MINUTES · That the Minutes of the meetings held on the 21 August 2014 be ADOPTED. ... chocolates...

MINUTES

ORDINARY COUNCIL MEETING HELD THURSDAY 16 OCTOBER 2014 AT THE

SHIRE OF MURRAY

OCM093.3/11/14

INDEX

1. DECLARATION OF OPENING/ANNOUNCEMENT OF VISITORS ...................................1

2. ATTENDANCE AND APOLOGIES ....................................................................................1

3. DISCLOSURE OF INTEREST ...........................................................................................1

4. ANNOUNCEMENTS BY THE CHAIR WITHOUT DISCUSSION .......................................2

5. RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE ........................2

6. PUBLIC QUESTION TIME.................................................................................................2

7. APPLICATIONS FOR LEAVE OF ABSENCE ...................................................................2

8. PETITIONS, DEPUTATIONS AND PRESENTATIONS .....................................................2

9. CONFIRMATION OF MINUTES OF PREVIOUS MEETINGS ............................................2

9.1 Confirmation of the Minutes of the Ordinary Council Meeting held on the 21 August 2014 .......................................................................................................2

10. QUESTIONS BY MEMBERS OF WHICH DUE NOTICE HAS BEEN GIVEN ....................2

11. QUESTIONS WITHOUT NOTICE ......................................................................................2

12. ANNOUNCEMENTS OF CONFIDENTIAL MATTERS FOR WHICH THE MEETING MAY BE CLOSED TO THE PUBLIC ................................................................2

13. BUSINESS NOT DEALT WITH FROM PREVIOUS MEETING ..........................................2

14. REPORTS OF OFFICERS .................................................................................................3

14.1 Payments for the Period 1 July 2014 to 30 September 2014 .............................3

14.2 Financial Report for the Period 1 July 2014 to 30 September 2014 ..................7

14.3 Regional Waste Education Coordinator (RWEC) - Progress Report ............... 14

14.4 CEO - Activity Update ......................................................................................... 14

14.5 Councillors Annual Fees and Allowances - Increase ....................................... 14

14.6 Policy Review – Equal Employment Opportunity, Freedom of Information, Staff Termination, Vehicle Management ........................................................... 14

15. REPORTS OF COMMITTEES ......................................................................................... 21

16. REPORTS OF DELEGATES ........................................................................................... 21

16.1 Municipal Waste Advisory Council ...................................................................... 21

17. ELECTED MEMBER MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN ............................................................................................................................. 22

18. NEW BUSINESS OF AN URGENT NATURE APPROVED BY THE CHAIRMAN OR BY DECISION OF THE MEETING ............................................................................ 22

19. CONFIDENTIAL MATTERS FOR WHICH THE MEETING MAY BE CLOSED TO THE PUBLIC ................................................................................................................... 22

19.1 Chief Executive Officer – Committee Report 2014 (Annual Appraisal) ............. 22

20. ADVICE OF NEXT MEETING .......................................................................................... 23

21. CLOSURE ....................................................................................................................... 23

OCM093.3/11/14

RRC MINUTES – ORDINARY COUNCIL MEETING 16 OCTOBER 2014 Page 1 1. DECLARATION OF OPENING/ANNOUNCEMENT OF VISITORS The Chairman declared the meeting open at 6.50pm and welcomed everyone noting the

attendance of Mr John Phillips. 2. ATTENDANCE AND APOLOGIES Councillors Cr Ron Hoffman City of Gosnells (Chairman) Cr Kevin Trent OAM RFD JP City of South Perth (Deputy Chairman) Cr Colin Cala City of South Perth Cr Jeff Munn JP CMC City of Armadale Cr Kerry Busby City of Armadale Cr Ron Mitchell City of Gosnells Cr Wally Barrett Shire of Murray Cr Barrie Thomson Shire of Murray Cr John Kirkpatrick Shire of Serpentine Jarrahdale Cr Barry Urban Shire of Serpentine Jarrahdale Cr John Salerian Shire of Waroona Apologies Cr Hon Fred Riebeling JP City of Mandurah Cr Darren Lee City of Mandurah (Deputy Member) Cr Noel Dew Shire of Waroona RRC Officers Alex Sheridan Chief Executive Officer Ruth Levett Regional Waste Education Coordinator RRC Officers - Apologies Member Council Officers Kevin Ketterer Executive Director Technical Services City of Armadale Johan Le Roux Manage Waste Services City of Armadale Dave Denton Manager Engineering Operations City of Gosnells Dave Harris Director Infrastructure City of Gosnells Allan Claydon Director Works and Services City of Mandurah Alan Smith Director Technical Services Shire of Murray Apologies - Member Council Officers Gordon Allan Director Engineering Shire of Serpentine Jarrahdale Patrick Steinbacher Director Technical Services Shire of Waroona In Attendance John Phillips JCP Consulting 3. DISCLOSURE OF INTEREST Nil

OCM093.3/11/14

RRC MINUTES – ORDINARY COUNCIL MEETING 16 OCTOBER 2014 Page 2 4. ANNOUNCEMENTS BY THE CHAIR WITHOUT DISCUSSION

• Chaired OCM at the City of Armadale – 21 August 2014 • Hosted the RRC Annual Function at the Pagoda Ballroom, Como – 6 September

2014 • Met with Cr Cameron Schuster, Chairman SMRC regarding possible amalgamation

of Regional Councils – Bull Creek – 9 September 2014 • Attended the Enviro 2014 Conference, Adelaide – 16 -19 August 2014 • Attended the Waste and Recycle Conference, Fremantle – 25 - 26 August 2014 • My thanks to Deputy Chairman, Cr Kevin Trent for chairing the CEO’s Annual

Performance Review Committee – 10 October 2014.

5. RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE Nil

6. PUBLIC QUESTION TIME Nil

7. APPLICATIONS FOR LEAVE OF ABSENCE Nil

8. PETITIONS, DEPUTATIONS AND PRESENTATIONS Nil

9. CONFIRMATION OF MINUTES OF PREVIOUS MEETINGS

9.1 Confirmation of the Minutes of the Ordinary Council Meeting held on the 21 August 2014

MOVED THOMSON/TRENT That the Minutes of the meetings held on the 21 August 2014 be ADOPTED.

CARRIED 11/0

10. QUESTIONS BY MEMBERS OF WHICH DUE NOTICE HAS BEEN GIVEN Nil

11. QUESTIONS WITHOUT NOTICE Nil

12. ANNOUNCEMENTS OF CONFIDENTIAL MATTERS FOR WHICH THE MEETING MAY BE CLOSED TO THE PUBLIC

Refer to Item 19.1 – Confidential Item

13. BUSINESS NOT DEALT WITH FROM PREVIOUS MEETING Nil

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RRC MINUTES – ORDINARY COUNCIL MEETING 16 OCTOBER 2014 Page 3 14. REPORTS OF OFFICERS

14.1 Payments for the Period 1 July 2014 to 30 September 2014 MOVED MUNN/URBAN

Council ENDORSE the following list of payments covering the period 1 July 2014 to 30 September 2014:

PAYMENT SUMMARY July 2014

Voucher Remittance

No. DATE CREDITOR NAME DETAILS

AMOUNT (INC. GST)

$

001 07.07.14 Debra Norgate Office clean 99.00

002 08.07.14 Rivers Regional Council Petty Cash recoup 224.60

003 09.07.14 Rivers Regional Council Salaries and Wages 9,904.50


005 14.07.14 Aust-Guard Security Alarm system monitoring – July – September 100.10

006 15.07.14 Seville Domestic Maintenance Repair eaves – office 330.00

007 17.07.14 4MyEarth Waste Wise Program – supplies 34.75

008 18.07.14 Aspermont Waste Management Environmental – subscription – 1 year 395.00


010 21.07.14 Local Govt Insurance Services

Insurance Policies contributions 2014/2015 15,725.02

011 21.07.14 Caltex StarCard CEO and RWEC vehicles fuel – June 752.25


013 24.07.14 Myriad Images Education – design for advertising 55.00

014 25.07.14 Seville Domestic Maintenance Garden and yard maintenance 99.00


016 29.07.14 O'Neil Real Estate Office rent – August 2,833.61

017 31.07.14 Examiner Newspaper Education – advertising 1,350.00

018 31.07.14 Diverse IT Monthly cloud hosting 638.94

019 31.07.14 City of Armadale Regional Funding Program – Milestone 1 51,222.60

020 31.07.14 National Australia Bank Credit Card (July) – two IPads, parking, catering 1,237.51

TOTAL FOR JULY $103,062.63

OCM093.3/11/14

RRC MINUTES – ORDINARY COUNCIL MEETING 16 OCTOBER 2014 Page 4 August

Voucher Remittance


AMOUNT (INC. GST)

$


022 04.08.14 Masters Home Improvement

Ceramic pots – gift for Annual Dinner 88.20

023 05.08.14 WA Super Super Guarantee and Salary Sacrifice – July 2014 5,560.69

024 06.08.14 Qantas Airlines Ltd Return flight to Adelaide for Enviro Conference – CEO 478.00

025 05.08.14 Rivers Regional Council Salaries and wages 9,875.80

026 12.08.14 Examiner Newspapers Education – advertising 1,350.00

027 13.08.14 IINET Internet and broadband 89.85

028 14.08.14 Herbert Smith Freehills Tender – legal advice 8,917.89

029 15.08.14 Armadale City News Stationer and sundries 37.90


031 18.08.14 Melville Subaru New RWEC vehicle with trade-in 19,444.00

032 18.08.14 The Manse Restaurant Catering 127.60



035 20.08.14 Myriad Images Education – graphic design for advertising 412.50

036 21.08.14 Australian Taxation Office Payroll Tax withheld – July 10,935.00

037 21.08.14 Talis Consultants Tender – consultancy services 11,913.00

038 21.08.14 Caltex StarCard CEO and RWEC vehicles – fuel – July 858.92

039 22.08.14 O'Neil Real Estate Office – Council Rubbish rates and Emergency Services Levy 2014/2015 674.45

040 22.08.14 Myriad Images Education - graphic design for advertising 396.00



043 25.08.14 Telstra Telephone calls and equipment rental 311.88

044 26.08.14 Diverse IT Monthly cloud hosting 639.43

045 26.08.14 Diverse IT IT upgrades, decommissioning onsite server 495.00

046 26.09.14 Examiner Newspaper Education – advertising 1,350.00

047 29.08.14 IINET Broadband and internet – July 89.85

048 29.08.14 Braxford Consultancy Tender – Probity Audit Services 1,028.50

OCM093.3/11/14

RRC MINUTES – ORDINARY COUNCIL MEETING 16 OCTOBER 2014 Page 5

Voucher Remittance


AMOUNT (INC. GST)

