following the trial completion (8/4/10), the MRC will produce a report on the outcomes of the trial.
2. Bulky Waste Characterisation This project is designed to identify the composition of the various bulky waste streams delivered to Tamala Park and Recycling Centre Balcatta and identify their sources. This information is then available to the Mindarie Regional Council and the City of Stirling to be considered in the redesign of their respective transfer stations including charging policy and materials handling procedures to increase the amount of waste diverted from landfill. Participating Local Governments: City of Stirling, Mindarie Regional Council Current Progress:
• Final report completed
• Report on MRC website for public information
3. Best practice bulky hard waste and garden waste verge collections This project seeks to identify best practice recovery of bulky hard and green waste from household verge collections for the purpose of reuse and recycling. During the project officers audit materials placed on verges for collection, interview officers from member councils and collection contractors and collate detail on all member council collection services. Current Progress:
• Draft report completed
• MRC currently reviewing draft report.
• Following finalisation, the report will be placed on MRC website for public information
4. Events Recycling The results of these investigations will be used to develop new waste management models and procedures for use throughout the region. The waste management models will also make allowance for the different sizes of events. Participating Local Governments: City of Perth, consultation with all member councils Current Progress:
• Draft report being finalised by consultant 5. Council Infrastructure Works Waste Recycling This project is designed to bring together all of the Engineering and Parks operational staff within the region with responsibility for the recycling and disposal of solid waste generated through the construction and maintenance of Local Government infrastructure with a focus on pavement, drainage and parks operations.
ITEM 8.2.1
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 55
The object is to identify best practice infrastructure waste avoidance and recycling and seek to adopt the best practices through all member Local Governments through copying techniques and sharing contracts. Participating Local Governments: All member councils Current Progress:
• Draft report completed
• MRC currently reviewing draft report.
• Following finalisation, the report will be placed on MRC website for public information
6. Reducing the Direct Environmental Impact from the Transport of Collected Recycling and Waste Materials for Present and Future Scenarios The objective of this project is to identify what opportunities exist and what steps need to be taken to optimise the collection and transport of materials for the purposes of recycling and disposal. The project is intended to identify the optimum travelling distances for kerbside collection vehicles in terms of premises serviced, fuels consumed and emissions to the atmosphere from when a truck is filled to capacity to the point of discharge and to specify what benefits can be derived from:
• Locating processing facilities closer to the point of collection
• Using transfer stations to sort and move waste to more remote recycling facilities and landfill sites.
Participating Local Governments: All member councils Current progress:
• This project forms part of the Hyder Integrated Regional Plan.
• Hyder currently carrying out scenario modelling. Partnership Activities Key partnership activities during the reporting period have been as follows:
• Municipal Waste Advisory Council (MWAC)
- Meeting held February 2010
• Forum of Regional Councils (FORC)
- Meeting held February 2010 - Presentation provided by EMRC on visit to overseas Waste to
Energy facilities
- Development continued on an approach to further improve liaison with WALGA (MWAC)
- Confirmation occurred on a plan to brief State Government representatives on FORC activities
- Discussion held on contents of paper ‘Waste as Essential Service’, and revised FORC Terms of Reference
ITEM 8.2.1
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 56
• Waste Management Association of WA (WMAA(WA))
- Implementation of project plans for utilisation of $100k from Waste Authority
• Industry Training Council (EUPA)
- Review and revision of waste industry training needs, using levy funds. This work is in progress
OBJECTIVE FOUR – COMMUNITY ENGAGEMENT Objective Four is to engage with the community in the Mindarie region in order to promote behaviour consistent with the region’s operational plans for waste/resource management. A report on progress against Council’s Marketing and Education Plan is at Attachment Two to this Item. Marketing Activities Key marketing activities progressed during the reporting period were as follows:
• Annual Report delivered and distributed in two formats
• Style Guide close to finalisation – co-branding requirements have been used in discussions with Councils about design of fridge calendars
• Monthly community update advertisements in Community Newspapers in February and March
• CEO Bulletin produced following 25 February Ordinary Council Meeting
• MRC News edition in production
• Booking made for booth at this year’s Waste and Recycle Conference
• Ongoing maintenance and improvements to website
• Work commencing on creation of Brand Council
• Work commencing on development of Earth Carers interactive website tool
Education Activities Key education activities progressed during the reporting period were as follows:
• Continued support of member councils with the metropolitan-wide battery collection program. Battery bins are now in place in each Council area. Investigation of region-wide contractor to collect batteries. The first delivery of batteries to eastern states for recycling to happen in late March.
• Work commencing with production of financial year fridge calendars for Cambridge, Stirling, Vincent, Joondalup and Wanneroo.
• New Earth Carers course has commenced with 33 registrations.
• Planning commencing on fit-out of displays at the RRF Visitors Centre. RFQ for internal displays about to be called.
• RRF promotional brochure has been printed. RRF DVD script is being finalised.
ITEM 8.2.1
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 57
• Tours are continuing to have good levels of interest and mobile display activity has increased in line with the summer event schedules of member Councils
• HHW promotion for Disposal Day at Joondalup on March 27. HHW brochure in production.
• Work commencing on development of waste statistics report card and graphic representation on website.
• Proposal to start developing communication material for community members with English as a Second Language (ESL) was discussed and accepted at WESSG meeting
Community Engagement Advisory Group (CEAG) Activities Key CEAG activities progressed during the reporting period were as follows:
• CEAG has reviewed its Roles & Functions Statement. This will come to the April Ordinary Council Meeting for endorsement
• CEAG has completed it review of performance against the CPA as of Practical Completion. Report to come to the April Ordinary Council Meeting for endorsement
• Participation at the CATRA (Carramar & Tapping Residents Association) Expo on 14 March. Four CEAG members assisted on the day
OBJECTIVE FIVE – ORGANISATIONAL MANAGEMENT Objective Five is to maintain excellent management of the Mindarie Regional Council organisation. Business Systems Key projects associated with this port folio are as follows:
• Implementation of improved budget preparation process, in conjunction with member councils
• Investigation of personnel resourcing mix, prior to Budget 2010/2011
• Progress of improved TWG governance model
• Progress of a project to develop a revised pricing model
Member Council Partnerships Key activities progressed as follows:
• Liaison Tamala Park Regional Council (TPRC) re buffer and associated issues
• Agreement by TPRC on revised buffer plan
• Commencement of preparation of a lease amendment to effect this revised buffer plan
On the matter of Town of Cambridge exemption request, CEO Mindarie Regional Council and CEO Town of Cambridge have agreed that this matter is best left until investigations on a revised pricing model and an ‘exemption approach’ are completed. This is now estimated to be early 2010.
ITEM 8.2.1
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 58
Establishment Agreement The administration has received correspondence from Town of Vincent advising a position of support for ‘one vote – one Council’, as distinct to the existing model, in any future draft Establishment Agreement. This position is at odds with other Council positions on this matter i.e. retention of status quo. Attendees at an Officer Business Workshop on 13 August 2009 agreed ‘way ahead’ as follows:
• Finalisation of the draft Establishment Agreement, for MRC endorsement and subsequent consideration by member councils
• Development of a suite of potential Constitution amendments, for consideration by MRC and member councils in the event of non-agreement to the draft Establishment Agreement
The Establishment Agreement work is closely linked to the pricing model, and will occur in synchronisation with this pricing model work. The estimated timeframe for presentation of a final draft Establishment Agreement to Council will depend on pricing model progress.
CONSULTATION Not applicable STATUTORY ENVIRONMENT Not applicable POLICY IMPLICATIONS Not applicable STRATEGIC IMPLICATIONS This progress report reflects progress against approved activities associated with the Council’s annual Business Plan. FINANCIAL IMPLICATIONS These activities are conducted within the context of the approved Council budget for any particular financial year. COMMENT Council business is currently being conducted within the framework of the Annual Business Plan. MRC OFFICER RECOMMENDATION That Council receive this progress report for the period 25 January 2010 – 25 March 2010 against Annual Business Plan 2009/2010.
ITEM 8.2.1
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 59
TECHNICAL WORKING GROUP MEETING – 1 APRIL 2010 The Group agreed actions as follows:
• Further improvement to the Marketing and Education Plan progress report via ‘plan vs. actual’ financial reporting
• Wider distribution of meeting minutes as follows:
- TWG Minutes: to WESSG
- WESSG Minutes: to TWG TWG OFFICERS RECOMMENDATION That Council receive this progress report for the period 25 January 2010 – 25 March 2010 against Annual Business Plan 2009/2010.
ITEM 8.2.1
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 60
ATTACHMENT ONE
TO ITEM 1
TECHNICAL WORKING GROUP
1 APRIL 2010
INFORMATION RELATED TO LANDFILL AND RECYCLING ACTIVITY AT TAMALA PARK TO END FEBRUARY 2010
ITEM 8.2.1
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 61
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ITEM 8.2.1MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 62
ATTACHMENT TWO
TO ITEM 1
TECHNICAL WORKING GROUP
1 APRIL 2010
MRC MARKETING AND EDUCATION PLAN – PROGRESS REPORT
ITEM 8.2.1
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 63
MRC MARKETING AND EDUCATION PLAN – PROGRESS REPORT
ACTIVITY BUDGETCURRENT STATUS
ACTION PRIOR TO JUNE 30
Corporate Communications
Annual Report & Strategic Plan
$25,000 Completed
Waste Conference $15,000 Completed Media activity $15,000 Ongoing Website update $45,000 Ongoing Maintenance continuing, plus
commencement of Stage 2 interactive
MRC News $65,000 In production
For distribution in April
Facts n Stats $12,833 Updates to be developed Every Moment Matters $4,167 Updates to be developed General advertising $6,000 Utilised as
required
Waste education WESSG support $2,500 Monthly
meetings
Branding support $21,000 Vic Park truck stickers completed
Discussing bin sticker support for Stirling and Vincent. Finalisation of Style Guide
Region evaluation tool $10,000 Work has commenced to develop report card
Creation of concept; consultation with Councils; and finalisation
Tours program $20,000 Ongoing Full program up to & beyond June
Bus subsidy $15,000 Ongoing Full program up to & beyond June
Launch of education centre
$4,500 Completed
Mobile display $10,000 Ongoing Full program up to & beyond June
Fridge calendar “Waste management & recycling guide”
$56,000 Calendars completed for Perth & Vic Park
Financial year calendars to be developed for Stirling, Cambridge, Vincent, Joondalup and Wanneroo (TBC). RFQ for design & print management to be implemented
Earth Carers $60,000 5th training program underway
EC events – graduation and planning mtgs; working with EC group on interactive tool
HHW promotion $48,000 09 Disposal Days for Cambridge, Vic Park & Vincent
2010 Disposal days for Joondalup, Stirling & Cambridge. Production of HHW brochure
Waste Wise events $14,000 Activity funded as RIP project
ITEM 8.2.1MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 64
Contaminants education $6,300 Fluoros & batteries focus
Plan program expansion including collection devices for distribution to households
E-waste $25,000 Possible Apple e-waste day in June
Will support e-waste day when confirmed
Partnership program $25,000 Tales With A Twist in schools & at community events
Shopping centre performances plus another 21 school performances in May
Schools program $30,000 Ongoing Complete planning to gradually build program. Strong demand for incursions.
ESL $10,000 Material being drafted
For completion before end of June
Advertising $7,000 Participation in waste supplements
Projects & SWMP support
Visitors Centre $40,000 Design brief developed; RFQ process imminent
Completion of Stage 1 of fitout by end of June
DVD & brochures for RRF
$18,000 Brochure completed; DVD script close to finalisation
Complete DVD
Monthly update ad $72,000 Ongoing Monthly ad
ITEM 8.2.1MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 65
ITEM 2 RESOURCE RECOVERY FACILITY UPDATE REPORT (for the period 5 February 2010 – 25 March 2010)
File No: WST/13-02 (D/10/1898) Attachment(s): 1. CEAG Role and Function Statement 2. Community Partnership Agreement Review Report Author: Ian Watkins
SUMMARY The purpose of this report is to provide Council with information relating to relevant historical information and operation of the Stage 1 Resource Recovery Facility (RRF) at Neerabup. New information since the last report is provided in ‘bold italics’. BACKGROUND Stage 1 RRF contract was signed with BioVision 2020 on 23 November 2007. Construction commenced on 27 February 2008 with Practical Completion being achieved on 16 July 2009. The 20 year contract operational period commenced on 16 July 2009.
• Contract framework includes:
• Contractor - BioVision 2020 (Ownership - 70% Westscheme; 30% SITA)
• Build Own and Operate (BOO) contract structure
• 100,000 tonnes per year
• 20 year contract
• Contract commencement date 16 July 2009
• Contract end date 15 July 2029 DETAIL Operations As at 16 July 2009 facility operations commenced. Typical operational conditions include:
• MRC to deliver 400 tonnes per day - Monday to Friday
• BioVision to process 285 tonnes per day - seven days per week
• 40,000 kilolitres of water consumed per year
• 3 MW hours of power consumed
• Approximately 40,000 tonnes of compost produced annually
• Approximately 30,000 tonnes of residue sent to Tamala Park annually
• 1,200 tonnes of ferrous metal recycled annually
ITEM 8.2.2
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 66
Composter Structural Issues Following the completion of short term repairs to the cracked composters, the facility was put back into full operation on 1 February 2010. Subsequent to this date, the facility has operated at greater then 100% Availability. Standstill Deed (SSD) Update:
• MRC has requested one minor change to the wording of the SSD relating to the methodology for working out and guaranteed tonnage shortfall during the Initial Guarantee Availability Period
• BioVision has requested a minor change relating to the period in which Deemed Tonnes are limited to a maximum of 300 tonnes per month. Although this is a minor change and is consistent with the negotiations surrounding the finalisation of the Rectification Plan, this change has been assessed by the Freehills as being a material change. Consequently, in accordance with the resolution from the February OCM, the SSD will need to come back to Council for approval prior to sign off
• It is anticipated that all necessary changes to the SSD will be concluded prior to the 22 April OCM allowing a late item to be presented at the meeting. Should this not be achieved, it will be necessary to call a Special Council Meeting to deal specifically with the final SSD
• The ANZ Bank sign off of the SSD can only be achieved once the final document has been agreed between the MRC and BioVision
• The facility is currently being operated as if the SSD was in full effect MRC Current Activities:
• Adjusting weekly delivery tonnage to accommodate operational requirements
• Investigating potential insurance claims
• Monitoring BioVision activity relating to composter long-term repairs BioVision current activities:
• Adjusting facility operations to maximise Availability
• Pursuing insurance claims:
- Feedback from BioVision is that the "Industrial Special Risks" insurer is not responding to the Claim. This is to do with the fact that it has not yet been finalised which party (designer or composter construction contractor) is liable for damages
- BioVision is pursuing legal action against the insurer
• Finalising composter long-term repair arrangements BioVision Tonnage Guarantee (assumption is that the SSD will be signed off by all parties):
• As at the end of January 2010 BioVision had a Guarantee shortfall of 5,651 tonnes
• During the month of February BioVision reduced the Guarantee shortfall by a 48 tonnes resulting in a remaining Guarantee shortfall of 5,603 tonnes
ITEM 8.2.2
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 67
Waste Delivery Under normal operating circumstances the RRF will typically accept approximately 2,000 tonnes of waste per week (Scheduled Tonnes). As a result of the reduced Availability associated with the composter cracks, BioVision is endeavouring to catch up the tonnage shortfall during the remainder of the Contract Year (the Standstill Deed provides an opportunity for BioVision to continue to catch up the tonnage shortfall during the following Contract Year). As a consequence the MRC has been requested to deliver more than the scheduled 2,000 tonnes per week. In order to meet the demand for additional tonnage, the Town of Vincent has recently commenced delivering waste to the RRF. Consequently, the following Member Councils deliver waste to the RRF:
• City of Wanneroo
• City of Joondalup
• Town of Cambridge
• Town of Victoria Park
• Town of Vincent Under current arrangements, both the City of Perth and the City of Stirling are not delivering waste to the RRF. Should the MRC be requested to deliver additional tonnes, above and beyond what is available from the existing Member Councils delivering to the RRF, the City of Perth and the City of Stirling may be required to commence deliveries. An issue that arose following the Town of Vincent commencing deliveries was that the Received Hall is not designed to accept “rear lift” type vehicles. The Town of Vincent operates two of this type of vehicle. BioVision/SITA opted not to receive waste from these two vehicles; hence, a portion of the Town of Vincent's Processable waste is still being delivered to Tamala Park. The problem with the rear lift type vehicles is that they are unable to reverse back far enough in order to tip into the Receival Hall pit. The only option available is for these vehicles to tip the waste on the floor next to the pit. SITA then is required to push the waste into the pit. In addition to the double handling, this activity dirties the tipping floor on which all of the waste delivery vehicles drive: consequently, getting waste on the vehicle tyres and tracking waste on the exit road. The MRC is in discussion with BioVision to resolve the tipping issues associated with rear lift type vehicles. In accordance with the RRFA, the facility is required to accept this type of vehicle. Should the City of Perth be required to deliver waste to the RRF, this issue becomes even more critical as all of the City of Perth waste delivery vehicles are rear lift type vehicles.
ITEM 8.2.2
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 68
Graph No. 1 provides detail of the Actual Tonnage of waste delivered in comparison to Scheduled Tonnage. Graph No. 1 – Actual vs. Scheduled Tonnage
Monthly Waste Delivery
-
1,000
2,000
3,000
4,000
5,000
6,000
7,000
8,000
9,000
10,000
Sep-09 Oct-09 Nov-09 Dec-09 Jan-10 Feb-10
Months
Tonn
age
Scheduled TonnesActual Tonnes
For the month of February 2010 the RRF received 48 tonnes more waste them scheduled (100.6% Availability). Graph No. 2 – Monthly Availability
Monthly Availability
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
110%
Sep-09 Oct-09 Nov-09 Dec-09 Jan-10 Feb-10
Months
Avai
labi
lity
Availability
ITEM 8.2.2
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 69
Graph No. 3 – Monthly Cost/tonne Delivered (incl. Compost Cost)
Monthly Cost/Tonne Delivered (incl. Compost Cost)
$0.00
$50.00
$100.00
$150.00
$200.00
$250.00
$300.00
$350.00
$400.00
Sep-09 Oct-09 Nov-09 Dec-09 Jan-10 Feb-10
Months
Cost
/Ton
ne D
eliv
ered
Cost/Tonne Delivered
This Graph has been amended since the previous reporting period to include the Compost Cost this is a relatively minor cost in comparison to the overall gate fee; however, this graft now reflects the true gate fee that is paid to BioVision. As can be seen, the cost/tonne for the month of February has returned to normal ($146.51, Compost Cost component for this invoice $0.04). This is a function of achieving greater than 92% Availability for the month. Graph No. 4 – Waste Diversion from Landfill
Waste Diversion From Landfill
-
1,000.00
2,000.00
3,000.00
4,000.00
5,000.00
6,000.00
Sep-09 Oct-09 Nov-09 Dec-09 Jan-10 Feb-10
Months
Tonn
age
of W
aste
Div
erte
d
Waste Diversion
ITEM 8.2.2
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 70
Key Performance Indicators KPI’s as per the RRFA are as follows: Table No. 1 – KPI Summary KPI Target Previous
6 Months Dec Jan Feb
Availability 95%* 38.7% 0.0% 24.7% 100.6% Environmental Standard - Number of Breaches
0 0 0 0 0
Waste Diversion 71.4% 51.0% 0 78.7% 66.9% Quality of Compost - Number of Breaches
0 13 1 0 0
Quantity of Recyclable Packaging 0.8% 0.87% 0% 0.72% 1.02% Health and Safety - Number of LTI’s
0 0 0 0 0
Community Acceptance - Number of Complaints **
0 0 0 0 6
Project Culture - PAG Chairperson Score
100 100 100 100 100
* The Target Availability during the Initial Operating Period is to achieve and Availability of greater than 95% over a six-month period. ** Numerous complaints relating to a single event are treated as a single complaint. In accordance with the RRFA, during the first Contract Year, the KPI’s relating to waste type (Waste Diversion, Quality of Compost, and Quantity of Recyclable Packaging) are able to be adjusted so far as the variability in the quality impacts a particular KPI. Consequently; there will be no fee abatement for failure to achieve the related KPI’s for the first year of operation, until waste variability has been finalised. Waste Diversion Waste diversion can only be truly assessed once the facility has been operated in a steady state for a few months. The facility has yet to reach this level of reliability due to the operational issues being experienced over the past few months. It is anticipated that once the composters have been repaired, the facility will rapidly achieve a steady state of operation allowing the waste diversion KPI to be more accurately assessed. The actual waste diversion achieved during January and February (78.7% and 66.9%) is above the long-term average of 55.5%. This is due to the lag between delivery of waste and the time it takes for the process to generate residue. This lag is only evident when the facility starts up from an empty, starting point. Within two months of start up it would be anticipated that the facility would be operating at steady state and hence the residue generation lag will not impact monthly waste diversion. BioVision has written to the MRC requesting a revision to the Waste Diversion Target (contractual entitlement within the first year) from the current 71.4% down to 58%. The BioVision assessment is based on the period of operation from 16 July 2009 (commencement of the contract) through to 31 December 2009. This is a period in isolation as by 31 December 2009 all compost had been processed and the maturation floor was empty. This allowed BioVision to make an accurate assessment of the quantity of waste delivered, quantity of residue produced and quantity of compost produced. The outcome of this assessment was that the
ITEM 8.2.2
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 71
facility achieved a 55.51% Waste Diversion; however, BioVision is proposing a revised Waste Diversion Target of 58% to take into account seasonal variation in the organic content of the incoming waste stream. The Waste Diversion actually achieved is primarily a function of the quantity of processable organic material within the incoming waste stream. To a lesser degree, it is also a function of efficiency of operation. The MRC has responded to the BioVision request covering the following aspects:
• Although it has been agreed that the Waste Diversion Target can be revised within the first Contact Year, due to the composter cracks having a significant impact on facility production, the first Contract Year would not be representative of a full year of production. The MRC has recommended that the assessment of the Waste Diversion Target be undertaken during the first two Contract Years
• The MRC has proposed an intermediate, revised Waste Diversion Target of 63.5% (average of 71.4% and 55.5%)
• The final revised Waste Diversion Target can only be assessed after 12 months of continuous facility operation
• A detailed specification of how the Waste Diversion Target is to be assessed needs to be agreed between both parties
• Should the Waste Diversion Target be reduced significantly, this would indicate that there is significantly less processable organic material in the incoming waste stream (and conversely significantly more non processable material). The consequence of this on the facility operation needs to be recognised. These could potentially include:
- Increased capacity within the maturation floor to receive more organics (increased throughput)
- Increased percentage of metal in the incoming waste stream (additional revenue)
- Increase to wear and tear (additional maintenance costs) Once a revised Waste Diversion Target has been agreed between both parties the relevant KPI’s will be adjusted accordingly. The issue of whether the gate fee will be changed as a consequence of a change to the Waste Diversion Target is yet to be finalised with BioVision. This is an issue that is currently being discussed between the parties including obtaining relevant legal advice. Any change to the gate fee will require Council approval. The outcome of the Waste Diversion Target assessment will provide the MRC with accurate information regards to the percentage of processable organic material within the waste stream. Future waste education strategies and potentially waste collection methodologies need to be considered in order to optimise the efficiency of the RRF.
ITEM 8.2.2
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 72
Compost Quality For the Contract Year up to 28 February 2010 there has been 6,520 tonnes of compost produced. During February compost production recommenced (following composter crack stoppage) with a total of 27 tonnes being moved off site during the month. To date compost has been delivered to the following locations:
• Turf farms
• Olive farms
• Custom Compost facilities north and south of Neerabup for blending, storage blending and then distribution to customers
Comment on compost contamination Within the RRFA there is a maximum lead level of 250mg/kg. 22 tests have been carried out on the compost, of these, 13 tests have lead levels above the stipulated 250mg/kg. The maximum test result has been 380mg/kg. The majority of the contamination has occurred in the earlier tests carried out. In the last nine tests (14/10/9 to 14/12/9) only two of the test results have produced a lead level of greater than 250mg/kg. Due to the reduced Availability as a result of the composter cracks, the facility was not running at design capacity during this period. Once the composter cracks have been repaired and the facility is back up to full production, the lead contamination trend can be confirmed. Within the Australian Standard (AS 4454) the maximum lead level is 420mg/kg for C2 restricted use compost. Although the lead levels are above the RRFA maximum levels, all tests have been below the C2 (restricted use) maximum level and hence still able to be used for certain applications. The elevated lead levels are a function of the incoming waste stream. The MRC needs to concentrate on community education to remove electronic waste, batteries etc from the waste stream. Further effort will be required to identify what components of the waste stream are contributing to the heavy metals in the compost. No new compost test results have been received during the reporting period. This is as a result of the lack of production of compost due to recent composter cracks and the fact that it takes a minimum of two weeks for the tests to be completed and results received. Quantity of Recyclables The quantity of metals recycled to date has reached 0.91% of total tonnes processed. This is above to the target of 0.8%. Air Quality The City of Wanneroo waste delivery truck drivers have raised concern with regards to the quality of the air (odour and dust) within the receival hall. SITA appointed Coffey Environmental to undertake air quality monitoring within the receival hall. Monitoring and reporting was finalised in December 2009, with the report being provided to the MRC in early January 2010. The outcome of the Coffey Environmental monitoring report clearly stated that there were no exposure concerns to the waste delivery truck drivers.
ITEM 8.2.2
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 73
A copy of the report was provided to the City of Wanneroo. The City of Wanneroo have advised the MRC that the waste delivery truck drivers are satisfied with the outcome of the monitoring report; however, acknowledge that the report was done during a period of reduced waste delivery and that once the facility was back to full production the drivers would monitor the odour level within the receival hall. On 14 January the City of Wanneroo drivers recommenced waste delivery to the RRF. However on 1 February the drivers again complained about the air quality in the delivery hall and stopped delivering waste to the RRF. City of Wanneroo Manager Waste Operations and despatch supervisor visited site and determined that there was no problem with the air quality and following an internal meeting with the drivers, waste delivery was resumed on 2 February. Following discussions with the TWG, the MRC Administration is investigating the installation of continuous air quality monitoring equipment within the delivery hall. Activities undertaken to date include:
• Discussions with SITA about:
- Further Receival Hall air quality monitoring to be undertaken by SITA
- The potential for the MRC to undertake additional air quality monitoring
- The consequence of the MRC undertaking additional air quality monitoring
• Issue raised at the PAG meeting (3/3/10), as the MRC would require PAG approval to enter the BioVision Lease area to undertake additional air quality monitoring
• Outcome from the PAG meeting:
- MRC to further investigate what Atlas and the Water Corporation are doing with regards to air quality monitoring
- Report back to the next PAG meeting (7/4/10) prior to undertaking any activities on site
The City of Wanneroo has nominated Paul Winton (Business Manager Waste Operations) as the contact person for dealing with the driver concerns. This remains an ongoing matter that is under investigation. Community Complaints During the reporting period there have been a number of community complaints, these include:
• Three complaints received 1 March 2010 from the golf course, SITA immediately visited the golf course, discussed the issue with the course manager and various people on the golf course in the vicinity of where the complaint was received. No source of odour detected. Wind direction northerly (not in the direction of the RRF). Consequently, odour complaint not associated with RRF
ITEM 8.2.2
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 74
• The Mr Tull (neighbouring caretaker) and Mr Trandos have raised odour concerns in early February. SITA and Mr Trandos investigated the source of odour and determined that it was coming from the biofilters. The SITA explanation was that the biofilters take a number of weeks to regenerate following a period of inactivity and that the odour would improve over a short period of time
• Mr Tull also raised a concern about an event of excessive noise on site at 4.00 AM. This was during a time of extended operating hours when the facility was being operated 16 hours per day. Procedures were put in place to prevent a similar occurrence. The facility has subsequently returned to normal practice of operating 12 hours per day
Project Advisory Group MRC Representatives: BioVision Representatives: Cr Laura Gray Emmanuel Vivant Kevin Poynton (CEO) Marco Fontana Giusti Eddy Albrecht (City of Stirling) Nial Stock
MRC Alternates: BioVision Alternates: Cr Dot Newton Casimiro da Fonseca Kalwant Dhillon Craig Barker Chris Colyer (Town of Cambridge) Kevin Wilson At the February 2010 Ordinary Council Meeting, Cr Dot Newton was nominated as the alternate Elected Member on the PAG. The PAG recently met on 3 March 2010. Items dealt with by the group include:
• Composter Structural Issues
• Waste Diversion Target
• Odour Complaints
• BioVision Monthly Report/Update
• Waste Residue Options
• Receival Hall air quality monitoring – City of Wanneroo Driver Concerns
• Power supply - Wanneroo grid connection
• Facility operating licence renewal MRC Infrastructure Development Visitors Centre Following the completion of building works, the Visitors Centre is ready for the internal fit-out. Concepts are being developed for the display of educational material within the building. Weighbridge The automated weighbridge has been functioning since the commencement of commissioning (21 April 2009).
ITEM 8.2.2
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 75
As previously reported, there have been reliability problems with the unmanned weighbridge. At the OCM held on 25 February 2010, the MRC midyear budget review was approved by Council. This included approval for an improved wireless communications system between the RRF and Tamala Park. The installation of the new system is being actively progressed. Landscaping The majority of the landscaping on site has been completed involving the planting of native shrubs and trees within the MRC area and along the road frontage. Native species have been selected to blend in with the Bush Forever area to the east of the site. Infill planting to replace those shrubs and trees that have not survived the summer period will occur during winter 2010. In addition, the trial plots developed adjacent to the Visitors Centre will contain trials using RRF compost in different quantities to grow a range of plants as a demonstration of the benefit of using compost. Community Engagement The MRC community engagement program continues to be managed via the Community Engagement and Advisory Group (CEAG). The group last met on 10 February 2010 at the Joondalup Resort. Issues discussed at the meeting included:
• Project update
• Complaints Management
• City of Wanneroo truck driver concerns about odour in the Receival Hall
• Waste Education update
• Draft Waste Strategy
• RRF Stage 2 Development CEAG Role and Function Statement Following commissioning of the RRF, the CEAG felt it was timely to review its terms of reference and also to review terms of reference for the position of Chair. The review process has been undertaken over several meetings and all members have signed off on the revisions. Elements that the group felt should be included in the revised documentation were:
• Provision for regular reviews of the Role and Function Statement
• A statement about duration of appointment. The group felt that members should not be restricted to a specific duration but should stay on until they choose to resign
• A statement about the MRC’s responsibility to the group
• Development of a consolidated document which includes the CEAG roles and functions, the Chair’s role and functions, and the MRC’s responsibility and commitment
ITEM 8.2.2
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 76
The amended Role and Function Statement is at Attachment 1 to this Item and is presented to Council for endorsement. CEAG Community Partnership Agreement – Review of Performance BioVision reports against KPIs monthly and it is intended that the monthly report will be placed on the website, and that a report to the community will be issued quarterly. In addition to reporting on the KPIs, CEAG and the community are interested in adherence to the Community Partnership Agreement (CPA). Practical Completion on 16 July 2009 presented a significant milestone for the project, and was an appropriate point at which to review adherence to the CPA. This review was undertaken by CEAG over the course of several meetings. The review looked at the 20 outcomes of the CPA, and specifically looked at the actions taken in relation to each outcome. It identified which actions had been completed, which were ongoing and which still required attention. CEAG confirmed that the actions completed by the time of Practical Completion were in accordance with the CPA. The CPA Performance Review Report is at Attachment 2 to this Item and is presented to Council for endorsement. The highlighted sections in the report are the activities that have been dealt with and completed in relation to the tender and/or construction phase rather than ongoing operation. Following Council endorsement, the CPA review will be placed of the MRC website and reported to the community. The MRC, in conjunction with CEAG, is in the process of developing a format for how this information will be reported to the community. RRF Agreement (RRFA) The RRFA is the contract that exists between the MRC and BioVision and besides typical contractual requirements, covers aspects relating to:
• Obligations of both the MRC and the contractor
• The Project Advisory Group
• Development security and performance guarantees
• Project agreements and lease
• Pre-Construction activities
• Construction activities
• Initial Operating Period (2 years)
• Operation and Maintenance
• Delivery and Treatment of Processable Waste
• Products and Residue
• Compost Marketing and Sales
• Variations and agreed variations
• Charges for performance of service
ITEM 8.2.2
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 77
• Monitoring and records
• Financing
• Gate fee model
• Limits and Liabilities
• Insurance
• Default
• Force Majeure
• MRC Steps in rights
• Future Stages
• Miscellaneous provisions Copies of the RRFA are available if so required by Councillors. RRF Stage 2 Development With regards to the future development of Stage 2 RRF, the MRC is waiting on the following:
• State Waste Strategy
• Hyder Integrated Regional Plan
• City of Stirling response to MRC questions:
- Will the Atlas contract terminating 2013?
- Will the City remain with a single bin system will go to a two bin system?
