Ordinary Council - Shire of Augusta–Margaret River...Mr Ray Swarts of Lot 15962 Caves Road,...

Ordinary Council

MINUTES

FOR THE MEETING TO BE HELD WEDNESDAY, 26 APRIL 2017

IN COUNCIL CHAMBERS, WALLCLIFFE ROAD, MARGARET RIVER

COMMENCING AT 5:30PM

SHIRE OF AUGUSTA MARGARET RIVER ORDINARY COUNCIL MEETING 26 APRIL 2017

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Meeting Notice Dear Councillor I advise that an Ordinary Council Meeting of the Shire of Augusta Margaret River will be held in Council Chambers, Wallcliffe Road, Margaret River on Wednesday 26 April 2017, commencing at 5:30pm. Yours faithfully

GARY EVERSHED CHIEF EXECUTIVE OFFICER


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ATTENTION/DISCLAIMER

This agenda has yet to be dealt with by the Council. The Recommendations shown at the foot of each item have yet to be considered by the Council and are not to be interpreted as being the position of the Council. The minutes of the meeting held to discuss this agenda should be read to ascertain the decision of the Council. In certain circumstances members of the public are not entitled to inspect material, which in the opinion of the Chief Executive Officer is confidential, and relates to a meeting or a part of a meeting that is likely to be closed to members of the public. No responsibility whatsoever is implied or accepted by the Shire of Augusta Margaret River for any act, omission, statement or intimation occurring during Council or Committee meetings. The Shire of Augusta Margaret River disclaims any liability for any loss whatsoever and howsoever caused arising out of reliance by any person or legal entity on any such act, omission or statement of intimation occurring during Council or Committee meetings. Any person or legal entity who acts or fails to act in reliance upon any statement, act or omission made in a Council or Committee meeting does so at that person’s or legal entity’s own risk. In particular and without derogating in any way from the broad disclaimer above, in any discussion regarding any planning application or application for a licence, any statement or intimation of approval made by any member or Officer of the Shire of Augusta Margaret River during the course of any meeting is not intended to be and is not taken as notice of approval from the Shire of Augusta Margaret River. The Shire of Augusta Margaret River advises that anyone who has any application lodged with the Shire of Augusta Margaret River must obtain and should only rely on WRITTEN CONFIRMATION of the outcome of the application and any conditions attaching to the decision made by the Shire of Augusta Margaret River in respect of the application. The Shire of Augusta Margaret River advises that any plans or documents contained within this agenda may be subject to copyright law provisions (Copyright Act 1968, as amended) and that the express permission of the copyright owner(s) should be sought prior to their reproduction. It should be noted that copyright owners are entitled to take legal action against any persons who infringe their copyright. A reproduction of material that is protected by copyright may represent a copyright infringement.


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TABLE OF CONTENTS

ITEM NO. SUBJECT PAGE NO.

1. DECLARATION OF OPENING .................................................................................................. 5 2. ATTENDANCE ........................................................................................................................... 5 2.1 APOLOGIES ............................................................................................................................... 5 2.2. APPROVED LEAVE OF ABSENCE ........................................................................................... 5

3. DISCLOSURES OF INTEREST ................................................................................................. 5 3.1 ITEM 11.4.1 LIST OF PAYMENTS FOR MARCH 2017 – FINANCIAL INTEREST –

DIRECTOR CORPORATE AND COMMUNITY SERVICES, MS ANNIE RIORDAN ................. 5

4. PUBLIC QUESTIONS ................................................................................................................ 6 4.1. RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE ................................ 6 4.2. PUBLIC QUESTION TIME ......................................................................................................... 6

5. APPLICATIONS FOR LEAVE OF ABSENCE ........................................................................... 6 6. CONFIRMATION OF MINUTES OF PREVIOUS MEETING ..................................................... 6 6.1 ORDINARY COUNCIL MEETING HELD ON 12 APRIL 2017 ................................................... 6

7. DEPUTATIONS .......................................................................................................................... 6 7.1 ITEM 12.1 REVOCATION OF COUNCIL DECISION OM2017/89 – MR RAY

SWARTS ..................................................................................................................................... 6

8. PETITIONS ................................................................................................................................. 7 9. ANNOUNCEMENTS FROM THE PRESIDING MEMBER......................................................... 7 9.1 ANZAC DAY SERVICE .............................................................................................................. 7 9.2 NEW EQUIPMENT FOR COWARAMUP FIRE BRIGADE......................................................... 7 9.3 WELCOME TO JASON ARTHUR FARROW ............................................................................. 7

10. QUESTIONS OF WHICH DUE NOTICE HAS BEEN GIVEN .................................................... 7 11. REPORTS OF COMMITTEES AND EMPLOYEE REPORTS ................................................... 7 11.1 CHIEF EXECUTIVE OFFICER ................................................................................................... 8 11.1.1 CAPES REGION ORGANISATION OF COUNCILS (CAPEROC) MINUTES - 19

