MINUTES OF THE ORDINARY MEETING OF COUNCIL HELD IN THE
COUNCIL CHAMBERS ON Thursday 20th October 2011
1. OPENING
1.1 DECLARATION OF OPENING
The Shire President welcomed all in attendance and declared the meeting open at 15.02pm.
1.2 RECORDING OF THOSE PRESENT
Cr K J Chappel President
Cr D J Coaker Deputy President
Cr G R North
Cr D S Carslake
Cr K P Stokes
Cr M J Thornton
Cr D S Agar
Mr G R Treasure Chief Executive Officer
Mr D G Williams Deputy Chief Executive Officer
1.3 RECORDING OF APOLOGIES
Nil
1.4 LEAVE OF ABSENCE
Nil
1.5 ANNOUNCEMENTS BY PRESIDENT WITHOUT DISCUSSION
Cr K J Chappel welcomed new Councillors, Cr M J Thornton and Cr D S Agar to the Meeting and thanked all Councillors for their nominations and support.
1.6 VISITORS TO THE MEETING
Nil
2. PUBLIC QUESTION TIME
Nil
3. DECLARATIONS OF INTEREST
Nil
4. PREVIOUS MINUTES
4.1 CONFIRMATION OF MINUTES OF ORDINARY MEETING
Confirmation of Minutes of the Ordinary Meeting held on 14th September 2011.
Moved: Cr G R North
Seconded: Cr D J Coaker
CARRIED
7/0
4.2 BUSINESS ARISING FROM THE MINUTES
Nil
4.3 CONFIRMATION OF MINUTES OF SPECIAL MEETING
Confirmation of Minutes of the Special Meeting held on 12th October 2011.
Moved: Cr K P Stokes
Seconded: Cr D S Carslake
CARRIED
7/0
4.4 BUSINESS ARISING FROM THE MINUTES
Nil
INTRODUCTION
A status report on progress of items requested by Council from previous meetings will be provided each month for Councillor’s information.
OFFICER’S RECOMMENDATIONS
It is recommended that:
The Status Report submitted to 20th October Ordinary Meeting be received.
COUNCIL RESOLUTION
Moved: Cr D S Carslake
Seconded: Cr D J Coaker
That the Status Report submitted to 20th October Ordinary Meeting be received.
CARRIED
7/0
Item No: 6.1
Subject: Accounts Due for Payment
Proponent: Finance Officer
Signature of Officer:
Signature of CEO:
File No: ADM 0135
Voting Requirements: Simple Majority
Meeting Date: 20th October 2011
INTRODUCTION
A list of accounts is attached for all payments made for the month of September 2011.
COMMENT
Nil
FINANCIAL IMPLICATIONS
As per list of accounts hereunder
POLICY IMPLICATIONS
Nil
STRATEGIC IMPLICATIONS
Nil
OFFICER’S RECOMMENDATION
It is recommended that the list of accounts paid by the Chief Executive Officer under designated authority, represented by:
- Municipal EFT Payment Numbers EFT2896 to EFT3005 inclusive, amounting to $513,778.66;
- Municipal Direct Debit Payments Numbers DD1902.1, DD1904.1, DD1906.1, DD1922.1, DD1746.1, DD1924.1, DD1926.1, DD1933.1, DD1940.1, DD1945.1 & DD1947.1 amounting to $11,580.59;
- Municipal Cheque Payments numbered 10328 to 10357 totalling $50,840.00
Be endorsed.
COUNCIL RESOLUTION
Moved: Cr D S Carslake
Seconded: Cr K P Stokes
That the list of accounts paid by the Chief Executive Officer under designated authority, represented by:
- Municipal EFT Payment Numbers EFT2896 to EFT3005 inclusive, amounting to $513,778.66;
- Municipal Direct Debit Payments Numbers DD1902.1, DD1904.1, DD1906.1, DD1922.1, DD1746.1, DD1924.1, DD1926.1, DD1933.1, DD1940.1, DD1945.1 & DD1947.1 amounting to $11,580.59;
- Municipal Cheque Payments numbered 10328 to 10357 totalling $50,840.00
Be endorsed.