• Available processable waste quantities
• Outcome of the single fee versus multiple fee model discussions The MRC will reassess the program for the development of RRF Stage 2 prior to the July OCM. CONSULTATION Consultation during the period has occurred with the following groups:
• Freehills
• Woodhouse Legal
• BioVision2020
• SITA
• Member Councils
STATUTORY ENVIRONMENT Nil
ITEM 8.2.2
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 78
POLICY IMPLICATIONS Nil STRATEGIC IMPLICATIONS The development and operation of resource recovery in the region is consistent with the following Principals described in Strategic Plan 2009 – 2029:
• Community Focus
• Innovation
• Partnership
• Leadership In particular, Stage 1 RRF conforms with Objective 1 – Waste Management to maximise resource recovery and minimise waste to landfill in order to minimize environmental impact. FINANCIAL IMPLICATIONS Composter Cracks As a result of the short term repairs having been completed, the facility is currently being operated at greater than 92% Availability; consequently, the MRC is only paying for tonnage that is being processed. During the month of February there were an additional 48 tonnes of waste processed above what was scheduled for the month. For these 48 tonnes, the MRC only paid the Fixed Operating Cost and the Variable Operating Cost (not to the Capital Cost). Composter Crack Insurance Claim The MRC has formally submitted a notification to the project insurers of its intention to submit an insurance claim as a result of the Forced Outage. Discussions are being held with both BioVision and Freehills to assess options open to the MRC with regards to potential insurance claims as a result of the cracked composters. Operational Expenditure The Project Operational Summary below sets out the 2009/10 facility operating budget against which operational costs are tracked throughout the year. Project Operational Costs Summary for 2009/10 Financial Year – As at 18 March 2010 Item Budget Proposed
Revised Budget
Expenditure (to 18/3/10)
% Spent (of Budget)
Capital Expenses
2008/2009 Carryover $ 829,000 $ 885,000 $ 679,613 76.8% Total Capital Expenditure $ 829,000 $ 885,000 $ 679,613 76.8%
ITEM 8.2.2
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 79
Operating Expenses
Consultancy Specialist Project Consultants
$ 120,000 $ 175,000 $ 111,750 63.9%
Project/Contract Management
$ 80,000 $ 90,000 $ 72,730 80.8%
Temporary Staff $ 10,000 $ 45,000 $ 30,000 66.7% Sub-total $ 210,000 $ 310,000 $ 214,480 69.2% Facility Operations Building Maintenance $ 10,000 $ 5,000 $ - 0.0% Building Cleaning $ 5,000 $ 2,500 $ - 0.0% Building Security $ 20,000 $ 10,000 $ - 0.0% Fencing and Gate Maintenance
$ 5,000 $ 2,500 $ 28 1.1%
Road Maintenance $ 5,000 $ 2,500 $ 321 12.8% Bore and Pipework Maintenance
$ 5,000 $ 5,000 $ - 0.0%
Environmental Monitoring $ 20,000 $ 60,000 $ - 0.0%
Community Monitoring Program
$ 45,000 $ 45,000 $ 29,133 64.7%
Landscape and Gardens $ 30,000 $ 40,000 $ 31,199 78.0% MRC Admin Charge $ 100,000 $ 100,000 $ 74,997 75.0% Utilities $ 10,000 $ 5,000 $ - 0.0% Council Rates $ 27,000 $ 13,000 $ 12,862 98.9% Compost Disposal $ 545,000 $ 320,000 $ 78,399 24.5% RRF Gate Fees $14,600,000 $12,600,000 $ 6,646,914 52.8% Sub-Total $15,427,000 $13,210,500 $ 6,873,853 52.0% Total Operating Expenses $15,637,000 $13,520,500 $ 7,767,946 57.5%
MRC OFFICER RECOMMENDATION That Council:
(i) Note the RRF update report
(ii) Endorsed the revised CEAG Terms of Reference (at Attachment 1 to this Item)
(iii) Endorse the CPA Reviewed Report (at Attachment 2 to this Item) TECHNICAL WORKING GROUP – 1 APRIL 2010 The group discussed the following:
• Shortening the Item in future to remove historical information
• City of Stirling participation in the RRF
ITEM 8.2.2
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 80
• Waste Diversion Target (WDT):
- Mechanisms for calculating the actual WDT
- Requirement to stick with the RRFA and not change from the RRFA
- Logic of why the WDT was higher in January and February
• Compost testing
• Air quality in the Receival Hall TWG OFFICERS RECOMMENDATION That Council:
(i) Note the RRF update report (ii) Endorsed the revised CEAG Terms of Reference (at Attachment 1 to this
Item) (iii) Endorse the CPA Reviewed Report (at Attachment 2 to this Item)
ITEM 8.2.2MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 81
ATTACHMENT ONE
TO ITEM 2
TECHNICAL WORKING GROUP
1 APRIL 2010
CEAG ROLES AND FUNCTIONS STATEMENT
ITEM 8.2.2MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 82
1
Review Draft 3 Date: October 14 2009
MINDARIE REGIONAL COUNCIL
COMMUNITY ENGAGEMENT ADVISORY GROUP ROLE AND FUNCTION STATEMENT
Origin The Mindarie Regional Council Community Engagement Advisory Group was established in March 2003. It has 9 members, comprising 4 general community members from across the whole MRC region including specialists in environmental/conservation issues, 4 community members from the local community where the Resource Recovery Facility is sited, and a Chairperson. It will exist for the operating life of the Resource Recovery Facility, or until it believes its role is no longer required. Purpose This group has a regional and local focus, broadly providing a monitoring and community feedback role, which helps the MRC identify community views and values on aspects of Resource Recovery projects. Specific roles include:
• To provide advice to the Secondary Waste Treatment Facility Working group on the community
engagement process; • To be a forum where issues related to the project and/or community engagement process can be
brought forward for discussion; • To be a vehicle through which people can submit comments in relation to the project and the
community engagement process; • To identify interests and individuals whose views should be brought into this process; • To help to ensure that the needs of the region are being addressed along with the needs of the local
community where the facility is sited; • To become advocates for the community engagement process, and a well-informed source of
information on what’s happening; and • To monitor operator adherence to the Community Partnership Agreement. Accountability The Community Engagement Advisory Group is an independent group that provides its views to the Secondary Waste Treatment Facility Working Group, through the attendance of the Chair (or nominee) at Secondary Waste Treatment Facility Working Group meetings, or through reports from the MRC’s RRF Project Manager. CEAG liaises with the MRC’s RRF Project Manager, and with the RRF operator, and may recommend that the MRC follow-up on specific issues brought to CEAG by the community. Deliberations of the Community Engagement Advisory Group will be reported to the community, through its members and through the Mindarie Regional Council website. Responsibilities The Community Engagement Advisory Group will combine regional and local perspectives in its deliberations in relation to Resource Recovery projects. The Group will have the following responsibilities: 1. Identify and discuss regional and local impacts and issues of resource recovery projects. 2. Act as a vehicle for public comment in relation to Resource Recovery projects, and/or in relation to the
community consultation process. Assess the relevance and importance of matters raised through this channel, and decide whether the matter should be referred to the MRC for information, follow-up and/or action. This may include recommending that the MRC follow up on specific issues that have been brought to the attention of the Community Engagement Advisory Group.
3. Monitor community feedback and identify issues for action and/or discussion. 4. Provide its views regularly to the Secondary Waste Treatment Facility Working Group, to help the
SWTF Working Group assess overall progress on a project’s community engagement process. 5. Monitor operator performance on the CPA, the reporting of results to the community, and fulfil
CEAG’s role as specified in the CPA.
Community Engagement Advisory Group Role and Function Statement – 23/01/2003 D/05/2124
ITEM 8.2.2MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 83
2
6. Support communication links with the community, in particular with local residents and residents associations.
7. Identify opportunities for improved communication at local and regional levels. 8. Identify and facilitate education of the community regarding waste management issues. Term of appointment and replacement of members CEAG members are not appointed for a specific term. Their involvement continues until they choose to resign or until they are asked to leave by CEAG. The process for filling a vacancy is: • The MRC will advertise the vacancy through local newspapers across the region, the MRC website, and
other relevant means. • Applicants download and complete an application form. • All applicants are interviewed by phone. • Applicant details are discussed at CEAG and the group itself determines the successful nominee.
CEAG membership is not a paid position. The MRC reimburses expenses for travel to and from meetings. The MRC’s commitment to CEAG In establishing this group the MRC commits to listening to the views of CEAG and to using CEAG’s comments and advice as a source of input in decision-making. In doing this, the MRC commits to: • Keeping CEAG informed about project status and performance; • Providing feedback to CEAG about the ways in which its input has been used in project decision-making; • Upholding the CPA and its objectives and outcomes; • Regular review of CEAG and MRC performance; and • Continuing to provide opportunities for CEAG members to expand their knowledge about waste
management and waste issues. ROLE AND FUNCTION STATEMENT OF CEAG CHAIRPERSON Role The role of the chairperson is to facilitate meetings to ensure the views of all of the members of the group are represented. The chairperson will be independent and he/she will be able to chair meetings, instigate discussion within the group and represent the group with impartiality. Accountability The chairperson or nominated person will represent CEAG at a public level and at Mindarie Regional Council (MRC) meetings, including the regular meeting of the Secondary Waste Treatment Facility (SWTF) Working Group. Responsibilities • Provide input, along with other CEAG members, to meeting agenda preparation • Chair the meetings of CEAG, undertaking at least the following:
o allow everyone to speak at meetings o Listen, without imposing own view on proceedings or decisions o Ensure all views are represented o Bring discussion to a conclusion, outcome or action
• Act as spokesperson for the CEAG • Attend MRC SWTF WG, Council and other meetings as necessary • Liaise with MRC representatives, including project team members, on specific issues raised
by CEAG
Community Engagement Advisory Group Role and Function Statement – 23/01/2003 D/05/2124
ITEM 8.2.2MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 84
3
Governance This position of Chairperson is an ongoing appointment by the SWTF Working Group, and removal from the role, should that become necessary, is by way of majority representation of the CEAG to the Chairman of the SWTF Working Group. In the event of any dispute arising from this appointment, CEAG has the right of appeal to the MRC. Review This document will be formally reviewed every two to three years or as necessary. This document has been reviewed and amended on this date. _______________________ 2009
Community Engagement Advisory Group Role and Function Statement – 23/01/2003 D/05/2124
ITEM 8.2.2MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 85
ATTACHMENT TWO
TO ITEM 2
TECHNICAL WORKING GROUP
1 APRIL 2010
CEAG COMMUNITY PARTNERSHIP AGREEMENT REVIEW REPORT
ITEM 8.2.2MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 86
MIN
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ITEM 8.2.2MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 87
revi
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ent.
O
bjec
tives
& O
utco
mes
in th
e C
PA
Rev
iew
of C
PA P
erfo
rman
ce a
t Pra
ctic
al C
ompl
etio
n 1.
M
aint
ain
Stro
ng
Com
mun
ity
Invo
lvem
ent
And
C
omm
unic
atio
n Th
roug
hout
The
Life
Of T
he P
roje
ct
Out
com
es:
1.
The
cont
inue
d op
erat
ion
of th
e C
omm
unity
Eng
agem
ent A
dvis
ory
Gro
up
(CE
AG
) to
ove
rsee
and
adv
ise
on th
e co
mm
unity
eng
agem
ent p
roce
ss
for t
he p
roje
ct th
roug
hout
its
life.
2.
The
mai
nten
ance
of
cl
ear
chan
nels
of
co
mm
unic
atio
n in
clud
ing
a co
mpl
aint
s m
anag
emen
t sys
tem
with
a d
efin
ed re
spon
se ti
me.
3.
Reg
ular
app
ropr
iate
com
mun
icat
ion
bulle
tins.
4.
The
faci
lity
will
be o
pen
for t
ours
and
insp
ectio
ns b
y co
mm
unity
gro
ups.
5.
Reg
ular
rep
ortin
g to
the
com
mun
ity o
n ke
y pe
rform
ance
indi
cato
rs a
fter
com
mis
sion
ing.
1.
CE
AG
con
tinue
s to
mee
t on
a re
gula
r ba
sis
(eve
ry 6
wee
ks)
to o
vers
ee
and
advi
se o
n th
e co
mm
unity
eng
agem
ent p
roce
ss fo
r the
RR
F;
2.
A c
ompl
aint
s m
anag
emen
t sy
stem
is
oper
atio
nal
thro
ugh
a ho
tline
nu
mbe
r. Th
e co
mpl
aint
s m
anag
emen
t pr
oces
s an
d th
e as
soci
ated
re
spon
se
time
is
outli
ned
in
the
Faci
lity
Man
agem
ent
Man
ual.
A
com
mun
icat
ions
pro
gram
to
keep
the
com
mun
ity i
nfor
med
abo
ut t
he
RR
F an
d its
ope
ratio
ns h
as b
een
deve
lope
d an
d is
bei
ng im
plem
ente
d.
3.
See
poi
nt 2
;
4.
The
faci
lity
is o
pen
for
tour
s an
d in
spec
tions
by
com
mun
ity g
roup
s a
nd
othe
r gr
oups
inc
ludi
ng s
choo
l ch
ildre
n, b
y pr
ior
arra
ngem
ent
with
the
M
RC
;
5.
Reg
ular
qua
rterly
rep
ortin
g to
the
com
mun
ity is
pro
pose
d, w
ith m
onth
ly
KP
I res
ults
list
ed o
n th
e w
ebsi
te a
s so
on a
s av
aila
ble.
2.
Prov
ide
An
Educ
atio
n Fa
cilit
y
Out
com
es:
1.
An
appr
opria
te r
esou
rce
reco
very
and
env
ironm
enta
l edu
catio
n fa
cilit
y w
ill b
e es
tabl
ishe
d on
site
.
2.
Reg
ular
to
urs
by
scho
ol
grou
ps
and
com
mun
ity
grou
ps
will
be
enco
urag
ed.
3.
The
MR
C t
o pr
omot
e m
inim
isat
ion
and
sepa
ratio
n of
was
te t
hrou
gh
thei
r mem
ber c
ounc
ils.
1.
The
RR
F vi
ewin
g fa
cilit
y is
alre
ady
been
use
d fo
r tou
rs. V
iew
ing
plat
form
di
spla
y m
ater
ial i
s be
ing
deve
lope
d, a
nd th
e V
isito
rs C
entre
is c
urre
ntly
un
der c
onst
ruct
ion;
2.
The
faci
lity
is o
pen
for
tour
s an
d in
spec
tions
by
com
mun
ity g
roup
s a
nd
othe
r gr
oups
inc
ludi
ng s
choo
l ch
ildre
n, b
y pr
ior
arra
ngem
ent
with
the
M
RC
3.
This
is a
n on
goin
g ed
ucat
ion
mes
sage
. Com
plem
enta
ry p
rogr
ams
such
as
the
HH
W D
ispo
sal
Day
pro
gram
, th
e E
-was
te C
olle
ctio
n w
eeke
nd,
and
Batte
ry R
ecyc
ling
Pro
gram
, und
erta
ken
on a
met
ro-w
ide
basi
s w
ith
loca
l cou
ncil
invo
lvem
ent
are
exam
ples
of
the
type
s of
pro
gram
s be
ing
unde
rtake
n.
3.
Min
imis
e W
aste
And
Incr
ease
Rec
yclin
g
Out
com
es:
1.
This
will
be
a te
nder
ass
essm
ent
cond
ition
and
it w
ill b
e ne
cess
ary
to
dem
onst
rate
the
abilit
y to
mak
e ef
fect
ive
use
of th
e m
ater
ials
pro
duce
d.
1.
This
ten
der
cond
ition
was
sat
isfie
d du
ring
the
tend
er p
roce
ss.
Was
te
Div
ersi
on a
nd Q
uant
ity o
f Rec
ycla
bles
are
KP
Is fo
r th
e R
RF
and
will
be
repo
rted
agai
nst m
onth
ly.
2.
The
esta
blis
hmen
t of
a R
esou
rce
Rec
over
y P
reci
nct
adja
cent
to
the
Atta
chm
ent 2
Item
2.d
oc
2
ITEM 8.2.2MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 88
2.
Sup
port
the
deve
lopm
ent o
f a R
esou
rce
Rec
over
y P
reci
nct a
roun
d th
e si
te.
RR
F is
bei
ng e
xplo
red
as a
par
t of t
he p
lann
ing
of R
RF
stag
e 2;
4.
Prod
uce
A M
arke
tabl
e Pr
oduc
t O
utco
mes
: 1.
Th
is w
ill b
e a
tend
er a
sses
smen
t co
nditi
on a
nd it
will
be
nece
ssar
y to
de
mon
stra
te th
e ab
ility
to m
ake
effe
ctiv
e us
e of
the
mat
eria
ls p
rodu
ced.
2.
Reg
ular
mon
itorin
g an
d re
porti
ng o
f per
form
ance
.
1.
This
tend
er c
ondi
tion
was
sat
isfie
d du
ring
the
tend
er p
roce
ss. B
ioV
isio
n ha
s de
velo
ped
a C
ompo
st M
arke
ting
Stra
tegy
and
is
wor
king
with
C
usto
m C
ompo
st to
bui
ld m
arke
ts fo
r th
e co
mpo
st m
ater
ials
pro
duce
d;.
Whi
le n
ot a
KP
I, th
e M
RC
ack
now
ledg
es t
hat
the
com
mun
ity w
ill be
in
tere
sted
in h
ow th
e co
mpo
st is
bei
ng u
sed.
Any
com
post
that
goe
s to
la
ndfil
l will
resu
lt in
redu
ced
paym
ent t
o B
ioV
isio
n;
2.
See
poi
nt 1
;
5.
Acc
ount
For
The
Pro
ject
Usi
ng A
Trip
le B
otto
m L
ine
O
utco
mes
: 1.
E
cono
mic
val
uatio
n an
d C
usto
mer
Par
tner
ship
Agr
eem
ent w
ith m
embe
r co
unci
ls.
2.
Env
ironm
enta
l app
rova
ls.
3.
Com
mun
ity P
artn
ersh
ip A
gree
men
t allo
ws
proj
ect t
o be
trac
ked
agai
nst
soci
al is
sues
.
4.
Key
pe
rform
ance
in
dica
tors
re
flect
ing
Trip
le
Bot
tom
Li
ne
to
be
esta
blis
hed
to m
onito
r the
ope
ratio
ns o
f the
faci
lity.
1.
The
econ
omic
im
plic
atio
ns o
f th
e R
RF
wer
e co
nsid
ered
dur
ing
the
tend
er s
elec
tion
and
cont
ract
dev
elop
men
t pro
cess
es;
2.
Bio
Vis
ion’
s En
viro
nmen
tal M
anag
emen
t S
yste
m h
as b
een
docu
men
ted
and
acce
pted
by
the
DE
C (s
ee w
ww
.mrc
.wa.
gov.
au fo
r ful
l cop
y of
EM
S
docu
men
tatio
n);
3.
Com
plia
nce
with
the
CP
A is
a c
ondi
tion
of th
e co
ntra
ct a
gree
men
t with
B
ioV
isio
n; T
his
revi
ew o
f th
e C
PA
at
the
time
of p
ract
ical
com
plet
ion
allo
ws
prog
ress
aga
inst
the
obje
ctiv
es to
be
dete
rmin
ed.
4.
KP
Is a
re o
utlin
ed a
bove
and
hav
e be
en i
ncor
pora
ted
into
the
RR
FA.
The
revi
ew o
f per
form
ance
aga
inst
the
se K
PIs
will
cont
inue
thr
ough
out
the
proj
ect l
ife;
6.
Hav
ing
An
Ethi
cal A
nd T
rust
wor
thy
Ope
rato
r O
utco
mes
: 1.
R
elat
ions
hips
sty
le c
ontra
ct.
2.
Abi
lity
of th
e co
ntra
ctor
to p
erfo
rm in
all
area
s, fo
r the
life
of t
he p
roje
ct
will
be
a ke
y te
nder
ass
essm
ent c
riter
ion.
3.
Reg
ular
mon
itorin
g of
per
form
ance
.
4.
Dev
elop
pro
cedu
res
to c
ontin
ually
impr
ove
the
proc
ess
by in
corp
orat
ing
expe
rienc
e fro
m t
he f
acilit
y an
d re
leva
nt r
esea
rch
and
tech
nolo
gy
deve
lopm
ents
.
5.
Cle
ar a
lloca
tion
of r
isks
in c
ontra
ct t
o pa
rty m
ost
able
to
man
age
the
risk.
6.
Rew
ards
w
ill be
sp
ecifi
ed
for
succ
essf
ul
com
plia
nce
with
ke
y
1.
The
rela
tions
hips
sty
le c
ontra
ct t
hat
is i
n pl
ace
is u
nder
pinn
ed b
y th
e P
roje
ct C
ultu
re w
hich
is a
KP
I and
will
be m
onito
red;
2.
This
te
nder
co
nditi
on
was
sa
tisfie
d du
ring
the
tend
er
proc
ess.
P
erfo
rman
ce o
f th
e C
ontra
ctor
aga
inst
thi
s de
sire
d ou
tcom
e w
ill b
e m
onito
red
and
mea
sure
d th
roug
hout
the
proj
ect l
ife;
3.
Reg
ular
mon
itorin
g of
per
form
ance
aga
inst
the
CP
A an
d pr
ojec
t-bas
ed
KP
I’s is
a fu
ndam
enta
l par
t of t
he c
ontra
ct.
4.
Bio
Vis
ion
has
deve
lope
d a
rang
e of
initi
ativ
es to
con
tinua
lly im
prov
e th
e R
RF
proc
ess
by in
corp
orat
ing
expe
rienc
e fro
m t
he f
acilit
y an
d re
leva
nt
rese
arch
and
tech
nolo
gy d
evel
opm
ents
into
the
met
hod
of o
pera
ting
the
RR
F.
Th
ese
initi
ativ
es
incl
ude
the
cons
ciou
s de
velo
pmen
t of
a
Con
tinuo
us I
mpr
ovem
ent
cultu
re a
nd t
he e
stab
lishm
ent
of C
ontin
uous
Im
prov
emen
t ob
ject
ives
, bo
th u
nder
pinn
ed b
y a
rang
e of
Con
tinuo
us
Atta
chm
ent 2
Item
2.d
oc
3
ITEM 8.2.2MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 89
perfo
rman
ce in
dica
tors
. Im
prov
emen
t pro
cedu
res;
5.
This
con
ditio
n is
refle
cted
in th
e R
RFA
con
tract
;
6.
The
KP
Is
form
th
e ba
sis
for
mon
itorin
g an
d m
easu
ring
RR
F pe
rform
ance
.
Rem
uner
atio
n of
th
e C
ontra
ctor
is
ba
sed
upon
pe
rform
ance
aga
inst
thes
e K
PI’s
.
7.
Hav
ing
Rig
orou
s Q
ualit
y C
ontr
ol A
nd P
lant
Rel
iabi
lity
Out
com
es:
1.
A p
rove
n hi
stor
y fo
r the
type
of f
acilit
y an
d eq
uipm
ent p
ropo
sed.
2.
A k
ey te
nder
ass
essm
ent c
riter
ion.
3.
App
rove
d pr
oces
s co
ntro
l and
mon
itorin
g sy
stem
.
4.
Dev
elop
pro
cedu
res
to c
ontin
ually
impr
ove
the
proc
ess
by in
corp
orat
ing
expe
rienc
e fro
m t
he f
acilit
y an
d re
leva
nt r
esea
rch
and
tech
nolo
gy
deve
lopm
ents
.
5.
The
tend
er w
ill sp
ecify
crit
eria
that
the
cont
ract
or m
ust m
eet.
6.
Con
tract
or s
hall
have
rele
vant
Qua
lity
Assu
ranc
e sy
stem
s, s
uch
as IS
O
9001
and
ISO
140
01 in
pla
ce.
7.
All
sect
ions
of t
he fa
cilit
y w
ill be
fully
enc
lose
d in
clud
ing
the
recy
clab
le
sepa
ratio
n an
d st
orag
e ar
eas.
1.
The
MR
C
cond
ucte
d a
rigor
ous
tech
nolo
gy
revi
ew
and
sele
ctio
n pr
oces
s, to
ens
ure
that
the
plan
t spe
cifie
d ha
d a
prov
en h
isto
ry fo
r th
e ty
pe o
f fa
cilit
y an
d eq
uipm
ent
prop
osed
. S
imila
r fa
cilit
ies
oper
ate
succ
essf
ully
in N
orth
Am
eric
a;
2.
This
ten
der
cond
ition
was
sat
isfie
d du
ring
the
tend
er p
roce
ss.
Qua
lity
cont
rol
and
plan
t re
liabi
lity
outc
omes
wer
e ke
y te
nder
ass
essm
ent
crite
ria;
3.
A s
igni
fican
t pa
rt of
the
env
ironm
enta
l app
rova
ls p
roce
ss i
nvol
ved
the
deve
lopm
ent
of a
n E
nviro
nmen
tal
Man
agem
ent
Syst
em (
EM
S).
The
E
MS
spe
cifie
s a
rang
e of
pro
cess
con
trol a
nd m
onito
ring
syst
ems
and
has
been
acc
epte
d by
the
DE
C (s
ee w
ww
.mrc
.wa.
gov.
au fo
r ful
l cop
y of
E
MS
doc
umen
tatio
n);
4.
See
poi
nt 4
in O
bjec
tive
6 ab
ove;
5.
The
tend
er p
roce
ss s
peci
fied
a ra
nge
of c
riter
ia th
at th
e co
ntra
ctor
mus
t m
eet t
o sa
tisfy
the
sele
ctio
n pr
oces
s.
Subs
eque
ntly
, a s
elec
tion
of K
ey
Per
form
ance
Ind
icat
ors
has
been
ens
hrin
ed in
the
Res
ourc
e R
ecov
ery
Faci
lity
Agr
eem
ent
(RR
FA)
and
perfo
rman
ce a
gain
st t
hese
KP
Is i
s m
easu
red
mon
thly
. R
emun
erat
ion
of t
he C
ontra
ctor
is
base
d up
on
perfo
rman
ce a
gain
st th
ese
KP
Is.
6.
Bio
Vis
ion
has
the
rele
vant
Qua
lity
Ass
uran
ce s
yste
ms
in p
lace
;
7.
All
sect
ions
of
the
faci
lity
are
fully
enc
lose
d, i
nclu
ding
the
rec
ycla
ble
sepa
ratio
n an
d st
orag
e ar
eas.
8.
Hav
e Tr
ansp
aren
t A
nd O
pen
Mon
itorin
g O
f A
ll Is
sues
Ava
ilabl
e To
Th
e C
omm
unity
O
utco
mes
: 1.
R
egul
ar p
ublic
repo
rting
of m
onito
ring
resu
lts.
2.
An
inde
pend
ent
body
to
verif
y th
e m
onito
ring
resu
lts p
rovi
ded
for
the
1.
Rep
ortin
g to
the
com
mun
ity o
n R
RF
and
cont
ract
or p
erfo
rman
ce w
ill oc
cur
regu
larly
, m
onth
ly v
ia t
he w
ebsi
te a
nd q
uarte
rly t
hrou
gh m
ore
pro-
activ
e m
eans
;
2.
Bio
Vis
ion
is re
quire
d to
con
duct
a re
gula
r mon
itorin
g pr
ogra
m, a
s pa
rt of
th
e D
EC
Lic
ence
con
ditio
ns.
Bio
Vis
ion
is r
equi
red
to p
rovi
de t
he D
EC
w
ith a
cop
y of
all
odou
r co
mpl
aint
dat
a on
a q
uarte
rly b
asis
, as
wel
l as
Atta
chm
ent 2
Item
2.d
oc
4
ITEM 8.2.2MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 90
faci
lity.
3.
The
Com
mun
ity E
ngag
emen
t Adv
isor
y G
roup
to m
eet d
irect
ly w
ith p
lant
m
anag
er.
4.
Key
per
form
ance
indi
cato
rs t
o be
est
ablis
hed
to m
onito
r th
e op
erat
ion
of th
e fa
cilit
y.
the
annu
al M
onito
ring
Rep
orts
and
an
annu
al A
udit
Com
plia
nce
repo
rt;
(wha
t are
we
doin
g ab
out i
ndep
ende
nt v
erifi
catio
n?)
3.
The
SIT
A pr
ojec
t m
anag
er a
nd p
lant
man
ager
hav
e at
tend
ed C
EA
G
mee
tings
on
a re
gula
r bas
is s
ince
thei
r app
oint
men
t as
cont
ract
ors;
and
th
is le
vel o
f con
tact
will
cont
inue
;
4.
See
KP
Is li
sted
abo
ve.
9.
Ensu
re T
hrou
gh M
onito
ring
All
Emis
sion
s A
re B
elow
Acc
epta
ble
Leve
ls
Out
com
es:
1.
A k
ey te
nder
ass
essm
ent c
riter
ion.
2.
A p
rove
n hi
stor
y fo
r th
e ty
pe o
f fa
cilit
y an
d eq
uipm
ent
prop
osed
usi
ng
best
pra
ctic
e su
ch a
s ne
gativ
e ai
r pre
ssur
e od
our c
ontro
l sys
tem
.
3.
Dem
onst
rate
d ab
ility
to m
eet e
nviro
nmen
tal a
sses
smen
t, ap
prov
al a
nd
licen
sing
con
ditio
ns.
4.
App
rove
d pr
oces
s co
ntro
l and
mon
itorin
g sy
stem
.
5.
Dev
elop
pro
cedu
res
to c
ontin
ually
impr
ove
the
proc
ess
by in
corp
orat
ing
expe
rienc
e fro
m t
he f
acilit
y an
d re
leva
nt r
esea
rch
and
tech
nolo
gy
deve
lopm
ents
.
6.
Mon
itor t
he c
ondi
tion
of th
e bu
ildin
g, p
artic
ular
ly th
e co
ncre
te s
lab.
1.
This
tend
er c
ondi
tion
was
sat
isfie
d du
ring
the
tend
er p
roce
ss;
2.
MR
C s
elec
ted
Bio
Vis
ion
base
d up
on a
ran
ge o
f cr
iteria
, in
clud
ing
thei
r sp
ecify
ing
a pl
ant
with
a p
rove
n hi
stor
y fo
r th
e ty
pe o
f fa
cilit
y an
d eq
uipm
ent
usin
g be
st
prac
tice
odou
r co
ntro
l sy
stem
s.
B
ioV
isio
n su
bseq
uent
ly e
ngag
ed T
he O
dour
Uni
t (T
OU
) to
rev
iew
the
fac
ility
de
sign
and
ado
pted
a r
ange
of
reco
mm
enda
tions
mad
e by
TO
U t
o en
hanc
e th
e ef
fect
iven
ess
of th
e od
our m
anag
emen
t sys
tem
;
3.
Bio
Vis
ion
has
dem
onst
rate
d th
eir
abilit
y to
m
eet
envi
ronm
enta
l as
sess
men
t, ap
prov
al
and
licen
sing
co
nditi
ons
thro
ugh
havi
ng
succ
essf
ully
met
the
env
ironm
enta
l an
d lic
ensi
ng r
equi
rem
ents
of
the
DE
C;
4.
Bio
Vis
ion’
s pr
oces
s co
ntro
l an
d m
onito
ring
syst
ems
have
be
en
inco
rpor
ated
into
the
EM
S.
The
EM
S h
as b
een
subj
ecte
d to
com
mun
ity
com
men
t pro
cess
and
revi
ew b
y th
e D
EC
, prio
r to
bein
g ac
cept
ed b
y th
e D
EC
(see
ww
w.m
rc.w
a.go
v.au
for f
ull c
opy
of E
MS
doc
umen
tatio
n);
5.
See
poi
nt 4
in O
bjec
tive
6 ab
ove;
6.
MR
C e
ngag
ed t
he C
ardn
o B
SD
/Mei
nhar
dt J
oint
Ven
ture
to
mon
itor
the
cons
truct
ion
phas
e of
the
pro
ject
. A
ran
ge o
f ot
her
exte
rnal
aud
itors
w
ere
reta
ined
by
the
vario
us p
roje
ct s
take
hold
ers
to m
onito
r the
bui
ldin
g an
d co
ncre
te s
lab,
with
eac
h of
the
se p
artie
s be
ing
satis
fied
as t
o th
e st
anda
rds
appl
ied
and
met
. (ho
w w
ill th
is b
e do
ne in
to th
e fu
ture
?)
10. H
ave
No
Bre
ache
s O
f Env
ironm
enta
l Con
ditio
ns O
f App
rova
l O
utco
mes
: 1.
A
key
tend
er a
sses
smen
t crit
erio
n.
2.
A p
rove
n hi
stor
y fo
r the
type
of f
acilit
y an
d eq
uipm
ent p
ropo
sed.
1.
This
tend
er c
ondi
tion
was
sat
isfie
d du
ring
the
tend
er p
roce
ss;
2.
See
poi
nt 2
in o
bjec
tive
9 ab
ove;
3.
B
ioV
isio
n’s
proc
ess
cont
rol
and
mon
itorin
g sy
stem
s ha
ve
been
in
corp
orat
ed
into
th
e E
MS
.
The
EM
S
has
been
su
bjec
ted
to
com
mun
ity c
omm
ent
proc
ess
and
revi
ew b
y th
e D
EC
, pr
ior
to b
eing
ac
cept
ed b
y th
e D
EC (
see
ww
w.m
rc.w
a.go
v.au
for
ful
l co
py o
f E
MS
Atta
chm
ent 2
Item
2.d
oc
5
ITEM 8.2.2MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 91
3.
Ope
n an
d ac
coun
tabl
e pr
oces
s co
ntro
l an
d m
onito
ring
syst
em
deve
lope
d th
roug
h pu
blic
con
sulta
tion.
4.
Dev
elop
pro
cedu
res
to c
ontin
ually
impr
ove
the
proc
ess
by in
corp
orat
ing
expe
rienc
e fro
m t
he f
acilit
y an
d re
leva
nt r
esea
rch
and
tech
nolo
gy
deve
lopm
ents
.
5.
Alig
ned
cont
ract
and
fina
ncia
l rew
ards
with
suc
cess
ful c
ompl
ianc
e.
6.
The
faci
lity
shal
l hav
e no
dis
cern
ible
odo
ur a
nd w
ill b
e m
onito
red.
7.
Any
spi
llage
or r
un-o
ff w
ater
sha
ll be
col
lect
ed a
nd c
onta
ined
(sha
ll no
t le
ave
the
site
or e
nter
the
grou
nd).
docu
men
tatio
n);
4.
See
poi
nt 4
in O
bjec
tive
6 ab
ove;
5.
KP
Is h
ave
been
dev
elop
ed a
nd a
re e
nshr
ined
in th
e R
esou
rce
Rec
over
y Fa
cilit
y A
gree
men
t (R
RFA
). Th
ese
KPI’s
are
sub
ject
to
annu
al r
evie
w.
Rem
uner
atio
n of
the
Con
tract
or i
s ba
sed
upon
per
form
ance
aga
inst
th
ese
KP
I’s;
6.
As
part
of t
he o
pera
ting
licen
ce,
the
DE
C h
as s
peci
fied
a ra
nge
of
mon
itorin
g an
d re
porti
ng c
ondi
tions
tha
t B
ioV
isio
n w
ere
requ
ired
to
satis
fy,
prio
r to
the
lic
ence
bei
ng i
ssue
d.
Thes
e co
nditi
ons
rem
ain
in
plac
e an
d ar
e to
be
repo
rted
agai
nst f
or th
e du
ratio
n of
the
proj
ect l
ife.
The
KP
I on
‘com
mun
ity a
ccep
tanc
e –
num
ber o
f com
plai
nts’
will
addr
ess
this
out
com
e;
7.
The
site
ope
rate
s on
a c
lose
d ci
rcui
t bas
is, w
here
by a
ll st
orm
wat
er a
nd
surfa
ce w
ater
is c
olle
cted
and
con
tain
ed o
nsite
, whi
le a
ll pr
oces
s w
ater
is
retu
rned
and
reus
ed in
the
com
post
ing
proc
ess.
11. T
he R
RF
Will
Be
Attr
activ
e A
nd W
ell L
ands
cape
d
Out
com
es:
1.
App
ropr
iate
arc
hite
ctur
al d
esig
n in
put i
nto
faci
lity.
2.
Ass
essm
ent c
riter
ion
for t
ende
r.
1.
App
ropr
iate
arc
hite
ctur
al d
esig
n in
put w
as p
rovi
ded
into
faci
lity;
2.
The
aest
hetic
s of
the
pro
pose
d fa
cilit
y w
ere
incl
uded
as
a te
nder
as
sess
men
t crit
erio
n.
12. H
ave
Des
igna
ted
Traf
fic R
oute
s A
nd S
peed
Con
trol
s O
utco
mes
: 1.
A
gree
men
t w
ith i
ndiv
idua
l C
ounc
ils r
egar
ding
acc
ess
rout
es t
o th
e fa
cilit
y.
2.
Pro
mot
e de
velo
pmen
t of F
lynn
Driv
e w
ith C
ity o
f Wan
nero
o in
line
with
pr
ojec
ted
traffi
c vo
lum
es.
1.
