MINUTES OF THE ORDINARY MEETING OF COUNCIL HELD IN THE
COUNCIL CHAMBERS ON Thursday 17 October 2013
1. Opening Page
1.1 Declaration of Opening 3
1.2 Recording of those Present 3
1.3 Recording of Apologies 3
1.4 Recording Leave of Absence Previously Approved 3
1.5 Announcements by President without Discussion 3
1.6 Visitors to Meeting 3
Andrew Klein District Operations Manager - WA Country Health Service
Helen Webb Health Service Manager - WA Country Health Service
2. Public Question Time and Deputations 4
3. Declarations of Interest 4
4. Confirmation of Minute 4
4.1 Confirmation of Minutes 17th September – Ordinary Council Meeting
5. Status Report and Matters Arising from Minutes 5
5.1 Status Report
6. Finance Matters
6.1 Accounts Due for Payment 6
6.2 Reconciliations September 2013 8
6.3 Monthly Financial Statements 11
7. Strategic Plan
7.1 Community Strategic Plan Update Report 13
8. Reports of Committees and Officer
Community Youth Development Officer
8.1.1 Social Media Policy (Youth Affairs) 14
8.1.2 Skate Park Opening 17
Deputy Chief Executive Officer
8.2.1 Cavenagh Transport Pty Ltd Restricted Access Vehicle (RAV) Network
Permit Shire of Morawa 18
8.2.2 Planning Application for Intensive Agriculture Land Use
(Aquaculture) on location 7903 Pintharuka West Road, Morawa 26
8.2.3 Morawa SuperTown Town Centre Revitalisation Town Centre
Revitalisation Landscaping Design 30
8.2.4 Restricted Access Vehicle (RAV) Network Permit
Shire of Morawa LA Logistics 34
8.2.5 Morawa SuperTown Town Centre Revitalisation Town Square Feature 39
Acting Chief Executive Officer
8.3.1 Appointment Acting Chief executive Officer 43
8.3.2 Update on Petition Regarding Noise and Fumes from a Generator 45
9. Shire Correspondence Requiring Council Attention 48
10. Receive Information Bulletin 48
11. New Business of an Urgent Nature Introduced by Decision of Meeting
12.1 Elected Members 49
12.2 Officers 49
12. Application for Leave of Absence 49
13. Next Meeting
Special meeting of Council 21 October 2013 for swearing in of Councillors and appointment to committees at 5:30pm 49
Ordinary Meeting 21st November 2013 at 5:30pm 49
14. Meeting Closure 49
1. OPENING
1.1 DECLARATION OF OPENING
The Shire President welcomed all in attendance and declared the meeting open at 1.32pm
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 D S Agar
Cr M J Thornton
Cr K P Stokes
Mr T Hartman Acting Chief Executive Officer
Mr D G Williams Deputy Chief Executive Officer
Mr Paul Buist Principal Works Supervisor
1.3 RECORDING OF APOLOGIES
Nil
1.4 LEAVE OF ABSENCE
Nil
1.5 ANNOUNCEMENTS BY PRESIDENT WITHOUT DISCUSSION
Cr K J Chappel sincerely thanked Cr G R North of his 23 years of service as a Councillor with the Shire of Morawa
1.6 VISITORS TO THE MEETING
Gallery: Mrs Marie Marks, Mrs Lyn Fabling.
Andrew Klein District Operations Manager - WA Country Health Service
Helen Webb Health Service Manager - WA Country Health Service
Cr Chappel welcomed Andrew Klein and Helen Webb to the meeting and explained that many from the community had raised grave concerns relating to the recent use of the Palliative Care Unit at the Morawa Perenjori Health Services facility in Morawa.
Cr Chappel and Councillors asked questions of the WA Country Health Services representatives and targeted the “purpose-built palliative care room”. Councillors explained that this room was carefully planned over a number of years following much community consultation. The purpose-built room was situated in the design with dedicated access and the availability for respite for family members; and in the opinion of the Council, should be used as a priority for palliative care when the situation arises
.
Several responses were given relating to the use of the Palliative Care service. The main being the Health Services Facility works under the MPS and patients get the same service wherever they are placed in beds. Councillors agreed that when the “purpose-built palliative care room” is not being used for Palliative Care, the Health Services Facility is in their right to use the room; however, Councillors were adamant when the need arises it should be used as a priority for palliative care.
The representatives advised further community consultation for the services being offered will be given at a Public forum to be held in Morawa ASAP.
Cr Chappel thanked Andrew and Helen for addressing Council and indicated the matter may be taken further.
The visitors left the meeting at 2.00pm
2. PUBLIC QUESTION TIME
Nil
3. DECLARATIONS OF INTEREST
8.2.2 Cr D J Coaker declared an interest in 8.2.2-Planning Application-Aquaculture.
8.2.4 Cr D S Agar declared an interest in Late Item – RAV permit.
4. PREVIOUS MINUTES
Moved: Cr K P Stokes
Seconded: Cr D S Agar
4.1 Confirmation of Minutes17 of September 2013– Ordinary Council Meeting
CARRIED
7-0
INTRODUCTION
A status and CEO report on progress of items requested by Council from previous meetings will be provided each month for Councillor’s information.