CARRIED
7/0
Item No 6.2
Subject: Reconciliations September 2011
Proponent: Manager Accounting & Finance
Signature of CEO
File No: ADM 0189
Voting Requirements: Simple Majority
Meeting Date: 20th October, 2011
INTRODUCTION
Local Government (Financial Management) Regulation 34 (1)(a) states that a Local Government must prepare financial statements monthly.
OFFICER’S COMMENT
The Shire of Morawa’s financial position is as follows:-
BANK BALANCES
The Bank Balances as at 1st October, 2011:-
- / Municipal Account # / $656,789.52- / Trust Account / $ 61,161.33
- / Gold Cash Management Account (Reserve / $461,160.07
- / Business Telenet Saver (Reserve) / $4,186,453.56
# Transfer of Sale of Fines funds ($637,697.07) transferred into Community Development Reserve on the 8th August, 2011
# Transfer of $1,471,260.00 transferred into Plant Reserve from Community Development Reserve on the 18th August, 2011 as per 2011/12 Budget.
# Transfer of $43,561.73 transferred into Plant Reserve from Municipal Fund on the 11 October , 2011 being for 1st quarter of Depreciation Plant Costs as per 2011/12 Budget (this will be reflected in October Financial Activity Statement).
BANK RECONCILIATION BALANCES
The Bank Reconciliation Balances for 30th September, 2011 with a comparison for 30th September, 2010 is as follows:
2011 / 2010Municipal Account # / $657,574.31 / $777,286.73
Trust Account / $61,161.33 / $263,699.33
Reserve Account / $4,647,613.63 / $2,152,185.69
RESERVE ACCOUNT
Reserve Funds of $4,647,613.63 as at 30h September, 2011 were invested with Bank of Western Australia in the Gold Cash Management Account ($461,160.07), Business Telenet Saver Account ($4,186,453.56). Breakdown for September 2011 with a comparison for September 2010 is as follows:-
2011 / 2010Sports Reserve / $0.00 / $32,513.32
Land & Building Reserve / $337,271.64 / $322,013.67
Plant Reserve / $1,141,094.78 / $24,052.71
Leave Reserve / $81,532.99 / $77,844,23
Economic Development Reserve / $417,528.26 / $339,620.45
Sewerage Reserve / $0.00 / $0.00
Unspent Grants & Contributions Reserve / $458,191.95 / $19,591.12
Community Development Reserve / $844,776.11 / $350,618.50
Water Waste Management Reserve / $63,820.05 / $60,932.69
Future Funds Reserve / $1,214,644.18 / $925,000.00
Morawa Community Trust Reserve / $88,753.67 / $0
Total $4,647,613.63 $2,152,185.69
STATUTORY ENVIRONMENT
Local Government Act 1995 and Local Government (Financial Management) Regulations
POLICY IMPLICATIONS
Nil
FINANCIAL IMPLICATIONS
As presented
STRATEGIC IMPLICATIONS
Nil
OFFICER’S RECOMMENDATION
It is recommended that the bank reconciliation report for 30th September, 2011 be received.
COUNCIL RESOLUTION
Moved: Cr K P Stokes
Seconded: Cr G R North
That the bank reconciliation report for 30th September, 2011 be received.
CARRIED
7/0
Item No 6.3
Subject: Monthly Financial Statements
Proponent: Manager Accounting & Finance
Signature of Officer:
Signature of CEO
Voting Requirements: Simple Majority
Meeting Date: 20th October 2011
INTRODUCTION
Local Government (Financial Management) Regulation 34(1)(a) states that a Local Government must prepare financial statements monthly.
OFFICER’S COMMENT
The September Financial Activity Report which includes the Variance Report and Schedules 2 to 14 as supporting documentation is presented as a separate document for Council to peruse and receive.