The
MR
C h
as d
evel
oped
a w
aste
del
iver
y sc
hedu
le a
gree
men
t in
co
nsul
tatio
n w
ith m
embe
r co
unci
ls.
This
will
add
ress
acc
ess
rout
es to
th
e R
RF;
2.
The
deve
lopm
ent
of F
lynn
Driv
e w
ill be
dis
cuss
ed w
ith t
he C
ity o
f W
anne
roo,
as
part
of t
he d
evel
opm
ent
of t
he w
aste
del
iver
y sc
hedu
le
agre
emen
t, ou
tline
d ab
ove.
Som
e up
grad
ing
wor
k ha
s al
read
y be
en
com
plet
ed;
13. P
rodu
ce A
Net
Env
ironm
enta
l Ben
efit
O
utco
me:
1.
Te
nder
ass
essm
ent c
riter
ion
1.
This
tend
er c
ondi
tion
was
sat
isfie
d du
ring
the
tend
er p
roce
ss;
2.
Cal
cula
tions
ind
icat
e th
at t
he R
RF
will
dive
rt ap
prox
imat
ely
70,0
00
tonn
es o
f CO
2 eq
uiva
lent
of g
reen
hous
e ga
s fro
m th
e en
viro
nmen
t per
an
num
, w
hen
com
pare
d to
sen
ding
one
hun
dred
tho
usan
d to
nnes
of
MS
W to
land
fill p
er a
nnum
.
Atta
chm
ent 2
Item
2.d
oc
6
ITEM 8.2.2MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 92
14. M
inim
ise
Noi
se Im
pact
s
Out
com
es:
1.
Pro
vide
a fu
lly e
nclo
sed
faci
lity
2.
Lim
it th
e ho
urs
of d
eliv
erie
s of
the
maj
or c
ompo
nent
s of
the
was
te.
3.
Pro
vide
a
layo
ut
and
desi
gn
of
the
faci
lity
that
ens
ures
th
at
the
reve
rsin
g an
d op
erat
ing
nois
e of
the
truck
s is
min
imis
ed.
4.
The
faci
lity
will
have
to a
dher
e to
the
Env
ironm
enta
l Pro
tect
ion
(Noi
se)
Reg
ulat
ions
, 199
7.
1.
The
RR
F is
hou
sed
with
in a
ful
ly e
nclo
sed
faci
lity
to m
inim
ise
nois
e im
pact
s, a
mon
g ot
her t
hing
s;
2.
The
RR
F is
fully
ope
ratio
nal b
etw
een
the
hour
s of
6.0
0am
and
6.0
0pm
M
onda
y to
Frid
ay.
Was
te d
eliv
ery
occu
rs d
urin
g th
ese
times
;
3.
The
traffi
c m
anag
emen
t and
road
way
sys
tem
ado
pted
, ens
ures
that
the
reve
rsin
g an
d op
erat
ing
nois
e of
the
truck
s is
min
imis
ed a
nd g
ener
ally
re
stric
ted
with
in th
e en
clos
ed b
uild
ing;
4.
The
faci
lity
is r
equi
red
to a
dher
e to
the
Env
ironm
enta
l P
rote
ctio
n (N
oise
) Reg
ulat
ions
, 199
7.
15. M
ake
This
A S
afe
Faci
lity
With
No
Hea
lth R
isks
O
utco
mes
: 1.
P
rovi
de a
faci
lity
that
doe
s no
t hav
e ad
vers
e he
alth
impa
cts
in th
e sh
ort
and
long
term
.
2.
Com
ply
with
env
ironm
enta
l con
ditio
ns w
ith n
o br
each
es.
3.
Hea
lth a
nd s
afet
y of
wor
kers
will
be
a te
nder
ass
essm
ent c
riter
ion.
1.
Hea
lth a
nd S
afet
y –
num
ber
of L
ost
Tim
e In
jurie
s is
a K
PI
for
the
faci
lity.
Thi
s co
vers
Occ
upat
iona
l Saf
ety
and
Hea
lth (
OSH
) is
sues
for
st
aff w
orki
ng in
the
RR
F;
2.
Com
plia
nce
with
env
ironm
enta
l co
nditi
ons
will
be
mon
itore
d an
d th
e R
RF’
s pe
rform
ance
will
form
par
t of t
he D
EC
lice
nce
rene
wal
pro
cess
. It
is a
lso
one
of th
e R
RF
KP
I’s, u
pon
whi
ch B
ioV
isio
n w
ill b
e m
onito
red
and
rem
uner
ated
;
3.
Hea
lth a
nd s
afet
y of
wor
kers
form
ed a
tend
er a
sses
smen
t crit
erio
n.
16. M
axim
ise
Use
Of B
y Pr
oduc
ts
Out
com
es:
1.
Enc
oura
ge
the
esta
blis
hmen
t of
a
Res
ourc
e R
ecov
ery
Prec
inct
ad
jace
nt to
the
RR
F.
2.
Set
targ
ets
for t
he a
mou
nt o
f the
was
te s
tream
reco
vere
d.
1.
The
esta
blis
hmen
t of
a R
esou
rce
Rec
over
y P
reci
nct
adja
cent
to
the
RR
F is
bei
ng e
xplo
red
as a
par
t of t
he p
lann
ing
of R
RF
stag
e 2;
2.
The
esta
blis
hmen
t and
mon
itorin
g of
was
te d
iver
sion
targ
ets
form
s on
e of
th
e R
RF
KP
I’s,
upon
w
hich
B
ioV
isio
n w
ill be
m
onito
red
and
rem
uner
ated
;
17. B
enef
its T
o Th
e Lo
cal C
omm
unity
O
utco
mes
: 1.
E
ncou
rage
loca
l em
ploy
men
t.
2.
Pro
vide
a c
omm
unity
env
ironm
enta
l edu
catio
n fa
cilit
y.
1.
Bio
Vis
ion
activ
ely
enco
urag
es lo
cal e
mpl
oym
ent
and
activ
ely
seek
s to
en
gage
loca
l per
sonn
el w
here
ver p
ossi
ble;
(get
figu
res
from
Cas
imiro
)
2.
The
RR
F vi
ewin
g fa
cilit
y is
alre
ady
been
use
d fo
r to
urs.
Vie
win
g pl
atfo
rm d
ispl
ay m
ater
ial i
s be
ing
deve
lope
d, a
nd th
e V
isito
rs C
entre
is
curr
ently
und
er c
onst
ruct
ion.
18. C
osts
Impa
cts
O
utco
me:
1.
P
rovi
de a
fac
ility,
whi
ch i
s ec
onom
ical
ly v
iabl
e in
the
sho
rt an
d lo
ng
term
.
1.
Rig
orou
s fin
anci
al m
odel
ling
has
been
con
duct
ed d
urin
g th
e fe
asib
ility
st
udy
to c
onfir
m t
hat
the
RR
F w
ill b
e ec
onom
ical
ly v
iabl
e in
the
sho
rt an
d lo
ng te
rm.
The
long
and
sho
rt te
rm v
iabi
lity
of th
e R
RF
was
a k
ey
cons
ider
atio
n in
dec
idin
g to
ent
er in
to a
con
tract
with
Bio
Vis
ion.
Atta
chm
ent 2
Item
2.d
oc
7
ITEM 8.2.2MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 93
19. C
ontr
ol O
f Ver
min
And
Flie
s
Out
com
es:
1.
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ITEM 8.2.2MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 94
ITEM 3 LANDFILL UPDATE REPORT (for the period 15 October 2009 – 25 March 2010)
File No: WST/100 (D/10/1900) Attachment(s): Nil. Author: Ian Watkins
SUMMARY The purpose of this report is to provide Council with information relating to the development and operation of the Tamala Park landfill. Topics covered in this Item include:
• Waste tonnage and airspace consumption
• Waste density
• Stage 2 Phase 3 Excavation Works
• Stage 2 Phase 3 Liner Works
• Stage 2 Capping
• Buffer Zone (North)
• Workshop Extension BACKGROUND Council has previously, on a regular basis, been provided with landfill update reports (last report 15 October 2009). This Item forms part of the regular update process. DETAIL Waste Tonnage & Airspace Consumption Based on available airspace and anticipated annual waste tonnages the landfill will reach maximum capacity by January 2021. Waste Density Waste density is calculated on a six-monthly basis. Over the past 6 months landfilling has continued over the Stage 2, Phase 1 area and also progressed over the Stage 1 – 2 Tie-in liner area. On 20 January 2010 an aerial survey was flown of the site. Based on this aerial survey the waste density within the whole Stage 2 was calculated as being 0.82/m³.
ITEM 8.2.3
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 95
Stage 2 Waste Density
0.50
0.60
0.70
0.80
0.90
1.00
1/01/05 1/07/05 1/01/06 1/07/06 1/01/07 1/07/07 1/01/08 1/07/08 1/01/09 1/07/09 1/01/10
Date
Den
sity
(t/m
3)
Waste Density The calculated waste density for this period is the “global” waste density. This is the total waste quantity placed in the whole of Stage 2 (all Phases) divided by the total volume of material (including cover). In summary, for the whole of Stage 2, there is approximately 820 kg of waste for every m3 of airspace consumed. The 20 year financial model which sets the landfill gate fees has been developed around an estimated long-term waste density of 800kg/m3. Consequently the financial model is slightly conservative (2.5%) on this particular assumption. The change in density between this calculation period and the previous period (0.07t/m3) is likely due to the previous calculation period occurred during the transition from Stage 2 Phase 2 back into Stage 2 Phase 1. During this transition, there were significant quantities of cover material and temporary capping material stockpiled on the landfill. The quantity of material is estimated and deducted from the calculation to determine the density of the waste (excluding stockpiled material). It is possible that the volume of stockpiled material was over estimated, leading to a marginally higher waste density. Typically for a deep putrescible landfill it would be expected that a waste density of approximately 0.85t/m³ should be achieved by the time that the landfill has reached maximum capacity. It would not be expected to get this density in the first few layer of waste; however, over time once the affect of waste settlement has been taken into account, the waste density should gradually increase to approximately 0.85t/m³. Factors that influence waste density include:
• Waste type
• Compactive effort
• Moisture content/waste decomposition
• Landfill gas extraction
• Waste depth
• Waste settlement
• Accuracy of survey process
ITEM 8.2.3
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 96
Stage 2 Phase 3 Excavation Works Stage 2 Phase 3 excavation was required to form the airspace for the final cell development at Tamala Park:
• The excavation works commenced in July 2007 and was completed by the end of December 2009
• In total there was 1.2 M m3 of limestone excavated
• A total of $10.96M was spent on the excavation works resulting in a cost of $9.15/m3 (in September 2006 Phase 2 West cost $10.40/m3)
Prior to the Phase 3 development, previous excavation activities were carried out by awarding short-term tenders for the rapid excavation and removal of the material. A different approach was used during the Phase 3 excavation whereby the MRC project managed the activities utilising a panel of equipment hire companies. The advantages of this approach included:
• Total control of the method and rate of excavation
• The rate of excavation managed to cater for landfill operational requirements and off-site demand for crushed limestone
• Provided the landfill operation with “free” cover material for 2.5 years
• The ability to stockpile different types (sand, sandy limestone, crushed limestone) of excavated material around site for future landfill cover and capping material
• Remove the need to stockpile additional excavated material on the “southern stockpile” (past objections from the Kinross community)
• Significant cost savings:
- Excavation costs - reduced cost per m3 of material excavated in comparison to previous excavation methodology
- Landfill operation costs - significant quantities of landfill cover material provided during the excavation exercise (2.5 years)
- Future landfill capping costs - significant quantities of capping material stockpiled on-site
There is no further bulk excavation work required at Tamala Park. Stage 2 Phase 3 Liner Works Following significant delays, the DEC eventually issued the Phase 3 liner installation Works Approval on 23 December 2009. On the same day the works were awarded to CECK (approved OCM 03/09/2009). Construction commenced on-site on 12 February 2010 and is programmed to be completed by 6 May 2010. Based on available airspace in Phase 1 and 2, landfilling is anticipated to continue in these areas until the end of December 2010. In line with this program, landfilling will commence in the new Phase 3 lined area in approximately October 2010 in preparation to receive all waste by the end of December 2010 (October to December transition period).
ITEM 8.2.3
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 97
Stage 2 Capping As mentioned above landfilling will continue over Phase 1 and 2 until the end of December 2010. Waste placement will continue in these areas until the final waste profile has been achieved. Immediately thereafter, this portion of the landfill will be permanently capped and revegetated. Buffer Zone (North) As previously reported (15/10/09): The current landfill lease requires the MRC to pull back the northern buffer zone to within the lease area by 31 December 2010. The anticipated pull-back of the buffer zone is as follows:
• Current – buffer approximately 350m north of the lease boundary
• 31 December 2010 – buffer approximately 100m north of the lease boundary
• 31 December 2015 – buffer approximately 50m north of the lease boundary
• 31 December 2016 – buffer pulled back to the lease boundary
• 31 January 2021 – (landfill closed) – no buffer zone required Actions undertaken post OCM 15 October 2009:
• The MRC advised the Tamala Park Regional Council (TPRC) CEO that it would not be possible to pull back the northern buffer zone in accordance with the landfill lease requirements and provided information on the achievable anticipated buffer zone pull back timetable
• The TPRC CEO accepted the MRC position and subsequently presented an item to the TPRC Council (11/2/10) seeking approval for the amended buffer zone pull back timetable
• The TPRC Council resolved to note the revised pull back of the buffer zone, requested the MRC to adhere to the revised buffer zone timetable and requested that the MRC knowledge that these were minimum targets to be achieved
• The TPRC CEO subsequently wrote to the MRC advising of the TPRC Council decision
• The MRC and TPRC have met to discuss these issues
• It is now for the MRC to advised its Member Councils of the TPRC decision and request an amendment to the Tamala Park Lease reflecting the revised buffer zone pull back arrangements
Workshop Extension Financial approval was granted at the December 2009 OCM. The construction contract has been awarded to DEVCO Builders. Work is due to commence on site in May 2010, with completion anticipated in July 2010.
ITEM 8.2.3
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 98
CONSULTATION
• DEC
• Landfill Operations Staff
• Golder Associates
• CECK
• Tamala Park Regional Council
STATUTORY ENVIRONMENT Not applicable. POLICY IMPLICATIONS Not applicable. STRATEGIC IMPLICATIONS Tamala Park landfill is consistent with Objective One of the Council’s Strategic Plan 2009-2029 : Operate existing waste/resource management processing projects conducted at least at the following:
• Tamala Park (landfill, recycling, reuse)
FINANCIAL IMPLICATIONS Sufficient funds have been allocated in the Mindarie Regional Council Strategic Financial Model to cover anticipated landfill cost. MRC OFFICER RECOMMENDATION That Council:
(i) receive this Landfill Update Report dated 22 April 2010
(ii) authorises the CEO to write to the seven Member Councils requesting a change to the Tamala Park Lease conditions associated with the northern buffer pull back arrangements
TECHNICAL WORKING GROUP – 1 APRIL 2010 Nil discussion. TWG OFFICERS RECOMMENDATION That Council:
(i) receive this Landfill Update Report dated 22 April 2010 (ii) authorises the CEO to write to the seven Member Councils requesting a
change to the Tamala Park Lease conditions associated with the northern buffer pull back arrangements
ITEM 8.2.3
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 99
ITEM 4 LANDFILL GAS CONTRACT REPORT File No: EST/2-02 (D/10/1901) Attachment(s): Nil. Author: Ian Watkins
SUMMARY The purpose of this report is to provide Council with information relating to the current situation with regards to the Tamala Park landfill gas contract and potential future options surrounding landfill gas management. BACKGROUND It is an environmental requirement that the MRC appropriately manage landfill gas emissions from the Tamala Park landfill. Being a specialist activity, the MRC (and the vast majority of other landfill operators) contract out the landfill gas management to a specialist company. The Tamala Park landfill gas management is currently contracted out to Landfill Gas and Power (LGP). The contract is due to expire on 30 June 2011 (the end of the previous Tamala Park Lease). It is now appropriate that the MRC consider landfill gas management options beyond the current contract period. DETAIL Landfill Gas Landfill gas is formed within a putrescible landfill as a result of organic decay under anaerobic conditions. Landfill gas predominantly consists of methane and carbon dioxide, with minor quantities of other gases such as hydrogen sulphide (odour). Methane is a relatively potent greenhouse gas in comparison to carbon dioxide (21 x CO2 impact); hence the importance of appropriate landfill gas (methane) management. Landfill gas typically forms within the first year of waste placement in a putrescible landfill and depending on the incoming waste stream, peaks a couple of years after the landfill closes. From the peak landfill gas production (2 years after landfill closure), gas production gradually decreases for approximately 50 to 70 years before reaching minimal emission levels. Due to the extended landfill gas “decay tail”, there is a requirement to manage landfill gas for many decades beyond landfill closure. The exact duration of management is not clear; however, the landfill industry current standard assumption is that the “after care” period will be in the order of 30 years. With the proposed carbon trading scheme (CPRS) likely to be implemented within a few years, it is possible that the landfill “after care” period will extended beyond 30 years after the closure of a landfill. Current Contractual Arrangements The current landfill gas management contractual arrangements with LGP include:
• An exclusive licence to extract gas from the landfill
ITEM 8.2.4
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 100
• A lease over a portion of land on which to construct permanent infrastructure
• A requirement to maintain an efficient gas extraction system (well field)
• A requirement to either flare or "consume/burn" the extracted gas
• A requirement to pay to the MRC revenue based on a percentage of electricity sales and Renewable Energy Certificates sold (or any other “carbon trading” revenue achieved)
• The contract terminates on 30 June 2011
• There is a contractual clause relating to both parties discussing future contract extension options; however, following legal advice, this clause does not provide the MRC or LGP with a specific right to extend the contract. Any future arrangements between the MRC and LGP would be as allowed under the Local Government Act
Available Future Options There are a number of options available to the MRC with regards to the future management of landfill gas at Tamala Park. These include:
1. The MRC undertaking the activities in-house. Being a specialist activity, the MRC would have to employ landfill gas specialists in order to undertake the required activities. Due to the scale of operation (a single site) it is unlikely that the in-house activities would be carried out efficiently. There will also be the requirement for the MRC to spend significant capital in developing the permanent infrastructure required to produce green energy. The benefit of an in-house operation is that it allows total flexibility to adapt to future "carbon trading" environments.
2. Negotiate contractual arrangements with a preferred party. This is a process
allowable within the Local Government Act whereby the MRC negotiates contractual arrangements with a preferred party, develop a Business Plan (including all relevant financial information), advertise the Business Plan for public comment, following consideration of public comment received the MRC could enter into contractual arrangements with the preferred party. The process followed in order to proceed with this option is more complicated than the typical tender process. This option is normally utilised by Local Government to establish contractual arrangements in circumstances where there is typically only one supplier able to provide the service. In the case of landfill gas management, although there are not a large number of companies undertaking this specialist activity, there are sufficient to go through a competitive tendering process.
The main reason that the MRC would progress down this option would be to continue to contract with LGP for a short-term contract of approximately 3 years in order to "buy time" while the Carbon pollution Reduction Scheme (CPRS) or other related carbon trading scheme was implemented. In this circumstance LGP is the only company which could provide a short-term contract. This is primarily due to the fact that LGP is already established on-site and hence, could simply extend their current operations for a few more years. To get a new contractor in for a three-year contract would not be viable due to the large capital cost involved in establishing a green power generation system. The short-term nature of the contract would not make it economically viable.
ITEM 8.2.4
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 101
3. Establish contract via tender process. This option would not enable the MRC to conclude an economically viable short-term contractual arrangement (refer option 2 above). Any contractual arrangements resulting from this process would need to be a minimum 10 year contract duration. The downside of this is that this contract would be awarded prior to the CPRS or other related carbon trading scheme being in place; consequently, the contractual arrangements would need to be flexible in order to accommodate possible future carbon trading schemes. The benefit of going out to tender is that the MRC would test the market and thereby obtain the most competitive contractual terms.
Consideration of Future Options Option 1 - In-House Activities. Landfill gas management is not MRC core business, as has been demonstrated with the RRF project, the MRC has a preference to let specialists undertake specialist activities. It is not deemed appropriate that the MRC get involved in landfill gas management. Option 2 - Negotiated Contractual Arrangements. Although this option would provide a short-term solution whilst the CPRS is being developed, there is no guarantee that the CPRS or any other similar scheme would be developed within the short-term timeframe. It is also highly likely that any carbon trading scheme would change over time; consequently, any long-term contract that was developed would need to incorporate flexibility to deal with changing carbon trading schemes. In developing a comprehensive Business Plan, the MRC is required to include all relevant business arrangements in the Plan. This would become a public document; hence, all the financial arrangements that were agreed to with the preferred contractor (LGP) would become common knowledge. This could potentially impact on the future tendering process beyond the short-term contract. Option 3 – Contract via Tender. It is felt that with careful consideration a tender document can be developed which provides flexibility to manage the implementation of the CPRS as well as any future changes to the carbon trading environment. This option is seen as providing the MRC with the most commercially competitive contractual arrangements going forward. Preferred Option It is considered that Option 3 is the preferred way forward beyond the termination of the current landfill gas contractual arrangements. Typical Future Tender/Contractual Arrangements The typical scope of work and conditions for the tender and resultant contract would be based around the terms of the existing LGP contractual arrangements. The major adjustment to the existing contract will be:
• Transition planning for the establishment of a new contractor on-site whilst the existing contractor demobilises from site
• The development of a flexible mechanism for dealing with the implementation of a CPRS or similar carbon trading scheme, as well as future changes to these schemes or the implementation of completely new systems at some time in the future
• Flexibility to allow tenderers to propose options for revenue sharing mechanisms
ITEM 8.2.4
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 102
• The term of the contract will be from1 July 2011 through to 30 June 2032 (end of current landfill site Lease)
• The investigation of options to extend the lease beyond 30 June 2032 should the landfill site Lease be extended at some time in the future or the ability to assign the extended contract to another party responsible for the landfill site beyond the expiry of the current landfill Lease
Project Timetable The major consideration is the time required for a new contractor to establish on-site. As a minimum this will take six months, with the ideal duration being nearer 12 months; consequently, the following project timetable is proposed: Option 1:
• 22 April 2010 - Council approval to proceed to in-house operations
• May 2010 MRC make financial provision in 2010/2011 budget for additional revenue and expenditure and updates the 20 year financial model
• May/June 2010 MRC review staffing and technical requirements
• July/August 2010 – MRC employ relevant technical staff
• September 2010 to June 2011 MRC prepares and establishes on-site
• 1 July 2011 - the commencement of in-house operations Option 2:
• 22 April 2010 - Council approval to negotiate with LGP
• May/June/July 2010 negotiate new arrangements with LGP and develop Business Plan
• 26 August 2010 - Council approve the Business Plan
• September 2010 – Business Plan advertised and comments considered
• 28 October 2010 – Council approves final Business Plan and authorises signing of new short-term contract with LGP
• 1 July 2011 - the commencement of the new 3 year contractual arrangements with LGP
• January 2013 – MRC commences the tendering process as per Option 3 below Option 3:
• 22 April 2010 - Council approval to proceed to tender
• May/June/July 2010 – conduct tender activity
• 26 August 2010 - Council approve the preferred tenderer
• 1 September 2010 - Contract awarded to the preferred tenderer
• September 2010 to June 2011 - Contractor prepares and establishes on-site
• 1 July 2011 - Commencement of the new contract CONSULTATION
• Landfill Gas and Power
ITEM 8.2.4
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 103
• Landfill Management Services
• Woodhouse Legal
STATUTORY ENVIRONMENT Not applicable. POLICY IMPLICATIONS Not applicable. STRATEGIC IMPLICATIONS Landfill gas management is consistent with Objective One of the Council’s Strategic Plan 2009-2029:
Strategies:
• Generate income via processing projects at Tamala Park, specifically via landfill activities, landfill gas management and recycling of material e.g. paper, steel
Performance Indicators:
• Satisfactory report card on economic, environmental and social grounds for all operations
FINANCIAL IMPLICATIONS Landfill gas management at Tamala Park is a revenue generating activity. The objective of a future landfill gas contract would be to maximise the return to the MRC whilst appropriately allocating risk to that party best able to manage it. Future contractual arrangements need to be cognisant of the potential financial implications of the possible implementation of the (CPRS) or any other "carbon trading" scheme. MRC OFFICER RECOMMENDATION That Council:
(i) receive this Landfill Gas Contract Report dated 22 April 2010
(ii) authorises the CEO to tender for the establishment of a new Landfill Gas Contract to cover the period from the end of the existing contractual arrangements (1 July 2011) through to the end of the current Tamala Park Lease (30 June 2032)
TECHNICAL WORKING GROUP – 1 APRIL 2010 Nil discussion.
ITEM 8.2.4
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 104
TWG OFFICERS RECOMMENDATION That Council:
(i) receive this Landfill Gas Contract Report dated 22 April 2010 (ii) authorises the CEO to tender for the establishment of a new Landfill Gas
Contract to cover the period from the end of the existing contractual arrangements (1 July 2011) through to the end of the current Tamala Park Lease (30 June 2032)
ITEM 8.2.4
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 105
ITEM 5 BUSINESS PLANNING 2010/2011 File No: COR/8 (D/10/1915) Attachment(s): 1. Schedule of Proposed Fees and Charges 2010/2011 2. 2010/2011 Members Fees – Additional Budgetary Information 3. New Initiatives Author: Kalwant Dhillon SUMMARY The purpose of this item is to finalise the Members and Non-Members Fees for 2010/2011. BACKGROUND A twenty year Strategic Financial Plan commencing 2008/2009 to 2027/28 was approved by Council on 3 July 2008 at the Ordinary Council Meeting. The State Government Budget, released 14 May 2009, contained an unexpected plan to increase the landfill levy for putrescible waste – the waste disposed to Tamala Park – from $7 per tonne to $28 per tonne, effective 1 July 2009. This was later revised to $8/tonne effective from 1 July 2009 and $28/tonne effective from 1 January 2010. An average application of the above increased charges in DEP levy were applied by MRC in the finalisation of the Members and Non-Members Gate Fees which were approved by the Council at the 30 June 2009 Special Council Meeting. The approach taken has been to minimise impact of this increased charge to Member Councils, without compromising the Mindarie Regional Council business. Estimated Gate Fees for Processable and Non-Processable waste of $142/tonne and $83/tonne respectively were provided to Member Councils’ seeking an estimate for their budgeting planning purposes based on the twenty year Strategic Financial Plan and Financial Model. Council, at its Ordinary Council Meeting December 2009, approved the Annual Budget Process and Fee Setting Mechanism. This is Phase 1 of the Annual Budget Process and Fee Setting Mechanism. DETAIL Business Plan 2009/2010 The draft Business Plan for 2010/2011 will be prepared based on the existing twenty year Strategic Plan approved by Council at the October 2008 Ordinary Council Meeting and will be tabled for discussion at the Budget Workshop scheduled for May 2010 with the view to finalising it going forward.
ITEM 8.2.5
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 106
Strategic Budget 2009/2010 As mentioned above, Mindarie Regional Council finalised its Strategic Financial Plan from 2008/2009 to 2027/2028, and this was approved by Council’s at the 3 July 2008 Ordinary Council Meeting. The projections for 2010/2011 in the Strategic Financial Plan has been used in the context of the Strategic Budget for 2010/2011, as the preliminary estimates and these estimates have been updated in light of fresh data on ‘tonnages’ of waste expected from member Councils, current economic conditions, demands of the business, environmental factors, latest events associated with the Resource Recovery Facility (RRF), new initiatives and other relevant factors for the calculation of the Gate Fees for 2010/2011 going forward. Member Fees – 2010/2011 The Resource Recovery Facility at Neerabup was commissioned on 27 March 2009 and was fully operational on 16 July 2009. Since the commissioning in July 2009 the RRF has been ‘hampered’ by cracks in the two composters, and the facility was closed for the period late September 2009 to January 2010 to allow for the assessment of the damage and subsequent short-term repairs. The short-term repairs were completed in January 2010 and the facility has been in full production since 1 February 2010. The temporary closure of the RRF has resulted in ‘savings’ in cost due to lower payments to the Contractor (BioVision 2020 Pty Ltd) in line with contract. The savings, based on best estimates, were estimated at the Mid-Year Review to be approximately $1.5m. In line with the existing policy on unders/overs, MRC agreed to take this ‘savings’ into account in the calculation of the Members Processable Fees for 2010/2011. However, at the February 2010, Council agreed the matter of allocation of any net savings be considered as part of the finalisation of the MRC Revised Pricing Model. During 2004 and 2005, Council resolved a revised fee structure vide two resolutions as follows:
• Ordinary Council Meeting 1 July 2004 That Council approve:
(i) an approach for the definition of categories of members waste, with effect from the opening of the Resource Recovery Facility, as follows:
(a) Processable waste defined as Municipal Solid Waste suitable for any Secondary Waste Treatment process adopted by MRC;
(b) Non-Processable waste defined as waste not suitable for a Secondary Waste Treatment process and includes any residue from a Secondary Waste Treatment process.
(ii) The subsequent development of a business plan and financial model that will allow analysis of the charging regime that will apply.
ITEM 8.2.5
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 107
• Special Council Meeting 6 April 2005 That Council:
(i) Note the previous decision to adopt a waste categorisation structure which contains processable and non-processable categories of material for disposal;
(ii) Approve a definition for processable waste as follows:-
“Processable waste is defined as all waste collected via
• weekly household waste collection services for all Councils
• daily and weekly collection services for City of Perth”;
(iii) Approve a definition of non-processable waste as follows:
“Non-processable waste is defined as that waste not suitable for processing by any Stage 1 Resource Recovery Facility established by MRC, and residue material from any waste processing facility within the region”;
(iv) Approve the application of these definitions for the Stage 1 Resource Recovery Facility only;
(v) Approve the development of any information package by the Mindarie Regional Council for member councils to explain the revised waste categorisation structure and the rationale for the associated fees, and the investigation of further options for fee structures, for Council consideration.
This Fee Model concept has been incorporated into the comprehensive Financial Model developed by Deloittes in conjunction with MRC management and in consultation with Member Councils’ Officers through the Financial Management Workshops. The methodology for the calculation of the Processable and Non-Processable Fees for 2010/2011 thus far has been to apply the Strategic Budget for 2010/2011 in the Model, after taking into account current economic conditions, business demands, new initiatives, latest events associated with RRF and other relevant factors, to derive the Members’ Processable and Non-Processable Fees for 2010/2011. The outcomes from this work are as follows: The comparative analysis of Member Gate Fees (estimated) for 2010/2011 to the previous year is described in the table below: Approved Fees 2009/10
$/tonne Ex GST
Budget Estimate 2010/11 $/tonne Ex GST
Processable 120.50 134.00
Non-Processable 66.00 86.00 The increase in Processable cost is due to the following factors:
• Increase in projected contractor’s fees from $147 to $153
• ‘Flow-on’ on impact of the full year’s increase in DEP Levy
The increase in non-processable fees over 2009/2010 is due to the following:
• Full year impact of the DEP Levy ($3.1m increase over 2009/2010)
• Inflationary Increases and minor changes relating to the level of service ($0.6m)
ITEM 8.2.5
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 108
• New Initiatives ($0.98m) (this does not include Capital Items) per Attachment 3
Casual Fees and Charges The fees for Casuals has been reviewed in conjunction with the increase in DEP levy (effective January 2010) and taking into account the following principles.
• Principle of ‘Full Cost’ recovery
• Recovery of full DEP levy (including increase effective 1 January 2010)
• Comparison with Competitors
• Comparison with Balcatta Transfer Station
• Market conditions The methodology previously agreed at the Financial Management workshops in conjunction with Member Councils’ Officers in respect of Casual Fees once the Resource Recovery Facility is operational is that the fees for Casuals need to be established on the principles below and need to be increased gradually to make it comparable to the Processable Fees for Members in the future years. Based on the review, in line with the above principles, the Casual fee is recommended for increase to $138/tonne (inclusive of GST) which also takes into account the fact that the Fee needs to be sustainable for the continuity of Casual Revenue going forward. Other Fees and Charges have been either increased marginally or retained at 2009/10 levels to encourage waste to be sent to the landfill rather than ‘dumped’ elsewhere in the environment Management of Budget Deficit The management of any deficit i.e. ACTUAL cost/tonne greater than APPROVED cost/tonne, for financial year 2009/2010, is prepared via a strategy of fee adjustment, within the context of budgetary planning. Other Factors
• RRF Gate Fees As per the RRFA, the Waste Diversion Target is able to be changed to take into consideration the Perth waste stream composition (organic fraction). It has previously been agreed with BioVision that the Waste Diversion Target will be assessed in the first year of operations. Following the extended Un-Availability as a result of the composter cracks, the MRC is proposing that this assessment be finalised over the first two years of operation, with an interim adjustment at the end of year one. The issue of whether there is a corresponding RRF gate fee increase is a matter of discussion with BioVision. The Budget takes a conservative position and includes an allowance for a fee increase and associated retrospective catch-up payment to BioVision. If the Waste Diversion Target is adjusted to the extent requested by BioVision (71.4% to 58%) and the MRC is required to adjust the gate fee, the impact has been calculated as $7.41/tonne which will equate to $741,000 for 2010/2011. Based on this, the retrospective catch-up payment for the 2009/2010 financial year has been calculated as $677,000. This total impact over 2009/2010 and
ITEM 8.2.5
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 109
2010/2011 of $1.4m ($741,000 plus $677,000) has not been taken into account for the calculation of 2010/2011 Members’ Gate Fees. Administration recommends that this cost be offset against the estimated $1.5m surplus for 2009/2010 in relation to RRF Operations (mentioned above). If this liability does not eventuate the surplus will be offset against future year’s Processable Fees.
• MRC Revised Pricing Model
The Financial Management Workshop on MRC’s Pricing Model for Councillors is scheduled for 31 March 2010 with the view to table the report at the 22 April Ordinary Council Meeting. In the event, the MRC Pricing Model is amended in the near future, the impact will be assessed and if it is material an adjustment will be done at the mid-year review.
CONSULTATION Consultation concerning this work has been conducted with the Council’s Financial Advisor, Deloittes, and officers from Member Councils. STATUTORY ENVIRONMENT The process of establishment of Member Gate Fees for Processable and Non-Processable Waste in respect of 2010/2011 is consistent with the Strategic Plan and Strategic Financial Plan. POLICY IMPLICATIONS Not applicable. FINANCIAL IMPLICATIONS The finalisation of the Member Gate Fee for 2010/2011 now allows Member Councils to progress with the finalisation of their individual budgets. STRATEGIC IMPLICATIONS The development of the Strategic Budget is consistent with the principles of Strategic Business Planning.