$

049 29.08.14 Ricoh Australia Photocopier meter reading 48.50

050 29.08.14 O'Neil Real Estate Rent – office 2,927.13

051 29.08.14 Community Newspapers Education – advertising 2,331.67

052 29.08.14 Local Govt Managers Australia CEO membership 2014/2015 456.00

053 29.08.14 Rural Press Regional Media Education – advertising 1,423.40

054 31.08.14 National Australia Bank Credit Card (August) – parking, registration for Enviro Conference (Chairman and CEO)

4,105.04

TOTAL FOR AUGUST $98,424.45 September

Voucher Remittance


AMOUNT (INC. GST)

$

055 01.09.14 Topline Foods Annual Dinner – chocolates for table gift 180.36



058 03.09.14 Pagoda Resort and Spa Annual Dinner – food and beverages 9,246.00

059 03.09.14 Officeworks Stationery and sundries 145.66



062 08.09.14 Armadale City News Stationery and sundries 27.00

063 08.09.14 Trio Bel Canto Annual Dinner – musicians 1,080.00

064 08.09.14 Koko Black Annual Dinner – chocolates/gift 54.00

065 08.09.14 Myriad Images Education - graphic design for advertising 880.00

066 09.09.14 Rivers Regional Council Petty Cash recoup 240.70

067 09.09.14 WA Super Super Guarantee and Salary Sacrifice – August 4,473.77

068 11.09.14 Herbert Smith Freehills Tender – legal services 24,844.86

069 11.09.14 The Manse Restaurant Catering 176.00

070 11.09.14 WA Local Govt Assoc Associate membership 2014/2015 4,320.43

071 11.09.14 Seedsticks Pty Ltd Education/Annual Dinner - Bookmark seed sticks 2,046.00


OCM093.3/11/14


Voucher Remittance


AMOUNT (INC. GST)

$

073 12.09.14 Clarity Communications Course registration – RWEC 308.00

074 12.09.14 O'Neil Real Estate Water usage – office 369.80

075 15.09.14 WA Local Govt Assoc Advertising – Special Council Meeting 423.96


077 15.09.14 Synergy Electricity 450.55

078 15.09.14 IINET Internet and broadband 89.85

079 15.09.14 Keynote Conferences Registrations – Waste and Recycle Conference – CEO, RWEC, WEO, Cr's Hoffman, Trent, Munn, Barrett, Thomson

10,645.00

080 16.09.14 Cr Ron Hoffman Enviro Conference – daily allowance allocation 300.00

081 16.09.14 Environment House Organic gardening presentations – Saturday 13 September 2014 1,210.00


083 19.09.14 WA Local Govt Assoc WA Local Govt Convention – registration CEO 1,776.00

084 19.09.14 WA Local Govt Assoc MWAC contribution 2014/2015 – half year payment 15,284.83

085 19.09.14 Australian Taxation Office Payroll Tax – August 7,026.00


087 22.09.14 Caltex StarCard CEO and RWEC vehicles – fuel – August 434.05

088 22.09.14 Cr Ron Hoffman Reimbursement for return air fare to Adelaide, Enviro Conference 478.00

089 24.09.14 Telstra Telephone calls and equipment rental 283.23

090 24.09.14 Talis Consultants Tender – consultancy services 14,264.25

091 26.09.14 Ricoh Australia Phocopier meter reading – August and September 131.53

092 26.09.14 Rural Press Regional Media Education – advertising 3,403.40


094 26.09.14 Paxon Group Tender – Due Diligence analysis and review 7,383.75

095 26.09.14 Braxford Consultancy Tender – Probity Audit Services – August 756.25

096 26.09.14 Charter Plumbing and Gas

Office – supply and install new cisterns 668.80

097 30.09.14 O'Neil Real Estate Office rent 2,927.13

098 30.09.14 Diverse IT Pty Ltd Monthly cloud hosting 639.43

OCM093.3/11/14


Voucher Remittance


AMOUNT (INC. GST)

$

099 30.09.14 Officeworks Stationery and consumables 143.45



102 30.09.14 National Australia Bank Credit Card (September) – accommodation Enviro Conference, parking

1,459.10

TOTAL FOR SEPTEMBER $151,363.49

CARRIED 11/0

14.2 Financial Report for the Period 1 July 2014 to 30 September 2014 MOVED URBAN/MUNN

Council ADOPTS the financial statements for the period 1 July 2014 to 30 September 2014 as follows:

INCOME STATEMENT BY PROGRAM

YTD % is 25%

ACCOUNT DESCRIPTION

BUDGET 2014/15

$

BUDGET YTD

$

ACTUAL YTD

$

YTD ACTUAL VARIANCE

TO YTD

BUDGET %

ACTUALTO BUDGET

% Operating Revenue General Purpose Funding 30,000 7,500 11,510 53.47% 38.37% Governance 324,000 324,000 324,000 (0.00)% 100.00% Education 172,000 172,000 162,000 (5.81)% 94.19% Community Amenities 514,000 324,000 324,000 (0.00)% 63.03% TOTAL OPERATING REVENUE 1,040,000 827,500 821,509 (0.72)% 78.99% Operating Expenditure Governance (408,332) (102,083) (85,277) (16.46)% 20.88% Education (426,001) (106,500) (90,886) (14.66)% 21.33% Community Amenities (455,332) (161,333) (156,365) (3.08)% 34.34% TOTAL OPERATING EXPENDITURE (1,289,665) (369,916) (332,528) (10.11)% 25.78%