The 2010/11 Annual Financial Statements have been finalised and have been presented to the Auditors (who advise that they will endeavour to do the annual audit prior to the 24th November, which is the date we had originally set for their visit).
A copy of the Annual Financial Statements is available at the office if Council wish to peruse prior to the Auditors report and the Annual Report being presented to Council, (at the December Council Meeting on the current audit dates).
STATUTORY ENVIRONMENT
Local Government Act 1995 and Local Government (Financial Management) Regulations
FINANCIAL IMPLICATIONS
As presented
STRATEGIC IMPLICATIONS
As presented
OFFICER’S RECOMMENDATION
It is recommended that the financial reports comprising of:-
Ø The Statements of Financial Activity Reports for the period ending 30th September, 2011
Ø Variance Report for the period ending 30th September, 2011
Ø Schedules 2 to 14 for the period ending 30th September, 2011
Be Received.
COUNCIL RESOLUTION
Moved: Cr K P Stokes
Seconded: Cr D S Agar
That the financial reports comprising of:-
Ø The Statements of Financial Activity Reports for the period ending 30th September, 2011
Ø Variance Report for the period ending 30th September, 2011
Ø Schedules 2 to 14 for the period ending 30th September, 2011
Be Received.
CARRIED
7/0
INTRODUCTION
A list of outstanding rate debtors for the period ending 30th September 2011 is submitted to Council as is required at the end of each quarter.
BACKGROUND INFORMATION
Rate notices were issued on the 29th August 2011 total amount raised was $1,329,900.96
As at 12th October 2011 $754,350.80 has been paid.
Currently $575,550.17 is outstanding in rate debtors.
Discount given for 2011/2012 is $46,790.75
Discount given for 2010/2011 is $40,222.84
Overdue rate notices along with the second instalment notices will be issued before the end of October 2011.
OFFICER’S RECOMMENDATION
It is recommended that:
The Outstanding Rates Debtors report as at 30th September 2011 be received.
COUNCIL RESOLUTION
Moved: Cr G R North
Seconded: Cr K P Stokes
That the Outstanding Rates Debtors report as at 30th September 2011 be received.
CARRIED
7/0
INTRODUCTION
A list of outstanding Debtors for the period ending 30th September 2011 is submitted to Council as require at the end of each quarter.
OFFICER’S COMMENTS
As shown on the report there are a number of accounts that have been outstanding over the 60 day period. A full review of the debtor’s accounts has been conducted prior to the end of September 2011 and followed up with appropriate action as per Councils policy.
Debtor 30948 $3,250.00 has since been paid in full
Debtor 30084 $5,706.25 has since declared themselves bankrupt
Debtor 30864 $1,280.00 has declared themselves bankrupt
STATUTORY REQUIREMENTS
Local Government Act 1995
POLICY IMPLICATIONS
Nil
FINANCIAL IMPLICATIONS
All outstanding debtors are a cash flow risk to the Shire of Morawa until paid.
STRATEGIC IMPLICATIONS
Nil
OFFICER’S RECOMMENDATION
It is recommended that the Outstanding Debtors report as at the 30th October, 2011 be received.
COUNCIL RESOLUTION
Moved: Cr K P Stokes
Seconded: Cr G R North
That the Outstanding Debtors report as at the 30th October, 2011 be received.
CARRIED
7/0
INTRODUCTION
A Strategic Plan Update and Progress Report is provided each month for Councillors information.
OFFICER’S RECOMMENDATION
It is recommended that:
The Strategic Plan Update and Progress Report for the 20th October 2011, Ordinary Meeting be received.
COUNCIL RESOLUTION
Moved: Cr D S Carslake
Seconded: Cr D J Coaker
That the Strategic Plan Update and Progress Report for the 20th October 2011, Ordinary Meeting be received.
CARRIED
7/0
INTRODUCTION
The purpose of this report is for Council to consider an offer from Water Corporation to decommission the old water supply dam located on Reserves 46388 (Lot461), 44279 (Lot 458) and 44279 (Lot 459) and revest the land to the Shire of Morawa.