COMMENT The administration has completed phase 1 of the Budget Planning Process and Council’s consideration of the following matters is now appropriate:
• Calculation of Member Gate Fees in relation to Processable and Non-Processable Waste
• Calculation of Schedule of Fees and Charges for 2010/2011
ITEM 8.2.5
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 110
MRC OFFICER RECOMMENDATION That Council:
(i) note the methodology used for the Budget Planning and Strategic Budget for 2010/2011
(ii) note and approve the new initiatives in the context of the calculation of the Members and Non-Members Gate Fees
(iii) approve Members’ Processable Gate Fee of $134 (ex GST) and Non Processable Fees of $86 (ex GST) for financial year 2010/2011
(iv) approve the Schedule of Fees and Charges relating to commercial and casual users, at Attachment One in respect of financial year 2010/2011
TECHNICAL WORKING GROUP – 1 APRIL 2010 The Group was briefed by CEO on proposed approach with respect to Ordinary Council Meeting consideration of material associated with the review of member fees. Agreed actions as follows:
• inclusion of a ‘phase in’ option for any single fee proposal
• provision, to members as soon as possible, of the indicative fee (Single Fee, no residue discount)
The Group noted that approval of fees can only occur formally at the adoption of Budget financial year 2010/2011, and amended (iii) accordingly. The CEO undertook to advise of further events i.e. workshops, Council meetings as soon as possible, required under the Council – approved (December 2009) process. TWG OFFICERS RECOMMENDATION That Council:
(i) note the methodology used for the Budget Planning and Strategic Budget for 2010/2011
(ii) note the new initiatives (iii) note Members’ Processable Gate Fee of $134 (ex GST) and Non
Processable Fees of $86 (ex GST) for financial year 2010/2011 for budget planning purposes
(iv) approve the Schedule of Fees and Charges relating to commercial and casual users, at Attachment One in respect of financial year 2010/2011
ITEM 8.2.5
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 111
ATTACHMENT ONE
TO ITEM 5
TECHNICAL WORKING GROUP
1 APRIL 2010
SCHEDULE OF PROPOSED FEES AND CHARGES 2010/2011
ITEM 8.2.5
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 112
Fee (GST inclusive)
from 1 July 2009
GST Payable to
ATO
PROPOSED Fee (GST inclusive)
from 1 July 2010
GST Payable to
ATO1 (a) GENERAL ENTRY
General waste and household rubbish (domestic)excepting liquid waste, swill or semi liquid waste.Charge per tonne $120.00 $10.91 $138.00 $12.55Minimum charge for entry to site $10.00 $0.91 $12.00 $1.09
(b) Swill or Semi Liquid Waste
(c) In the event of weighbridge breakdown due to powerfailure, maintenance or repairs the following feesshall apply to (a) above(I) All vehicles carrying uncompacted waste - per wheel of truck or trailer (larger than 1.8mx1.2m) $35.00 $3.18 $40.00 $3.64 Trailer (1.8mx1.2m or less) $35.00 $3.18 $40.00 $3.64(II) All vehicles carrying compacted waste - per wheel of truck or trailer $70.00 $6.36 $80.00 $7.27
(d) Asbestos - whole loads per tonne (incl burial fee $150.00 $13.64 $200.00 $18.18
(e) Unweighed Load (Drive-Aways) $50.00 4.55 $60.00 5.452 SPECIAL BURIALS (SUPERVISED)
At the discretion of the Site Controllerin addition to the tonnage ratesCharge per 5 cubic metres $180.00 $16.36 $200.00 $18.18
3 CONTROLLED WASTE PER TONNE $200.00 $18.18 $200.00 $18.18
4
(a) Motor bodies and old machinery each item $25.00 $2.27 $25.00 $2.27
(b) Animal Carcasses Small domestic animals $8.00 $0.73 $8.00 $0.73 Large animals (Sheep and cattle etc) $20.00 $1.82 $20.00 $1.82
(c) Car Tyres only (Max disposal 4) - per 4 tyre, pro rata fo< 4 $15.00 $1.36 $18.00 $1.64 Per tonne $300.00 $27.27 $300.00 $27.27
(d) Safe sharp containers 7 litre or less each $13.00 $1.18 $13.00 $1.18 Over 7 litres per litre $1.30 $0.12 $1.50 $0.14
(e) Light weight bulk material less 300 kg Per cubic metre - each cubic metre $50.00 $4.55 $60.00 $5.45
5 REPLACEMENT OF LOST/DAMAGED DCS CARDS(a) Replacement of DCS Cards $50.00 $4.55
6 INFRINGEMENT AGENCY COSTS
(a)Debt Collection Fee
(b) Dishonoured Cheque Fee $15.00 $1.36 $20.00 $1.82
MINDARIE REGIONAL COUNCIL"TAMALA PARK" REFUSE AND RECYCLING CENTRE
SCHEDULE OF PROPOSED FEES AND CHARGES 2010/2011Effective 1 July 2010
Not Accepted
Debt Collection Agency's Costs plus 20% Admin
Fee
In Lieu of the charges in 1, 2 & 3 above the following apply:SPECIAL COMMERCIAL TERMS
Not Accepted
Debt Collection Agency's Costs plus 20% Admin
Fee
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 113
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010 ITEM 8.2.5
ATTACHMENT TWO
TO ITEM 5
TECHNICAL WORKING GROUP
1 APRIL 2010
2010/2011 MEMBERS FEES – ADDITIONAL BUDGETARY INFORMATION
ITEM 8.2.5
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 114
Des
crip
tion
Ado
pted
Bud
get
2009
/201
0R
evis
ed B
udge
t 20
09/2
010
Estim
ated
28 F
ebru
ary
2010
Dra
ft B
udge
t 20
10/2
011
Ope
ratin
g In
com
e
Mem
bers
31,9
15,4
00
31
,915
,400
20,3
52,8
02
38
,617
,600
Non
Mem
bers
5,35
5,24
0
5,35
5,24
0
3,03
4,72
6
5,01
8,00
0
Oth
er1,
857,
300
1,
857,
300
1,
572,
880
2,
435,
700
T
otal
Ope
ratin
g In
com
e39
,127
,940
39
,127
,940
24,9
60,4
08
46,0
71,3
00
Ope
ratin
g Ex
pens
es
Lan
dfill
and
Adm
inis
tratio
n20
,714
,020
21,1
10,0
20
12
,684
,882
25,2
63,2
25
RR
F O
pera
tions
16,7
08,2
00
14
,591
,200
7,73
9,90
9
17,4
05,4
00
T
otal
Ope
ratin
g Ex
pens
es37
,422
,220
35
,701
,220
20,4
24,7
91
42,6
68,6
25
Surp
lus
1,70
5,72
0
3,
426,
720
4,53
5,61
7
3,
402,
675
Cap
ital E
xpen
ditu
res
30,2
98,0
00
21,7
75,0
00
4,
130,
776
19,1
86,0
00
Min
darie
Reg
iona
l Cou
ncil
Estim
ated
Bud
get f
or 2
010/
2011
ITEM 8.2.5MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 115
ATTACHMENT THREE
TO ITEM 5
TECHNICAL WORKING GROUP
1 APRIL 2010
NEW INITIATIVES
ITEM 8.2.5
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 116
NEW INITIATIVES The new initiatives are summarised below: • Research and Planning relating $90,000
- RRF Stage Development 70,000
- Investigation into a Toxic Taxi 20,000
• Additional 2 staff to meet the demands of the operation $190,000 of the Landfill and Recycling Centre at Tamala Park
- Full Time Technician 92,000
MRC receives large volumes of hazardous waste, as that volume and diversity has increased the need to manage this issue constructively has arisen. The person employed in this position would be required to undertake a variety of hazardous waste tasks to ensure the Council operates the Tamala Park Hazardous Waste facility at world’s best practice
standards and that it complies with legislation. The majority of these tasks are an ongoing daily requirement and given their complex chemical nature they not able to be performed by other Council staff. The creation of the Technical Officer would reduce operating costs of hazardous waste collections and provide a point of reference to assist member councils with hazardous collection issues
- Recycling Officer 98,000
In the FY 08/09 the MRC Recycling Centre processed approximately 13,000 paint cans. Early 2010 the Recycling Centre commenced processing paint cans from member councils effectively doubling the daily volume to be processed. Current staffing levels of 4 at weekdays and 5 on weekends at the Recycling Centre cannot sustain the required workload to process the increased paint can volumes. An additional full time staff member is needed to assist with the increased volume of paint material to be recycled from the Balcatta Recycling Centre.
• Limestone Cover $400,000
For the past three years the limestone cover material was gained from the excavation activities of Landfill Stage II. Since the excavation of Phase II is now complete the cover required is gained from the main limestone stockpile which requires crushing to render it to a usable size for use on the tipface.
ITEM 8.2.5MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 117
• Zero Waste – MRC Contributions $20,000 (in line with DEC funding requirements) • Additional 0.5 FTE for Administration Officer $27,000
This is administrative support for Marketing and Education Program. This would result in a full time FTE for Marketing and Education Administration to meeting the additional demand in services. Currently administration support is provided by 0.5 FTE • Additional Casuals to support the Education Program Activities $20,000
At the start of 2009 MRC identified that the increased number of requests for the Roaming Recycler, together with increased demand for tours, could only be accommodated with the support of additional staff as needed. Employment of staff on a casual basis allowed MRC to bring them in to assist with staffing of the mobile display at a community event which allowed us to meet the growing requests for involvement at these events in a cost-effective way. We have increased the budget from last year to enable casual staff to assist both with The Roaming Recycler and with tours.
• Sponsorship for Member Councils $70,000
The sponsorship budget would be used to support activities that provide an opportunity to establish the MRC brand and build organisational profile. Also through supporting member councils with their community-based waste-related activities we are building strong relationships with member councils, a critical set of stakeholders.
• Corporate Function and Brand Council $55,000
The MRC corporate cocktail function invites major customers, suppliers, politicians, and staff of agencies and industry associations that the MRC works closely with. The corporate presentation by the Chair and CEO enables the MRC’s messages to be communicated to a receptive audience, followed by good opportunity for networking.
The Brand Council would meet quarterly. The costs relate to revenue hire, potentially the services of a facilitator to work with the group initially, and some materials costs.
• Waste Education Program $10,000
- Shopping Centre Program
Funding is to help MRC make some initial steps into shopping centres. Our aim is to get better visibility for the waste message in shopping centres which could be achieved either through scheduling the Roaming Recycler as a display or through working with shopping centres to create a “green room”, a permanent space (often an unused shop) where people can bring items for recycling – particularly batteries and CFLs – and have waste messages on display. Initial contact with Mirrabooka Square demonstrated some interest.
ITEM 8.2.5MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 118
• Project Support $35,000
- RRF Open Day 30,000
We know that the best way for people to understand the RRF is to see it in operation, hence our expanding tours program. In addition to that, we would like the community close to the facility to be aware of it and what it does, and we would like to know whether there are any issues with the Community now that it is operational. Any opportunity to establish the link between what goes in the bin, the quality of the compost produced, and the benefits of diverting waste successfully from landfill, is an opportunity to be grabbed.
- RRF Stage 2 promotion $5,000
As part of planning for Stage 2 there is likely to be an environmental approvals process to be followed, and the MRC will need to have demonstrated some level of community involvement. This budget allows for initial planning and scoping of the requirements of Stage 2.
• Millipede Control $10,000
This budget item is for purchase of barrier materials, millipede Traps and to investigate methods of control for millipedes.
Grand Total $927,000
ITEM 8.2.5MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 119
ITEM 6 ENVIRO 2010 CONFERENCE AND EXHIBITION - SOLUTIONS FOR A SUSTAINABLE FUTURE
File No: COR/33 (D/10/1916) Attachment(s): 1. Estimated Registration, Accommodation, Travel Costs Author: Kathleen van Son
SUMMARY The purpose of this Item is to confirm attendees at the Enviro 2010 Conference and Exhibition in Melbourne from 21 to 23 July 2010. BACKGROUND The Enviro Conference and Exhibition is the premier national assembly of Australian environment and industry stakeholders. To be held in Melbourne from 21 to 23 July 2010. The Enviro 2010 Conference and Exhibition will be presented by ‘Enviro Conventions’ – a joint venture between the Australian Water Association and the Waste Management Association of Australia. The primary objective of Enviro 2010 is to assemble the leaders of the Australian environment industry, business and policy makers to facilitate cross-fertilisation and networking opportunities. The breadth and diversity of contributors is expected to cover all aspects of sustainability. The Enviro Conference will be a collection of keynote addresses and workshops dealing with sustainability issues faced by governments, business and the public. The conference will be run concurrently with the Enviro 2010 Exhibition where more than 100 exhibitors will display the latest in environmental and sustainability innovation. Since it’s inauguration in Sydney in 2000, Enviro has grown in both eminence and participation. This year we anticipate 1.000 visitors over the three days. DETAIL The conference subject matter for Enviro 2010 can be summarised as follows:
• Implementing Change
• Sustainable Resource Management
• Responding to Climate Change
• Developing Sustainable Infrastructure
• Sustainable Procurement and Supply Chains
• Sustainable Cities
• Innovation and New Technologies
CONSULTATION Not applicable
ITEM 8.2.6
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 120
STATUTORY ENVIRONMENT Not applicable POLICY IMPLICATIONS MRC Policy in relation to conference attendance has been to obtain useful information in the development of Council business. The key thrust of this policy is that if the need is there then consideration be given for Councillors and Officers to attend. Policy 4A Conference and Training has been scheduled for review in the Technical Working Group meeting scheduled for 1 April 2010 and can be found at item number 7 of the Agenda. STRATEGIC IMPLICATIONS Conference attendance provides representatives with additional information that is relevant in the development of the Council’s Strategic Plan. FINANCIAL IMPLICATIONS The estimated total cost for registration, accommodation and travel is $51,765.00. This estimated cost is based on package 2 (full package with workshop and dinner) for members, using early bird registration, staying in a standard room at the Holiday Inn on Flinders and flying Qantas economy class travel. On this occasion economy class travel is preferred due to the potential number of attendees. Alternative registration and accommodation options are available and a breakdown of the estimated total cost is outlined in Attachment 1 to this Item. COMMENT Not applicable MRC OFFICER RECOMMENDATION That Council authorise attendance of the following representatives at the Enviro 2010 Conference and Exhibition to be held in Melbourne from 21 – 23 July 2010.
1. Cr Fishwick 10. K Poynton
2. Cr Hollywood 11. J Giorgi
3. Cr Farrell 12. P Hoar
4. Cr Butler 13. K Caple
5. Cr Boothman 14. D Forster
6. Cr Cooke 15. E Albrecht
7. Cr Robbins 16. C Colyer
8. Cr Stewart 17. R Lotznicker
9. Cr Bissett
ITEM 8.2.6
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 121
TECHNICAL WORKING GROUP – 1 APRIL 2010 Nil discussion. TWG OFFICERS RECOMMENDATION That Council authorise attendance of the following representatives at the Enviro 2010 Conference and Exhibition to be held in Melbourne from 21 – 23 July 2010.
1. Cr Fishwick 10. K Poynton 2. Cr Hollywood 11. J Giorgi 3. Cr Farrell 12. P Hoar 4. Cr Butler 13. K Caple 5. Cr Boothman 14. D Forster 6. Cr Cooke 15. E Albrecht 7. Cr Robbins 16. C Colyer 8. Cr Stewart 17. R Lotznicker 9. Cr Bissett
ITEM 8.2.6
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 122
ATTACHMENT 1
TO ITEM 6
TECHNICAL WORKING GROUP MEETING
1 APRIL 2010
ESTIMATED REGISTRATION, ACCOMMODATION, TRAVEL COSTS
ITEM 8.2.6
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 123
MR
C A
TTEN
DA
NC
E A
T EN
VIR
O 2
010
CO
NFE
REN
CE
AN
D E
XHIB
ITIO
N
R
EGIS
TRA
TIO
N C
OST
S
Wed
nesd
ay 2
1 Ju
ly to
Sat
urda
y 24
Jul
y 20
10
M
elbo
urne
Con
vent
ion
and
Exhi
bitio
n C
entr
e
REG
ISTR
ATI
ON
( Bas
ed o
n 20
10 re
gist
ratio
n
Rat
es)
REG
ISTR
ATI
ON
RA
TE
TOTA
L FO
R 1
7 A
TTEN
DEE
S
R
egis
trat
ion
Type
Pack
age
2 (fu
ll pa
ckag
e w
ith w
orks
hop
& d
inne
r)
M
embe
r
Early
Bird
(Ear
ly B
ird R
egis
trat
ion
Clo
ses
14 M
ay 2
010)
$1
,660
.00
$2
8,22
0.00
R
egis
trat
ion
Type
Pack
age
2 (fu
ll pa
ckag
e w
ith w
orks
hop
& d
inne
r)
M
embe
r
Stan
dard
$1
,770
.00
$3
0,09
0.00
ITEM 8.2.6MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 124
M
RC
ATT
END
AN
CE
AT
ENVI
RO
201
0 C
ON
FER
ENC
E A
ND
EXH
IBIT
ION
AC
CO
MM
OD
ATI
ON
CO
STS
W
edne
sday
21
July
to S
atur
day
24 J
uly
2010
Mel
bour
ne C
onve
ntio
n an
d Ex
hibi
tion
Cen
tre
A
CC
OM
MO
DA
TIO
N
(bas
ed o
n 3
nigh
ts)
( acc
omm
odat
ion
rate
s as
at
18/3
/201
0)
AC
CO
MM
OD
ATI
ON
R
ATE
TO
TAL
FOR
17
ATT
END
EES
H
otel
Hol
iday
Inn
on F
linde
rs
2010
rate
s St
anda
rd R
oom
$1
85.0
0
$9
,435
.00
H
otel
Hol
iday
Inn
on F
linde
rs
2010
rate
s 1
Dou
ble
Bed
Sta
ndar
d N
on S
mok
ing
$1
67.0
0
$8
,517
.00
ITEM 8.2.6MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 125
M
RC
ATT
END
AN
CE
AT
ENVI
RO
201
0 C
ON
FER
ENC
E A
ND
EXH
IBIT
ION
TRA
VEL
CO
STS
W
edne
sday
21
July
to S
atur
day
24 J
uly
2010
Mel
bour
ne C
onve
ntio
n an
d Ex
hibi
tion
Cen
tre
TR
AVE
L (fl
ying
Qan
tas
as a
t 18
/03/
10)
ECO
NO
MY
FOR
17
ATT
END
EES
PREM
IUM
EC
ON
OM
Y FO
R
17 A
TTEN
DEE
S
BU
SIN
ESS
CLA
SS
FOR
17
ATT
END
EES
06
.10
Per
th to
Mel
b
08
:35
Mel
b to
Per
th
$1
4,11
0.00
$29,
444.
00
$5
6,84
8.00
The
estim
ated
tota
l cos
t for
regi
stra
tion,
acc
omm
odat
ion
and
trave
l is
$51,
765.
00.
ITEM 8.2.6MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 126
ITEM 7 MINDARIE REGIONAL COUNCIL – POLICY DOCUMENTATION – REVIEW OF EXISTING POLICIES
File No: COR/23 (D/10/1918) Attachment(s): 1. 4A Conference and Training 2. 12B Occupational Safety and Health 3. 14B Contingency Management 4. 16B Smoking in the Workplace Author: Kathleen van Son
SUMMARY The purpose of this item is to commence the process of Council approval to new Mindarie Regional Council (MRC) Policies. BACKGROUND Council had previously agreed that an exercise should be conducted to review MRC policies and obtain Council approval to revised policy documents. This process has commenced and Council consideration of the initial work is now appropriate. DETAIL Structure of Business Documentation The Council utilises a business manual which comprises both policies and procedures. These documents are reviewed on a regular basis. Review Progress The exercise for the reviewing and creating of policies has progressed to the point of a review of Part 1 – Governance and Part B – Business. Copies of these documents are now presented for Council approval and are described at Attachments to this Item. CONSULTATION Consultation took place with the MRC’s Management Team and Safety Officer. RATIONALE FOR CHANGE
• Policy 4A Conference and Training - Attendance Criteria - consideration is given to the specifics of the
conference when determining the number of attendees. This new information has been provided in bold italics
- Various grammatical changes and deletions throughout this policy have been provided in bold italics
• Policy 12B Occupational Safety and Health - No changes are required of this policy
ITEM 8.2.7
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 7 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 127
• Policy 14B Contingency Management - The words Influenza Pandemics have been included in bold italics
• Policy 16B Smoking in the Workplace
- This policy has been revised and changes are provided in bold italics. The revision is due to changes in the following legislation:
1. WA OSH regulations Part 3, division 3, subdivision 2
2. Tobacco Products Control Regulations 2006, regulation 8
3. WA Dangerous Good Safety (Storage and Handling of non-explosives) regulations 2007
STATUTORY ENVIRONMENT Not applicable. POLICY IMPLICATIONS Mindarie Regional Council’s approved policies will form part of the Council’s business manual. STRATEGIC IMPLICATIONS This review will have no direct strategic implications. COMMENT The administration has commenced the process of the review of business documentation. These existing policies are now submitted for Council consideration and approval. MRC OFFICER RECOMMENDATION That Council approve revised policies as follows:
(i) 4A Conference and Training
(ii) 12B Occupational Safety and Health
(iii) 14B Contingency Management
(iv) 16B Smoking in the Workplace TECHNICAL WORKING GROUP – 1 APRIL 2010 Nil discussion. TWG OFFICERS RECOMMENDATION That Council approve revised policies as follows:
(i) 4A Conference and Training (ii) 12B Occupational Safety and Health (iii) 14B Contingency Management (iv) 16B Smoking in the Workplace
ITEM 8.2.7
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 7 APRIL 2010
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ATTACHMENT 1
TO ITEM 7
TECHNICAL WORKING GROUP
1 APRIL 2010
POLICY 4A CONFERENCE AND TRAINING
ITEM 8.2.7
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 7 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 129
Mindarie Regional Council Business Manual – Policies POLICY NO: 4A POLICY: CONFERENCE AND TRAINING ISSUED: SEPTEMBER 1998 REVIEWED: APRIL 2000, MAY 2005, APRIL 2010 OBJECTIVE: The objective of this policy is to describe the arrangements for the representation of the Council by both elected members and officers at, conferences/study tours/training workshops (herein after referred to as “the event”) both within the State and interstate or overseas.
POLICY: 1. Conference Attendees
As a general rule, the number of attendees attending conferences should be considered in relation to the specific conference.
2. Attendance Criteria The attendance criteria associated with attendance at any conference are, generally, as follows:
2.1. That attendance at any particular conference, either within WA,
interstate or international, should be based on Council’s demand for information, derived from a consideration of recent conference attendances by Council members, the needs of the Council, and the relative experience of the Council at any particular time.
2.2. That the satisfaction of this demand for information should then be
compared to the supply of information from any particular conference, based on conference theme, proposed content, nature of speakers, additional opportunities eg site visits, and the opportunities for networking.
Conference and Training. Issued: 09/98. Rev: 04/00; 05/05; 04/10 4A TRIM: COR/23 Page 1
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Conference and Training. Issued: 09/98. Rev: 04/00; 05/05; 04/10 4A TRIM: COR/23 Page 2
2.3. That final consideration of attendees, and in addition to this supply versus demand comparison, should be based on logistics considerations ie location, cost, timings.
2.4. That a participant Council officer, who is a member of one of the
Council Committees, may attend a conference on behalf of an approved elected member, if required.
3. Conference Authorisation
Authorisation for attendance of the Chief Executive Officer and any Councillors at any event is the responsibility of the Council.
Authorisation of attendance of the CEO at any event is the responsibility of the Chairman. Authorisation for attendance by staff at events within the State is the responsibility of the Chief Executive Officer.
4. Expenses It is the policy of the Council that travel and accommodation be normally of a business class standard, unless major cost savings can be obtained through the utilization of particular conference packages. Subject to approval being granted to attend the event, the following expenses will be met:
4.1. Airfares
4.1.1. Business Class Airfares (unless otherwise determined by Council) to and from the regional airport situated nearest to the event.
4.1.2. All airline tickets purchased are to be insured to enable the ticket
purchase price to be refunded, on occasions whereby a delegate is unable to travel.
4.2. Registration fees
Registration fees shall be interpreted as reasonable expenses associated with conferences and training.
4.3. Accomodation
Accommodation expenses shall be interpreted as reasonable expenses incurred by the delegate for a room at or in close proximity to the event venue.
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Conference and Training. Issued: 09/98. Rev: 04/00; 05/05; 04/10 4A TRIM: COR/23 Page 3
4.4. Meals and incidental expenses in accordance with the State Public Service Award conditions of service and allowances.
4.4.1. Meals expenses shall be interpreted as reasonable expenses
incurred for the purchase of breakfast, lunch, dinner where these are not provided at the event.
4.4.2. Incidental expenses shall be interpreted as reasonable expenses
incurred by the delegate for telephone calls, newspapers, magazines, laundry, public transport and sundry food and beverages.
4.4.3. Claims for meals at venues other than the event will not be paid
by Council when alternate meals are included and have been paid for in the registration fee.
4.5. Transport to and from the airport and intra-city movement. 4.6. A cash advance to cover meals, incidental expenses and intra-city
transport as mentioned in 5.4.2, 5.4.3 and 5.5 above can be paid to the delegate prior to departure for the event.
5. Accompanying Persons / Entertainment Costs
5.1 Claims for expenditure on persons other than the delegate will not be reimbursed except with the authorisation of Council prior to the event.
5.2 The Council will only meet entertainment costs which are a part of the
event and covered by the registration fee (covered by 6.1).
5.3 All flight, accommodation and other programme costs for partners or accompanying persons not authorised by Council shall be met by the delegate at the time of booking.
6. Acquittal of Expenses
6.1 Attendees shall, within seven (7) days of return from the event, provide to the relevant CEO a complete daily breakdown of expenditure relating to the cash advance made under 5.6 and other out of pocket expenses, itemizing individual purchases, and supported by receipts. Any surplus funds from the cash advance shall be returned at the same time.
6.2 Claims for valid business related expenditure, in excess of the cash
advance will only be considered for payment when full details and receipts are provided.
6.3 Elected members failing to acquit expenses in accordance with this
policy shall have the full value of the cash advance deducted from the next quarterly payment of their meeting attendance fees.
ITEM 8.2.7MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 7 APRIL 2010
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Conference and Training. Issued: 09/98. Rev: 04/00; 05/05; 04/10 4A TRIM: COR/23 Page 4
7. Post Conference Reports Elected members and staff attending the event shall submit an independent or composite report via the Chief Executive Officer for consideration at the appropriate forum within sixty (60) days of the closure of the event.
RESPONSIBILITY The Chief Executive Officer is responsible for the implementation and monitoring of this policy. This includes the quality control associated with the policy, including the demonstration with documentation, of evidence associated with any payments.
ITEM 8.2.7MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 7 APRIL 2010
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ATTACHMENT 2
TO ITEM 7
TECHNICAL WORKING GROUP
1 APRIL 2010
POLICY 12B OCCUPATIONAL SAFETY AND HEALTH
ITEM 8.2.7
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 7 APRIL 2010
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POLICY NO: 12B
POLICY: OCCUPATIONAL SAFETY AND HEALTH
ISSSUED: NOVEMBER 1998
REVIEWED: SEPTEMBER 2000, APRIL 2010
OBJECTIVE The objectives of this policy are to: • •
•
Identify and eliminate workplace hazards Provide employees with safety information, hazard identification techniques, supervision and training to ensure safe work practices are followed. Continuously improve the standard of occupational safety and health for all employees, and visitors to the Council’s facilities.
POLICY It is the policy of the Mindarie Regional Council to provide safe and healthy working conditions for employees and to encourage each person to regard accident prevention as a collective and individual responsibility. The Council institutes, maintains and actively encourages safe working systems throughout its operation for the personal wellbeing of each employee.
Under this policy, Supervisors are to provide the initiative and follow up action necessary to maintain the safety of their individual sections and teams. They must ensure that individual employees are safety minded and investigate report and rectify all unsafe conditions and activities. Employees also have a responsibility to report or make recommendations for consideration to identify, eliminate or minimise hazards to agreed appropriate standards of which they are aware with regard to working conditions or methods. Proper use is to be made of all personal protective equipment and plant and equipment in accordance with agreed appropriate standards (e.g. Codes of Practice, Australian Standards and Manufacturers). Observance of this policy and the joint efforts of all employees in the Council will lead to an accident free performance and be of benefit to everyone concerned.
Occupatonal Safety and Health. Issued: 11/98. Rev: 04/00; 09/00; 04/10 12B TRIM: COR/23 Page 1
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RESPONSIBILITY
The Chief Executive Officer is responsible for the implementation and monitoring of this policy. The Management team is responsible for leadership and the management of all aspects of its operations, including occupational safety and health. It is responsible for the development of policies, programs and procedures in consolation with staff representatives, and the provision of adequate resources to give effect to them. Supervisors are responsible for ensuring that programs are implemented and that policies and procedures are followed.
All employees are required to undertake their responsibilities, in accordance with the Occupation Safety and Health Act 1984, with regard to the identification and elimination of any impediments to the achievement of this policy objective.
NNEX A - FLOWCHART: OCCUPATIONAL HEALTH & SAFETY
Occupatonal Safety and Health. Issued: 11/98. Rev: 04/00; 09/00; 04/10 12B TRIM: COR/23 Page 2
ITEM 8.2.7MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 7 APRIL 2010
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OccupatiionalHealth &
Safety Policy
Safework Practices
Manual Handling
Electrical Safety
Plant Safety
First Aid
Housekeeping
Smoking
Hazardous Items
Alcohol & Drugs
Public Safety
Personal Protection
Protective Equipment
Standard of Dress
Sun Screen
Glasses
Footwear
Hearing Protection
Respiratory Protection
Hand Protection
Inoculations
Cleaning Items
Head Protection
Education
Return of Items
EmergencyManagement
Occupatonal Safety and Health. Issued: 11/98. Rev: 04/00; 09/00; 04/10 12B TRIM: COR/23 Page 3
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ATTACHMENT 3
TO ITEM 7
TECHNICAL WORKING GROUP
1 APRIL 2010
POLICY 14B CONTINGENCY MANAGEMENT
ITEM 8.2.7
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 7 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
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Mindarie Regional Council Business Manual – Policies
Contingency Plan: Issued: 12/98, Revised: 09/00,; 04/10 14B TRIM: COR/23 Page 1
POLICY NO: 14B
POLICY: CONTINGENCY MANAGEMENT
ISSUED: DECEMBER 1998
REVISED: SEPTEMBER 2000, APRIL 2010
OBJECTIVES:
The objectives of this policy are to:
• Identify and prepare action plans in the event of unforeseen circumstances resulting in the potential disruption of Council’s daily activities;
• Provide employees with training and information to ensure safe work practices are maintained in such circumstances; and
• Continue to provide the level of service expected by the client.
POLICY
It is the policy of the Mindarie Regional Council to ensure that backup measures are available whenever unforeseen circumstances may occur. Such measures are to include action to be taken in the event of the failure of any plant, including the weighbridge, influenza pandemics and where a shortage of labour may occur on a given day. The contingency plan is to fully address all such possibilities. Council has to define the factors that may adversely affect its ability to perform its works and to provide service to its customers. In this regard, a contingency plan outlining the remedial action that would be taken to ensure that its services are provided at all times irrespective of any plant and equipment failure, personnel availability and any other factor that may adversely affect Council’s performance of its obligations. A key element of this plan is to ensure that some multi-skilling of staff occurs, so that a level of internal cross coverage, in the event of staff non-availability, is possible. Under this policy, Supervisors are to provide the initiative and follow up action necessary to maintain the level of service by instigating the
ITEM 8.2.7MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 7 APRIL 2010
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Mindarie Regional Council Business Manual – Policies
contingency plan and re-sourcing the relevant part of the Council’s operations to ensure this occurs.
RESPONSIBILITY
The Chief Executive Officer is responsible for the leadership, management and monitoring of this policy. The Management team is responsible for leadership management of all aspects of its operations. The Management Team is responsible for the development of policies, programmes and procedures in consultation with staff representatives to ensure the provision of adequate resources to give the level of service required.
Equal Opportunity Issued: 09/98, Revised: 05/05, 03/09 14B TRIM: COR/23 Page 2 ITEM 8.2.7
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ATTACHMENT 4
TO ITEM 7
TECHNICAL WORKING GROUP
1 APRIL 2010
POLICY16B SMOKING IN THE WORKPLACE
ITEM 8.2.7
MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 7 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
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Mindarie Regional Council Business Manual – Policies POLICY NO: 16B POLICY: SMOKING IN THE WORKPLACE ISSUED: SEPTEMBER 1998 REVIEWED: SEPTEMBER 2000, APRIL 2010 OBJECTIVE: The objectives of this policy are to:
• To provide employees with a healthy smoke free workplace; • to prohibit smoking by employees whilst in the presence of customers; and • provide employees with information about the hazards of smoking and the effects it
will have upon their health and to encourage the genuine cessation of the habit. POLICY: It is the policy of the Mindarie Regional Council to provide safe and healthy working conditions for all employees. Accordingly, Council is committed to ensure that employees are not put at risk from passive smoking and to encourage those employees who are smokers to cease the habit. This may include a contribution towards a recognised cessation programme. All Council buildings, (including enclosed and covered courtyards), plant and vehicles are deemed to be non smoking areas, and this should be advertised, where appropriate. In addition to these, the landfill area, both current and complete, and within 10 metres of potential ignition sources eg: fuel tanks and household hazardous waste sheds are designated as no smoking areas. These restrictions are inline with the legislative requirements of: o WA OSH regulations Part 3, division 3, subdivision 2 – Protection from Tobacco
smoke. o Tobacco Products Control Regulations 2006 – reg.8 – Prohibition of smoking in
enclosed public places. o WA dangerous Goods Safety (Storage and Handling of non-explosives)
regulations 2007 - section 56. Under this policy, Supervisors are to provide the initiative and follow up action necessary to maintain the safety of employees. They must ensure that individual employees are aware of the dangers of smoking and passive smoking. Further training and education should be available for employees, if requested.
Smoking in the Workplace: Issued: 09/1998, 09/00; 04/10 16B TRIM: COR/23
ITEM 8.2.7MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 7 APRIL 2010
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Employees who smoke contrary to this policy may be subject to disciplinary action. This policy is to be read in conjunction with Policy No 12B Occupational Safety and Health Policy. RESPONSIBILITY The Chief Executive Officer is responsible for the implementation and monitoring of this policy. The Management team is responsible for leadership and the management of its operations, including the health of all employees. It is responsible for the development of policies and programmes in consolation with staff representatives. Supervisors are responsible for ensuring that the policy is implemented. They are to follow up on any breaches and to encourage those employees desiring to quit. All employees are required to understand their responsibilities about smoking and passive smoking in the workplace and to communicate any breaches initially to the employee concerned and if no satisfactory resolution, to their supervisor.