CHANGE IN NET ASSETS RESULTING FROM OPERATIONS SURPLUS /

(DEFICIT) (249,665) 457,584 488,981 6.86% (195.86)%

OCM093.3/11/14

RRC MINUTES – ORDINARY COUNCIL MEETING 16 OCTOBER 2014 Page 8 GENERAL PURPOSE INCOME

YTD % is 25%

ACCOUNT DESCRIPTION

BUDGET 2014/15

$ ACTUAL

$

ACTUALTO BUDGET

% Operating Revenue Interest 30,000 11,512 38% Total Operating Revenue 30,000 11,512 38%

GOVERNANCE

YTD % is 25%

ACCOUNT DESCRIPTION

BUDGET 2014/15

$ ACTUAL

$

ACTUALTO BUDGET

%

Operating Revenue

Contribution from Member Councils 324,000 324,000 100%

TOTAL OPERATING REVENUE 324,000 324,000 100%

Operating Expenditure

Functions (15,000) (10,772) 72% Meetings (6,000) (39) 1% Sitting Fees (120,000) 0 0% Conferences & Seminars (15,000) (9,998) 67% Subscriptions - MWAC , FORC and Others (60,000) (17,822) 30% Travel (5,000) 0 0% Administration Allocation (187,332) (46,646) 25%

TOTAL OPERATING EXPENDITURE (408,332) (85,277) 21%

OCM093.3/11/14

RRC MINUTES – ORDINARY COUNCIL MEETING 16 OCTOBER 2014 Page 9 ADMINISTRATION

YTD % is 25%

ACCOUNT DESCRIPTION

BUDGET 2014/15

$ ACTUAL

$

ACTUALTO BUDGET

% Operating Revenue Other Income 500 501 100% TOTAL OPERATING REVENUE 500 501 100% Operating Expenditure Salaries & Wages (260,000) (69,281) 27% Superannuation (37,000) (9,726) 26% Leave Accruals (6,000) 0 0% Insurance - Workers Compensation (9,000) (2,825) 31% Training & Conferences (10,000) (6,154) 62% Fringe Benefits Tax (11,000) (2,675) 24% Accounting Services (24,000) 0 0% Bank Fees (1,000) (98) 10% Advertising (3,000) (385) 13% Information Technology (15,000) (2,483) 17% Insurance - Other (8,000) (7,013) 88% Legal Services (10,000) 0 0% Other Office Expenses (15,000) (3,010) 20% Publications (500) 0 0% Furniture & Equipment (2,000) 0 0% Health and Safety (500) 0 0% Accommodation (40,000) (9,995) 25% Travel Expenses (7,500) (844) 11% Consultants (2,000) 0 0% Profit (Loss) on Sale of Assets 2,870 0 0% Depreciation (10,200) (2,626) 26% TOTAL OPERATING EXPENDITURE (468,830) (117,116) 25%

OCM093.3/11/14

RRC MINUTES – ORDINARY COUNCIL MEETING 16 OCTOBER 2014 Page 10 EDUCATION

YTD % is 25%

ACCOUNT DESCRIPTION

BUDGET 2014/15

$ ACTUAL

$

ACTUALTO BUDGET

% Operating Revenue Contributions from Member Councils 162,000 162,000 100% Other Income - Switch your Thinking 10,000 0 0% - City of Mandurah ($3,500) - City of South Perth ($3,500) - Shire of Murray ($1,500) - Shire of Waroona ($1,500) TOTAL OPERATING REVENUE 172,000 162,000 94% Operating Expenditure Salaries & Wages (140,000) (33,126) 24% Superannuation (13,000) (3,147) 24% Leave Accruals (4,000) 0 0% Insurance - Workers Compensation (4,500) (2,825) 63% Training (4,000) (1,620) 40% Fringe Benefits Tax (6,500) (1,567) 24% Advertising (25,000) (15,088) 60% Information Technology (5,000) 0 0% Insurance - Other (2,500) (1,633) 65% Other Office Expenses (1,000) 0 0% Printing (1,000) 0 0% Publications (500) (359) 72% Public Relations/Community Meetings (1,000) 0 0% Projects (75,000) (2,090) 3% Switch your Thinking (10,000) 0 0% Travel (8,000) (1,346) 17% Cleanaway Program (25,000) 0 0% Schools Funding (2,000) 0 0% Profit (Loss) on Sale of Assets 2,205 (3,228) (146)% Depreciation (6,540) (1,534) 23% Administration Allocation (93,666) (23,323) 25% TOTAL OPERATING EXPENDITURE (426,001) (90,886) 21%

OCM093.3/11/14

RRC MINUTES – ORDINARY COUNCIL MEETING 16 OCTOBER 2014 Page 11 COMMUNITY AMENITIES

YTD % is 25%

ACCOUNT DESCRIPTION

BUDGET 2014/15

$ ACTUAL

$

ACTUALTO BUDGET

% Operating Revenue

Contribution from Member Councils 324,000 324,000 100% DEC - Regional Investment Plan 190,000 0 0%