AUGUST 2016, 25 NOVEMBER 2016 AND 17 FEBRUARY 2017 ........................................... 9 11.1.2 NOTES OF COUNCILLOR AGENDA BRIEFINGS AND CONCEPT FORUM

SESSIONS FROM 23 NOVEMBER 2016 TO 12 APRIL 2017 ............................................... 15

11.2. SUSTAINABLE DEVELOPMENT ............................................................................................ 20 11.3. INFRASTRUCTURE SERVICES ............................................................................................. 22 11.3.1 LATCH ROAD AND RESERVE 47049, KARRIDALE .............................................................. 23 11.3.2 2017 BITUMEN RESEAL AND ASPHALT OVERLAY PROGRAM ......................................... 26

11.4. CORPORATE AND COMMUNITY SERVICES ....................................................................... 29 11.4.1 LIST OF PAYMENTS FOR MARCH 2017 ............................................................................... 30 11.4.2 FINANCIAL ACTIVITY STATEMENT REPORT - MARCH 2017 ............................................. 33 11.4.3 SPORTS AND RECREATION ADVISORY COMMITTEE MEETING MINUTES 5

APRIL 2017 ............................................................................................................................... 43

12. MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN ........................................... 46 12.1 REVOCATION OF COUNCIL DECISION OM2017/89 – CR EARL ......................................... 46

13. MOTIONS FOR CONSIDERATION AT NEXT MEETING ....................................................... 48 14. NEW BUSINESS OF AN URGENT NATURE ......................................................................... 48 14.1 MEMBERS ................................................................................................................................ 48 14.2 COEO ....................................................................................................................................... 48

15. CONFIDENTIAL BUSINESS .................................................................................................... 48 16. CLOSURE OF MEETING ......................................................................................................... 48


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Minutes of the Ordinary Council Meeting held on Wednesday 26 April 2017, in Council Chambers, Wallcliffe Road, Margaret River, commencing at 5.30pm

Ordinary Council Meeting

1. DECLARATION OF OPENING The Shire President welcomed all in attendance and declared the meeting open at 5.30pm

2. ATTENDANCE Shire President : Cr Ian Earl North Ward

Councillors : Cr Kylie Kennaugh North Ward Cr Peter Lane North Ward Cr Kim Hastie Leeuwin Ward Cr Mike Smart Leeuwin Ward Cr Felicity Haynes Town Ward Cr Pam Townshend Town Ward

Chief Executive Officer : Mr Gary Evershed Director Sustainable Development : Mr Dale Putland

Director Corporate and Community Development : Ms Annie Riordan

Coordinator Asset Management : Ms Sonja Pienaar

Minute Secretary : Ms Claire Schiller

MEMBERS OF THE PUBLIC 6

MEMBERS OF THE PRESS Augusta Margaret River Times : Mr Warren Hately

2.1 Apologies Johan Louw, Director Infrastructure

2.2. Approved Leave of Absence

Nil

3. DISCLOSURES OF INTEREST

3.1 Item 11.4.1 List of Payments for March 2017 – Financial Interest – Director Corporate and Community Services, Ms Annie Riordan

The Director Corporate and Community Services disclosed interest in Item 11.4.1 List of Payments for March 2017, the credit card expenses which is certified by the Chief Executive Officer.


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4. PUBLIC QUESTIONS 4.1. Response to Previous Public Questions Taken on Notice

Nil

4.2. Public Question Time Nil

5. APPLICATIONS FOR LEAVE OF ABSENCE Nil

6. CONFIRMATION OF MINUTES OF PREVIOUS MEETING 6.1 Ordinary Council Meeting held on 12 April 2017

MOTION / COUNCIL DECISION CR SMART, CR KENNAUGH OM2017/95 That Council confirms the minutes of the Ordinary Council Meeting held 12 April 2017 to be a true and correct record of the meeting.

CARRIED 7/0

7. DEPUTATIONS 7.1 Item 12.1 Revocation of Council Decision OM2017/89 – Mr Ray Swarts Mr Ray Swarts of Lot 15962 Caves Road, Margaret River, addressed the meeting in relation to Item 12.1 Revocation of Council Decision OM2017/89, a summary of his deputation is as follows: • It seems that Councillors failed to support the “nature play“ development at Rotary park at the last

Council meeting because of concerns that centred around orderly and proper planning. • Councillors highlighted issues surrounding traffic congestion, parking and potential costs to

ratepayers to resolve, the potential loss of visual amenity to the town entrance and environmental impacts were also highlighted. None of these concerns have been addressed. It was also mentioned that locations potentially more suitable had not been considered.

• The problem I see with supporting this concept plan in principle is that it sort of reinforces and

consolidates some assumptions that have largely gone unquestioned. • It assumes that the traffic parking problems can be solved, that this would be the most appropriate

location and that this development will provide a long-term benefit to our town (I don’t believe this discussion has ever been had with the broader community).