Smoking in the Workplace: Issued: 09/1998, 09/00; 04/10 16B TRIM: COR/23
ITEM 8.2.7MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 7 APRIL 2010
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ITEM 8 TAMALA PARK WEIGHBRIDGE BUILDING RECONSTRUCTION Tender No: 13/106 File No: COP /12 (D/10/1919) Attachment(s): 1. Tender Document 2. Hodge and Collard Tender Assessment Author: Mike Tolson
SUMMARY The purpose of this item is to provide the Council with information to approve the recommended tender for renovation works at Tamala Park. BACKGROUND Early morning on the 22nd December 2009, the outbound weighbridge at Tamala Park was struck by a City of Perth waste vehicle causing substantial damage to the portal canopy and weighbridge building. This tender is to select a suitable contractor to complete the renovation works to restore the canopy and the weighbridge building. An additional financial element of this tender is for the cost of construction of two steel height limiters to be installed at the entry points of the inbound and outbound weighbridges to prevent similar damage occurring to the weighbridge in the future. DETAIL Tender Organisation A public tender advertised an invitation, via The Western Australian on 06 March 2010 for suppliers to tender. Tender document is at Attachment One. The tender was closed 19 March 2010 with four suppliers responding to the request for tender. Details of tenderers are as follows: Tenderers Tender Amount Construction Time
Connolly Building Company $111,347.00 10 weeks
Devco Builders $140,274.00 12 weeks
Mellings Building and Maintenance $148,819.00 Did not advise
Orixon Pty Ltd $163,744.00 12 weeks The tender amounts indicated are inclusive of GST. Tender Assessment Independent third party organisations are used by the Council’s administration to prepare the tender documents, open and assess the tenders submitted and provide a report to the Council. This process is used to ensure openness and transparency of Council purchasing procedures. The assessment for this tender was prepared by Nic Preston of Hodge and Collard Architects – an organisation on the MRC panel contract for this type of work. A copy of the tender assessment and associated documents are included as Attachment Two to this item.
ITEM 8.2.8
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Selection Criteria The selection criteria for this project are as follows:
• Qualitative Criteria
• Compliance Criteria
• Referees
• Schedule of rates Qualitative Criteria The four tenderers qualitative criteria are listed below:
Tenderer Price Offered 60%
Project Experience 20%
Personnel Experience 20%
TOTAL
Connolly Building Company 60 15 17.5 92.5%Devco Builders 50 20 20 90%Mellings Building and Maintenance 45 10 10 65%
Orixon Pty Ltd 40 9 15 64% The lowest tendered price from Connolly Building Company is $111,347.00 which includes an $11,000.00 Contingency Sum. The Probable Estimate of Construction Cost was $104,654 with the difference of 6% is well within industry tolerances. The nature of renovation works can result in uncertainty within tendering, with tenderers factoring in their own “safety” margins. Compliance Criteria
Compliance Criteria Tenderers Submitted
on time 1.7.1a b c d e f
Connolly Building Company Yes Yes Yes No Yes Yes Yes
Devco Builders Yes Yes Yes No Yes Yes Yes
Mellings Building & Maintenance Yes Yes No No Yes No No
Orixon Pty Ltd Yes Yes Yes No Yes Yes No
The tenders from Connolly Building Company and Devco Builders (the two lowest tenderers and highest qualitative scores) were both compliant tenders whilst Mellings Building and Maintenance and Orixon Pty Ltd did not submit all of the required information which is portrayed in their lower qualitative scores. This lack of compliance criteria practically renders the last two tenders non compliant.
ITEM 8.2.8
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Reference Checks Connolly Building Company, 3 referees when contacted for comment, their responses as follows:-
1. Positive feedback from an architect Connolly Building Company is currently working for.
2. Positive feedback from another architect Connolly Building Company has worked for with mention of some minor quality issues regarding standard of work, but all issues were rectified promptly by Connolly Building Company upon request.
3. Moderate feedback from a client of Connolly Building Company with some minor problems onsite but commented Connolly Building Company would be able to undertake the Weighbridge Works.
Devco Builders, two referees were contacted with both responses being positive. Schedule of Rates Connolly Building Company’s schedule of rates which were a requirement of the tender submission are highly competitive compared to Devco Builders rates although item 2.2 (costing for a GPO) will need to be clarified due to a suspected typing error. This error has no effect on the tender recommendation. Comment Connolly Building Company project experience stated in their tender submission was for projects of similar scopes including refurbishments, renovation, steel framed roof entry stated all were undertaken for local councils and the state government departments. Issues raised by the reference checks of the Connolly Building Company were of minor nature, i.e. some supervision of sub-contractors, resulting in minor quality of work issues but the issues were addressed immediately by Connolly Building Company upon notification. The minor risks associated with Connolly Building Company references are outweighed by the price difference between Connolly Building Company’s $111,347.00 total project cost to the second lowest tender from Devco Builders of $140,274.00 total project cost, a difference of $28,927.00 or 21%. Based on the tender submissions, compliance criteria and qualitative criteria Connolly Building Company represents the best value with a tender assessment of 92.5% and price of $111,347.00 including an $11,000.00 Contingency Sum and a 10 week construction period. STATUTORY ENVIRONMENT Not applicable POLICY IMPLICATIONS Not applicable
ITEM 8.2.8
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FINANCIAL IMPLICATIONS There is no provision for these works within the context of the Budget 2009/2010. A cost of $105,175.00 will borne the Local Government Insurance Service, however an additional amount of $6,172.00 is required to meet construction costs of the two height restrictors. Site handover is planned to occur on 30 April 2010 with construction to be completed August 2010. The additional funding required is included in Budget 2010/2011. Hodge and Collard cost for preparation and assessment of the tender assessment was $5,720.00. STRATEGIC IMPLICATIONS Nil MRC OFFICER RECOMMENDATION That Council:
(i) accept the tender offered by the Connolly Building Company of $111,347.00 including a $11,000 contingency sum for renovation works to the weighbridge at Tamala Park
(ii) note that part cost of $105,175 will be provided by Local Government Insurance Service
(iii) approve an additional expenditure of $6,172.00 for construction of two height
restrictors TECHNICAL WORKING GROUP – 1 APRIL 2010 The CEO advised that work by Mr King to establish ‘tender templates’ is in progress. TWG OFFICERS RECOMMENDATION That Council:
(i) accept the tender offered by the Connolly Building Company of $111,347.00 including a $11,000 contingency sum for renovation works to the weighbridge at Tamala Park
(ii) note that part cost of $105,175 will be provided by Local Government Insurance Service
(iii) approve an additional expenditure of $6,172.00 for construction of two
height restrictors
ITEM 8.2.8
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ATTACHMENT 1
TO ITEM 8
TECHNICAL WORKING GROUP
1 APRIL 2010
TENDER DOCUMENT
ITEM 8.2.8
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Page 1 of 20
Mindarie Regional Council
REQUEST FOR TENDER
Request for Tender (RFT)
WEIGHBRIDGE BUILDING / CANOPY
RECONSTRUCTION AND NEW HEIGHT
RESTRICTIONS AT TAMALA PARK WASTE
DISPOSAL FACILTY
Deadline
12 Noon on 19
th March 2010
Address for Delivery
“The Tender Box”
RFT 13/106
Tamala Park
Mindarie Regional Council
1700 Marmion Avenue
MINDARIE WA 6030
RFT Number
13/106
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Page 2 of 20
TABLE OF CONTENTS
PART NUMBERS
1 PRINCIPAL’S REQUEST
2 SPECIFICATION AND SPECIAL CONDITIONS OF CONTRACT
3 TENDERER’S OFFER
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PART 3 COMPLETE AND RETURN THIS PART
Page 3 of 20
1 PRINCIPAL’S REQUEST
1.1 CONTRACT REQUIREMENTS IN BRIEF This contract is for the supply of materials and the reconstruction of a portion of the existing weighbridge building, replacement and extension of a steel framed canopy and construction of second (2) new steel portal height restrictions at the Mindarie Regional Council (MRC) Waste Management Facility at Tamala Park. A full statement of the requirements under the proposed contract is detailed in the Specification and Special Conditions of Contract-Part 2.
1.2 TENDER DOCUMENTS
This Request for Tender is comprised of the following parts: (a) Part 1 - Principal’s Request (read and keep this part); (b) Part 2 – Contract Documents and Annexure PART A of AS 2124 (read
and keep this part); and (c) Part 3 - Tenderer’s Offer (complete and return this part).
1.3 DEFINITIONS Below is a summary of some of the important defined terms used in this Request:
Attachments: The documents you attach as part of your Tender; Deadline: The deadline for lodgement of your Tender; General Conditions
of Contract: Means the General Conditions of Contract nominated in clause 1.10.9;
Offer: Your offer to be selected to supply the Requirements;
Principal: Mindarie Regional Council Request: This document; Requirements: Supply of materials and reconstruction of a portion
of the existing weighbridge building, replacement and extension of a steel framed canopy and construction of a 2nd new steel portal height restrictions and Mindarie Regional Council Waste Management Facility at Tamala Park.
Selection Criteria:
The criteria used by the Mindarie Regional Council in evaluating your Tender;
Special Conditions: Additional contractual terms; Specification: The statement of Requirements that the Mindarie
Regional Council requires you to meet if selected. Tender: Your completed Offer form, response to the
Selection Criteria and Attachments; Tenderer: Someone who has or intends to submit an Offer to
the Mindarie Regional Council.
1.4 HOW TO PREPARE YOUR TENDER
(a) Carefully read all parts of this document. (b) Ensure you understand the Requirements (c) Complete the Offer (Part 3) in all respects and attach all your Attachments. (d) Make sure you have signed the Offer Form and responded to all of the
Selection Criteria. (e) Lodge your Tender before the Deadline.
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PART 3 COMPLETE AND RETURN THIS PART
Page 4 of 20
1.5 CONTACT PERSONS
Tenderers should not rely on any information provided by any person(s) other than those listed below: Contractual Enquiries
Name: Hodge and Collard Architects Matthew Cornell [email protected] 9322 5104
Specification Enquiries
Name: Hodge and Collard Architects Matthew Cornell [email protected] 9322 5104
All Tender Requests enquires should be in writing.
1.6 EVALUATION PROCESS This is a Request for Tender (RFT). Your Tender will be evaluated using information provided in your Tender. The following evaluation methodology will be used in respect of this Request: (a) Tenders are checked for completeness and compliance. Tenders that do
not contain all information requested (eg completed Offer form and Attachments) may be excluded from evaluation.
(b) Tenders are assessed against the Selection Criteria. Contract costs are evaluated, eg tendered prices and other relevant whole-of life costs are considered.
(c) The most suitable Tenderers may be short listed and may also be required to clarify the Tender, make a presentation, demonstrate the product offered and/or open their premises for inspection. Referees may also be contacted prior to the selection of the successful Tenderer.
A contract may then be awarded to the Tenderer, whose Tender is considered the most advantageous tender to the Principal.
1.7 SELECTION CRITERIA
The Principal has adopted a best value for money approach to this Tender. The Contract will be awarded to a sole Tenderer who best demonstrates the ability to provide quality products at a competitive price. The tendered prices will be assessed with the following qualitative and compliance criteria to determine the most advantageous outcome to the Principal. This means that, although price is considered, the Tender containing the lowest price or any Tender will not necessarily be accepted, nor will the Tender ranked the highest on the qualitative criteria.
1.7.1 COMPLIANCE CRITERIA
These criteria will not be point scored. Each Tender will be assessed on a Yes/No basis as to whether the criterion is satisfactorily met. An assessment of “No” against any criterion may eliminate the Tender from consideration.
Description of Compliance Criteria
Yes/No
(a) Compliance with the Specification
contained in the Request.
Yes/No
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(b) Compliance with the Conditions of
Tendering this Request.
Yes/No
(c) The Quality Assurance requirement for
this Request is that the tender’s QA be nationally recognised.
Yes/No
(d) Compliance with the Delivery Date.
Yes/No
(e) Compliance with and completion of
Part 3, Attachments A and B.
Yes/No
(f) Compliance with Referees. Tenderers
are to list the names of the State Public or Authorities and / or private companies which are utilised the tenderer to services together with references (name and telephone number)
Yes/No
1.7.2 QUALITATIVE CRITERIA
In determining the most advantageous “Value for Money” Tender, the Evaluation Panel will score each Tenderer against the qualitative criteria. It is essential that Tenderers address each qualitative criterion. Tender information will be used to select the chosen Tenderer, and failure to provide any of the specified information may result in the elimination from the Tender evaluation process. The qualitative criteria for this Request are as follows:
Description of Qualitative Criteria
Weighting
(a) Price offered
60%
(b) Demonstrated and relevant experience in and
evidence of the construction of similar or relevant projects
20%
(c) Skills and experience of key personnel. (The
technical aspects and the organisational capacity to service the Contract)
20%
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1.7.3 PRICE CONSIDERATIONS
NON-WEIGHTED COST CRITERIA
The tendered price will be considered along with related factors affecting the total cost to the Principal. Eg the whole of lifetime operating costs of goods or the Principal’s contract management costs or risk assessment may also be considered in assessing the best value for money outcome.
1.8 MRC POLICIES THAT MAY AFFECT SELECTION
Legislated State and Commonwealth Government Occupational Health and Safety Regulations must be met.
1.9 PRICE BASIS
OPTION A-FIXED PRICES
All prices for goods/services offered under this Request shall be offered in Australian Dollars and fixed for the term of the Contract. Tendered prices must clearly identify and include Goods and Services Tax (GST). Any charge not stated in the Tender, as being additional will not be allowed as a charge for any transaction under any resultant Contract.
1.10 CONDITIONS OF TENDERING
1.10.1 DELIVERY METHOD Tenders may be: (a) Delivered by hand by the Tenderer or the Tenderer’s agent to “The Tender Box” RFT 13/106 Tamala Park
Mindarie Regional Council 1700 Marmion Avenue MINDARIE WA 6030
(b) Or mailed addressed to: The Chief Executive Officer “The Tender Box” RFT 13/106
Tamala Park Mindarie Regional Council 1700 Marmion Avenue MINDARIE WA 6030
NB - Electronic mail (email) Tenders or Tenders submitted by facsimile will
not be accepted.
1.10.2 LODGEMENT OF TENDERS
The Tender must be lodged by the Deadline. The Deadline for this Request is 12
Noon on 19th
March 2010 The Tender must be: (a) Placed in a sealed envelope;
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(b) Clearly endorsed with the tender number and titled as shown on the front cover of this Request;
Tenderers must ensure that they have provided 2 signed copies of their Tender (one to be marked “ORIGINAL” and bound, the others to marked “COPY”. Any brochures or pamphlets must be attached to both the original and the copies. All pages must be numbered consecutively and the Tender must include an index.
1.10.3 REJECTION OF TENDERS
A Tender shall be rejected without consideration of its merits in the event that it is not submitted before the Deadline and at the place specified in the Request and may be rejected if it fails to comply with any other requirements of the Request.
1.10.4 LATE TENDERS Tenders received after the Deadline will not be accepted for evaluation.
1.10.5 ACCEPTANCE OF TENDERS
Unless otherwise stated in this Request, Tenders may be for all or part of the Requirements and may be accepted by the Principal either wholly or in part. The Principal is not bound to accept the lowest Tender and may reject any or all Tenders submitted.
1.10.6 DISCLOSURE OF CONTRACT INFORMATION
Documents and other information relevant to the contract may be disclosed when required by law under the Freedom of Information Act 1992 or under a Court order. All Tenderers will be given particulars of the successful Tenderer or advising that no Tender was accepted.
1.10.7 ALTERNATIVE TENDERS
A conforming Tender shall accompany all Alternative Tenders.
Tenders submitted as Alternative Tenders or made subject to conditions other than the General and Special Conditions of Contract shall in all cases arising be clearly marked “ALTERNATIVE TENDER”. The Principal may in its absolute discretion reject any Alternative Tender as invalid. Any printed “General Conditions of Contract” shown on the reverse of a
Tenderers letter or quotation form will not be binding on the Principal in
the event of a Contract being awarded unless the Tender is marked as an
Alternative Tender.
1.10.8 TENDER VALIDITY PERIOD All Tenders shall remain valid and open for acceptance for a minimum period
of three (3) months from the Deadline or ninety (90) days from the Council’s resolution for determining the Tender whichever is the later unless extended on mutual agreement between the Principal and the Tenderer in writing.
1.10.9 GENERAL CONDITIONS OF CONTRACT Tenders shall be deemed to have been made on the basis of and to incorporate the General Conditions of Contract for the Supply of Goods and the Provision of Services.
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1.10.10 PRECEDENCE OF DOCUMENTS
In the event of there being any conflict or inconsistency between the terms and conditions in this Request and those in the General Conditions of Contract, the terms and conditions appearing in this Request shall have precedence.
1.10.11 TENDERERS TO INFORM THEMSELVES Tenderers shall be deemed to have: (a) Visited the site and inspected the prospective works (b) Examined the Request and any other information available in writing to
Tenderers for the purpose of Tendering; (c) Examined all further information relevant to the risks, contingencies, and
other circumstances having an effect on their Tender which is obtainable by the making of reasonable enquires;
(d) Satisfied themselves as to the correctness and sufficiency of their Tenders including Tendered prices which shall be deemed to cover the cost of complying with all the Conditions of Tendering and of all matters and things necessary for the due and proper performance and completion of the work described therein; and
(e) Acknowledged that the Principal may enter into negotiations with a chosen Tenderer. Negotiations shall be carried out in good faith.
1.10.12 ALTERATIONS The Tenderer shall not alter or add to the Request documents unless required by these Conditions of Tendering. The Principal shall issue an addendum to all Tenderers where matters of significance make it necessary to amend the issued Request documents before the Deadline.
1.10.13 RISK ASSESSMENT The Principal may have access to and give consideration to: (a) Any risk assessment undertaken by Dun and Bradstreet; or any other
credit rating agency; (b) Any information produced by the Bank, financial institution, or accountant
of a Tenderer; and (c) Any supporting facilities and/or organisations available to Tenderers in the
Tender assessment process.
1.10.14 OWNERSHIP OF TENDERS All documents, materials, articles and information submitted by the Tenderer as part of or in support of a Tender shall become upon submission the absolute property of the Principal and will not be returned to the Tenderer at the conclusion of the Tender process PROVIDED that the Tenderer shall be entitled to retain copyright and other intellectual property rights therein, unless otherwise provided by the Contract.
1.10.15 CANVASSING OF COUNCILLORS
If a Tenderer, whether personally or by an agent, canvasses any of the Principal’s
commissioners or councillors (as the case may be) with a view to influencing the acceptance of any Tender made by it or any other Tender, then regardless of such canvassing having any influence on the acceptance of such Tender, the Principal may at its discretion omit the Tender from consideration.
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1.10.16 IDENTITY OF THE TENDERER The identity of the Tenderer and the Tenderer is fundamental to the Principal. The Tenderer shall be the person, persons, corporation or corporations named as the Tenderer in Part 3 and whose execution appears on the Offer Form in Part 3 of this Request. Upon acceptance of the Tender, the Tenderer shall become the Tenderer.
1.10.17 ADDENDA – TENDERING
No explanation or amendment to the Tender Documents shall be recognised
unless in the form of a written addendum thereto (“Addenda”) issued by or on behalf of (…name of Principal…).
All Addenda issued shall become part of the Tender Documents and
additional costs shall be deemed to be included in the Tender Sum. Tenderers shall acknowledge, at the time of submitting tenders, receipt of all Addenda issued during the tender period.
1.10.18 AMBIGUITIES AND DISCREPANCIES IN TENDER DOCUMENTS
If either the Principal or the Tenderer discovers any ambiguities or
discrepancies in the tender documents, before the date of execution of the Building Works Contract, that party shall immediately notify the other party in writing. The Architect - Hodge & Collard Pty Ltd, in such case, shall direct the Tenderer as to the proper interpretation or meaning of the Tender Documents, which direction shall be final and binding on both parties.
1.10.19 DATE OF POSSESSION – TENDERING
The date on which the Principal is to make the Site (as described in the
Building Works Contract) available to the successful Tenderer shall be (.………date…………..) unless otherwise notified by the Architect.
1.10.20 TENDER OPENING All Tenderers and members of the public may attend or be represented at the opening of Tenders. All Tenders will be opened in the Principal’s offices, following the advertised Deadline. No discussions will be entered into between Tenderers’ and the Principal’s officers present or otherwise, concerning the Tenders submitted. NO PRICES WILL BE REVEALED AT THE TENDER OPENING The Tender opening will be held at 12.05 pm on 19
th March 2010 at “Tamala
Park”, Mindarie Regional Council, 1700 Marmion Avenue MINDARIE
WA 6030
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2 CONTRACT DOCUMENTS AND ANNEXURE PART A OF AS 2124
2.1 CONTRACT DOCUMENTS
Hodge and Collard Specification Architectural Drawing Nos. 0410 W1 revision A 0410 W2 revision A 0410 W3 revision A Structural Drawings 0658 S1.01 revision 2 0658 S2.01 revision 2 0658 S2.02 revision 2
2.2 SPECIAL CONDITIONS OF CONTRACT
A7.02 Annexure Part A Copy of annexure to General conditions of contract
The annexure to the General Conditions of Contract have been reproduced
with permission of Standards Australia, 1 The Crescent, Homebush NSW
2140
The law applicable is that of the State or Territory of: (Clause 1)
Western Australia
Payments under the Contract shall be made at: (Clause 1)
Perth W.A.
The Principal is: (Clause 2)
Mindarie Regional Council
The address of the Principal is: Tamala Park
Mindarie Regional Council
1700 Marmion Avenue
MINDARIE WA 6030
The Superintendent shall be: (Clause 2)
T.B.A.
The address of the Superintendent is:
The address of the person nominated by the Principal
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Limits of accuracy applying to quantities for which the Principal accepted a rate or rates: (Clause 3.3(b))
Not Applicable
Bill of Quantities - The alternative applying: (Clause 4.1)
Not Applicable
The time for lodgement of the priced copy of the bill of quantities is: (sub-Clause 4.2)
Not Applicable
Contractor shall provide security in the amount of: (Clause 5.2)
5% of the Value of Work in lieu of retention moneys.
Principal shall provide security in the amount of: (Clause 5.2)
Not Applicable
The period of notice required of a party’s intention to have recourse to retention moneys and/or to convert security: (Clause 5.5)
7 days
The percentage to which the entitlement to security and retention moneys is reduced: (Clause 5.7)
50%
Interest on retention moneys and security - the alternative applying: (Clause 5.9)
Not Applicable
The number of copies to be supplied by the Principal: (Clause 8.3)
2
The number of copies to be supplied by the Contractor: (Clause 8.4)
2
The time within which the Superintendent must give a direction as to the suitability and return the Contractor’s copies: (Clause 8.4)
14 days
Work which cannot be subcontracted without approval: (Clause 9.2)
All Work
The percentage of profit and attendance: (Clause 11(b))
Not Applicable
The amount or percentage for profit and attendance: (Clause 11(c))
Not Applicable
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Insurance of the works - the alternative applying: (Clause 18)
Alternative 2
The assessment for insurance purposes of the costs of demolition and removal of debris: (Clause 18(ii))
5% of Value of Work
The assessment for insurance purposes of consultants’ fees: (Clause 18(iii))
5% of Value of Work
The value of materials to be supplied by the Principal: (Clause 1 8(iv))
$ NIL
The additional amount or percentage: (Clause 18(v))
$ NIL
Public liability insurance - the alternative applying: (Clause (19)
Alternative 2
The amount of Public liability insurance shall be not less than: (Clause 19)
$10 Million
The time for giving possession of the site: (Clause 27.1)
T.B.A.
The date for Practical Completion: (Clause 35.2)
T.B.A.
Liquidated damages per day & other damages: (Clause 35.6)
$1,000.00 / week
Limit of Liquidated damages: (Clause 35.7)
Not Applicable
Bonus per day for early Practical completion: (Clause 35.8)
Not Applicable
Limit of bonus: (Clause 35.8)
Not Applicable
Extra costs for Delay or Disruption: (Clause 36)
No Extra Events
The Defects liability period: (Clause 37)
52 calendar weeks from date of Practical Completion
The charge for overheads, profit etc. for daywork: (Clause 41(f))
10%
Times for Payment claims: (Clause 42.1)
Same Date each Month
Unfixed plant and materials for which payment claims may be
Refer to Annexure Part B for amendment to Paragraph 6. of
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made notwithstanding that they are not incorporated in the works: (Clause 42.1 (ii))
Clause 42.1
Retention moneys on: (Clause 42.3)
Not Applicable
Unfixed plant or materials - the alternative applying: (Clause 42.4)
Alternative 2
The rate of interest on overdue payments: (Clause 42.9)
Supreme Court rates as at the date of Acceptance of the Tender
The delay in giving possession of the site which shall be a substantial breach: (Clause 44.7)
T.B.A.
The alternative required in proceeding with dispute resolution: (Clause 47.2)
Alternative 1 (refer to amendment noted in Part B)
The person to nominate an arbitrator: (Clause 47.3)
Chairperson of WA Chapter of Arbitrators (subject to Part B Provisions)
Location of arbitration: (Clause 47.3)
Perth, Western Australia
A7.03 ANNEXURE PART B
• The following clauses have been deleted from the General Conditions in AS 2124 - 1992
Clause 3.2 .............................................................................................. Clause 5.9 Alternative 1
Clause 3.3 ............................................................................................... Clause 18 Alternative 2
Clause 4.1 ............................................................................................... Clause 19 Alternative 2
Clause 4.2 .................................................................................................................... Clause 35.7
Clause 4.3 .................................................................................................................... Clause 35.8
Clause 4.4 ...................................................................................... Clause 42.4 Alternative 1 & 3
.................................................................................................... Clause 47.2 Alternative 2
• The following clauses have been amended and differ from the corresponding clauses in AS 2124 - 1992
Clause 35.6 Insert “and Other Damages” following the word “Completion” in the clause heading. Insert the following new paragraph at line 57: If the Contract fails to comply with the Clause 2.2.3, Site Clearing, and as a result of negligence or failure on behalf of the Contractor to comply the Principal incurs a
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penalty for breach of the conditions listed under Clause 2.2.3 then the Principal shall be entitled to Liquidated damages for the amount of the penalty.” Clause 42.1 Delete the 6th paragraph, commencing with: “Notwithstanding clause 42.4, the Principal shall….” and finishing with: “….adequately protected.”, and in lieu thereof substitute the following new paragraph. Notwithstanding clause 42.4, the Principal shall be obliged to pay for any item of unfixed plant and materials where that item is listed in the Annexure, provided the Contractor:
i) Establishes to the satisfaction of the Superintendent that the Contractor has paid
for the item, and the item is properly stored, labelled the property of the Principal and adequately protected; and
ii) Provides additional security in one of the forms provided by clause 5.3 in an
amount equal to the payment claimed for the item.
Clause 42.7 – Delete Line 51: “Defects Liability Period” and replace with “Date of Practical Completion and will include all variation claims and any amounts due under the Contract other than the Security held under Clause 5.2.” Clause 42.8 – Delete Lines 7,8. And 9 And Insert “Within 14 days after the expiration of the Defects Liability Period where there is more than one the last to expire, the Superintendent shall …………….” Clause 47.2 Alternative 1 – Delete Paragraph 2 commencing with “In the event that…..” and finishing with…. “such dispute to arbitration or litigation” and replace with “in the event that the dispute cannot be so resolved within 60 days after service of the notice of dispute, if either party considers the other party is not making reasonable efforts to resolve the dispute, either party may by notice in writing delivered by hand or sent by certified mail to the other party refer such dispute to arbitration or litigation. Failure by either party to refer the dispute to arbitration or litigation within the 60 day period will imply the dispute is resolved.
• The following clauses have been added to those of AS 2124 – 1992 N/A .............................................................................................................................................
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4 TENDERER’S OFFER
3.1 OFFER FORM
The Chief Executive Officer “Tamala Park”
Mindarie Regional Council 1700 Marmion Avenue MINDARIE WA 6030
I/We (BLOCK LETTERS)
________________________________________________________________________________________________________________________________ ADDRESS: ________________________________________________________________________________________________________________________________________________________________________________________________ ABN/GST Status_______________________ ACN (if any)________________________________ Telephone No: _________________________ Facsimile No: _____________________ E-mail: ________________________ IN RESPONSE TO RFT 13/106 FOR THE WEIGHBRIDGE
BUILDING/CANOPY RECONSTRUCTION AND NEW HEIGHT
RESTRICTIONS AT TAMALA PARK WASTE DISPOSAL FACILITY
I/We agree that I am/We are bound by, and will comply with this Request and its associated schedules, attachments, all in accordance with the Conditions of Tendering contained in this Request signed and completed. The tendered price is valid up to three (3) months from the date of the tender
closing or ninety (90) days from the Council’s resolution for determining the
Tender whichever is the later unless extended on mutual agreement between the Principal and the Tenderer in writing. I/We agree that there shall be no cost payable by the Principal towards the preparation or submission of this Tender irrespective of its outcome. The tendered consideration is as provided under the schedule of rates of prices in the prescribed format and submitted with this Tender. Dated this: __________ day of ______________________2009 Signature of authorised signatory of Tenderer: __________________________________ Name of authorised signatory (BLOCK LETTERS): _____________________________ Position: ________________________________________________________________ Address: ________________________________________________________________ Witness Signature: _______________________________________________________ Name and Position of witness: (BLOCK LETTERS): ______________________________________
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3.2 GENERAL AND CORPORATE INFORMATION
3.2.1 ORGANISATION PROFILE AND REFEREES
Attach your organisation profile and label it “Attachment 1”.
Attachment 1
� Tick�if attached
If companies are involved, attach their current ASC company extracts search including latest annual return and label it “Attachment 2”.
Attachment 2 �
Tick�if attached
Attach details of your referees, and label it “Attachment 3”. You should give examples of work provided for your referees where possible.
Attachment 3 �
Tick�if attached
3.2.2 AGENTS
Are you acting as an agent for another party?
Yes �
No �
If Yes, attach details (including name and address) of your principal and label it “Attachment 4”.
Attachment 4 �
Tick�if attached
3.2.3 TRUSTS
Are you acting as a trustee of a trust?
Yes �
No �
If Yes, in an attachment labelled “Attachment 5”: (a) Give the name of the trust and include a copy of the trust deed (and any related documents); and (b) if there is no trust deed, provide the names and addresses of beneficiaries.
Attachment 5 �
Tick�if attached
3.2.4 SUB-TENDERERS
Do you intend to subcontract any of the Requirements?
Yes �
No �
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If Yes, attach details of the sub Tenderer(s) including the name, address, location of premise and the numbers of people employed and label it “Attachment 6”.
Attachment 6 �
Tick�if attached
3.2.5 CONFLICTS OF INTEREST
Will any actual or potential conflict of interest in the performance of your obligations under the Contract exist if you are awarded the Contract, or is any such conflict of interest likely to arise during the Contract?
Yes �
No �
If Yes, please supply in an attachment details of any actual or potential conflict of interest and the way in which any conflict will be dealt with and label it “Attachment 7”.
Attachment 7 �
Tick�if attached
3.2.6 FINANCIAL POSITION
Are you presently able to pay all your debts in full as and when they fall due?
Yes �
No �
Are you currently engaged in litigation as a result of which you may be liable for $50,000 or more?
Yes �
No �
If you are awarded the Contract, will you be able to fulfil the Requirements from your own resources or from resources readily available to you and remain able to pay all of your debts in full as and when they fall due?
Yes �
No �
Attach a financial profile for you and each of the other proposed contracting entities together with a list of financial referees and label it “Attachment 8”.
Attachment 8 �
Tick�if attached
3.2.7 QUALITY ASSURANCE
Does your organisation have A “third party” or any quality assurance systems?
Yes �
No �
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If you propose to subcontract, does your sub Tenderer have a “third party” quality management system in place?
Yes �
No �
Supply evidence or details of your quality assurance position and where relevant of your Tenderer’s or sub Tenderer’s position, in an attachment labelled “Attachment 9”.
Attachment 9 �
Tick�if attached
3.2.8 INSURANCE COVERAGE
The insurance requirements for this Request are stipulated at Clause A2.06 of the Specification. Tenderers are to supply evidence of their insurance coverage in a format as outlined below in “Attachment 10”. A copy of the Certificate of Currency is to be provided to the Principal within 30 days of acceptance.
Attachment 10 �
Tick�if attached
Type Insurer – Broker Policy Number Value ($) Expiry Date [insert applicable type]
[insert applicable type]
3.2.9 CONSTRUCTION PROGRAMME
Attach your Construction Programme and label it “Attachment 11”
Attachment 11 �
Tick�if attached
3.3 RESPONSE TO SELECTION CRITERIA
COMPLIANCE CRITERIA
Have you complied with the Specification contained in this Request?
Yes �
No �
Have you complied with the Conditions of Tendering contained in this Request?
Yes �
No �
Have you complied with and completed (Attachments A, and B)
Yes �
No �
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QUALITATIVE CRITERIA Before answering the qualitative criteria, Tenderers shall note the following: (a) All information relevant to your answers should be contained within your
Tender to each criterion; (b) Tenderers shall assume that the Evaluation Panel has no previous
knowledge of your organisation, its activities or experience; (c) Tenderers shall provide full details for any claims, statements or examples
used to address the qualitative criteria; and (d) Tenderers shall address each issue outlined within a qualitative criterion.
Demonstrated and Relevant Experience 1. Tenderer’s resources. (The supporting facilities aspects and the organisational capacity to service the Contract) (a) Provide details of similar work;
Attachment
12 �
Tick�if attached
Skills and experience of key personnel Tenderers should provide as a minimum information of proposed personnel to be allocated to this project, such as: (a) Their role in the performance of the Contract;
Attachment
13 �
Tick�if attached
3.4 PRICE INFORMATION
3.4.1 DISCOUNTS
Are you prepared to allow a discount for prompt settlement of accounts?
Yes �
No �
If you are offering a discounts please detail them in an attachment labelled “Attachment 13”.
Attachment 14 �
Tick�if attached
3.4.2 PRICE BASIS
Are you prepared to offer a fixed price?
Yes �
No �
Complete the attached form of Tender “Attachment 15”
Attachment 15 �
Tick�if attached
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3.4.3 SCHEDULE OF RATES
Attach your Schedule of Rates as outlined in “Attachment 11”
Attachment 16 �
Tick�if attached
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ATTACHMENT 2
TO ITEM 8
TECHNICAL WORKING GROUP
1 APRIL 2010
HODGE AND COLLARD TENDER ASSESSMENT
ITEM 8.2.8
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ITEM 8.2.8MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 171
ITEM 8.2.8MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 172
ITEM 8.2.8MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 173
ITEM 8.2.8MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 174
RFT
Num
ber -
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106
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3.2.
23.
2.3
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2.5
3.2.
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2.7
3.2.
83.
2.9
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4.2
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Conn
olly Building Co
mpany
Richard Ba
xter
0418
197
056
richardb
axter@
westnet.com
.au
Yes
Yes
Yes
No
Yes
Yes
Yes
Yes
Yes
Yes
Yes
No
Yes
Yes
No
Yes
No
Yes
Yes
Yes
Yes
15Yes
17.5
Yes
Yes
$101
,224
60Yes
92.5
Devco Builders
John
Devereu
x04
08 129
685
admin@de
vcob
uilders.com.au
Yes
Yes
Yes
No
Yes
Yes
Yes
Yes
Yes
Yes
Yes
No
Yes
Yes
No
Yes
No
Yes
Yes
Yes
Yes
20Yes
20No
Yes
$127
,521
50Yes
90
Mellings Building & M
ainten
ance
Glen Melling
9498
781
9Mellingsbu
ilding@
bigpon
d.com
Yes
Yes
No
No
Yes
No
No
Yes
No
No
No
No
No
Comply*
No
Compy *
No
No
No
No
Comply*
10Co
mply*
10No
Yes
$135
,290
45No
65
Orixon Pty Ltd
Mark Ke
lly92
44 780
0admin@orixon
.com
.au
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Yes
Yes
No
Yes
Yes
No
Yes
Yes
No
No
No
No
No
No
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Yes
Yes
No
Yes
No
9Yes
15No
Yes
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,859
40Yes
64
..