TOTAL OPERATING REVENUE 514,000 324,000 63%

Operating Expenditure

Meetings (2,000) (327) 16% Advertising (3,000) 0 0% Legal Services (20,000) (30,693) 153% Other Office Expenses (2,000) 0 0% Publications (1,000) 0 0% DEC-Regional Investment Plan (190,000) (46,566) 25% Tender Process (10,000) (7,400) 74% Project Management (40,000) (24,733) 62% Administration Allocation (187,332) (46,646) 25% TOTAL OPERATING EXPENDITURE (455,332) (156,365) 34%

OCM093.3/11/14


ACCOUNT DESCRIPTION

ACTUAL YTD

$ Closing Funds represented by: Current Assets Cash 44,478 Reserve 10,788 Cash Management a/c 108,460 Term Deposit Municipal Investment * 350,000 Term Deposit Municipal Investment*** 500,000 859,396 Term Deposit Municipal Investment** 9,396 Term Deposit Reserve Investment** 540,604 540,604 Debtors/Accrued Income 500 Total Current Assets 1,564,682 Current Liabilities Creditors & Accounts payable 87,997 Leave Provisions 124,987 Total Current Liabilities 212,984 Net Current Assets 1,351,698 Less: Accumulated Surplus 311,224 Restricted assets 551,493

TOTAL EQUITY 862,717

CHANGE IN NET ASSETS RESULTING FROM OPERATIONS SURPLUS / (DEFICIT) 488,981

* NAB 30 days at 2.82% matures16/10/14 14-361-6099

** NAB 90 days at 3.43% matures 4/12/14

17-630-6898

*** NAB 90 days at 3.31% matures 15/12/14

74-207-2775

FINANCIAL RATIOS IN RELATION TO YTD FIGURES

CURRENT RATIO Current Assets less Restricted Assets 1,013,189

Current Liabilities less Liabilities Associated with Restricted Assets 107,781 Current Ratio = 9 DEBT RATIO

Total Liabilities 213,044 Total Assets 1,626,257 Debt Ratio = 0.1310 CHANGE IN NET ASSETS RESULTING FROM OPERATIONS SURPLUS / (DEFICIT) 488,981

OCM093.3/11/14

RRC MINUTES – ORDINARY COUNCIL MEETING 16 OCTOBER 2014 Page 13 CONTRIBUTION SETTING STATEMENT

ACCOUNT DESCRIPTION

BUDGET 2014/15

$ ACTUAL

$ Operating Revenue General Purpose Funding 30,000 11,511 Governance 0 0 Education 10,000 0 Community Amenities 190,000 0 Total Operating Revenue 230,000 11,511 Less: Operating Expenditure Governance (408,332) (85,277) Education (426,001) (90,886) Community Amenities (455,332) (156,365) Total Operating Expenditure (1,289,665) (332,529)

NET OPERATING SURPLUS / (DEFICIT) BEFORE CONTRIBUTIONS (1,059,665) (321,019)

Less: Capital Expenditure Governance Administration (50,000) 0 Education (35,000) (31,994) Plus: Capital Income Administration 28,000 Education 20,000 16,221 Less: Transfers to Reserves (26,740) 0 Plus: Transfers from Reserves 252,000 230,773 Plus: Surplus Carry Fwd from Previous Yr 131,199 194,098 Write Back: (Profit) Loss on Sale of Assets (5,075) 3,228 Depreciation 16,740 4,161 Leave Accruals 10,000 0 Contributions from Member Councils 810,000 810,000 SURPLUS / (DEFICIT) 91,459 905,468

Net Change in Assets Resulting From Operations (249,665) 488,981 Non Operating Income Purchase Of Assets - Cars 48,000 16,221 Non Operating Expenses Proceeds from Disposal of Assets - Cars (85,000) (31,994) Adjustment For Non Cash Items (Profit) Loss on Sale of Assets (5,075) 3,228 Depreciation 16,740 4,161 Amounts set aside to Leave Provisions 10,000 0 Transfer (to)/from Reserves (net) 225,260 230,773 Surplus Brought Forward 131,199 194,098 SURPLUS 91,459 905,468

CARRIED 11/0

OCM093.3/11/14


14.3 Regional Waste Education Coordinator (RWEC) - Progress Report

MOVED MITCHELL/MUNN That the Regional Waste Education Coordinator Report be RECEIVED.

CARRIED 11/0

14.4 CEO - Activity Update MOVED TRENT/THOMSON That the CEO’s Activity Update be RECEIVED.

CARRIED 11/0

14.5 Councillors Annual Fees and Allowances - Increase MOVED CALA/MITCHELL Council ENDORSE that fees and allowances be increased annually in line with the

determination of the Salaries and Allowances Tribunal made in accordance with the Salaries and Allowances Act 1975.

An amendment was proposed and put. MOVED THOMSON/BARRETT That the word 'annually' be removed from the Recommendation.

LOST 8/3

A further amendment was proposed, in which the word 'adjusted' would replace 'increased' in the Recommendation and put and became the substantive motion.

MOVED BUSBY/KIRKPATRICK Council ENDORSE that fees and allowances be adjusted annually in line with the

determination of the Salaries and Allowances Tribunal made in accordance with the Salaries and Allowances Act 1975.

CARRIED 11/0

14.6 Policy Review – Equal Employment Opportunity, Freedom of Information, Staff Termination, Vehicle Management

MOVED URBAN/MUNN

That Council APPROVE the review of the following Policies – Equal Employment Opportunity, Freedom of Information, Staff Termination, Vehicle Management.