• The conditions placed on public works projects should be the same as those placed on private

development in similar circumstances. • If this motion is designed to provide some security to those investing in this development, it comes

at the expense of forgoing orderly and proper planning, undermines the principles of good governance and will endorse the use of double standards.

• Should this motion get up, the Shire will be vulnerable to further criticism and potential wasteful

costs to ratepayers that more often arise when due process is not followed.


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• The winter diversion track is a good example of this. In a response to criticisms surrounding the handling of this development the Shire assured the community that it was a learning organisation and to their credit admitted that things could have been handled much better.

• Those Councillors and Shire staff who are emotionally invested in supporting this motion, please

ask yourselves this question; what if a private developer owned this portion of land and came to you with this proposal, would you support it. ?

• It’s all about good governance, transparency, accountability and sound processes that are

consistently applied, without that we’ve really got nothing solid to work with and that’s not good for our community, so please do not support this motion as it stands.

The Shire President called for questions and thanked Mr Swarts for his deputation.

8. PETITIONS Nil

9. ANNOUNCEMENTS FROM THE PRESIDING MEMBER

9.1 ANZAC Day Service

The Shire President congratulated the RSL sub-branches for the terrific ANZAC Day service. 9.2 New Equipment for Cowaramup Fire Brigade The Shire President informed the meeting that the Cowaramup Fire Brigade has a new fire fighting vehicle, replacing it’s 13 year old truck. 9.3 Welcome to Jason Arthur Farrow The Shire President acknowledged and welcomed Margaret River Senior High School student Jason Arthur Farrow, seated in the public gallery, who did a fantsatic job of representing Margaret River Senior High School in the ANZAC Day Service.

10. QUESTIONS OF WHICH DUE NOTICE HAS BEEN GIVEN Nil

11. REPORTS OF COMMITTEES AND EMPLOYEE REPORTS


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11.1.

Chief Executive Officer


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11.1.1 CAPES REGION ORGANISATION OF COUNCILS (CAPEROC) MINUTES - 19 AUGUST 2016, 25 NOVEMBER 2016 AND 17 FEBRUARY 2017 LOCATION/ADDRESS Shire of Augusta Margaret River APPLICANT/LANDOWNER Shire of Augusta Margaret River FILE REFERENCE COR/22 REPORT AUTHOR Megan Smith, Executive Assistant AUTHORISING OFFICER Gary Evershed, Chief Executive Officer

IN BRIEF • Councils of the Shire of Augusta Margaret River and the City of Busselton established a Voluntary

Regional Organisation of Councils known as the Capes Region Organisation of Councils (CapeROC).

• The CapeROC meets on a quarterly basis, to discuss and identify opportunities to enhance the capacity of both local governments in delivering social, economic and environmental benefits to their communities and the region.

• Decisions made at the CapeROC meetings to date are presented to Council to be noted or endorsed for action.

RECOMMENDATION That Council notes the CapeROC Meeting Minutes dated 19 August 2016, 24 November 2016 and 17 February 2017 and the recommendations made at the meeting. LOCATION PLAN Nil TABLED ITEMS Nil BACKGROUND The Councils of the local governments of Augusta Margaret River (AMR Shire) and City of Busselton (CoB) resolved to reactivate and formalise the Voluntary Regional Organisation of Councils to be known as the Capes Region Organisation of Councils (CapeROC). The objectives of the CapeROC, contained in the Terms of Reference adopted 24 September 2009, are outlined below: • To explore opportunities to foster economic Development in the Capes Region; • To explore avenues to foster tourism in the Capes Region and improve the coordination of major

regional events; • To safeguard, strengthen and grow the Margaret River and Geographe brands; • To explore opportunities to undertake projects of mutual benefit to the two local governments e.g.

Rails to Trails network; • To develop opportunities to undertake capacity building activities for Councillors and staff in the two

Local Governments; • To explore opportunities to develop funding submissions on a regional basis; • To evaluate possible resource sharing arrangements between the two local governments; • To identify skill shortages and to undertake workforce planning on a regional basis; • To explore opportunities to simplify and standardise policies in the region where appropriate; • To consider the feasibility of establishing a Capes Regional Council.


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The CapeROC meets on a quarterly basis or as required. 27 meetings have taken place since the formation of the body. The meeting proceedings are conducted in accordance with the accepted rules of conduct for the two local governments Council and Committee meetings. The CapeROC has no delegated powers and is a facilitation, advocacy and advisory body established to assist both Councils to achieve greater effectiveness and efficiency. CapeROC decisions made are not binding to the two Councils and require endorsement by either Council. This report presents a summary of the CapeROC decisions at the relevant meeting and proposes that Council notes and endorses the decisions for action. CONSULTATION AND ADVICE External Consultation • CEO, City of Busselton • Events Coordinator, City of Busselton • Director, Engineering and Works Services, City of Busselton • Manager, Waste and Fleet Services, City of Busselton Internal Consultation • Acting CEO, Shire of Augusta Margaret River • Marketing and Events Officer, Shire of Augusta Margaret River DISCUSSION / OFFICER COMMENTS CapeROC members discussed a number of issues which included updates and progress on budgeted projects and strategies at the three meetings Meeting held on 19 August 2016. Presentations Presentations were made by WALGA and the Margaret River Wine Association. Business Arising from Previous Meetings District Tours. Planning for the tours to be reconsidered when major projects are closer to completion. Margaret River Wine Industry Entry Statement. Interim meeting to be held following next steering committee meeting MRBTA Winter Festival Funding Request. Interim meeting to be held. Tourism Directional Signage Update The Events Coordinator, CoB presented an update on the project. The current situation is the MRBTA will be doing the artwork on Bussell Highway and at Gracetown.