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com
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tween tend
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ent u
ndertaken on
inform
ation provided
by tend
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Conn
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sched
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ore compe
tativ
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plia
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and
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men
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0
ITEM 8.2.8MINDARIE REGIONAL COUNCILTECHNICAL WORKING GROUP MINUTES - 1 APRIL 2010
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 175
ITEM 8.3.1 AUDIT COMMITTEE MEETING – 7 APRIL 2010 File No: COR/22 (D/10/2132) Attachment(s): 1. Minutes of Audit Committee meeting held 7 April 2010 2. Annual Compliance Return & Report Item Author: Kalwant Dhillon
BACKGROUND The Internal Audit Committee was established during the 2005/2006 financial year and it held its Inaugural meeting in June 2006. The annual meeting for 2009/10 financial year was held on 7 April 2010. DETAIL Establishment of Audit Committee The Audit Committee was established by Ordinary Council Meeting resolution on 7 July 2005. The Terms of Reference for this Committee were approved by Council at its Ordinary Council Meeting on 27 October 2005. Powers of the Audit Committee, as stated in the Terms of Reference, can be summarised by the following extract: “The Committee is to report to Council and provide appropriate advice and recommendations ....” In short, the Audit Committee does not have delegated authority from Council for decision making. Four matters were considered by the Committee and these are summarised below:
• ANNUAL COMPLIANCE AUDIT RETURN (REPORT) The Audit Committee reviewed the Annual Compliance Audit Return and
recommends the Return for Council Approval. FINALISATION OF LIST OF AUDITORS FOR QUOTATION PROCESS FOR
AUDITOR’S TENURE
The Audit Committee recommends that Council approves the list of Auditors for the Quotation Process for the Auditor’s Tenure.
• EXTENSION OF TERM FOR EXTERNAL MEMBER OF THE INTERNAL
AUDIT COMMITTEE The Audit Committee has considered the extension of External Member, Alex
Dermedgoglou, for a further three years and recommends to the Council for approval.
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 176
• CEO CREDIT CARD The Audit Committee has reviewed CEO’s credit card usage and approved the
expenditure as appropriate. Audit Committee recommends for Council’s noting.
STATUTORY ENVIRONMENT An Internal Audit Committee is required under the Local Government Act 1995 and Regulations. The committee is required to meet at least once a year and report any matters discussed and outcomes to the Council. POLICY IMPLICATIONS Not applicable. STRATEGIC IMPLICATIONS Not applicable. AUDIT COMMITTEE RECOMMENDATIONS That Council approve the following recommendations from the Audit Committee Meeting (7 April 2010):
(i) the approval of the Annual Compliance Audit Return and authorise the Chairperson and the Chief Executive Officer to sign the Return
(ii) approve the following list of Auditors to provide a quotation for the provision of external audit services for the next 2 or 3 years under a Quotation Process:
• WHK Horwath • Grant Thornton • Macri Partners • Haines Norton
(iii) approve the further extension of External Member of the Audit Committee, Alex Dermedgoglou, for a further three years
(iv) note that Audit Committee approved the CEO’s credit card usage and expenditure as appropriate
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 177
ATTACHMENT ONE
TO ITEM 8.3.1
ORDINARY COUNCIL MEETING
22 APRIL 2010
MINUTES OF AUDIT COMMITTEE MEETING HELD 7 APRIL 2010
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 178
MINUTES
AUDIT COMMITTEE MEETING
WEDNESDAY 7 APRIL 2010
TIME: 8.10AM
VENUE – TOWN OF VICTORIA PARK Meeting Room 2
Managing waste and recovering resources responsibly Constituent Members: Cities of Perth, Joondalup, Stirling, and Wanneroo.
Towns of Cambridge, Victoria Park and Vincent
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
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TABLE OF CONTENTS
ITEM
SUBJECT
PAGE NO
1 ATTENDANCE AND APOLOGIES 3
2 DISCLOSURE OF INTEREST 3
3 REPORTS 3
3.1 COMPLIANCE AUDIT REPORT – 2009 3
3.2 DISCUSSION ON FINALISATION OF LIST FOR QUOTATION PROCESS FOR AUDITOR’S TENURE 4
3.3 EXTENSION OF TERM FOR EXTERNAL MEMBER OF THE INTERNAL AUDIT COMMITEE 4
3.4 CEO CORPORATE CREDIT CARD USAGE 4-5
4 FUTURE MEETINGS 5
5 OTHER BUSINESS 5
6 CLOSURE 5
MINDARIE REGIONAL COUNCILAUDIT COMMITTEE MINUTES - 7 APRIL 2010 ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
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MINUTES OF THE MEETING OF THE MINDARIE REGIONAL COUNCIL’S AUDIT COMMITTEE HELD AT THE TOWN OF VICTORIA PARK, 99 SHEPPERTON ROAD, VICTORIA PARK, WESTERN AUSTRALIA ON 7 APRIL 2010 COMMENCING AT 8.10 AM. Cr Fishwick declared the meeting open at 8.10am 1. ATTENDANCE AND APOLOGIES Councillors Russell Fishwick City of Joondalup Cr David Boothman City of Stirling Cr Rob Butler City of Perth Officers Mr Kevin Poynton Chief Executive Officer Mr Kalwant Dhillon Chief Financial Officer Mr Graham McAtominey Accountant (Contract) Apologies Alex Dermedgoglou External Member 2. DISCLOSURE OF INTEREST Nil. 3. REPORTS 3.1 COMPLIANCE AUDIT REPORT 2009 Motion: (Moved: Cr Butler Seconded: Cr Boothman) Committee discussed the Annual Compliance Audit Return and recommend that the Council approve the full Annual Compliance Audit Return. The committee noted Mr Butler’s comments that the Compliance level improved over last year. Mr Poynton commented that he was at arm’s length during the completion of the Return that was conducted independently by Mr McAtominey and that the report will be adopted by Mindarie Regional Council as part of the continuous improvement process. RECOMMENDATION That Council approve the recommendation from the Audit Committee to adopt the full Annual Compliance Audit Return and authorise the Chairperson and Chief Executive Officer to sign the Return
MINDARIE REGIONAL COUNCILAUDIT COMMITTEE MINUTES - 7 APRIL 2010 ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
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3.2 DISCUSSION ON FINALISATION OF LIST FOR THE QUOTATION
PROCESS FOR AUDITOR’S TENURE Motion: (Moved: Cr Boothman Seconded: Cr Butler) The committee discussed the provision of external audit services for the next 2 or 3 years. The following organisations are proposed to be invited to provide quotations based on their work for MRC and member Councils:
1. WHK Horwath
2. Grant Thornton
3. Macri Partners
4. Haines Norton RECOMMENDATION That the list of Auditors to provide a quote for the provision of external audit services for the next 2 or 3 years under a quotation process be approved. 3.3 EXTENSION OF TERM FOR EXTERNAL MEMBER OF THE INTERNAL
AUDIT COMMITEE Motion: (Moved: Cr Boothman Seconded: Cr Butler) The term of the External member of the audit committee, Alex Dermedgoglou was for period 11 October 2007 to 11 October 2009. MRC Administration propose that the term be extended for another three years. RECOMMENDATION The Audit Committee recommends the further appointment of Mr Alex Dermedgoglou as External Member to the Mindarie Regional Council’s Audit Committee, for a further period of three years, for adoption by Council at the next Ordinary Council Meeting. 3.4 CEO CORPORATE CREDIT CARD USAGE Motion: (Moved: Cr Butler Seconded: Cr Boothman) Previous practice has been for Chairman to note usage of CEO Credit Card via “sight and initial” of regular statements. Current Chairman and CEO have developed alternative plan whereby statements of usage are provided to the Audit Committee for information. Copies of recent statements were tabled as an item to the audit committee. Key points to note are as follows:
MINDARIE REGIONAL COUNCILAUDIT COMMITTEE MINUTES - 7 APRIL 2010 ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 182
• Card used by CEO for fuel and miscellaneous expenses
• Card authorised for use by CEO for purchases for the business, in the interest of efficiency and effectiveness
The Audit Committee discussed the CEO credit card usage and approve the expenditure as appropriate. The Committee was of the view that there was no further need to include the copies of the Credit Card Statements in the agenda item for the Ordinary Council Meeting. RECOMMENDATION That Council note that the Audit Committee has reviewed and approved the usage of the CEO Corporate Credit Card as appropriate. 4 FUTURE MEETINGS June 2010 – to receive and discuss the evaluation report on the appointment of the external auditors 5 OTHER BUSINESS Nil. 6 CLOSURE – 8.50am
MINDARIE REGIONAL COUNCILAUDIT COMMITTEE MINUTES - 7 APRIL 2010 ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 183
ATTACHMENT TWO
TO ITEM 8.3.1
ORDINARY COUNCIL MEETING
22 APRIL 2010
ANNUAL COMPLIANCE RETURN AND REPORT ITEM
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 184
_______________________________________________________________________________
_______________________________________________________________________________
ITEM 3.2 LOCAL GOVERNMENT COMPLIANCE AUDIT RETURN (1 JANUARY 2009 – 31 DECEMBER 2009) File No: COR/12 (D/10/2028) Attachment(s): 1. Compliance Audit Return 2009
2. Final Audit Report 3. Compliance Audit Return Comparison 2006 to 2008
Author: Kevin Poynton SUMMARY The purpose of this report is to provide Council with information on the completed Statutory Compliance Return (1 January – 31 December 2009). BACKGROUND Each Local Government is to carry out a Compliance Audit for the period 1 January to 31 December in accordance with Section 7.13(i) (of the Local Government Act 1995) and Audit Regulation 13. On completion of the Compliance Audit, the Local Government is to complete a Compliance Audit Return. The Compliance Audit Return is to be processed as follows:
• Consideration by Council
• Adoption by the Council
• Confirmation by Minutes of the meeting concerning these actions Following this, a certified copy of the Return along with the relevant section of the Minutes, and any additional information explaining or qualifying the Compliance Audit, is to be submitted to the Executive Director, Department of Local Government. The administration has completed the Compliance Audit Return, and this work is now presented to the Council for consideration. DETAIL The Compliance Audit Return A copy of the completed Compliance Audit Return is attached to and forms part of this Item (see Attachment 1). It should be noted that a number of sections of the Compliance Audit Return are not relevant to the Mindarie Regional Councils business, and this has been noted, where appropriate. The audit return has been completed after an independent audit was conducted internally by Mr Graham McAtominey, a contract accountant with over 21 years experience in finance and accounting. The report from Mr McAtominey is at Attachment 2. Key points to note from this independent audit are as follows:
• That the audit was conducted as a continuous improvement exercise
• That the auditor’s conclusion was that “high level of compliance” was evidenced
• That, whilst some areas of non-compliance were identified, remedial action had either been planned, or has been commenced and/or completed
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 185
_______________________________________________________________________________
_______________________________________________________________________________
Council approved at the OCM on 23 April 2009 the adoption of a 3 year comparison of compliance for the 2009 Annual Compliance Audit Return. The 3 year comparison is now submitted by the management of Mindarie at Attachment 3. Areas of non-compliance The proposed remedial action, to be undertaken by the administration under the leadership of the Chief Executive Officer, is as follows:
• Observation 1 – Delegation of Power/Duty
- Documentation of this requirement in the appropriate Governance procedure.
• Observation 2 – Disclosure of Interest
- Documentation of this requirement in the appropriate Governance procedure.
• Observation 3 – Local Government Employees
- These compliance matters will be taken into account as part of the continuing improvement process for the Performance Evaluation System.
• Observation 4 – Local Laws
- Documentation of this requirement in the appropriate Governance procedure.
• Observation 5 – Meeting Processes
- Documentation of this requirement in the appropriate Governance procedure.
• Observation 6 – Tenders for the provision of Goods & Services
- These compliance issues will be taken into account as part of the continuing improvement process for the Procurement of Goods & Services.
CONSULTATION Not Applicable. STATUTORY ENVIRONMENT The completion of the Compliance Audit Return is a statutory requirement directed by the Department of Local Government. POLICY IMPLICATIONS The Compliance Audit Return is directly related to the Council’s Business Manual, including Policies and Procedures. FINANCIAL IMPLICATIONS Not applicable. STRATEGIC IMPLICATIONS Not applicable.
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 186
_______________________________________________________________________________ COMMENT Mindarie Regional Council has completed the Compliance Audit Return for the period 1 January to 31 December 2009. The MRC Audit Committee, at its meeting held on 7 April 2010, recommended the Audit Return for Council consideration. MRC OFFICER RECOMMENDATION That the Council adopt the Compliance Audit Return, as presented, for the period 1 January 2009 to 31 December 2009.
_______________________________________________________________________________ ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 187
ATTACHMENT ONE
TO ITEM 3.2
AUDIT COMMITTEE MEETING
07 APRIL 2010
COMPLIANCE AUDIT RETURN
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 188
Department of Local Government and Regional Development - Compliance Audit Return
1 of 25
Mindarie Regional Council - Compliance Audit Return Regional Local Government 2009
3 s3.59(2)(a)(b)(c) Functions & General Regulation 7,11
Has the local government prepared a business plan before entering into each land transaction that was preparatory to entry into a major land transaction in 2009.
N/A Kathleen Van Son
4 s3.59(4) Has the local government given Statewide public notice of each proposal to commence a major trading undertaking or enter into a major land transaction for 2009.
N/A Kathleen Van Son
5 s3.59(5) Did the Council, during 2009, resolve to proceed with each major land transaction or trading undertaking by absolute majority.
N/A Kathleen Van Son
1 s3.59(2)(a)(b)(c) Functions & General Regulation 7,9
Has the local government prepared a business plan for each major trading undertaking in 2009.
Yes Kathleen Van Son
2 s3.59(2)(a)(b)(c) Functions & General Regulation 7,10
Has the local government prepared a business plan for each major land transaction that was not exempt in 2009.
N/A Kathleen Van Son
No Reference Question Response Comments Respondent
Commercial Enterprises by Local Governments
Certified Copy of ReturnPlease submit a signed copy to the Director General of the Department of Local Government and Regional Development together with a copy of section of relevant minutes.
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 189
Department of Local Government and Regional Development - Compliance Audit Return
2 of 25
9 s5.44(2) Were all delegations by the CEO to any employee in writing.
Yes Kathleen Van Son
8 s5.42(1)(2) Admin Reg 18
Were all delegations to the CEO in writing.
Yes Kathleen Van Son
7 s5.42(1)(2) Admin Reg 18
Were all delegations to the CEO resolved by an absolute majority.
Yes Kathleen Van Son
10 s5.45(1)(b) Were all decisions by the Council to amend or revoke a delegation made by absolute majority.
Yes Kathleen Van Son
13 s5.46(3) Admin Reg 19
Did all persons exercising a delegated power or duty under the Act keep, on all occasions, a written record as required.
Yes Kathleen Van Son
12 s5.46(2) Were all delegations made under Division 4 of Part 5 of the Act reviewed by the delegator at least once during the 2008/2009 financial year.
Yes Kathleen Van Son
11 s5.46(1) Has the CEO kept a register of all delegations made under the Act to him and to other employees.
No Refer to the Compliance Audit Report for 2009
Kathleen Van Son
3 s5.16, 5.17, 5.18 Were all delegations to committees within the limits specified in section 5.17.
N/A Kathleen Van Son
2 s5.16, 5.17, 5.18 Were all delegations to committees in writing.
N/A Kathleen Van Son
1 s5.16, 5.17, 5.18 Were all delegations to committees resolved by absolute majority.
N/A Kathleen Van Son
6 s5.42(1),5.43 Administration Regulation 18G
Did the powers and duties of the Council delegated to the CEO exclude those as listed in section 5.43 of the Act.
Yes Kathleen Van Son
5 s5.18 Has Council reviewed delegations to its committees in the 2008/2009 financial year.
N/A Kathleen Van Son
4 s5.16, 5.17, 5.18 Were all delegations to committees recorded in a register of delegations.
N/A Kathleen Van Son
No Reference Question Response Comments Respondent
Delegation of Power / Duty
2 s5.68(2) Were all decisions made under section 5.68(1), and the extent of participation allowed, recorded in the minutes of Council and Committee meetings.
N/A Kathleen Van Son
1 s5.67 If a member disclosed an interest, did he/she ensure that they did not remain present to participate in any discussion or decision-making procedure relating to the matter in which the interest was disclosed (not including participation approvals granted under s5.68).
Yes Kathleen Van Son
No Reference Question Response Comments Respondent
Disclosure of Interest
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 190
Department of Local Government and Regional Development - Compliance Audit Return
3 of 25
10 s5.88(1)(2) Admin Reg 2
Did the CEO keep a register of financial interests which contained a record of disclosures made under sections 5.65, 5.70 and 5.71, in the form prescribed in Administration Regulation 28.
Yes Kathleen Van Son
9 s5.88(1)(2) Admin Reg 28
Did the CEO keep a register of financial interests which contained the returns lodged under section 5.75 and 5.76
Yes Kathleen Van Son
8 s5.77 On receipt of a primary or annual return, did the CEO, (or the Mayor/ President in the case of the CEO’s return) on all occasions, give written acknowledgment of having received the return.
Yes Kathleen Van Son
13 s5.103 Admin Reg 34C & Rules of Conduct Reg 11
Where an elected member or an employee disclosed an interest in a matter discussed at a Council or committee meeting where there was a reasonable belief that the impartiality of the person having the interest would be adversely affected, was it recorded in the minutes.
N/A Kathleen Van Son
12 s5.88(4) Have all returns lodged under section 5.75 or 5.76 and removed from the register, been kept for a period of at least five years, after the person who lodged the return ceased to be a council member or designated employee.
Yes Kathleen Van Son
11 s5.88 (3) Has the CEO removed all returns from the register when a person ceased to be a person required to lodge a return under section 5.75 or 5.76.
Yes Kathleen Van Son
4 s5.75(1) Admin Reg 22 Form 2
Was a primary return lodged by all newly elected members within three months of their start day.
Yes Kathleen Van Son
3 s5.73 Were disclosures under section 5.65 or 5.70 recorded in the minutes of the meeting at which the disclosure was made.
Yes Kathleen Van Son
5 s5.75(1) Admin Reg 22 Form 2
Was a primary return lodged by all newly designated employees within three months of their start day.
No Refer to the Compliance Audit Report for 2009
Kathleen Van Son
7 s5.76(1) Admin Reg 23 Form 3
Was an annual return lodged by all designated employees by 31 August 2009.
No Refer to the Compliance Audit Report for 2009
Kathleen Van Son
6 s5.76(1) Admin Reg 23 Form 3
Was an annual return lodged by all continuing elected members by 31 August 2009.
Yes Kathleen Van Son
No Reference Question Response Comments Respondent
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 191
Department of Local Government and Regional Development - Compliance Audit Return
4 of 25
2 s3.58(4) Where the local government disposed of property under section 3.58(3), did it provide details, as prescribed by section 3.58(4), in the required local public notice for each disposal of property.
N/A Kathleen Van Son
1 s3.58(3) Was any property that was not disposed of by public auction or tender, given local public notice prior to disposal (except where excluded by Section 3.58(5)).
N/A Kathleen Van Son
No Reference Question Response Comments Respondent
Disposal of Property
9 s5.98A Admin Reg 33A
Where a local government decided to pay the deputy mayor or the deputy president an allowance, was it resolved by absolute majority.
Yes Kathleen Van Son
8 s5.98 Admin Reg 31
Was the reimbursement of expenses to elected members within the prescribed ranges or as prescribed.
Yes Kathleen Van Son
7 s5.98 Admin Reg 30
Was the fee made available to elected members for attending meetings within the prescribed range.
Yes Kathleen Van Son
3 s5.54(1), (2) If the Auditor’s report was not available in time for acceptance by 31 December, will it be accepted no more than two months after the Auditor’s report is made available.
N/A Kathleen Van Son
2 s5.54(1), (2) Was the annual report accepted by absolute majority by the local government by 31 December 2009.
Yes Kathleen Van Son
1 s5.53, Admin Reg19B
Has the local government prepared an annual report for the financial year ended 30 June 2009 that contained the prescribed information under the Act and Regulations.
Yes Kathleen Van Son
6 Admin Reg 19D After a plan for the future, or modifications to a plan were adopted under regulation 19C, did the local government give public notice in accordance with subsection (2).
N/A Kathleen Van Son
5 S5.56 Admin Reg 19C(2)
Has the local government made a plan for the future of its district in respect of the period specified in the plan (being at least 2 financial years).
Yes Kathleen Van Son
4 s5.55 Did the CEO give local public notice of the availability of the annual report as soon as practicable after the local government accepted the report.
Yes Kathleen Van Son
No Reference Question Response Comments Respondent
Finance
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 192
Department of Local Government and Regional Development - Compliance Audit Return
5 of 25
16 s5.100 (2) Where the local government decided to reimburse a committee member, who was not a council member or employee, for an expense incurred by the person in relation to a matter affecting the local government, was it within the prescribe range.
N/A Kathleen Van Son
15 s5.100 (1) Did the local government pay a fee for attending committee meetings only to a committee member who was a council member or employee.
Yes Kathleen Van Son
17 s6.2 Did Council, prior to 31 August in the review period, adopt by absolute majority, a budget in the form and manner prescribed by Financial Management (FM) Reg 22 and the Act. (Please enter the date of the Council Resolution in the "Comments" column)
Yes Council Resolution approved budget at OCM 23/7/09
Kathleen Van Son
19 Financial Management Reg 33
Was the 2009/2010 budget forwarded to the Department of Local Government and Regional Development within 30 days of its adoption. (Please enter the date sent in the "Comments" column).
Yes 2009/2010 Budget was forwarded to the Department on 20/8/09
Kathleen Van Son
18 s6.2 If ‘no’, was Ministerial approval sought for an extension.
N/A Kathleen Van Son
11 s5.99 Admin Reg 34
Where a local government decided to pay Council members an annual fee in lieu of fees for attending meetings, was it resolved by absolute majority.
Yes Kathleen Van Son
10 s5.98A Admin Reg 33A
Where a local government decided to pay the deputy mayor or the deputy president an allowance, was it up to (or below) the prescribed percentage of the annual local government allowance to which the mayor or president is entitled under section 5.98(5).
Yes Kathleen Van Son
12 s5.99 Admin Reg 34
Where a local government decided to pay Council members an annual fee in lieu of fees for attending meetings, was it within the prescribed range.
Yes Kathleen Van Son
14 s5.99A Admin Reg 34A, AA, AB
Where a local government decided to pay Council members an allowance instead of reimbursing telephone, facsimile machine rental charges and other telecommunication, information technology, travelling and accommodation expenses, was it within the prescribed range.
Yes Kathleen Van Son
13 s5.99A Admin Reg 34A, AA, AB
Where a local government decided to pay Council members an allowance instead of reimbursing telephone, facsimile machine rental charges and other telecommunication, information technology, travelling and accommodation expenses, was it resolved by absolute majority.
Yes Kathleen Van Son
20 s6.4(1) FM Reg 34 Did the local government prepare an annual financial report as prescribed.
Yes Kathleen Van Son
No Reference Question Response Comments Respondent
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 193
Department of Local Government and Regional Development - Compliance Audit Return
6 of 25
25 s6.8 Was expenditure that the local government incurred from its municipal fund, but not included in its annual budget, authorised in advance on all occasions by absolute majority resolution.
N/A Kathleen Van Son
26 s6.8(1)(c) Did the Chairman authorise expenditure from the municipal fund in an emergency. (Please indicate circumstances in the "Comments" column)
N/A Kathleen Van Son
27 s6.8 In relation to expenditure that the local government incurred from its municipal fund that was authorised in advance by the Chairman in an emergency, was it reported on all occasions to the next ordinary meeting of council.
N/A Kathleen Van Son
24 FM Reg 51(2) Was the annual financial report submitted to the Department of Local Government and Regional Development sent by the CEO within 30 days after receiving the Auditor’s report.
Yes Kathleen Van Son
21 s6.4(1) FM Reg 34 Did the local government prepare other financial reports as prescribed.
Yes Kathleen Van Son
22 FM Reg 34 If the local government prepared other financial reports as prescribed in s6.4(1) FM Reg 34, were they presented to Council and recorded in the minutes of the meetings in which they were submitted.
Yes Kathleen Van Son
23 s6.4(3)(b) Was the annual financial report, prepared for the financial year ended 30 June 2009, submitted to the Auditor by 30 September 2009 or by the extended time allowed by the Minister or his delegate.
Yes Kathleen Van Son
28 s6.9 (1) Does the local government’s trust fund consist of all money (or the value of assets) that are required by the Local Government Act 1995 or any other written law to be credited to the fund.
N/A Kathleen Van Son
32 s6.9(3) Has property held in trust been delivered to the persons entitled to it.
N/A Kathleen Van Son
29 s6.9 (1) Does the local government’s trust fund consist of all money or the value of assets held by the local government in trust.
N/A Kathleen Van Son
30 s6.9(2) Has the local government’s trust fund been applied for the purposes of and in accordance with the trusts affecting it.
N/A Kathleen Van Son
31 s6.9(3) Has money held in the trust fund, been paid to the person entitled to it, together with, if the money has been invested, any interest earned from that investment.
N/A Kathleen Van Son
No Reference Question Response Comments Respondent
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 194
Department of Local Government and Regional Development - Compliance Audit Return
7 of 25
42 s6.20(2) FM Reg 20
On each occasion where the local government exercised the power to borrow and details of the proposal were not included in the annual budget for that financial year, did the local government give one month’s local public notice of the proposal (except where the proposal was of a kind prescribed in FM Regulation 20).
N/A Kathleen Van Son
35 s6.12, 6.13, 6.16(1),(3)
Did Council at the time of adopting its budget, determine the granting of a discount or other incentive for early payment by absolute majority.
N/A Kathleen Van Son
36 s6.12, 6.13, 6.16(1),(3)
Did Council determine the setting of an interest rate on money owing to Council by absolute majority.
N/A Kathleen Van Son
33 s6.11(2) Have all decisions to change the use or purpose of money held in reserve funds been by absolute majority.
N/A Kathleen Van Son
34 s6.11(2) FM Reg 18
Did the local government give one months public notice of the proposed change of purpose or proposed use of money held in reserve funds . (Notice not required where the local government has disclosed the change of purpose or proposed use of reserve funds in its annual budget or where the money was used to meet expenditure authorised under s6.8(1)(c) of the Act or where the amount to be used did not exceed $5,000).
N/A Kathleen Van Son
37 s6.12, 6.13, 6.16(1),(3)
Did Council determine to impose or amend a fee or charge for any goods or services provided by the local government by absolute majority. (Note: this applies to money other than rates and service charges).
Yes Kathleen Van Son
40 s6.17(3) Were the fees or charges imposed for any other service prescribed in section 6.16 (2)(f), limited to the cost of providing the service or goods.
N/A Kathleen Van Son
41 s6.19 After the budget was adopted, did the local government give local public notice for all fees and charges stating its intention to introduce the proposed fees or charges and the date from which it proposed to introduce the fees or charges.
Yes Kathleen Van Son
38 s6.17(3) Were the fees or charges imposed for a copy of information available under section 5.96, limited to the cost of providing the service or goods.
N/A Information given free of charge
Kathleen Van Son
39 s6.17(3) Were the fees or charges imposed for receiving an application for approval, granting an approval, making an inspection and issuing a licence, permit, authorisation or certificate, limited to the cost of providing the service or goods.
N/A Kathleen Van Son
No Reference Question Response Comments Respondent
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 195
Department of Local Government and Regional Development - Compliance Audit Return
8 of 25
50 FM Reg 11(2) Has the local government developed procedures that ensure a determination is made that the goods or services to which each account relates were provided in a satisfactory condition or to a satisfactory standard, before payment of the account.
Yes Kathleen Van Son
49 FM Reg 11(2) Has the local government developed procedures that ensure a determination is made that the debt was incurred by a person who was properly authorised, before any approval for payment of an account is made.
Yes Kathleen Van Son
48 FM Reg 11(1) Has the local government developed procedures for the authorisation of, and the payment of, accounts to ensure that there is effective security for and properly authorised use of petty cash systems.
Yes Kathleen Van Son
44 s6.20(3) FM Reg 21
On each occasion where the local government changed the use of borrowings, did the local government give one month’s local public notice of the change in purpose. (Only required if the details of the change of purpose were not included in the annual budget or were of the kind prescribed in FM Regulation 21).
N/A Kathleen Van Son
43 s6.20(2) FM Reg 20
On each occasion where the local government exercised the power to borrow, was the Council decision to exercise that power by absolute majority (Only required where the details of the proposal were not included in the annual budget for that financial year).
N/A Kathleen Van Son
45 s6.20(3) FM Reg 21
On each occasion where the local government changed the use of borrowings, was the decision on the change of use by absolute majority.(Only required if the details of the change of purpose were not included in the annual budget or were of the kind prescribed in FM Regulation 21)
N/A Kathleen Van Son
47 FM Reg 11(1) Has the local government developed procedures for the authorisation of, and the payment of, accounts to ensure that there is effective security for and properly authorised use of cheques, credit cards, computer encryption devices and passwords, purchasing cards and other devices or methods by which goods, services, money or other benefits may be obtained.
Yes Kathleen Van Son
46 S6.76(6) Was the outcome of an objection under section 6.76(1) promptly conveyed to the person who made the objection including a statement of the local government’s decision on the objection and its reasons for that decision.
N/A Kathleen Van Son
No Reference Question Response Comments Respondent
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 196
Department of Local Government and Regional Development - Compliance Audit Return
9 of 25
62 s7.3 Was the person(s) appointed by the local government to be its auditor, an approved auditor.
N/A Kathleen Van Son
54 FM Reg 13 Did the list of payments made or accounts for approval to be paid from the Municipal or Trust fund, that were recorded in the minutes of the relevant meeting, include the amount of the payment.
Yes Kathleen Van Son
55 FM Reg 13 Did the list of payments made or accounts for approval to be paid from the Municipal or Trust fund that were recorded in the minutes of the relevant meeting, include sufficient information to identify the transaction.
Yes Kathleen Van Son
53 FM Reg 13 Did the list of payments made or accounts for approval to be paid from the Municipal or Trust fund that were recorded in the minutes of the relevant meeting include the payee’s name.
Yes Kathleen Van Son
51 FM Reg 12 Have payments from the Municipal or Trust fund been made under the appropriate delegated authority.
Yes Kathleen Van Son
52 FM Reg 12 When Council are presented with a list detailing the accounts to be paid, have payments from the Municipal or Trust fund been authorised in advance by resolution of Council.
N/A Kathleen Van Son
56 FM Reg 13 Did the list of accounts for approval to be paid from the Municipal or Trust fund that were recorded in the minutes of the relevant meeting, include the date of the meeting of Council.
N/A Kathleen Van Son
60 s7.1B Where a local government determined to delegate to its audit committee any powers or duties under Part 7 of the Act, did it do so by absolute majority.
N/A Kathleen Van Son
61 s7.3 Was the person(s) appointed by the local government to be its auditor, a registered company auditor.
Yes Kathleen Van Son
59 s7.1A Has the local government established an audit committee and appointed members by absolute majority in accordance with section 7.1A of the Act.
Yes Kathleen Van Son
57 FM Reg 19 Do the internal control procedures over investments established and documented by the local government enable the identification of the nature and location of all investments.
N/A Kathleen Van Son
58 FM Reg 19 Do the internal control procedures over investments, established and documented by the local government, enable the identification of the transactions related to each investment.
N/A Kathleen Van Son
No Reference Question Response Comments Respondent
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 197
Department of Local Government and Regional Development - Compliance Audit Return
10 of 25
71 A Reg 7 Did the agreement between the local government and its auditor include a plan for the audit.
Yes Kathleen Van Son
70 A Reg 7 Did the agreement between the local government and its auditor include the scope of the audit.
Yes Kathleen Van Son
69 A Reg 7 Did the agreement between the local government and its auditor include the objectives of the audit.
Yes Kathleen Van Son
74 FM Reg 33A Did the local government, between 1 January and 31 March 2009, carry out a review of its annual budget for the year ended 30 June 2009.
Yes Kathleen Van Son
73 A Reg 7 Did the agreement between the local government and its auditor include the method to be used by the local government to communicate with, and supply information to, the auditor.
Yes Kathleen Van Son
72 A Reg 7 Did the agreement between the local government and its auditor include details of the remuneration and expenses to be paid to the auditor.
Yes Kathleen Van Son
68 S7.12A(3), (4) Where the local government determined that matters raised in the auditor’s report (prepared under s7.9(1) of the Act) required action to be taken by the local government, was a copy of the report forwarded to the Minister by the end of the financial year or 6 months after the last report prepared under s7.9 was received by the local government whichever was the latest in time.
N/A Kathleen Van Son
64 Audit Reg 10 Was the Auditor’s report for the financial year ended 30 June 2009 received by the local government within 30 days of completion of the audit.
Yes Kathleen Van Son
63 s7.3 Was the person or persons appointed by the local government to be its auditor, appointed by an absolute majority decision of Council.
Yes Kathleen Van Son
65 s7.9(1) Was the Auditor’s report for 2008/2009 received by the local government by 31 December 2009.
Yes Kathleen Van Son
67 S7.12A(3), (4) Where the local government determined that matters raised in the auditor’s report (prepared under s7.9(1) of the Act) required action to be taken by the local government, was a report prepared on any actions undertaken.
N/A Kathleen Van Son
66 S7.12A(3), (4) Where the local government determined that matters raised in the auditor’s report prepared under s7.9(1) of the Act required action to be taken by the local government, was that action undertaken.
N/A Kathleen Van Son
No Reference Question Response Comments Respondent
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 198
Department of Local Government and Regional Development - Compliance Audit Return
11 of 25
12 Admin Reg 18D When the Council considered the CEO’s performance review did it decide to reject the review.
No Kathleen Van Son
13 s5.39 During the period covered by this Return, were written performance based contracts in place for the CEO and all designated senior employees who were employed since 1 July 1996.
Yes Kathleen Van Son
11 Admin Reg 18D When the Council considered the CEO’s performance review did it decide to accept the review ( with or without modification).
Yes Kathleen Van Son
4 s5.36(4), 5.37(3), Admin Reg 18A
Did all advertisements for the position of CEO and for designated senior employees contain details of the remuneration and benefits offered.
N/A Kathleen Van Son
5 s5.36(4), 5.37(3), Admin Reg 18A
Did all advertisements for the position of CEO and for designated senior employees contain details of the place where applications for the position were to be submitted.