ATTACHMENT
Acting CEO report
Status report
OFFICER’S RECOMMENDATIONS
It is recommended that:
The Status and CEO Report submitted to 17th October 2013. Meeting be received.
COUNCIL RESOLUTION
Moved: Cr G R North
Seconded: Cr D J Coaker
It is recommended that:
The Status and CEO Report submitted to 17th October 2013. Meeting be received.
CARRIED
7/0
General discussion was held on the progress of the Sports ground upgrade, type of ramp to access the kitchen area, location of the new playground, oval lights and restricting traffic on the existing access to the airport following the opening of the new airport road..
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: 17th September 2013
INTRODUCTION
A list of accounts is attached for all payments made for the month of September 2013.
COMMENT
Nil
FINANCIAL IMPLICATIONS
As per list of accounts
POLICY IMPLICATIONS
Nil
STRATEGIC IMPLICATIONS
Nil
OFFICER’S RECOMMENDATION
It is recommended that the list of accounts paid by the Chief Executive Officer under delegated authority, represented by:
- Municipal EFT Payment Numbers EFT5417 to EFT5533 inclusive, amounting to $491,886.77;
- Municipal Cheque Payments numbered 10942 to 10966 totalling $15,665.39;
- Municipal Direct Debit Payments Numbers DD3385.1, DD3387.1, DD3389.1, DD3391.1, DD3393.1, DD3401.1, DD3404.1 & DD3415.1 amounting to $13,332.85 ;
- Payroll for September 2013
11/9/2013 - $51,533.73
25/9/2013 - $46,283.06
Be endorsed.
COUNCIL RESOLUTION
Moved: Cr M J Thornton
Seconded: Cr K P Stokes
It is recommended that the list of accounts paid by the Chief Executive Officer under delegated authority, represented by:
- Municipal EFT Payment Numbers EFT5417 to EFT5533 inclusive, amounting to $491,886.77;
- Municipal Cheque Payments numbered 10942 to 10966 totalling $15,665.39;
- Municipal Direct Debit Payments Numbers DD3385.1, DD3387.1, DD3389.1, DD3391.1, DD3393.1, DD3401.1, DD3404.1 & DD3415.1 amounting to $13,332.85 ;
- Payroll for September 2013
11/9/2013 - $51,533.73
25/9/2013 - $46,283.06
Be endorsed.
CARRIED
7/0
Meeting Date: 17th October, 2013
Item No 6.2
Subject: Reconciliations September 2013
Date & Author: 10/10/13 – Fred Gledhill
Responsible Officer: Fred Gledhill/Jenny Mutter
Proponent: Manager Accounting & Finance
File No: ADM 0189
Voting Requirements: Simple Majority
SUMMARY
Local Government (Financial Management) Regulation 34 (1) (a) states that a Local Government must prepare financial statements monthly.
DECLARATION OF INTEREST
Nil
ATTACHMENTS
Nil
BACKGROUND INFORMATION
The information provided is obtained from the Bank Reconciliations carried out for the Municipal Bank/Reserves Bank and the Trust Bank to ensure all transactions have been accounted for.
OFFICER’S COMMENT
The Shire of Morawa’s financial position is as follows:-
BANK BALANCES
The Bank Balances as at 30th September, 2013:-
- / Municipal Account # / $618,442.27- / Trust Account / $ 33,317.35
- / Business Telenet Saver (Reserve) / $5,479,879.05
- / WA Treasury O/Night Facility (Super Towns) / $2,821,295.18
BANK RECONCILIATION BALANCES
The Bank Reconciliation Balances for 30th September, 2013 with a comparison for 30th September ,2012 is as follows:
2013 / 2012Municipal Account # / $617,051.57 / $1,227,293.86
Trust Account / $25,598.35 / $25,106.26
Reserve Account / $8,290,311.12 / $10,736,860.22
RESERVE ACCOUNT
The Reserve Funds of $5,469,015.94 as at 30th September, 2013 were invested with Bank of Western Australia in the Business Telenet Saver Account and $2,821,295.18 with WA Treasury O/Night Facility. Breakdown for September 2013 with a comparison for September 2012 is as follows:-
2013 / 2012Sports Complex Upgrade Reserve / $379,065.78 / $857,337.05
Land & Building Reserve / $4,941.02 / $4,793.01
Plant Reserve / $658,226.90 / $663,143.07
Leave Reserve / $128,794.55 / $85,045.45
Economic Development Reserve / $101,767.34 / $198,175.41
Sewerage Reserve / $42,11.05 / $482,597.81
Unspent Grants & Contributions Reserve / $211,079.68 / $35,906.86
Community Development Reserve / $1,520,495.17 / $3,192,381.29
Water Waste Management Reserve / $0.00 / $66,569.41
Future Funds Reserve / $2,074,183.92 / $1,266,971.10
Morawa Community Trust Reserve / $24,271.64 / $59,166.16
Aged Care Units Reserve / $8,501.23 / $332,362.34
Transfer Station Reserve / $315,577.21 / $361,673.19
S/Towns Revitalisation Reserve / $2,302,230.16 / $2,626281.97
ST Solar Thermal Power Station Reserve / $519,065.02 / $504,456.10
Total $8,290,311.12 $10,736860.22
TRANSFER OF FUNDS
Ø $10,000.00 from Morawa Community Trust Reserve to Municipal Fund on 14 August, 2013 – Tennis Club lights.