Regional Waste Facility Vitor Martins and Oliver Darby gave a presentation on the progress of the Regional Waste Facility discussions. This included an update on the transfer station, and potential landfill sites. Update on Economic Development Strategy – Shire of Augusta Margaret River Gary Evershed gave an overview of the Shire of Augusta Margaret River’s Economic Development strategy. Update on Economic Development Strategy – City of Busselton Jon Berry gave an overview of the City of Busselton’s Economic Development strategy, which is based on their strategic plan and links to the South West Investment Blueprint Margaret River Calendar of Events – MRBTA Proposal Cristina Smith gave an overview of the status of the invitation to MRBTA to take over the events calendar. MRBTA have come back with a proposal which includes two costing options, as follows:

1. $17,500 + GST for 4x editions, event listings only 2. $18,500 + GST for 4x editions, CAPEROC to have control of first 2 pages. These could be

used for voucher space, advertising space or to dedicate to tourism related information on projects or sponsored events the City of Busselton and/or Shire of Augusta Margaret River would like to promote.


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OUTCOME CapeROC voted unanimously to support the second option CapeROC Budget The meeting reviewed the budget. Points to note:

Margaret River Wine Industry entry statement project have requested two amounts: • $3,000 for the stage 1 of the project, the creative concept competition prize pool; and • $27,000 for stage 2 of the project, which covers commissioning the artist, appointment of

a project manager, development of the design, and the construction documentation. OUTCOME CapeROC voted unanimously to provide the amount of $3,000 for stage 1, but considered that they required more information before being able to make a determination on the $27,000 for stage 2. An interim meeting of CapeROC will be set to consider this item, as well as the MRBTA Winter Festival funding request. Busselton Margaret River Regional Airport (BMRA) Update Director, Community and Commercial Services, City of Busselton gave an update on the project – no action required. Busselton Foreshore and Civic and Administration Building Update The CEO, CoB, gave an update on the project – no action required. Meeting held on 24 November 2016. Presentations Presentations were made by WALGA and David Willcox from Common Trails Business Arising from Previous Meetings Margaret River Wine Industry Entry Statement. See information following. MRBTA Winter Festival Funding Request. See information following. Tourism Directional Signage Update The Events Coordinator, CoB presented an update on the project. The current situation is the MRBTA will be doing the design work and there is $20k funding for a condition report for the upgrades.

Shire Entry Statement The Marketing and Events officer from the Shire gave an update on the upgrade of the existing four signs and the addition of one new sign. Calendar of Events The Marketing and Events officer from the Shire update the meeting on the new format of the Calendar of Events, which will now be part of the Your Margaret River Region magazine published by the MRBTA, as well as being available online. CapeROC Budget The meeting reviewed the budget. Margaret River Wine Association 50th Anniversary Celebration The Events Coordinator, CoB presented an update on the project, which is now proposed to be a film which will showcase the history and future growth of the wine industry in the region. OUTCOME CapeROC acknowledged the use of the budgeted amount of $20k for the support of the film project which will be managed by MRBTA on behalf of the association.


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Wine Equalisation Tax (WET) Rebate The CEO, Shire of Augusta Margaret River, gave an update on the action which had been taken by the Shire and the City in relation to the WET Rebate, and the results of this action to date. CapeROC meeting schedule for 2017 The following meeting schedule was endorsed. Shire of Augusta Margaret River – Friday, 17 February 2017 (including district inspection) Shire of Augusta Margaret River – Friday, 12 May 2017 City of Busselton – Friday 18 August 2017 City of Busselton – Friday 24 November 2017 (including Busselton district inspection) MRBTA Request for Event Funding: Cabin Fever Winter Festival Proposal The Margaret River Busselton Tourism Association Inc. (MRBTA) is seeking a contribution of $20k toward a proposed regional food and wine event in the winter months. OUTCOME CapeROC gave in principle support to $20k being allocated from next years budget, as the event is to be held in the winter months of 2017 Margaret River Wine Industry Association Request for Funding for: Public Art Trail (Including Regional Entry Statement) The Margaret River Wine Industry Association is seeking a contribution of a total of $30k as a contribution to a proposed public art trail including a major entry statement at Vasse. OUTCOME CapeROC approved an allocation of $30k (in total) from the 2016/17 Caperoc budget ($15k from the City of Busselton and $15k from the Shire of Augusta Margaret River) as a contribution to project management and design development of a proposed regional wine industry public art work proposed to be located on Main Roads land within the Busselton Bypass information bay/rest area on the approach to the Bussell Highway turnoff at Vasse. Note: The City of Busselton in its discussions was adamant that the City would not be responsible for any associated maintenance. Busselton Margaret River Regional Airport (BMRA) Update Director, Community and Commercial Services, City of Busselton gave an update on the project – no action required. Margaret River Cultural Centre Redevelopment The CEO, Shire of Augusta Margaret River gave an update on the project – no action required. General Discussion Items The meeting discussed the issue of volunteer fatigue, particularly in relation to events in the City of Busselton Meeting held on 17 February 2017. Presentations A presentation was made by WALGA. General Updates Margaret River Wine Association Entry Statement Project- verbal update The Economic and Business Development Coordinator of the CoB gave a verbal update on the project. The entry statement is now a piece of art to be placed at Vasse. The Association is trying to engage with the arts industry. The project will not be finished in time for the anniversary – it is more likely that