ATTACHMENTS
Email of offer from Water Corporation and plan of the site
BACKGROUND INFORMATION
The Shire of Morawa has been offered the opportunity to increase land reserves as Water Corporation is reducing the number of reserves under its control to reduce management and liability of old disused sites.
Council’s officers have noted this is an opportunity to further utilise land areas for the Shire to strategically plan for future growth in the town-site. Several discussions with Water Corporation staff have been held regarding the matter.
OFFICER’S COMMENT
The current offer provides the Shire of Morawa with a further opportunity to have additional land available in the event of an increase in demand due to mining activity and planning for Super Towns development.
Considerations have been given to relining the old dam and have the old dam utilised as a storm water storage facility. However, the problem of concrete removal and rehabilitation of the land would be at the shires cost in years to come.
Water Corporation has obligations to return the site to its original state and has offered to do so before revesting the land in the Shire of Morawa.
The land once revested in the Shire could be utilised as a car / truck park or future commercial development subject to State Land Administration approval.
STATUTORY ENVIRONMENT
Land Administration Act 1997
The Planning and Development Act 2005
Shire of Morawa Local Planning Scheme No .2 Scheme Text
POLICY IMPLICATIONS
Nil
RISK MANAGEMENT
There is a risk that the cost of land in Morawa will increase further and Council will not have sufficient land available in the event of increased mining activity. This opportunity will reduce the need to find traffic parking for heavy vehicles in the town-site.
FINANCIAL IMPLICATIONS
There are no costs associated with this offer.
STRATEGIC IMPLICATIONS
Any additional land will assist in providing a direction for future land development in Morawa.
OFFICER RECOMMENDATION
It is recommended that:-
- Council resolves to accept the offer from Water Corporation to decommission the old water supply dam located on Reserves 46388 (Lot461), 44279 (Lot 458) and 44279 (Lot 459) and revest the land to the Shire of Morawa.
COUNCIL RESOLUTION
Moved: Cr K P Stokes
Seconded: Cr M J Thornton
That:-
1. Council resolves to accept the offer from Water Corporation to decommission the old water supply dam located on Reserves 46388 (Lot461), 44279 (Lot 458) and 44279 (Lot 459) and revest the land to the Shire of Morawa.
CARRIED
7/0
Cr G R North requested Water Corporation leave as many trees as possible in-situ during the demolition.
INTRODUCTION
The Building Act 2011 (the Act) was passed on 23rd June 2011 and will come into operation from 31st October 2011 with a proposed phased implementation over a period of 12 months.
The new Building Act has been developed to replace the Building Regulations 1989 and parts of the Local Government (Miscellaneous Provisions) Act 1960. The Act covers all buildings and the whole State of Western Australia and introduces permit issuing authorities, enables private certification of design compliance and is designed to streamline and clarify the building process.
This report seeks to briefly outline the changes that are proposed in the Act and also to seek approval for a number of actions that the Morawa Shire Council may consider in order to ensure that the Building and Development Compliance Section continues to operate under the provisions of the Building Act 2011 to the same extent as it currently does under the existing Act. This includes amendments to the schedule of fees and charges and Delegations of Authority.
ATTACHMENTS
Revoked delegation, New delegation, Authorisation of officers, Schedule of fees
BACKGROUND INFORMATION
The State Government has undertaken a Building Regulation Reform package that is planned to deliver the most significant transformation to Western Australian building legislation in over 50 years. The existing building approvals process was established by the Local Government Act of 1960, and reflects the way buildings were designed in the 1950's, relying on builders registered under the Builders' Registration Act 1939. Building policy and legislation has been fragmented between local and state government departments since then, with practitioner registration managed by individual boards. Reviews of building regulations undertaken by the former Housing and Works and Consumer Protection portfolios recommended that the legislation be updated to reflect modern building practices in Western Australia. Reviews also suggested that the legislation be managed in one place, by a single entity, and as a result the Building Commission was established.