N/A Kathleen Van Son
3 s5.36(4), 5.37(3), Admin Reg 18A
Did the local government advertise for the position of CEO and for designated senior employees in a newspaper circulated generally throughout the State.
N/A Kathleen Van Son
1 s9.59, Admin Reg 18C
Did the local government approve the process to be used for the selection and appointment of the CEO before the position was advertised.
N/A Kathleen Van Son
2 s5.36(4), 5.37(3), Admin Reg 18A
Were all vacancies for the position of CEO and for designated senior employees advertised.
N/A Kathleen Van Son
9 s5.37(2) Did the CEO inform council of each proposal to employ or dismiss a designated senior employee.
N/A Kathleen Van Son
10 s5.38 Was the performance of each employee, employed for a term of more than one year, (including the CEO and each senior employee), reviewed within the most recently completed 12 months of their term of employment.
No Refer to the Compliance Audit Report for 2009
Kathleen Van Son
8 s5.36(4), 5.37(3), Admin Reg 18A
Did all advertisements for the position of CEO and for designated senior employees provide contact details of a person to contact for further information.
N/A Kathleen Van Son
6 s5.36(4), 5.37(3), Admin Reg 18A
Did all advertisements for the position of CEO and for designated senior employees detail the date and time for closing of applications.
N/A Kathleen Van Son
7 s5.36(4), 5.37(3), Admin Reg 18A
Did all advertisements for the position of CEO and for designated senior employees indicate the duration of the proposed contract.
N/A Kathleen Van Son
No Reference Question Response Comments Respondent
Local Government Employees
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 199
Department of Local Government and Regional Development - Compliance Audit Return
12 of 25
19 S5.53(2)(g) Admin Reg 19B
For the purposes of section 5.53(2)(g) did the annual report of a local government for a financial year contain the number of employees of the local government entitled to an annual salary of $100,000 or more.
Yes Kathleen Van Son
18 s5.50(2) Did the local government give public notice on all occasions where council made a payment that was more than the additional amount set out in its policy.
N/A Kathleen Van Son
20 S5.53(2)(g) Admin Reg 19B
For the purposes of section 5.53(2)(g) did the annual report of a local government for a financial year contain the number of those employees with an annual salary entitlement that falls within each band of $10,000 and over $100,000.
Yes Kathleen Van Son
22 Admin Regs 18E Did the local government ensure checks were carried out to confirm that the information in an application for employment was true (applicable to CEO only).
N/A Kathleen Van Son
21 Admin Reg 18F Was the remuneration and other benefits paid to a CEO on appointment the same remuneration and benefits advertised for the position of CEO under section 5.36(4).
N/A Kathleen Van Son
15 s5.39 Admin Reg 18B
Does the contract for the CEO and all designated senior employees detail the maximum amount of money payable if the contract is terminated before the expiry date and this amount is the lesser of the value of the remuneration they would be entitled to had the contract not been terminated.
Yes Kathleen Van Son
14 s5.39 Admin Reg 18B
Does the contract for the CEO and all designated senior employees detail the maximum amount of money payable if the contract is terminated before the expiry date. This amount is the lesser of the value of one year’s remuneration under the contract.
Yes Kathleen Van Son
17 s5.50(1) Did Council adopt a policy relating to employees whose employment terminates, setting out the manner of assessment of an additional amount.
N/A Kathleen Van Son
16 s5.50(1) Did Council adopt a policy relating to employees whose employment terminates, setting out the circumstances in which council would pay an additional amount to that which the employee is entitled under a contract or award.
N/A Kathleen Van Son
No Reference Question Response Comments Respondent
Local Laws
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 200
Department of Local Government and Regional Development - Compliance Audit Return
13 of 25
10 s3.12(6) After the local law was published in the Gazette, did the local government give local public notice stating the title of the local law.
N/A Kathleen Van Son
11 s3.12(6) After the local law was published in the Gazette, did the local government give local public notice summarising the purpose and effect of the local law and the day on which it came into operation.
N/A Kathleen Van Son
9 s3.12(5) After making the local law, did the local government give a copy to the Minister for Local Government and Regional Development and where applicable to the Minister who administers the Act under which the local law was made.
N/A Kathleen Van Son
3 s3.12(3)(a) Did the local government give Statewide and local public notice stating details of where a copy of the local law may be inspected or obtained.
N/A Kathleen Van Son
4 s3.12(3)(b) On all occasions, as soon as a Statewide and local public notice was published, did the local government provide a copy of the proposed law, together with a copy of the notice, to the Minister for Local Government and Regional Development
N/A Kathleen Van Son
1 s3.12(2) F&G Reg 3
On each occasion that Council resolved to make a local law, did the person presiding at the Council meeting give notice of the purpose and effect of each proposed local law in the manner prescribed in Functions and General Regulation 3.
N/A Kathleen Van Son
2 s3.12(3)(a) On each occasion that Council proposed to make a local law, did the local government give Statewide and local public notice stating the purpose and effect of the proposed local law
N/A Kathleen Van Son
7 s3.12(4) Have all Council’s resolutions to make local laws been recorded as such in the minutes of the meeting.
N/A Kathleen Van Son
8 s3.12(5) After making the local law, did the local government publish the local law in the Gazette.
N/A Kathleen Van Son
5 s3.12(3)(b) On all occasions, as soon as a Statewide and local public notice was published, did the local government provide a copy of the proposed law, together with a copy of the notice where applicable, to the Minister who administers the Act under which the local law was made.
N/A Kathleen Van Son
6 s3.12(4) Have all Council’s resolutions to make local laws been by absolute majority.
N/A Kathleen Van Son
No Reference Question Response Comments Respondent
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 201
Department of Local Government and Regional Development - Compliance Audit Return
14 of 25
16 s3.16(1)(2) If the local government carried out a review of a local law under section 3.16 of the Act, to determine whether or not the local law should be repealed or amended, did it give Statewide public notice detailing the closing date for submissions about the local law.
No Refer to the Compliance Audit Report for 2009
Kathleen Van Son
15 s3.16(1)(2) If the local government carried out a review of a local law under section 3.16 of the Act, to determine whether or not the local law should be repealed or amended, did it give Statewide public notice advising that a copy of the local law could be inspected or obtained at the place specified in the notice.
No Refer to the Compliance Audit Report for 2009
Kathleen Van Son
18 s3.16(4) Was the decision to repeal or amend a local law determined by absolute majority on all occasions.
Yes Kathleen Van Son
17 s3.16(3) Did the local government (after the last day for submissions) prepare a report of the review and have it submitted to Council.
Yes Kathleen Van Son
12 s3.12(6) After the local law was published in the Gazette, did the local government give local public notice advising that copies of the local law may be inspected or obtained from its office.
N/A Kathleen Van Son
13 s3.16(1) Have all reviews of local laws under section 3.16(1) of the Act been carried out within a period of 8 years.
Yes Kathleen Van Son
14 s3.16(1)(2) If the local government carried out a review of a local law under section 3.16 of the Act, to determine whether or not the local law should be repealed or amended, did it give Statewide public notice stating that it intended to review the local law.
No Refer to the Compliance Audit Report for 2009
Kathleen Van Son
No Reference Question Response Comments Respondent
2 s2.25(1)(3) Where Council granted leave to a member from attending 6 or less consecutive ordinary meetings of Council, was it recorded in the minutes of the meeting at which the leave was granted.
N/A Kathleen Van Son
1 s2.25(1)(3) Where Council granted leave to a member from attending 6 or less consecutive ordinary meetings of Council was it by Council resolution.
N/A Kathleen Van Son
3 s2.25(3) Where Council refused to grant leave to a member from attending 6 or less consecutive ordinary meetings of Council, was the reason for refusal recorded in the minutes of the meeting.
N/A Kathleen Van Son
No Reference Question Response Comments Respondent
Meeting Process
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 202
Department of Local Government and Regional Development - Compliance Audit Return
15 of 25
10 s5.7 Did the local government seek approval (on each occasion as required) from the Minister or his delegate, for a reduction in the number of offices of member required for absolute majorities.
N/A Kathleen Van Son
9 s5.7 Did the local government seek approval (on each occasion as required) from the Minister or his delegate, for a reduction in the number of offices of member needed for a quorum at a Council meeting
N/A Kathleen Van Son
11 s5.8 Did the local government ensure all Council committees (during the review period) were established by an absolute majority.
Yes Kathleen Van Son
13 s5.10(2) Was each Council member given their entitlement during the review period, to be appointed as a committee member of at least one committee, as referred to in section 5.9(2)(a) & (b) of the Act.
Yes Kathleen Van Son
12 s5.10(1)(a) Did the local government ensure all members of Council committees, during the review period, were appointed by an absolute majority (other than those persons appointed in accordance with section 5.10 (1)(b)).
Yes Kathleen Van Son
5 s5.4 On all occasions when the mayor or president called an ordinary or special meeting of Council, was it done by notice to the CEO setting out the date and purpose of the proposed meeting;
N/A Kathleen Van Son
4 s2.25(2) Was Ministerial approval sought (on all occasions) before leave of absence was granted to an elected member in respect of more than 6 consecutive ordinary meetings of council.
N/A Kathleen Van Son
6 s5.5 On all occasions when councillors called an ordinary or special meeting of Council was it called by at least 1/3 (one third) of the councillors, by notice to the CEO setting out the date and purpose of the proposed meeting.
N/A Kathleen Van Son
8 s5.5(2) Did the CEO give each council member notice before the meeting, of the date, time, place and purpose of each special meeting of Council.
Yes Kathleen Van Son
7 s5.5(1) Did the CEO give each council member at least 72 hours notice of the date, time, place and an agenda for each ordinary meeting of Council.
Yes Kathleen Van Son
14 s5.12(1) Were Presiding members of committees elected by the members of the committees (from amongst themselves) in accordance with Schedule 2.3, Division 1 of the Act.
N/A Kathleen Van Son
No Reference Question Response Comments Respondent
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 203
Department of Local Government and Regional Development - Compliance Audit Return
16 of 25
19 s5.22(2)(3) Were the minutes of all Council and committee meetings submitted to the next ordinary meeting of Council or committee, as the case requires, for confirmation.
Yes Kathleen Van Son
20 s5.22(2)(3) Were the minutes of all Council and committee meetings signed to certify their confirmation by the person presiding at the meeting at which the minutes of Council or committee were confirmed.
No Refer to the Compliance Audit Report for 2009
Kathleen Van Son
21 s5.23 (1) Were all council meetings open to members of the public (subject to section 5.23(2) of the Act).
Yes Kathleen Van Son
18 s5.22(1) Did the person presiding at a meeting of a Council or a committee ensure minutes were kept of the meeting’s proceedings.
Yes Kathleen Van Son
15 s5.12(2) Were Deputy presiding members of committees elected by the members of the committee (from amongst themselves) in accordance with Schedule 2.3 Division 2 of the Act.
N/A Kathleen Van Son
16 s5.15 Where the local government reduced a quorum of a committee meeting, was the decision made by absolute majority on each occasion.
N/A Kathleen Van Son
17 s5.21 (4) When requested by a member of Council or committee, did the person presiding at a meeting ensure an individual vote or the vote of all members present, were recorded in the minutes.
Yes Kathleen Van Son
22 s5.23 (1) Were all meetings of committees to which a power or duty had been delegated open to members of the public (subject to section 5.23(2) of the Act).
N/A Kathleen Van Son
26 s5.24 (1) AR 5&6 Was a minimum time of 15 minutes allocated for questions to be raised by members of the public and responded to at every special meeting of Council.
N/A Kathleen Van Son
23 s5.23(2)(3) On all occasions, was the reason, or reasons, for closing any Council or committee meeting to members of the public, in accordance with the Act.
Yes Kathleen Van Son
24 s5.23(2)(3) On all occasions, was the reason, or reasons, for closing any Council or committee meeting to members of the public recorded in the minutes of that meeting.
Yes Kathleen Van Son
25 s5.24 (1) AR 5&6 Was a minimum time of 15 minutes allocated for questions to be raised by members of the public and responded to at every ordinary meeting of Council.
N/A Kathleen Van Son
No Reference Question Response Comments Respondent
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 204
Department of Local Government and Regional Development - Compliance Audit Return
17 of 25
37 Admin Reg 11 Did the contents of minutes of all Council or committee meetings include details of each decision made at the meeting.
Yes Kathleen Van Son
30 Admin Reg 10(1) Were all motions to revoke or change decisions at Council or committee meetings supported in the case where an attempt to revoke or change the decision had been made within the previous 3 months but failed, by an absolute majority.
N/A Kathleen Van Son
31 Admin Reg 10(1) Were all motions to revoke or change decisions at Council or committee meetings supported in any other case, by at least one third of the number of officers of member (whether vacant or not) of the Council or committee.
N/A Kathleen Van Son
29 Admin Reg 9 Was voting at Council or committee meetings conducted so that no vote was secret.
Yes Kathleen Van Son
27 s5.24 (1) AR 5&6 Was a minimum time of 15 minutes allocated for questions to be raised by members of the public and responded to at every meeting of a committee to which the local government has delegated a power or duty.
N/A Kathleen Van Son
28 Admin Reg 8 Was a period of 30 minutes allowed from the advertised commencement time before any Council or committee was adjourned due to the lack of a quorum.
N/A Kathleen Van Son
35 Admin Reg 11 Did the contents of minutes of all Council or committee meetings include where a member entered or left the meeting, the time of entry or departure, as the case requires, in the chronological sequence of the business of the meeting.
Yes Kathleen Van Son
36 Admin Reg 11 Did the contents of minutes of all Council or committee meetings include details of each motion moved at the meeting, including details of the mover and outcome of the motion.
Yes Kathleen Van Son
34 Admin Reg 11 Did the contents of minutes of all Council or committee meetings include the names of members present at the meeting.
Yes Kathleen Van Son
32 Admin Reg 10(2) Were all decisions to revoke or change decisions made at Council or committee meetings made (in the case where the decision to be revoked or changed was required to be made by an absolute majority or by a special majority), by that kind of majority.
N/A Kathleen Van Son
33 Admin Reg 10(2) Were all decisions to revoke or change decisions made at Council or committee meetings made in any other case, by an absolute majority.
N/A Kathleen Van Son
No Reference Question Response Comments Respondent
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 205
Department of Local Government and Regional Development - Compliance Audit Return
18 of 25
48 Admin Reg 14(1)(2)
Were notice papers, agenda and other documents relating to any Council or committee meeting, (other than those referred to in Admin Reg 14(2)) made available for public inspection.
Yes Kathleen Van Son
46 Admin Reg 13 Did the local government make available for public inspection unconfirmed minutes of all Council meetings within 10 business days after the Council meetings.
Yes Kathleen Van Son
47 Admin Reg 13 Did the local government make available for public inspection unconfirmed minutes of all committee meetings within 5 business days after the committee meetings.
Yes Kathleen Van Son
40 Admin Reg 11 Did the contents of minutes of all Council or committee meetings include in relation to each disclosure made under sections 5.65 or 5.70, where the extent of the interest has been disclosed, the extent of the interest.
Yes Kathleen Van Son
41 Admin Reg 12(1) Did the local government, at least once during the period covered by this return, give local public notice for the next twelve months of the date, time and place of ordinary Council meetings.
Yes Kathleen Van Son
38 Admin Reg 11 Did the contents of the minutes of all Council or committee meetings include, where the decision was significantly different from written recommendation of a committee or officer, written reasons for varying that decision.
Yes Kathleen Van Son
39 Admin Reg 11 Did the contents of minutes of all Council or committee meetings include a summary of each question raised by members of the public and a summary of the response given.
N/A Kathleen Van Son
44 Admin Reg 12(3)(4)
In the CEO’s opinion, where it was practicable, were all special meetings of Council (that were open to members of the public) advertised via local public notice.
N/A Kathleen Van Son
45 Admin Reg 12(3)(4)
Did the notice referred to in the question above include details of the date, time, place and purpose of the special meeting.
N/A Kathleen Van Son
42 Admin Reg 12(1) Did the local government, at least once during the period covered by this return, give local public notice for the next twelve months of the date, time and place of those committee meetings that were required under the Act to be open to the public or that were proposed to be open to the public.
N/A Kathleen Van Son
43 Admin Reg 12(2) Did the local government give local public notice of any changes to the dates, time or places referred to in the question above.
N/A Kathleen Van Son
No Reference Question Response Comments Respondent
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54 s5.33(1) Were all decisions made at all electors’ meetings considered at the next ordinary Council meeting, or, if not practicable, at the first ordinary Council meeting after that, or at a special meeting called for that purpose.
N/A Kathleen Van Son
53 s5.32 Did the CEO ensure the minutes of all electors’ meetings were kept and made available for public inspection before the Council meeting at which decisions made at the electors’ meeting were first considered.
N/A Kathleen Van Son
56 s5.103(3) Admin Reg 34B
Has the CEO kept a register of all token gifts received by Council members and employees.
Yes Kathleen Van Son
55 s5.33(2) Were the reasons for Council decisions in response to decisions made at all electors’ meetings recorded in the minutes of the appropriate Council meeting.
N/A Kathleen Van Son
52 s5.29 Did the CEO convene all electors’ meetings by giving at least 14 days local public notice and each Council member at least 14 days notice of the date, time, place and purpose of the meeting.
N/A Kathleen Van Son
49 Admin Reg 14A On all occasions where a person participated at a Council or committee meeting by means of instantaneous communication, (by means of audio, telephone or other instantanious contact) as provided for in Administration Regulation 14A, did the Council approve of the arrangement by absolute majority.
N/A Kathleen Van Son
50 Admin Reg 14A On all occasions where a person participated at a Council or committee meeting by means of instantaneous communication, (as provided for in Administration Regulation 14A) was the person in a suitable place as defined in Administration Regulation 14A(4)
N/A Kathleen Van Son
51 s5.27(2) Was the annual general meeting of electors held within 56 days of the local government’s acceptance of the annual report for the previous financial year.
N/A Kathleen Van Son
No Reference Question Response Comments Respondent
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Tenders for Providing Goods and Services
4 s5.121(2)(b) Does the complaints register maintained by the complaints officer include provision for recording the name of the person who makes the complaint.
Yes Kathleen Van Son
5 s5.121(2)(c) Does the complaints register maintained by the complaints officer include provision for recording a description of the minor breach that the standards panel finds has occurred.
Yes Kathleen Van Son
6 s5.121(2)(d) Does the complaints register maintained by the complaints officer include the provision to record details of the action taken under s5.110(6)(b)(c).
Yes Kathleen Van Son
3 s5.121(2)(a) Does the complaints register maintained by the complaints officer include provision for recording of the name of the council member about whom the complaint is made.
Yes Kathleen Van Son
1 s5.120 Where the CEO is not the complaints officer, has the local government designated a senior employee, as defined under s5.37, to be its complaints officer.
N/A CEO is the complaints officer but no complaints were made against Council members during 2009
Kathleen Van Son
2 s5.121(1) Has the complaints officer for the local government maintained a register of complaints which records all complaints that result in action under s5.110(6)(b) or (c).
Yes Kathleen Van Son
No Reference Question Response Comments Respondent
Official Conduct
2 s9.29(2)(b) On all occasions, were those employees who represented the local government in court proceedings, appointed in writing by the CEO.
N/A Kathleen Van Son
1 s9.4 Has each person who received an unfavourable decision from Council, or from an employee of the local government exercising delegated authority, (that is appealable under Part 9 of the Act) been informed of his or her right to object and appeal against the decision.
N/A Kathleen Van Son
No Reference Question Response Comments Respondent
Miscellaneous Provisions
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7 F&G Reg 14(3)(4) Did the local government ensure information was made available to all prospective tenderers concerning detailed specifications of the goods or services required.
Yes Kathleen Van Son
6 F&G Reg 14(3) Did all the local government’s invitations to tender include the date and time after which tenders would not be accepted.
Yes Kathleen Van Son
8 F&G Reg 14(3)(4) Did the local government ensure information was made available to all prospective tenderers of the criteria for deciding which tender would be accepted.
Yes Kathleen Van Son
10 F&G Reg 14(3)(4) Did the local government ensure information was made available to all prospective tenderers on whether or not tenders were allowed to be submitted by facsimile or other electronic means and if so, how tenders were to be submitted.
Yes Kathleen Van Son
9 F&G Reg 14(3)(4) Did the local government ensure information was made available to all prospective tenderers about whether or not the local government had decided to submit a tender.
Yes Kathleen Van Son
2 F&G Reg 12 Has the local government, as far as it is aware, only entered into a single contract rather than multiple contracts so as to avoid the requirements to call tenders in accordance with F&G Reg 11(1).
No Refer to the Compliance Audit Report for 2009
Kathleen Van Son
1 s3.57 F&G Reg 11 Did the local government invite tenders on all occasions (before entering into contracts for the supply of goods or services) where the consideration under the contract was, or was expected to be, worth more than the consideration stated in Regulation 11(1) of the Local Government (Functions & General) Regulations (Subject to Functions and General Regulation 11(2)).
No Refer to the Compliance Audit Report for 2009
Kathleen Van Son
3 F&G Reg 14(1) Did the local government invite tenders via Statewide public notice.
Yes Kathleen Van Son
5 F&G Reg 14(3) Did all the local government’s invitations to tender include information as to where and how tenders could be submitted.
No Refer to the Compliance Audit Report for 2009
Kathleen Van Son
4 F&G Reg 14(3) Did all the local government’s invitations to tender include a brief description of the goods and services required and contact details for a person from whom more detailed information could be obtained about the tender.
Yes Kathleen Van Son
11 F&G Reg 14(3)(4) Did the local government ensure all prospective tenderers had any other information that should be disclosed to those interested in submitting a tender.
Yes Kathleen Van Son
No Reference Question Response Comments Respondent
ITEM 8.3.1
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17 F&G Reg 16 (2)& (3)(a)
Did the local government ensure all tenders received were opened by one or more employees of the local government or a person authorised by the CEO.
Yes Kathleen Van Son
16 F&G Reg 16 (2)& (3)(a)
Did the local government ensure all tenders received were not opened, examined or assessed until after the time nominated for closure of tenders.
Yes Kathleen Van Son
19 F&G Reg 16 (3)(c) Did the local government record all details of the tender (except the consideration sought) in the tender register immediately after opening.
Yes Kathleen Van Son
18 F&G Reg 16 (3)(b) Did the local government ensure members of the public were not excluded when tenders were opened.
Yes Kathleen Van Son
13 F&G Reg 15 Following the publication of the notice inviting tenders, did the local government allow a minimum of 14 days for tenders to be submitted.
Yes Kathleen Van Son
12 F&G Reg 14(5) If the local government sought to vary the information supplied to tenderers, was every reasonable step taken to give each person who sought copies of the tender documents or each acceptable tenderer, notice of the variation.
Yes Kathleen Van Son
15 F&G Reg 16(1) Did the local government ensure that tenders submitted, (including tenders submitted by facsimile or other electronic means) remained confidential.
Yes Kathleen Van Son
14 F&G Reg 16(1) Did the local government ensure that tenders submitted, (including tenders submitted by facsimile or other electronic means) were held in safe custody.
Yes Kathleen Van Son
21 F&G Reg 18 (4) In relation to the tenders that were not rejected, did the local government assess which tender to accept and which tender was most advantageous to the local government to accept, by means of written evaluation criteria.
Yes Kathleen Van Son
20 F&G Reg 18(1) Did the local government reject the tenders that were not submitted at the place, and within the time specified in the invitation to tender.
Yes Kathleen Van Son
23 F&G Reg 17 (2) & (3)
Does the local government’s Tender Register include (for each invitation to tender) particulars of the decision made to invite tenders and if applicable the decision to seek expressions of interest under Regulation 21(1).
No Refer to the Compliance Audit Report for 2009
Kathleen Van Son
22 F&G Reg 17 (2) & (3)
Does the local government’s Tender Register include (for each invitation to tender) a brief description of the goods or services required.
Yes Kathleen Van Son
No Reference Question Response Comments Respondent
ITEM 8.3.1
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35 F&G Reg 21(4) Did all public notices inviting an expression of interest, include the date and time after which expressions of interest would not be accepted.
N/A Kathleen Van Son
27 F&G Reg 17 (2) & (3)
Does the local government’s Tender Register include (for each invitation to tender) the name of each tenderer whose tender was opened.
Yes Kathleen Van Son
28 F&G Reg 17 (2) & (3)
Does the local government’s Tender Register include (for each invitation to tender) the name of the successful tenderer.
Yes Kathleen Van Son
26 F&G Reg 17 (2) & (3)
Does the local government’s Tender Register include (for each invitation to tender) a copy of the notice of invitation to tender.
No Refer to the Compliance Audit Report for 2009
Kathleen Van Son
24 F&G Reg 17 (2) & (3)
Does the local government’s Tender Register include (for each invitation to tender) particulars of any notice by which expressions of interest from prospective tenderers were sought and any person who submitted an expression of interest.
Yes Kathleen Van Son
25 F&G Reg 17 (2) & (3)
Does the local government’s Tender Register include (for each invitation to tender) any list of acceptable tenderers that was prepared under regulation 23(4)
Yes Kathleen Van Son
29 F&G Reg 17 (2) & (3)
Does the local government’s Tender Register include (for each invitation to tender) the amount of consideration or the summary of the amount of the consideration sought in the accepted tender.
No Refer to the Compliance Audit Report for 2009
Kathleen Van Son
33 F&G Reg 21(4) Did all public notices inviting an expression of interest, include particulars of a person from whom more detailed information could be obtained.
N/A Kathleen Van Son
34 F&G Reg 21(4) Did all public notices inviting an expression of interest, include information as to where and how expressions of interest could be submitted.
N/A Kathleen Van Son
32 F&G Reg 21(4) Did all public notices inviting an expression of interest, include a brief description of the goods and services required.
N/A Kathleen Van Son
30 F&G Reg 19 Was each tenderer sent written notice advising particulars of the successful tender or advising that no tender was accepted.
No Refer to the Compliance Audit Report for 2009
Kathleen Van Son
31 F&G Reg 21(3) On each occasion that the local government decided to invite prospective tenderers to submit an expression of interest for the supply of goods or services, did the local government issue a Statewide public notice.
N/A Kathleen Van Son
No Reference Question Response Comments Respondent
ITEM 8.3.1
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44 F&G Reg 24E Where the local government gave a regional price preference in relation to a tender process, did the local government make a copy of the proposed regional price preference policy available for public inspection in accordance with the notice (only if a policy had not been previously adopted by Council).
N/A Kathleen Van Son
43 F&G Reg 24E Where the local government gave a regional price preference in relation to a tender process, did the local government include in the notice a statement inviting submissions commenting on the proposed policy, together with a closing date of not less than 4 weeks for those submissions (only if a policy had not been previously adopted by Council).
N/A Kathleen Van Son
42 F&G Reg 24E Where the local government gave a regional price preference in relation to a tender process, did the local government include in the notice details of where a complete copy of the proposed policy may be obtained (only if a policy had not been previously adopted by Council).
N/A Kathleen Van Son
41 F&G Reg 24E Where the local government gave a regional price preference in relation to a tender process, did the local government give Statewide public notice of its intention to have a regional price preference policy and include in that notice the region to which the policy is to relate (only if a policy had not been previously adopted by Council).
N/A Kathleen Van Son
37 F&G Reg 23(1) Did the local government reject the expressions of interest that were not submitted at the place and within the time specified in the notice.
N/A Kathleen Van Son
36 F&G Reg 22 Following the publication of the notice inviting expressions of interest, did the local government allow a minimum of 14 days for the submission of expressions of interest.
N/A Kathleen Van Son
38 F&G Reg 23(4) After the local government considered expressions of interest, did the CEO list each person considered capable of satisfactorily supplying goods or services.
N/A Kathleen Van Son
40 F&G Reg 24E Where the local government gave a regional price preference in relation to a tender process, did the local government prepare a proposed regional price preference policy (only if a policy had not been previously adopted by Council).
N/A Kathleen Van Son
39 F&G Reg 24 Was each person who submitted an expression of interest, given a notice in writing in accordance with Functions & General Regulation 24.
N/A Kathleen Van Son
No Reference Question Response Comments Respondent
ITEM 8.3.1
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46 F&G Reg 11A(3)(a) Did the purchasing policy that was prepared and adopted make provision in respect of the form of quotations acceptable.
Yes Kathleen Van Son
47 F&G Reg 11(3)(b) Did the purchasing policy that was prepared and adopted make provision in respect to the recording and retention of written information, or documents for all quotations received and all purchases made.
Yes Kathleen Van Son
45 F&G Reg 11A(1) Has the local government prepared and adopted a purchasing policy in relation to contracts for other persons to supply goods or services where the consideration under the contract is, or is expected to be, $100,000 or less or worth $100,000 or less.
Yes Kathleen Van Son
No Reference Question Response Comments Respondent
I certify this Compliance Audit return has been adopted by Council at its meeting on
Signed Mayor / President, Mindarie Regional Council
Signed CEO, Mindarie Regional Council
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
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ATTACHMENT TWO
TO ITEM 3.2
AUDIT COMMITTEE MEETING
07 APRIL 2010
FINAL AUDIT REPORT
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
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AUDIT-IN-CONFIDENCE
MINDARIE REGIONAL COUNCIL
2009 COMPLIANCE AUDIT RETURN
FINAL AUDIT REPORT
INTRODUCTION
1 Mindarie Regional Council 2009 Compliance Return
ITEM 8.3.1
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1. The Department of Local Government Act 1995 requires a local government authority to carry out a compliance audit for the period 1 January to 31 December. Mindarie Regional Council (MRC) has completed the return for the 2009 calendar year using internal resources. The Compliance Return is to be –
• Presented to Council at a meeting of Council. • Adopted by the Council. • Recorded in the minutes of the meeting at which it is adopted.
2. The number of questions the Department of Local Government required to be completed in its Annual Compliance Return has increased from 257 in 2007 to 258 in 2008 and 2009. The 2009 Compliance Return covered 11 areas with the MRC achieving a high level of compliance. The results of the independent 2009 compliance audit are as follows -
Yes No
Not Applicable
Section Section Name answers answers answers Total a) Commercial Enterprises by
Local Governments 1 0 4 5
b) Delegation of Power/Duty 7 1 5 13 c) Disclosure of Interest 9 2 2 13 d) Disposal of Property 0 0 2 2 e) Finance 42 0 32 74 f) Local Government Employees 6 2# 14 22 g) Local Laws 3 3 12 18 h) Meeting Processes 23 1 32 56
i) Miscellaneous Provisions 0 0 2 2 j) Official Conduct 5 0 1 6 k) Tenders for providing Goods
and Services 26 7 14 47
Total 122 16 120 258
3. It is noted that of the 16 “No” answers, 15 represented an unfavourable outcome and 1, Q12 denoted above with a #, represented a “favourable” outcome”. The “No” answers with an unfavourable outcome has changed from 10 in 2007 to 20 in 2008 and 15 in 2009. This is a very satisfactory result as it represents an 88% compliance rate in 2009 compared with 83% in 2008 and 92% in 2007.
2 Mindarie Regional Council 2009 Compliance Return
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AUDIT OBJECTIVE 4. The Audit covered the period 1 January to 31 December 2009. 5. This audit involved the completion of the current Compliance Return of the Department of Local Government relating to Regional Councils and involved: • Interviews with relevant staff members. • Review of agendas and minutes. • Review of supporting documentation and records. • Testing on a sample basis, where applicable, of the degree of compliance
with the requirements of the Compliance Return.
POSITIVE DEVELOPMENTS 6. Most Local Government Authorities complete their annual Compliance Return using internal resources. 7. At the request of council the MRC completed the 2009 and 2008 Compliance Returns internally after the 2007 Compliance Return was completed by an external consultant. The independent review was conducted by Graham McAtominey, a contract accountant with initial experience of 2 years external audit and over 19 years experience in finance and accounting, with the report outcomes providing the opportunity to maximise the continuous improvement benefits.
Instances of Non Compliance 8. The review identified 15 instances of procedural non-compliance with the 258 individual requirements of the Compliance Return. Observation 1 Delegation of Power/Duty Page 5
Observation 2 Disclosure of Interest Page 6 Observation 3 Local Government Employees Page 7
Observation 4 Local Laws Page 8
Observation 5 Meeting Processes Page 9
Observation 6 Tenders for the provision of Goods & Services Page 10 9. Details of non-compliance matters are reported from page 5.
3 Mindarie Regional Council 2009 Compliance Return
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4 Mindarie Regional Council 2009 Compliance Return
CONCLUSION 10. Overall, the MRC has a high (88%) level of compliance with the requirements of the annual return of the Department of Local Government. The audit however identified a number of areas of non-compliance that will present opportunities for continuous improvement in 2010. 11. Graham McAtominey would like to thank the MRC staff members for their professional, courteous and prompt assistance during the audit, particularly Kalwant Dhillon, Mike Tolson, Kathleen van Son and their staff. ………………………. Graham McAtominey 9 March 2010
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 218
Observation 1 - Delegation of Power/Duty 1.1 Compliance Return Requirement Question 11 on page 2 of the Annual Compliance Return asks - “Has the CEO kept a register of all delegations made under the Act to him and to other employees?” (with reference to the Local Government Act s5.46(1)). Details of non - compliance All delegations made have been included in various files, records and minutes. The delegations made to the CEO were approved by Council during the year and the CEO has delegated his powers and duties in writing to other employees acting in the position of CEO during 2009. A Register of delegations is now maintained that records delegations made to the CEO and to employees from the CEO. However in one instance the CEO delegated his powers and duties in writing to an employee for 1/2 day and the delegation to that employee was not recorded on the Register of Delegations. Recommendation The register of delegations made under the Act records all delegations from the CEO to other employees. Management Comment Agreed.
5 Mindarie Regional Council 2009 Compliance Return ITEM 8.3.1
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Observation 2 – Disclosure of Interest 2.1 Compliance Return Requirement Question 5 on page 3 of the Annual Compliance Return asks - “Was a primary return lodged by all newly designated employees within three months of their start day?” (with reference to the Local Government Act s5.75(1) and Administration Reg 22 Form 2). Question 7 on page 3 of the Annual Compliance Return asks - “Was an annual return lodged by all designated employees by 31 August 2009?” (with reference to Local Government Act s5.76(1) and Administration Reg 23 Form 3). Details of non - compliance Employees acting as the CEO are classed as designated employees and are required to complete a primary return (form 2) and annual return (form 3). During 2009 the CEO delegated in writing under s5.44(2) the powers or duties of the CEO to employees who were acting in his position. Whilst 2 designated employees completed the primary return it was more than 3 months after the date they commenced acting as CEO and 1 employee acted for 1/2 day but no primary or annual return was completed. Recommendation An employee who acts in the position of CEO completes a primary return (form 2) within 3 months of the powers or duties of the CEO being delegated to them and completes an annual return (form 3) by 31 August each year. Management Comment Agreed.