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the proposed MRBTA Cabin Fever event will be associated with this instead. The new president of the Association, Cath Oates, is to be invited to present at the next CapeROC. CapeROC Budget The budget was reviewed. Points to note:

• Wine 50th anniversary funds to two projects – a publication and a film • Projects need to be identified for 2017-2018 – moving away from tourism related events- need

a bigger geographic scope, and a focus on economic development Regional Trails Strategy The Director Infrastructure Services, gave an overview of the strategy. The Western Australian Government reviewed the Western Australian Trails Strategy 2009-2015 and it is anticipated that the new Western Australian Strategic Trails Blueprint 2017-2021 will be released later in 2017. Both AMRS and CoB have several well used trails and trail development strategies. In order to develop a consistent and integrated approach to trail development within the region it is proposed a regional trail strategy be prepared. Busselton Margaret River Regional Airport The CEO of the CoB gave an update on the project – no action required. Margaret River Cultural Centre Redevelopment The CEO of the Shire of Augusta Margaret River gave an update on the project – no action required. General Discussion Items

• Topics to raise with the Commissioner for Small Business at 12 May 2017 meeting • Sustainability Advisory Committee report – use of plastic bags. • Planning Strategy for the Capes Region

BUDGET SUMMARY

2016 CapeROC Projects Approved Allocation $100,000

Expenditure (AMR)

Expenditure (BSN)

Total Expenditure

Comments

Margaret River Wine – 50th Anniversary

$20,000 $10,000 10,000 20,000

Tourism Directional Signage $20,000 0 0 0 Margaret River Region Calendar of Events

$25,000 2635.59 0 2635.59 Capes Calendar Printing Costs

Public Art Trail – MR Wine Industry Assn

$30,000 15,000 15,000 30,000

Total Approved Allocations $95,000 0 0 0 Total Unallocated $5,000 0 0 0

MR Wine 50th Anniversary ($20k) - Proposed allocation of $20,000 funds: $20,000 funds are to be allocated to two important 50th Anniversary projects that are directly related.

- $5,000 to go toward “A Thousand Fathers” a detailed historic publication showcasing the Wine Industry –both Council’s will be acknowledged in the book

- $15,000 to go toward regional video footage for the 50th Anniversary signature event – the “Decade Tastings” Masterclass - both Council’s will be acknowledged in the films.

STATUTORY ENVIRONMENT / LEGAL IMPLICATIONS Nil STRATEGIC PLAN Community Strategic Plan 2033 (CSP) Corporate Business Plan 2016-2020 Goal 5: Effective leadership and governance Community Outcome 5.1: Effective governance and corporate leadership


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Strategic Response 5.1.5: Develop effective partnerships and strategic alliances to maximise community benefits Service level strategy/plan 5.1.5.13: Participate and convene CapeROC meetings and provide secretariat services in 2016 before handing over to the City of Busselton in 2017 POLICY IMPLICATIONS The adopted Augusta Margaret River Shire Governance and Business Excellence Policy Manual - 1.9 Council Delegates - provides guidance to Council’s delegates in participating and contributing to decision making for external committees and bodies. PLANNING FRAMEWORK Nil FINANCIAL IMPLICATIONS Nil SUSTAINABILITY IMPLICATIONS Environmental, Social, Economic Joint media releases following CapeROC meetings will provide a promotional tool to keep the communities informed on CapeROC issues and will demonstrate that the Shire of Augusta Margaret River and the City of Busselton are actively cooperating, sharing resources and identifying issues of commonality to enhance the provision of social, economic and environmental benefits to their communities and region. VOTING REQUIREMENTS Simple Majority RECOMMENDATION That Council notes the CapeROC Meeting Minutes dated 19 August 2016, 24 November 2016 and 17 February 2017 and the recommendations made at the meeting. ADVICE TO APPLICANT / PROPONENT Nil ATTACHMENTS 1. Minutes of the CapeROC Meetings held on 19 August 2016, 24 November 2016 and 17 February

2017. RECOMMENDATION / COUNCIL DECISION CR HAYNES, CR LANE OM2017/96 That Council notes the CapeROC Meeting Minutes dated 19 August 2016, 24 November 2016 and 17 February 2017 and the recommendations made at the meeting.