OCM093.3/11/14


EQUAL EMPLOYMENT OPPORTUNITY OBJECTIVE

To recognise the Regional Council’s obligations under the Equal Opportunity Act, 1984 and 1992 (as amended).

STATEMENT Equal employment opportunity principles apply equally to Regional Councillors and employees. The principles of equal employment opportunity are: • Promotion of equal employment opportunity based solely on merit to ensure that

discrimination does not occur; • Provision of training that is consistent with equal opportunity principles; • Ensuring that all promotional policies and opportunities are directed towards

providing equal opportunity to all employees;

• Ensuring that all offers of employment are directed to providing equal opportunity; • Refusal to tolerate harassment within the workplace; • Provision of an enjoyable, challenging, involving, harmonious work environment for

all employees where each employee has an opportunity to progress to the extent of their ability.

The Regional Council has an ongoing commitment to raise awareness for the need and desirability of Equal Employment Opportunity practices and to ensure compliance with the requirements of the Equal Opportunity Act.

The Regional Council recognises its legal obligations under the Equal Opportunity Act

1984 and Amendments 1993 (as amended) and will actively promote amongst Regional Councillors and employees equal employment opportunity based solely on merit to ensure that discrimination does not occur on the grounds of sex, marital status, pregnancy, race, impairment, religious or political convictions, age, family status and responsibility.

All employment training with the Regional Council will be consistent with providing equal

opportunity to all employees provided their relevant experience, skills and ability meet the minimum requirements for such training.

All promotional policies and opportunities with the Regional Council will be directed

towards providing equal opportunity to all employees provided their relevant experience, skills and ability meet the minimum requirements for such promotion.

All offers of employment within the Regional Council will be directed towards providing

equal opportunity to prospective employees provided their relevant experience, skills and ability meet the minimum requirements for engagement.

The Regional Council will not tolerate harassment within its workplace. Harassment is

defined as any unwelcome offensive action or remark concerning a person’s race, colour, language, ethnicity, political or religious convictions, gender, marital status, age, family status and responsibility or impediment (impairment).

OCM093.3/11/14

RRC MINUTES – ORDINARY COUNCIL MEETING 16 OCTOBER 2014 Page 16 The equal employment opportunity goals of the Regional Council are designed to

provide an enjoyable, challenging, involving, harmonious work environment for all employees where each has the opportunity to progress to the extent of their ability.

FREEDOM OF INFORMATION

OBJECTIVE To provide public information regarding the role and functions of the Rivers Regional

Council and to provide a statement regarding public access to information held by the Regional Council.

Structure The Rivers Regional Council (RRC) is a Regional Local Government created under the

Local Government Act 1995 in accordance with Part 3, Division 4 of the Act. Each Member Council elects two (2) Elected Members to be their representatives on the

Regional Council. Elected Members are appointed for a period of two years or otherwise in accordance with the Local Government Act 1995.

The members of the Regional Council elect a Chairman from amongst their number,

following the ordinary Local Government elections held in October every two years. Functions The major functions of the Regional Council are as follows:-

(a) To undertake the processing, recycling, treatment, sale and disposal of Household Waste delivered by the Participants;

(b) To investigate and assess the possibilities and methodology of carrying out and to identify funding opportunities for, any service or facility on a regional basis;

(c) Without limiting any of the other regional purposes set out in this clause; (i) to investigate and assess the possibilities and methodologies of undertaking

the processing, recycling, treatment, sale and disposal of waste, other than Household Waste, which is delivered by the Participants (but not to carry out that undertaking); and

(ii) to acquire any interest in land considered by the RRC to be necessary or desirable to accommodate facilities for the processing, recycling, treatment, sale and disposal of waste referred to in sub-paragraph (i);

(d) To influence and liaise with Local, State and Federal Governments in the development of policies and legislation for the benefit of the Region;

(e) To provide advice, information and education to the Participants and the communities of the Participants in relation to the functions of the Participants; and

(f) To carry out and do all other acts and things which are reasonably necessary for the bringing into effect of the purposes referred to in paragraphs (a) to (e) inclusive of this clause.

OCM093.3/11/14

RRC MINUTES – ORDINARY COUNCIL MEETING 16 OCTOBER 2014 Page 17 Decision Making The RRC meets every two months. Decisions are made following consideration of a

written report at these meetings. Unless required otherwise by Act or Regulation, the members present are able to vote making decisions on the basis of simple majority through a show of hands.

The decisions of the RRC may affect the members of the public through variations to the

method of treatment or disposal of municipal waste. Such variations may only be made on the basis of agreement with the Member Councils and following the preparation and adoption of a Project Plan. Such variations in treatment and disposal may result in changing levels of fees applicable to members of the public for waste services.

Public Participation Members of the Public may attend the Council meetings and, at the commencement of

each meeting, utilise the facility available to ask questions of the Council on matters pertaining to Council business. The process for doing this may be governed by a procedure adopted by the Council from time to time to ensure the orderly consideration of questions and the provision of responses, either verbally or in writing. Such procedures will be influenced by both regulation and best practice.

Documentation Inspection

Documents held by the Regional Council which may be inspected by members of the public without the requirement of a formal Freedom of Information Application include the following: • All documents relevant to S 5.94 of the Local Government Act 1995, and in

accordance with the conditions of S 5.95 of the Local Government Act 1995. Free of Charge Documents of which copies are available free of charge are: • Annual Report; • Strategic Community Plan/Corporate Business Plan Purchased All other documents listed under S 5.94 of the Local Government Act 1995 may be purchased, without the requirement of a formal Freedom of Information application, at the discretion of the Chief Executive Officer, except where the request is for electronic documents in which case documents may be emailed free of charge in PDF format (or similar). Public Access to Documents The Regional Council will place on its web site all current documentation, which is able to be provided in an electronic format suitable for viewing and accessing on the Internet.