6 Mindarie Regional Council 2009 Compliance Return ITEM 8.3.1
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Observation 3 – Local Government Employees 3.1 Compliance Return Requirement Question 10 on page 11 of the Annual Compliance Return asks - “Was the performance of each employee, employed for a term of more than one year, (including the CEO and each senior employee), reviewed within the most recently completed 12 months of their term of employment?” (with reference to the Local Government Act s5.38). Details of non - compliance The total number of employees employed for more than a year is 37. It was identified that 8 employees had no performance review completed within the most recently completed 12 months of their term of employment (Anniversary date). It is noted that of these 8 employees 5 fulltime and 2 part time employees had a review completed in 2009 but it was after their anniversary date. Only 1 part time employee that worked weekends and has since resigned had no review completed. The 2008 Compliance return raised the same issue of non-compliance and it is noted that of the 8 employees who had no review in 2008 only 1 part time employee that worked weekends and has since resigned had no review in 2009. It is noted that since the 2008 Compliance return the performance review system has been improved and each employee now meets with their respective Manager and then the Chief Executive Officer to discuss their review each year. Recommendation The performance of each employee employed for a term of more than one year is reviewed in 2010 within the most recently completed 12 months of their anniversary date of their term of employment. Management CommentAgreed. Staff assessments are conducted as per a list based on calendar years.
7 Mindarie Regional Council 2009 Compliance Return ITEM 8.3.1
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Observation 4 – Local Laws 4.1 Compliance Return Requirement Questions 14 to 16 on page 14 of the Annual Compliance Return asks “If the local government carried out a review of a local law under section 3.16 of the Act, to determine whether or not the local law should be repealed or amended, did it give Statewide public notice” (with reference to Local Government Act s3.16 (1)(2)) (i) stating that it intended to review the local law (Question14) (ii) advising that a copy of the local law could be inspected or obtained at the place specified in the notice (Question15); and (iii) detailing the closing date for submissions about the local law. (Question16) Details of non - compliance Tamala Park Local Law 2002 relating to site operations was reviewed in 2009 but no Statewide public notice was given advertising the details in (i) to (iii) above. Recommendation When the local government carries out a review of a local law under section 3.16 of the Act, to determine whether or not the local law should be repealed or amended, it gives Statewide public notice (i) stating that it intended to review the local law (ii) advising that a copy of the local law could be inspected or obtained at the place specified in the notice; and (iii) detailing the closing date for submissions about the local law Management CommentAgreed. 4.2 Matter of Best Practice The Standing Order (Local Law) 2000 was initially reviewed in 2006 and advertised on Saturday 6th May 2006 giving Statewide public notice with the details in (i) to (iii) above and Council approved at the OCM on 6/7/06 that the standing order be repealed and replaced with a new order. However the process in 2006 was never finalised as the new standing order to replace Standing Order 2000 was never progressed. The main reason it was never progressed is due to the employee who was progressing the issue left the employment of Mindarie Regional Council. After a period of 3 years the review of the existing standing order commenced again in 2009. Matter of best practice recommendation(i) A new order is progressed, finalised and approved through Council in a timely manner once Council has approved the repealing of an existing Local Law; or (ii) If the review of an existing standing order commenced again after an extended period of some years from the initial review that the process to repeal the law commences again and another Statewide public notice is advertised providing the details in (i) to (iii) above.
8 Mindarie Regional Council 2009 Compliance Return ITEM 8.3.1
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Observation 5 – Meeting Processes 5.1 Compliance Return Requirement Question 20 on page 16 of the Annual Compliance Return asks - “Were the minutes of all Council and committee meetings signed to certify their confirmation by the person presiding at the meeting at which the minutes of Council or committee were confirmed.?” (with reference to the Local Government Act s5.22 (2)(3)) Details of non - compliance The minutes of all ordinary and special Council meetings in 2009 were signed to certify their confirmation by the person presiding at the meeting at which the minutes of Council were confirmed. However the minutes for the audit committee meeting on 9/4/09 were unsigned. Recommendation The minutes of all Audit Committee meetings be signed to certify their confirmation by the person presiding at the meeting at which the minutes of the committee were confirmed. Management CommentThe Audit Committee minutes were tabled at the Ordinary Council Meeting of 23rd April 2009 and adopted by the Council. Council minutes were subsequently confirmed and signed at 23rd July Council meeting. Noted the requirement for the minutes of the Audit committee to be signed in future.
9 Mindarie Regional Council 2009 Compliance Return ITEM 8.3.1
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Observation 6 – Tenders for the provision of Goods & Services 6.1 Compliance Return Requirement Question 1 on page 21 of the Annual Compliance Return asks - “Did the local government invite tenders on all occasions (before entering into contracts for the supply of goods or services) where the consideration under the contract was, or was expected to be, worth more than the consideration stated in Regulation 11(1) of the Local Government (Functions & General) Regulations (Subject to Functions and General Regulation 11(2))?” (with reference to the Local Government Act s3.57 and Functions and General Regulation 11). Details of non - compliance A review was performed of all vendors that have provided goods and services to Mindarie during the 2009 calendar year with a value > $100,000. Whilst the majority of vendors had provided goods and services as a result of a public tender process the review identified 4 vendors that provided goods and services with a value > $100,000 where no public tender process was conducted. The 2008 Compliance report identified 5 vendors that provided goods and services to Mindarie with a value > $100,000 where no public tender process was conducted. Action taken since that report is a public tender process was conducted that appointed 3 of those vendors to panel contract 13/99. This panel contract awards services to providers on an as required basis based on services required and value for money but the contract is silent on the number of providers to be approached so as a matter for best practice clear guidelines be established for the selecting and recording which service provider is to be awarded services under the contract. Recommendation 1) Mindarie Regional Council considers inviting public tenders in 2010 for the 4 vendors that provided goods and services with a value > $100,000 where no public tender process was conducted. 2) As a matter of best practice and as an opportunity for continuous improvement Mindarie monitors on a regular basis the total value of goods and services provided by vendors to identify situations when a public tender process needs to be initiated. 3) A matter for best practice is that panel contracts establish clear guidelines for the basis of selecting and recording which service provider is to be awarded services under the contract. Management Comment1) One vendor is a sole supplier used to ensure compatibility with the existing leachate pumping system. Through the lack of equipment availability another vendor was considered the only local supplier to supply the hire of a water truck. The other two suppliers had distinct projects at different times in the financial year. 2) Noted and will explore this further. 3) Agreed.
10 Mindarie Regional Council 2009 Compliance Return ITEM 8.3.1
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Observation 6 – Tenders for the provision of Goods & Services (continued) 6.2 Compliance Return Requirement Question 2 on page 21 of the Annual Compliance Return asks - “Has the local government, as far as it is aware, only entered into a single contract rather than multiple contracts so as to avoid the requirements to call tenders in accordance with F&G Reg 11(1)?” (with reference to the Local Government Act s3.57 and Functions and General Regulation 12). Details of non - compliance The local government has conducted 2 quotation processes during 2009 to award services for 2 Waste management contracts. The successful service provider is to provide services for 1 project to ‘Characterise Bulky Waste Stream delivered to Tamala Park and City of Stirling Balcatta Recycling Centre’ and a 2nd project for ‘Bulky Hardwaste and Greenwaste Collected from Verges’. Each of these projects were awarded with a value less than $100,000 and the value for services if both contracts were under one contract would be over $100,000. It is noted that at no time did the local government intend to avoid the requirements to call tenders. These projects are for similar work and the quote process conducted for the 2 multiple contracts could have been combined into one contract and a public tender process initiated. RecommendationConsider whether multiple contracts awarded under a quotation process could be combined into a single contract where public tenders will be called. Management CommentIn this instance the projects were 2 Regional Investment Plan funded projects through the Waste Authority. They are separate projects with a requirement to produce separate, project specific reports. The Mindarie Regional Council is also required to account for the funding of the individual projects separately. It is agreed that the scope of work for the two projects was similar; however, due to the above, the projects were managed separately. At no time did Mindarie Regional Council intend to avoid the requirements to call tenders.
11 Mindarie Regional Council 2009 Compliance Return ITEM 8.3.1
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Observation 6 – Tenders for the provision of Goods & Services (continued) 6.3 Compliance Return Requirement Question 5 on page 21 of the Annual Compliance Return asks - “Did all the local government’s invitations to tender include information as to where and how tenders could be submitted?” (with reference to the Local Government Act s3.57 and Functions and General Regulation 14(3)). Details of non - compliance All Statewide public notices inviting tenders included information for every tender as to where tenders could be submitted with 5 out of 7 notices including information as to how the tenders could be submitted. Generally all advertising notices had the wording that 'tenders must be presented in a sealed envelope clearly marked with the tender number'. However in 2 notices this wording was missing with the notices indicating that tenders could not be submitted by facsimile or email but there was no other information as to how tenders could be submitted. RecommendationAll the local government’s Statewide public notices for invitations to tender include information as to how tenders could be submitted. Management CommentAgreed.
12 Mindarie Regional Council 2009 Compliance Return ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 226
Observation 6 – Tenders for the provision of Goods & Services (continued) 6.4 Compliance Return Requirement Questions 23, 26 and 29 on pages 22 and 23 of the Annual Compliance Return asks, if in accordance with the Functions and General Regulation 17, if The tender register includes, for each invitation to tender - Q23 - particulars of the making of - (i) the decision to invite tenders; and (ii) if applicable, the decision to seek expressions of interest under regulation 21(1); Q26 - a copy of the notice of invitation to tender; and Q29 - the amount of the consideration or a summary of the amount of the consideration sought in the tender accepted by the local government. Details of non - compliance Q23 - The Register didn’t include for Tenders 13/96 to 13/100 the particulars of the decision made to invite tenders, even though the decision has been minuted. However improvement occurred during 2009 as the Register recorded the details of the decision for the last 2 tenders in 2009 (13/101 & 13/102). In all cases the decision to seek expressions of interest under Regulation 21(1) was not applicable. Q26 – All tenders were advertised in a notice of invitation to tender. However, only one tender 13/100 had no copy of the notice of invitation to tender on the tenders register. Q29 – The Tender Register recorded the amount of the consideration of the accepted tender with the exception of tender 13/99 which was awarded as a panel contract. The panel of tenderers was approved by Council and whilst the tender register made reference to the OCM minutes on 15/10/09 there was no consideration recorded in the register for each panel member under the contract. Recommendation As an opportunity for continuous improvement the Tender Register includes the following information; Q23 –the particulars of the decision made to invite tenders and the decision to seek expressions of interest under Regulation 21(1) or record if it was not applicable. Q26 – a copy of the advertisement notice of invitation to tender; and Q29 - the amount of the consideration of the accepted tender and each service provider in a panel contract. Management CommentAgreed.
13 Mindarie Regional Council 2009 Compliance Return ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 227
Observation 6 – Tenders for the provision of Goods & Services (continued) 6.5 Compliance Return Requirement Question 30 on page 23 of the Annual Compliance Return asks - “Was each tenderer sent written notice advising particulars of the successful tender or advising that no tender was accepted?” (with reference to the Local Government Act s3.57 and Functions and General Regulation 19). Details of non - compliance In most cases each tenderer was sent written notice advising the name of the successful tender but not advising the amount of the consideration of the successful tender. However two tenders 13/97 and 13/102 had no letters sent. One tender 13/99 had letters sent advising each tenderer they were appointed to a panel of service providers but didn't advise each tenderer of the other successful service providers awarded under the contract. Recommendation Each tenderer be sent written notice advising particulars of the successful tender or advising that no tender was accepted. Management Comment Agreed.
14 Mindarie Regional Council 2009 Compliance Return ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
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ATTACHMENT THREE
TO ITEM 3.2
AUDIT COMMITTEE MEETING
07 APRIL 2010
COMPLIANCE AUDIT RETURN COMPARISON 2006 TO 2008
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
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CONTINUOUS IMPROVEMENT PLAN AS AT JUNE 2009
FOR 2006 COMPLIANCE AUDIT RETURN COR/12-02 D/09/4015
Item No
Reference
Return Requirement
Audit Comment
Recommendation
Management Comment
By
When
Progress
1.1 s5.39
Admin Reg 18B
Observation 1 – Local Government Employees Questions 14 & 15 asks “Did the contract for the CEO details the maximum amount of money payable if the contract is terminated before the expiry date and the amount is the lesser of the value of – • One year’s remuneration
under the contract; or
• The value of the remuneration they would be entitled to had the contract not been terminated.
• This matter has been addressed on 18/01/07 per clause 14.2 of the new contract for the CEO.
CEO’s contract to be monitored in conjunction with this 2006 Compliance Review
Agreed for 2006 and now changed
CEO HRO
18/01/07 Complete. CEO contract revised
1.2 s5.50(1) Questions 16 & 17 asks “Did Council adopt a policy relating to employees whose employment terminates, setting out – • The circumstances in which
council would pay an additional amount to that which the employee is entitled under a contract or award; and
• The manner of assessment of an additional amount.
• No Gratuities Policy exists
Refer to current MRC Union Collective Workplace Agreement 2008.
There are no circumstances in which an additional amount will be paid under the current MRC Union Collective Workplace Agreement 2008.
CEO MGT HRO
2008 onward
Not applicable
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
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CONTINUOUS IMPROVEMENT PLAN AS AT JUNE 2009
FOR 2006 COMPLIANCE AUDIT RETURN COR/12-02 D/09/4015
Item No
Reference
Return Requirement
Audit Comment
Recommendation
Management Comment
By
When
Progress
2.1 s5.55 Observation 2 – Finance
Question 4 asks “Did the CEO give local public notice of the availability of the annual report as soon as practicable after the local government accepted the report.”
Annual report was tabled on 8/12/05 Ordinary Council meeting. Annual Report public notice was dated 06/05/06, 149 days after the Council approval. Not considered “as soon as practicable”
The Admin Manager to monitor advertising of Annual Report following it being tabled at the OCM.
Agreed. Admin Manager to liaise directly with Marketing Manager and Governance Officer
Admin Mgr
2006 onwards
Complied in 2009
2.2 s5.56 Admin Reg 19C(2)
Question 5 asks “Has the local government made a plan for the future of its district in respect of the period specified in the plan, being at least 2 financial years (with reference to Section 5.56 of the Local Government Act 1995 Administration Regulation 19C(2).
April 2006 Business Plan covered a single year being the 12 months ending 30/06/07 and not the required 2 year period.
Discuss with CEO and CFO for clarification on the two years specified in LG Act 1995 Admin Reg 19C(2).
Council has a Strategic Plan covering 20 years, 2009-2029, in addition, an Annual Business Plan for each financial year is in place.
CEO & CFO
Mgt Meeting wk comm 6/7/07
Complied
2.3 Financial Management Reg 33
Question 19 asks “Was the 2006/2007 budget forwarded to the Dept of Local Government & Regional Development within 30 days of its adoption.
The MRC at its OCM on 17/08/06 approved the 2006/2007 budget per agenda item 9.1.4. The budget was forwarded to DLGRD on 21/09/06 being 35 days after its adoption.
To be monitored immediately following approval of budget at OCM meeting each year.
Agreed. CFO 24 July 2007
Complied since 2008
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
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CONTINUOUS IMPROVEMENT PLAN AS AT JUNE 2009
FOR 2006 COMPLIANCE AUDIT RETURN COR/12-02 D/09/4015
Item No
Reference
Return Requirement
Audit Comment
Recommendation
Management Comment
By
When
Progress
2.4 FM Reg
11(1) Observation 2 – Finance (Cont’d)
Question 46 & 47 asks “Has the local government developed procedures for the authorisation of, and the payment of, accounts to ensure that there is effective security for and properly authorised use of –
• Cheques, credit cards, computer encryption devices and passwords, purchasing cards and other devices or methods by which goods, services, money or other benefits may be obtained; and
• Petty cash systems
• 3B Finance Policy
• C1 Budgeting Procedure
• C2 Accounting Procedure
The above Policies and Procedures adequately cover the authorisation and payment of accounts however they do not cover the security requirements to prevent “unauthorised use” of the above devices except Corp Credit Card of CEO.
That Policy and Procedures be reviewed in relation to security requirements to prevent “unauthorised use” of these devices CEO Credit Card has an approval procedure implemented in 2008.
Procedures are now in place to prevent unauthorized use
CFO 6 July 2007
3.1 s5.76(1) Admin Reg 23
Observation 3 – Disclosure of Interest Question 6 asks “Was an annual return lodged by all continuing elected members by 31/08/06
Six continuing elected members lodged their annual returns, per the GOV/5092 file on 7, 8 and 28 September 2006 respectively.
Governance procedures and checklists have been created to monitor lodgement of annual return
Agreed. Admin Mgr to progress
Admin Mgr
6 July 2007
Ongoing
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
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CONTINUOUS IMPROVEMENT PLAN AS AT JUNE 2009
FOR 2006 COMPLIANCE AUDIT RETURN COR/12-02 D/09/4015
Item No
Reference
Return Requirement
Audit Comment
Recommendation
Management Comment
By
When
Progress
3.2 s5.88(1),
(2) & Admin Reg 2
Observation 3 – Disclosure of Interest (Cont’d) Question 10 asks “Did the CEO keep a register of financial interests which contained a record of disclosures made under sections 5.65, 5.70 and 5.71 in the form prescribed in Administration Regulation 28.
Verbal agreement only was provided at the 4/5/05 SCM. A similar breach occurred in 2005. The CEO advised that in the future such agreement would be minuted.
Governance procedures to be implemented to moniter and register financial interests Governance procedures to be implemented to cover minuting of all council meeting agenda items
Agreed. Admin Mgr to progress
Admin Mgr
6 July 2007
Ongoing
4.1 Best Practice Matters
The MRC Audit Committee met once in 2006 being on 14/6/06. The committee did not formally meet to discuss the audited annual report for 2006.
The current Audit Committee has 3 members with 2 members attending their meeting on 14/6/06.
The Audit Committee should meet before the auditors commence their financial statement audit and on completion of their audit. Consideration be given to have an additional member of the Audit Committee to reduce the risk of having to reconvene a meeting due to not having a quorum and to broaden the focus on audit matters.
Clarify member numbers on Audit Committee. Confirm audit committee meets prior and following financial statement audit.
An external member has been appointed to the Audit Committee and the Council will endeavour to hold two meetings of the committee whenever possible
CFO 6 July 2007
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
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CONTINUOUS IMPROVEMENT PLAN AS AT JUNE 2009
FOR 2006 COMPLIANCE AUDIT RETURN COR/12-02 D/09/4015
Item No
Reference
Return Requirement
Audit Comment
Recommendation
Management Comment
By
When
Progress
4.2 A Public Notice was placed in
the West Australian on 18/2/06 inviting tenders for the “supply and delivery of a new skid steer loader with trade in” being tender numbered 13/74. This notice did not include details of how tenders were to be submitted. The public notice for other 2006 tenders, numbered 13/75 and 13/76, stated that tenders should be presented in a sealed envelope and that tenders submitted by facsimile or other electronic means will not be accepted.
Public notices should always state that tenders are to be submitted in a sealed envelope and that tenders submitted by facsimile or other electronic means will not be accepted.
Procurement & Tender Policy 2007 now includes this recommendation
Agreed. Admin Mgr
6 July 2007
Ongoing
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 234
CONTINUOUS IMPROVEMENT PLAN AS AT JUNE 2009
FOR 2007 COMPLIANCE AUDIT RETURN
Item No
Reference
Return Requirement
Audit Comment
Recommendation
Management Comment
By
When
Progress
1 Admin Reg
13 Observation 1 – Meeting Processes
Question 47 asks “Did the local government make available for public inspection unconfirmed minutes of all committee meetings within 5 business days after the committee meeting?
The unconfirmed minutes of the meeting of the MRC Audit Committee held on 25 June 2007 were not made available for public inspection.
Governance procedures have been implemented with respect to public inspection of all unconfirmed minutes of committee meetings
Agreed and confirmed by Admin Mgr
Admin Mgr
June 2007
Observed & monitored
2 F&G Reg 14(3)(4)
Observation 2 – Tenders for the Provision of Goods & Services
Question 10 asks “Did the local government ensure information was made available to all prospective tenderers on whether or not tenders were allowed to be submitted by facsimile or other electronic means and if so, how tenders were to be submitted”
The public notices for Tenders 13/79, 13/81, 13/82 did not state if tenders were allowed to be submitted by facsimile or other electronic means.
Governance procedures have been implemented with respect to tenders submitted by facsimile or other electronic means
Agreed and confirmed by Admin Mgr
Admin Mgr
June 2007
Observed & monitored
2.1 F&G Reg 17 (2) & (3)
Question 22 asks “If in accordance with the Functions & General Regulation 17, if
(2) The tender register includes, for each invitation to tender –
(a) a brief description of the goods or services required;
(b) particulars of the making of –
(i) the decision to invite tenders; and
(ii) if applicable, the decision to
While the information referred to was included in various files and minutes, it was not included in a Tender Register. It is noted that this Register had previously been maintained by the MRC.
The MRC Tender Register has been updated to include this information.
Agreed and confirmed by Admin Mgr
Admin Mgr
June 2007
Observed & monitored
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 235
CONTINUOUS IMPROVEMENT PLAN AS AT JUNE 2009
FOR 2007 COMPLIANCE AUDIT RETURN
Item No
Reference
Return Requirement
Audit Comment
Recommendation
Management Comment
By
When
Progress
seek expressions of interest under regulation 21(1);
(c) particulars of –
(i) any notice by which expressions of interest from prospective tenderers was sought;
(ii) any person who submitted an expression of interest; and
(iii) any list of acceptable tenderers that was prepared under regulation 23(4);
(d) a copy of the notice of the invitation to tender;
(e) the name of each tenderer whose tender has been opened; and
(f) the name of any successful tenderer
(3) The tenders register is to include for each invitation to tender the amount of the consideration or a summary of the amount of the consideration sought in the tender accepted by the local government.
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 236
CONTINUOUS IMPROVEMENT PLAN AS AT JUNE 2009
FOR 2007 COMPLIANCE AUDIT RETURN
Item No
Reference
Return Requirement
Audit Comment
Recommendation
Management Comment
By
When
Progress
2.2 Observation 2 – Tenders for the
Provision of Goods & Services (Cont’d) – Best Practice Matter
The following matter is not a breach of the requirements of the Annual Compliance Return but is reported as an opportunity for the MRC to improve its management of the legal risks associated with tenders.
The public notice for tenders numbered 13/79, 13/81 and 13/82, did not state that “the lowest or any tender(s) need not necessarily be accepted.” This wording was included in the public notice for tender numbered 13/83 and should be included on all MRC tenders.
That this information be updated to reflect this suggestion.
The suggested wording “the lowest or any tender(s) need not necessarily be accepted.” Has now been included in MRC public notices for Tenders
Agreed and confirmed by Admin Mgr
Admin Mgr
June 2007
Ongoing monitoring
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 237
CONTINUOUS IMPROVEMENT PLAN AS AT JUNE 2009
FOR 2008 COMPLIANCE AUDIT RETURN
Item No
Reference
Return Requirement
Audit Comment
Recommendation
Management Comment
By
When
Progress
1.1 s5.4
6(1) Observation 1 - Delegation of Power/Duty Question 11 asks “Has the CEO kept a register of all delegations made under the Act to him and to other employees?”
All delegations made have been included in various files, records and minutes. The CEO has delegated his powers and duties in writing to other employees acting in the position of CEO during 2008 however, they were not included in a Register of Delegations.
A register of all delegations to the CEO made under the Act and from the CEO to other employees has been implemented and maintained.
Agreed Admin Mgr May 2009 Ongoing Monitoring
2.1 s5.75(1) Admin Reg 22 Form 2. s5.76(1) Admin Reg 23 Form 3.
Observation 2 - Disclosure of Interest
Question 5 asks “Was a primary return lodged by all newly designated employees within three months of their start day.
Question 7 asks “Was an annual return lodged by all designated employees by 31 August 2008?”
During 2008 the CEO delegated in writing the powers or duties of the CEO to an employee who was acting in his position while the CEO was on annual leave. The employees did not complete a primary or annual return.
An employee who acts in the position of CEO completes a primary return (form 2) within 3 months of the powers or duties of the CEO being delegated to them and completes an annual return (form 3) by 31 August each year.
Agreed. As part of continuous improvement, management will be implementing this practice for 2009.
CEO Commenced May 2009
Ongoing Monitoring
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 238
CONTINUOUS IMPROVEMENT PLAN AS AT JUNE 2009
FOR 2008 COMPLIANCE AUDIT RETURN
Item No
Reference
Return Requirement
Audit Comment
Recommendation
Management Comment
By
When
Progress
2.2 s5.7
6(1) Admin Reg 23 Form 3.
Question 6 asks “Was an annual return lodged by all continuing elected members by 31 August 2008?
The annual return reconciliation for 30 June 2008 indicates that 3 elected members lodged their annual returns in September 2008.
That an annual return is lodged by all continuing elected members by 31 August of each year.
Agreed CEO & Admin Mgr
Commenced May 2009
Complied in 2009
2.3 s5.77
Observation 2 - Disclosure of Interest (Cont’d)
Question 8 asks “On receipt of a primary or annual return, did the CEO, (or the Mayor/President in the case of the CEO’s return) on all occasions, give written acknowledgment of having received the return?”
Councillors appointed in Dec 07 completed their primary returns in 2008 but no written acknowledgement of having received the primary return was given.
On receipt of a primary return the CEO to provide written acknowledgement to members of having received the return.
Agreed. CEO & Admin Mgr
Commenced May 2009
Complied in 2009
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 239
CONTINUOUS IMPROVEMENT PLAN AS AT JUNE 2009
FOR 2008 COMPLIANCE AUDIT RETURN
Item No
Reference
Return Requirement
Audit Comment
Recommendation
Management Comment
By
When
Progress
2.4 s5.8
8(1)(2) Admin Reg 2 s5.88(3)
Question 10 asks “Did the CEO keep a register of financial interests which contained a record of disclosures made under sections 5.65, 5.70 and 5.71, in the form prescribed in Administration Regulation 28?” Question 11 asks “Has the CEO removed all returns from the register when a person ceased to be a person required to lodge a return under Section 5.75 or 5.76?”
No register of financial interests was kept in the form required under s5.88 then the return of Councillor Paul Miles wasn’t removed when he ceased to be a person required to lodge a return.
(a) A register of financial interests be maintained in line with s5.88 and Admin Reg 28. (b) All returns are removed from the register when a person ceased to be a person required to lodge a return under section 5.75 or 5.76.
Agreed. Although the collective returns can be construed as a 'Register' of Financial Interest then as part of the continuous improvement the electronic summary will be maintained in the future. Agreed for continuous improvement.
CEO & Admin Mgr
Commenced May 2009
Complied in 2009
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 240
CONTINUOUS IMPROVEMENT PLAN AS AT JUNE 2009
FOR 2008 COMPLIANCE AUDIT RETURN
Item No
Reference
Return Requirement
Audit Comment
Recommendation
Management Comment
By
When
Progress
3.1 s5.5
5 Observation 3 – Finance Question 4 asks “Did the CEO give local public notice of the availability of the annual report as soon as practicable after the local government accepted the report?”
The 2007 Annual Report timeframe of 4½ months appears to be longer than is practicable. Continuous improvement occurred in 2008 as the 2008 annual report was accepted at the OCM on 11/12/2008 and was advertised after around 2 months on 14/02/2009.
That the local public notice of the availability of the annual report is placed within a reasonable time after the local government accepts the report.
Agreed to adopt the recommendation as part of a continuous improvement process.
Marketing Mgr and Admin Mgr
March 2010 Complied in 2009. Ongoing Monitoring by Admin Mgr
3.2 Admin Reg 19D
Question 6 asks “After a plan for the future or modifications to a plan were adopted under regulation 19C, did the local government give public notice in accordance with Regulation 19D subsection (2)?”
The plan for the future was included in the annual report and the revised Strategic plan was approved by council in 2008 by an absolute majority. However no local public notice was given in accordance with regulation 19D subsection (2).
That the plan for the future is advertised under local public notices as soon as is practicable after being adopted under regulation 19C.
Agreed. Information to be available on the website and management will endeavour to advertise in the papers in the future.
CEO, Admin Mgr & Mktg Mgr
March 2010 Ongoing Monitoring
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 241
CONTINUOUS IMPROVEMENT PLAN AS AT JUNE 2009
FOR 2008 COMPLIANCE AUDIT RETURN
Item No
Reference
Return Requirement
Audit Comment
Recommendation
Management Comment
By
When
Progress
3.3 s6.4
(3)(b)
Question 23 asks “Was the annual financial report, prepared for the financial year ended 30 June 2008, submitted to the Auditor by 30 September 2008 or by the extended time allowed by the Minister or his delegate?”
The auditors received the draft 2008 financial report in early November during the audit with the final annual report given to them on 20 November 2008.
That the annual financial report is submitted to the Auditor by 30 September each year or by the extended time allowed by the Minister or his delegate.
Agreed to adopt the recommendation as part of a continuous improvement process.
CFO 1 August 2009 Complied in 2009
4.1 s5.38
Observation 4 - Local Government Employees Question 10 asks “Was the performance of each employee, employed for a term of more than one year, (including the CEO and each senior employee), reviewed within the most recently completed 12 months of their term of employment?”
In 2008, 8 employees had no review conducted within the most recently completed 12 months of their term of employment. It is noted that a plan is in place for 2009 to complete performance reviews in the operations area of the 8 employees who had no review in 2008.
That the performance of each employee employed for a term of more than one year is reviewed in 2009 within the most recently completed 12 months of their term of employment.
Noted. The performance review system is currently being reviewed and these matters will be taken into account to ensure compliance.
CEO and Mgrs
Upon commencement of anniversary of each employee
New performance Review form and system commenced in 2009. Ongoing monitoring in place.
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 242
CONTINUOUS IMPROVEMENT PLAN AS AT JUNE 2009
FOR 2008 COMPLIANCE AUDIT RETURN
Item No
Reference
Return Requirement
Audit Comment
Recommendation
Management Comment
By
When
Progress
5.1 Adm
in Reg 13
Observation 5 - Meeting Processes Question 46 asks “Did the local government make available for public inspection unconfirmed minutes of all Council meetings within 10 business days after the Council meetings
Four council meetings in 2008 were loaded onto the web more than 10 business days after the date of council meetings.
That the unconfirmed minutes of the Council meetings and Audit Committee meetings are made available for public inspection within 10 business days after the Council meetings and within 5 business days after the Audit Committee meetings.
The recommendations of the Audit Committee need to be adopted by the Council prior to being available to the public.
Admin Mgr Following 2008 Compliance Return
Complied in 2009. Ongoing Monitoring in place
Admin Reg 13
Observation 5 - Meeting Processes (Cont’d) Question 47 asks “Did the local government make available for public inspection unconfirmed minutes of all committee meetings within 5 business days after the committee meeting?”
The unconfirmed minutes of the Audit Committee meetings held on 24 April 2008 and 18 August 2008 were not made available within 5 business days after the date of the audit committee meetings.
That the unconfirmed minutes of all Committee meetings be made available within 5 business days after the date of the said committee meetings
Agreed Admin Mgr Commenced following 2008 Compliance Return
Complied in 2009. Ongoing monitoring in place
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 243
CONTINUOUS IMPROVEMENT PLAN AS AT JUNE 2009
FOR 2008 COMPLIANCE AUDIT RETURN
Item No
Reference
Return Requirement
Audit Comment
Recommendation
Management Comment
By
When
Progress
5.2 Act
s5.103(3) Admin Reg 34B
Question 56 asks “Has the CEO kept a register of all token gifts received by Council members and employees?”
No register is maintained that contains the information required for notifiable gifts per Admin Regulation 34B.
A register of all notifiable gifts received by Council members and employees be kept in accordance with Admin Regulation 34B.
Agreed Admin Mgr Following lodgement of 2008 Compliance Return
A register is now kept and Ongoing monitoring is in place
6.1 s.3.57 F&G Reg 11
Observation 6 - Tenders for the provision of Goods & Services Question 1 asks “Did the local government invite tenders on all occasions (before entering into contracts for the supply of goods or services) where the consideration under the contract was, or was expected to be, worth more than the consideration stated in Regulation 11(1) of the Local Government (Functions & General) Regulations (subject to Functions & General Regulation 11(2))?”
The review identified 5 vendors that provided goods and services with a value > $100,000 where no public tender process was conducted.
MRC considers inviting public tenders in 2009 for the 5 vendors that provided goods and services with a value > $100,000 where no public tender process was conducted and uses this opportunity for continuous improvement to monitor on a regular basis the total value of goods and services provided by vendors to identify situations when a public tender process needs to be initiated.
Management has already been considering adopting the above approach as part of the continuous improvement process.
Mgrs Prior to each tender invitation
Ongoing monitoring
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 244
CONTINUOUS IMPROVEMENT PLAN AS AT JUNE 2009
FOR 2008 COMPLIANCE AUDIT RETURN
Item No
Reference
Return Requirement
Audit Comment
Recommendation
Management Comment
By
When
Progress
6.2 F&G
Reg 17 (2) & (3)
Observation 6 - Tenders for the provision of Goods & Services (Cont’d) Question 23 to 25, 28 and 29 asks “If in accordance with the Functions & General Reg 17, if The tender register includes, for each invitation to tender – Q23 – particulars of the making of- (i) the decision to invite
tenders; and (ii) if applicable, the decision
to seek expressions of interest under Reg 21(1);
Q24 & 25 particulars of – (i) any notice by which
expressions of interests from prospective tenderers was sought;
(ii) any person who submitted an expression of interest; and
(iii) any list of acceptable tenderers that was prepared under Reg 23(4);
Q28 – the name of any successful tenderer; and Q29 – the amount of the consideration or a summary of the amount of the consideration sought in the tender accepted by the local government.
Q23 -The Register didn’t include this information for Tenders 13/88, 13/89, 13/90 and 13/91 Q24 & 25 – No expressions of interest were sought during 2008 and the Tender Register includes no reference to these being not applicable. Q28 & 29 – This information was not included in a Tender Register. It is noted that the 2007 Compliance Audit found that the Tender Register has been kept and improvements have occurred in the processes and forms used to collect the information for the Tenders Register. In all cases the decision to seek expressions of interest under Reg 21(1) was not applicable.
That as an opportunity for continuous improvement the Tender Register includes the following information; Q23 – the particulars of the decision made to invite tenders and the decision to seek expressions of interest under Reg 21(1) OR record if it was not applicable. Q24 & 25 – an indication for each tender that no expression of interest were sought, submitted and no acceptable tenderers were chosen, and Q28 & 29 – The name of any successful tenderer and the amount of the consideration of the accepted tender.
Agreed.
Admin Mgr Following completion of 2008 Compliance Return
Ongoing Monitoring recommended
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
Page 245
CONTINUOUS IMPROVEMENT PLAN AS AT JUNE 2009
FOR 2008 COMPLIANCE AUDIT RETURN
Item No
Reference
Return Requirement
Audit Comment
Recommendation
Management Comment
By
When
Progress
6.3 Best Practice Matter
The best practice matter was that the public notice for all tenders should include the wording “the lowest or any tender(s) need not necessarily be accepted.”
That this wording be included in all MRC public notice for tender(s)
Agreed and included
Admin Mgr Following completion of 2007 Compliance Return
Ongoing Monitoring recommended
ITEM 8.3.1
MINDARIE REGIONAL COUNCILORDINARY COUNCIL MEETING - 22 APRIL 2010
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