CARRIED 7/0


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11.1.2 NOTES OF COUNCILLOR AGENDA BRIEFINGS AND CONCEPT FORUM SESSIONS FROM 23 NOVEMBER 2016 TO 12 APRIL 2017 LOCATION/ADDRESS Shire of Augusta Margaret River APPLICANT/LANDOWNER Shire of Augusta Margaret River FILE REFERENCE COR/221 REPORT AUTHOR Megan Smith, Executive Assistant AUTHORISING OFFICER Gary Evershed, Chief Executive Officer

IN BRIEF • Council conducts bi-monthly as required Councillor Briefing Sessions which are run under strict

guidelines in compliance with the Department of Local Government and Communities (DLGC) Guidelines.

• Council’s policy for the conduct of the Councillor Information Briefing Sessions provides for the proceedings of the briefings to be brought to Council and for wider community awareness as a public record in the form of notes as an additional accountability mechanism.

• Notes of recent Councillor Briefing sessions are presented to be received by Council in accordance with Council’s adopted policy.

RECOMMENDATION That Council receives the Notes of Councillor Agenda Briefings and Concept Forum Sessions from 23 November 2016 to 12 April 2017. LOCATION PLAN Nil TABLED ITEMS Nil BACKGROUND The purpose of Councillor Agenda Briefings and Concept Forums is to: 1. Provide relevant information so that Councillors are better informed when participating in Council

decision making processes. 2. Provide a forum for two-way communication between elected members and key staff members on

important Council related matters. 3. Provide an inclusive opportunity for general community members and the press to receive the

same information on Agenda Items being provided to elected members on a range of relevant topics

Agenda briefings and workshops sessions are centred on one or more of the following outcomes which can be classified under the DLGC Guidelines for Councillor Forums as either a Concept or an Agenda Forum: Concept Forums • capacity building and up skilling of Councillors • discussion of governance processes and effectiveness • a statement of principles on key issues • guidance to the CEO on further avenues of research • compiling a list of critical issues resulting from the briefing • the brainstorming of ideas • policy development and direction (but not adoption)


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• ongoing discussion of the Shire’s strategic direction Agenda Forums • breaking down of complex issues before Council • clarification of items on the Council agenda • requests for additional information on items on the Council agenda • confidential discussion of items which are on the agenda and which will be discussed with

members of the public excluded Agenda Briefing Sessions are open to all elected members and generally to all members of the public and press. The Chief Executive Officer is to be in attendance and other relevant Directors and staff as required by the CEO for the provision of information to elected members. Matters of a confidential nature to be included in a Council agenda will be discussed at closed briefing sessions (i.e. not open to the public). Otherwise normal briefing sessions will be open to the public at a suitable publicly accessible time. As recommended by the Department of Local Government and Communities, sessions considered by the CEO in consultation with the Shire President to be Concept Forums will be closed to the public to facilitate the open discussion of preliminary ideas and concepts by Councillors. CONSULTATION AND ADVICE External Consultation The Local Government Operational Guidelines Number 5 Council Forums have been considered and adapted for use in the Shire of Augusta Margaret River setting. Internal Consultation Nil DISCUSSION / OFFICER COMMENTS The following are the informal notes of the Councillor Agenda Briefings and Concept Forum Sessions recently held as recommended by Council’s adopted policy which is consistent with the DLG Guidelines. Notes of Councillor Agenda Briefings and Concept Forum Sessions from 23 November 2016 to 12 April 2017 Date: 23 November 2016 – Councillor Briefings Margaret River Attendance: Crs Earl, Kennaugh, Haynes, Lane, Townshend, Smart, Hastie, CEO, Gary Evershed, Director Corporate and Community Services, Annie Riordan, Acting Director Infrastructure, David Nicholson, and Director Sustainable Development, Dale Putland. Cape to Cape Catchments Group update on last financial year Boyd Wykes, Stuart Hicks, Steven Castan, Dr Carmen Lawrence and Rick Ensley presented on the Group’s activities in the last financial year and gave an overview of their future planning. Closed Councillor Briefing – Gray - Extractive Industry Licence Variation The Coordinator Legal Services, Ian McLeod, presented on the applicant’s response to the Shire’s proposed new conditions (The briefing was closed due to legal advice that might need to be taken in the future) Closed Councillor Briefing - Future Operations of Swim Schools at the Margaret River Recreation Centre The Recreation Operations Manager, Dylan Brown, gave a briefing to discuss the future operations of the Swim Schools at the Margaret River Recreation Centre. (The briefing was closed as issues of a commercial nature were discussed). Date: 25 January 2017 – Councillor Briefings Margaret River No briefings were held