ACCESS TO INFORMATION The Rivers Regional Council supports the principle of the Freedom of Information Act 1992, and will release copies of documents it holds wherever possible, subject to the Act and to policy requirements.

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RRC MINUTES – ORDINARY COUNCIL MEETING 16 OCTOBER 2014 Page 18 Officers

The Chief Executive Officer is the Freedom of Information Officer and Decision Maker and will process applications in accordance with the Act and this policy.

Applications for access to information may be made in writing and addressed to:

• 13 Third Road, ARMADALE WA 6112 or PO Box 459, ARMADALE WA 6992 The Chief Executive Officer of the Chairman’s Local Government is the Internal

Reviewer and will review applications for review of decision in accordance with the Act and this policy.

All applications for documents available for purchase or inspection in accordance with

Council Policy or the requirements of the Local Government Act 1995 will be processed normally and on payment of any required fee.

All applications for documents not normally available for public purchase or inspection

will be dealt with under the provisions of the Freedom of Information Act, including payment of application and (if applicable) processing fees, in accordance with the Act.

Where fees are to be charged for access to information, the fees set will be those set by

the Freedom of Information Act 1992, with administration time charged at cost and copying charges charged at cost.

All documents subject to the Act will be released wherever possible subject to: -

Spot editing to remove the possibility of identification of and need to consult with third parties (eg complainants) except Regional Council officers whose names may appear on documents as a normal part of their employment.

Documents that contain:

• Personal information • Commercial or business information of a confidential nature excluding those

documents which, under the Local Government Act 1995 are classed as public documents;

• Information that could impair law enforcement, public safety and property security

• Information that is of legal professional privilege (eg - legal advice obtained by the Regional Council)

• Confidential communications • Information of which disclosure could impair the effectiveness of methods and

procedures for conducting tests, audits or spot inspections;

will be subject to possible full exemption pursuant to Schedule 1 of the Act. The Freedom of Information Decision Maker and Freedom of Information Internal

Reviewer will exercise discretion and process applications for documents that may be subject to exemption in accordance with the overall intent of the Act to release documentation. Full reasons and rationale for decisions are to be given to applicants in cases where documents are considered to be wholly or partly exempt from release.

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STAFF TERMINATION POLICY OBJECTIVE To provide guidelines for circumstances where the Regional Council may consider

paying a member of staff over the agreed level, according to the relevant Award, Contract of Employment, Enterprise Bargaining Agreement or other document current at the time of severance from Council for whatever reason may apply in order to meet the requirements of the Local Government Act 1995 in relation to payments to employees in addition to contract or award.

Non-Voluntary Severance or Redundancy In cases where staff employment is severed on the basis of a non-voluntary

arrangement by reason of reorganisation, amalgamation or redundancy the terms and conditions outlined in the employment contract will prevail except in circumstances where the Chief Executive Officer, on the advice of the supervising officer, determines that the employee should receive an over-award payment based on the following criteria:

• The employee has been in the employment of the council or its predecessors for a

continuous period of over ten years; and • In the preceding three years in the employee’s annual Performance and

Development Reviews the employee has performed at a level considered commendable (performance is marked by initiative, effectiveness and high quality work) or outstanding (performance characterised by exceptionally high quality work and delivery of superior results.)

The offer will be limited to a maximum of an additional 20% based on the total

redundancy or severance pay package as determined by the award, contract or enterprise agreement or in the case of retirement.

(Note: Continuous employment includes periods of leave without pay, long service

leave, study leave, sick leave, maternity leave, paternity leave, compassionate leave and any other) Selective Voluntary Severance

In an ever-changing organisational environment it is considered appropriate to recognise that on occasions it will be in the best interest of both the organisation and individual employees to offer selective voluntary severances.

The quantum of the selective voluntary severance package for employees shall consist

of all existing entitlements for annual leave, long service leave and superannuation in addition to:

1. Two weeks’ pay for each completed year of service. 2. Four weeks’ pay in lieu of notice or five weeks in the case of employees over 45

years of age. 3. Pro-rata Long Service Leave for employees who have worked in excess of 5 years. 4. For the purpose of calculating items 1 and 2, the annual salary be adjusted to

recognise motor vehicle use, as follows:

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• Full private use $10,000 • Limited private $ 5,000 • Commuter use $ 2,400

Expressions of interest from employees for voluntary severance may be either accepted

or declined at the absolute discretion of the Chief Executive Officer. This policy does not apply to any severance or redundancy pursuant to any relevant

Award or Enterprise Agreement. Gratuity Pay Council will not make gratuity payments.

VEHICLE MANAGEMENT POLICY

OBJECTIVE To set the framework for the management of vehicles.

VEHICLE The following positions will be provided with a vehicle:

Position Vehicle Type Purchase Price (Ex GST) Useage Type

Chief Executive Officer (CEO)

Any within purchase price Up to $45,000 As per contract

Regional Waste Education Coordinator (RWEC)

Any within purchase price Up to $30,000 Private

(WA only)

• The purchase price is the cost listed in the Department of Treasury, Common Use

Arrangement (CUA 37804) plus dealer delivery if any. • The light vehicles will meet responsible standards in regards to fuel consumption,

greenhouse gas emissions, safety and whole of life costs.