Ø $800,000.00 from Community Development Reserve to Municipal Fund on 15 August, 2013 – Sportsground Complex upgrade.
Ø $400,00 from SuperTowns Revitalisation Reserve to Municipal Fund on 27th September, 2013- Project Plans and Management for Town Centre.
STATUTORY ENVIRONMENT
Local Government Act 1995 and Local Government (Financial Management) Regulations 1996
POLICY IMPLICATIONS
Section 3 – Finance 3.4.7 Risk Management Controls – Monthly bank reconciliations to be prepared for each account and reported to Council Monthly
FINANCIAL IMPLICATIONS
As presented
STRATEGIC IMPLICATIONS
Nil
RISK MANAGEMENT
As per Policy Section 3 – Finance 3.4.7 Risk Management Controls
OFFICER’S RECOMMENDATION
It is recommended that the bank reconciliation report for 30th September, 2013 be received.
COUNCIL RESOLUTION
Moved: Cr D J Coaker
Seconded: Cr M J Thornton
It is recommended that the bank reconciliation report for 30th September, 2013 be received.
CARRIED
7/0
Cr M J Thornton left the meeting at 2.35pm and did not return to attend to business.
Meeting Date: 17th October, 2013
Item No 6.3
Subject: Monthly Financial Statements
Date & Author: 10/10/13 – Fred Gledhill
Responsible Officer: Manager Accounting & Finance
Applicant/Proponent:
File No:
Voting Requirements: Simple Majority
SUMMARY
Local Government (Financial Management) Regulation 34(1)(a) states that a Local Government must prepare financial statements monthly.
DECLARATION OF INTEREST
Nil
ATTACHMENTS
The August Monthly Financial Activity Report/Variance Report and a copy of the schedules pertaining to Councils operations is provided under separate.
BACKGROUND INFORMATION
OFFICER’S COMMENT
The financial statements now have the budget figures uploaded after the Budget was adopted on the 17th September, 2013 and which shows Councils operations in actuals and year to date budget figures.
STATUTORY ENVIRONMENT
Local Government Act 1995 and Local Government (Financial Management) Regulations 1996
FINANCIAL IMPLICATIONS
As presented
STRATEGIC IMPLICATIONS
Nil
RISK MANAGEMENT
OFFICER’S RECOMMENDATION
It is recommended that Council receive the Statement of Financial Activity Report and the variance report for September, 2013.
COUNCIL RESOLUTION
Moved: Cr G R North
Seconded: Cr D S Carslake
It is recommended that Council receive the Statement of Financial Activity Report and the variance report for September, 2013.
CARRIED
6/0
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 17th October 2013,
Ordinary Meeting be received.
COUNCIL RESOLUTION
Moved:
Seconded:
It is recommended that:
The Strategic Plan Update and Progress Report for the 17th October 2013,
Ordinary Meeting be received.
CARRIED
7/0
INTRODUCTION
The purpose of this report is for Council to approve a policy surrounding the use of social media for the promotion, development and delivery of the Sire of Morawa’s Youth Services.
ATTACHMENTS
Draft Policy: Use of Social Media for Publicity (Youth Affairs)
BACKGROUND INFORMATION
Social media is a collection of internet based tools which facilitate conversations. Social media is now strongly embedded in Australian culture as a personal tool for networking and communication and is increasingly being used as core component of marketing and communications strategies by governments and businesses.
The Community Youth Development Officer (CYDO) currently relies on traditional methods of program promotions such as flyer distribution and word of mouth. These CYDO feels that it is important to progress the promotion of programs and events and make use of social media as a way of promoting Youth Centre activities. The CYDO feels that this method of promotion will reach a greater number of Morawa’s youth population, and make information sharing easier, leading to increased levels of participation in Youth Centre events and activities.
The use of social media is growing rapidly and this Policy is designed to prepare the Shire for participation in social media a positive manner as a means of marketing and promoting the Shire’s Youth Centre and its activities.
OFFICER’S COMMENT
Discussions have been held with the Acting Chief Executive Officer regarding the use of social media for the promotion of youth related programs and events. It has been suggested that the Shire adopt a policy surrounding the use of social media, specifically for youth affairs. This policy will ensure that there are firm guidelines around the use of social media specifically for the use of promotion youth related events, activities and information.
This Policy is also being suggested as a means of defining the processes and protocols that will be followed when any employee is engaged in the use of social media in the workplace. If the employee is using social media on a personal basis and nominates any activity indicating they are employed by the Shire of Morawa then this Policy applies to that activity.