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Date: 8 February 2017 – Councillor Briefings Margaret River Attendance: Crs Earl, Kennaugh, Haynes, Lane, Townshend, Smart, Hastie, CEO, Gary Evershed, Director Corporate and Community Services, Annie Riordan, Director Infrastructure, Johan Louw, and Director Sustainable Development, Dale Putland. Closed Councillor Briefing - Future Operations of Swim Schools at the Margaret River Recreation Centre The Director Corporate and Community Services, Annie Riordan and the Recreation Operations Manager, Dylan Brown, gave a briefing to discuss the future operations of the Swim Schools at the Margaret River Recreation Centre. (The briefing was closed as issues of a commercial nature were discussed). Second Access Road to Gnarabup/Prevelly The Manager Planning, Nick Logan, gave a briefing to detail the assessment of a potential second access road to Gnarabup and the outcomes of consultation over potential alignments Lower Blackwood and Land Conservation District Committee The Lower Blackwood and Land Conservation District Committee gave an overview of the past year and their current activity. Date: 22 February 2017 – Councillor Briefings Margaret River Attendance: Crs Kennaugh, Haynes, Lane, Smart, Hastie, Townshend, CEO Gary Evershed, Director Corporate and Community Services Annie Riordan, Director Infrastructure, Johan Louw, and Director Sustainable Development, Dale Putland. Update on Tender for Architectural Services for the Cultural Centre Redevelopment The CEO, Gary Evershed updated Council on the status of the RFT for the architectural services for the Cultural Centre redevelopment. (The briefing was closed as issues of a commercial nature were discussed). Date: 8 March 2017 – Councillor Briefings Augusta Attendance: Crs Earl, Kennaugh, Haynes, Lane, Smart, Hastie, CEO, Gary Evershed, Acting Director Infrastructure, David Nicholson, and Director Sustainable Development, Dale Putland. Closed Councillor Briefing – Park Home Application Representatives from the Park Home group gave an overview of the proposed development at lots 104 and 105 Bussell Highway Margaret River. . (The briefing was closed as issues of a commercial nature were discussed). Date: 22 March 2017 – Councillor Briefings Margaret River Attendance: Crs Earl, Kennaugh, Haynes, Lane, Smart, Hastie, Townshend, CEO, Gary Evershed, Director Corporate and Community Services, Annie Riordan, Director Infrastructure, Johan Louw, and Director Sustainable Development, Dale Putland. Councillor Briefing – Rotary Forest Playground – Nature Play Concept Plan (on site) The Director Infrastructure Services Johan Louw facilitated a site visit which incorporated an overview of the concept plan for the area and the consultation process which had been undertaken (The CEO and the Director Sustainable Development were not present at this briefing) Closed Councillor Briefing – Redgate Lime – offer arising out of Tribunal Mediation The Coordinator Legal, Ian McLeod and the Coordinator Statutory Planning, Johan Pienaar, brought the results of a mediation between the Shire and Redgate Lime conducted by the Tribunal to the Council – this being that there was a without prejudice outcome to be considered. (The briefing was closed for two reasons, one, that tribunal mediations are required to be kept confidential to encourage open negotiation, and two that the briefing may contain legal advice in relation to prospects of success in the Tribunal)


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Councillor Briefing – Long Term Financial Plan The Manager Finance, Andrew Ross presented the draft Long Term Financial Plan to Council. Date: 12 April 2017 – Council Briefings Margaret River Attendance: Crs Earl, Kennaugh, Haynes, Lane, Smart, Hastie, Townshend, Acting CEO, Annie Riordan, Director Infrastructure, Johan Louw, and Director Sustainable Development, Dale Putland. Closed Councillor Briefing - Perimeter Road Funding The Manager Planning and Development, Nick Logan, gave a briefing on the proposed amendment 36 for final adoption relating to the Perimeter Rd funding and modifications arising from advertising. (The briefing was closed as it related to matters of financial interest for members of the public) In Principle Scheme Amendment Mansfield Avenue The Manager Planning and Development, Nick Logan, gave a brief summary of the development proposal for rezoning of land in Mansfield Avenue. Flinders Bay Cape Leeuwin Trail The Manager Asset Services, David Nicholson, updated Councillors on the options for a path or trail from Augusta Boat Harbour to Cape Leeuwin following recent advice from MRWA about the future speed limit on Leeuwin Road. Margaret River Main St Development The Director Infrastructure Services, Johan Louw, gave an overview of the current ‘not for construction’ designs, consultation to date and proposed project program. Your2036 Corporate and Community Planner, Stacey Hutt, gave an update on the major review of the Community Strategic Plan. STATUTORY ENVIRONMENT / LEGAL IMPLICATIONS Local Government Act 1995 STRATEGIC PLAN / POLICY IMPLICATIONS Community Strategic Plan 2033 (CSP) Corporate Business Plan 2016-2020 Goal 5: Effective leadership and governance Community Outcome 5.1: Effective governance and corporate leadership Strategic Response 5.1.1: Attract and develop high quality Councillors that are able to lead and articulate the community’s aspirations Service level strategy/plan 5.1.1.5: Conduct Councillor briefing sessions prior to Ordinary Council Meetings and bring a record of briefings to Council meetings on a quarterly basis PLANNING FRAMEWORK Nil FINANCIAL IMPLICATIONS Nil SUSTAINABILITY IMPLICATIONS Environmental Nil Social Nil Economic Nil