Fuel Consumption Vehicles should have a fuel consumption rating of less than ten litres per hundred

kilometres (10L/100km). A Caltex Fuel Card for each vehicle will be utilised by Officers. Greenhouse Gas Emissions Highest preference will be given to vehicles that cause the least environmental damage

with CO2 being the primary performance indicator1. Vehicles should achieve a minimum of three stars overall rating.

1 "The Green Vehicle Guide"

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RRC MINUTES – ORDINARY COUNCIL MEETING 16 OCTOBER 2014 Page 21 Safety A five star safety rating ANCAP 2(Safety Rating). Whole of Life Costs Vehicles shall be estimated on the best available data with highest preference given to

vehicle with lowest optimised whole of life costs. Functional Criteria All vehicles must meet the functional requirement of the position. DRIVERS The spouse or partner or family of an employee who is provided with a vehicle under this

Policy is permitted to drive the vehicle. VEHICLE CHANGEOVER The 'changeover' of vehicles will be every three (3) years or 60,000 km's, whichever

comes first.

CARRIED 11/0 15. REPORTS OF COMMITTEES Nil 16. REPORTS OF DELEGATES

16.1 Municipal Waste Advisory Council

The last meeting of the Municipal Waste Advisory Council was held Wednesday 27 August 2014. A summary of the main issues is as follows:

• Strategic Waste Infrastructure Planning Project: MWAC endorsed sending

correspondence to the Local Government and Environment Minister regarding the importance of ensuring the outcomes of the Project are used in the Local Government reform process.

• Presentations: MWAC heard from Ms Teresa Williams, Executive Manager of the

Waste Authority Services Unit, about her role at DER and the expected outcomes. James McGovern, WALGA Governance Manager, also spoke on the current review of the Local Government Tender Regulations.

• MWAC Submission on DER Draft Guidance Statement: MWAC endorsed the

Draft MWAC Submission on the Department of Environment Regulation Draft Guidance Statement on Waste Derived Materials, with only minor amendments. The Submission will be available from the WasteNet website this week.

2 "Australasian New Car Assessment Program"

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• Use of funds generated by the Carbon Price: MWAC agreed a position regarding the use of funds allocated by Landfill operating Local Government in relation to the Carbon Price. The position was that funds should be refunded, where practicable, and where it was not practicable the funds should be allocated to reduce carbon emissions and improve waste diversion at a regional level.

• Better Practice Guidelines for Vergeside Collections: MWAC noted the Better

Practice Guidelines, there was some discussion about different collection systems and how kerbside systems affect vergeside systems. The Background Paper was commended. The Guidelines will be available from the WasteNet website this week.

• Household Hazardous Waste Program Mk 3: MWAC discussed the options presented for the next phase of the HHW Program. There was agreement that the maximum population coverage should be sought through the next phase of the Program. It was highlighted that there should be a clear definition of HHW and a mechanism for new facilities to be added into the Program.

The next meeting of MWAC will be held Wednesday 29 October 2014. 17. ELECTED MEMBER MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN Nil

18. NEW BUSINESS OF AN URGENT NATURE APPROVED BY THE CHAIRMAN OR BY DECISION OF THE MEETING

Nil

19. CONFIDENTIAL MATTERS FOR WHICH THE MEETING MAY BE CLOSED TO THE PUBLIC

19.1 Chief Executive Officer – Committee Report 2014 (Annual Appraisal) MOVED URBAN/TRENT That Standing Orders be suspended and the meeting be closed to the public in

order to discuss the confidential item. CARRIED 11/0

Ms Ruth Levett, Regional Waste Education Coordinator, RRC remained in attendance as an Officer and all other Officers left the Chambers. Mr John Phillips also remained in the Council Chambers for this item to answer any questions from Elected Members.

MOVED URBAN/TRENT

4.1 ADOPTS the 2014 Annual Performance Appraisal Report 4.2 ENDORSES the overall rating of “Meets performance criteria and associated

Performance Indicators at a highly satisfactory level”. 4.3 ENDORSES the performance criteria and indicators for the October 2015

review. 4.4 ENDORSES commencement of the 2015 appraisal process by 1 August 2015,

with the appraisal to be completed before the October 2015 Ordinary Council Meeting.

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4.5 APPROVES variation of Mr Sheridan’s Total Reward Package by 5.0% to an

amount of $212,820 effective from 1 October 2014 based on the level of performance, and notes the determination of the Salaries and Allowances Tribunal dated 24 June 2014 in approving the increase.

4.6 COMMENCES discussions on a further period of tenure for Mr. Sheridan as CEO beyond 30 September 2015, in accordance with the existing contract of employment.

CARRIED 11/0

MOVED MITCHELL/CALA That Standing Orders resume and the meeting be re-opened to the public.

CARRIED 11/0

20. ADVICE OF NEXT MEETING

The next Ordinary Council Meeting will be held at the City of Gosnells on Thursday 18 December 2014.

21. CLOSURE There being no further business the meeting closed at 7.20pm.

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MINUTES · That the Minutes of the meetings held on the 21 August 2014 be ADOPTED. ... chocolates...

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Transcript of MINUTES · That the Minutes of the meetings held on the 21 August 2014 be ADOPTED. ... chocolates...