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VOTING REQUIREMENTS Simple Majority RECOMMENDATION That Council receives the Notes of Councillor Agenda Briefings and Concept Forum Sessions from 23 November 2016 to 12 April 2017. ADVICE TO APPLICANT / PROPONENT Nil ATTACHMENTS Nil Cr Kennaugh addressed the meeting, asking whether Cr Earl was in attendance at the 8 March 2017 briefings held in Augusta as he was recorded as being absent in the report. Cr Earl confirmed he did attend the 8 March briefings. The report was then amended, as highlighted in yellow, and the word ‘amended’ added to the recommendation to reflect this as shown below. Cr Kennaugh then moved the recommendation: RECOMMENDATION / COUNCIL DECISION CR KENNAUGH, CR HASTIE OM2017/97 That Council receives the amended Notes of Councillor Agenda Briefings and Concept Forum Sessions from 23 November 2016 to 12 April 2017.

CARRIED 7/0


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11.2. Sustainable Development


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11.2. SUSTAINABLE DEVELOPMENT Nil


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11.3. Infrastructure Services


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11.3.1 LATCH ROAD AND RESERVE 47049, KARRIDALE LOCATION/ADDRESS Latch Road, Karridale APPLICANT/LANDOWNER Shire of Augusta Margaret River FILE REFERENCE RES/47049 REPORT AUTHOR Doug Sims, Technical Officer – Assets and Land Administration AUTHORISING OFFICER Johan Louw, Director Infrastructure Services

IN BRIEF • Reserve 47049 is the old Busselton to Augusta railway reserve which now provides the alignment

for the Wadandi Track • The applicant has farming property on both sides of this reserve in Karridale. • The farming property on the eastern side is serviced by Latch Road, which is a built gravel road. • The property on the western side has frontage to an unbuilt gazetted road. • The owner of the properties on both sides of Latch Road currently runs stock and machinery across

the reserve as part of his farming operations on these two properties. • The owner has requested the Shire create a road reserve through Reserve 47049 to allow formal

access across Reserve 47049 to his western property. RECOMMENDATION That Council supports the excision of the required land for road purposes as shown on Attachment 1 from Reserve 47049 and the dedication of the same land as “road’ in accordance with Section 56 of the Land Administration Act 1997 (LAA). LOCATION PLAN


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TABLED ITEMS Nil BACKGROUND Reserve 47049 was formerly the railway reserve running from Busselton Jetty to Flinders Bay. The typical layout of the railway reserve was a 60m wide railway corridor with a 20m wide road reserve running along both sides thus creating a 100m wide corridor, which is the case between the applicant’s two properties. The owner 50 Latch Rd (Lot 1934) also owns 95 Latch Rd (Lot 3947). These two properties are separated by a 20m wide road reserve (Latch Road), a 60m wide reserve (Wadandi Track) and another 20m wide road reserve, which is un-built and un-named. Access to Lot 3947 legal access is via the unbuilt road reserve off Stockdill Road. However, current and historical access has been via Latch Road, across the Reserve 47049 into the property. The owner currently runs stock and machinery across the Reserve 47049 between these two properties. The owner has requested the creation of a formal road across the reserve, between his two properties. He is of the opinion that the current informal track across the reserve is “affecting the stability of the farm and hindering our succession planning”. CONSULTATION AND ADVICE External Consultation Department of Lands who gave in principle support. This in principle support was for the creation of a road reserve across Reserve 47049 only but did not relate to a specific crossing point. The Director of Infrastructure discussed the request with the owner. Internal Consultation Director of Infrastructure Services Planning Services DISCUSSION / OFFICER COMMENTS Reserve 43215 is vested with the Shire for the purpose of Heritage Trail and forms part of the Wadandi Track (Busselton to Flinders Bay Rail-Trail). This portion of Reserve 47049 is identified as an Environmentally Sensitive Area. Therefore this will need to be considered when planning and road construction. The owner of Lot 3947 is also the owner of Lot 1934 Latch Road, which is located directly across the reserve from Lot 3947. Under Infrastructure Policy 2 Road Closure of Gazetted Roads & Unconstructed Road Reserves, the cost to build this road would be at the cost of the applicant An informal road already partially exists on this alignment and future traffic volumes and vehicle speeds are likely to be low given the surrounding rural land use and discontinuous road network. STATUTORY ENVIRONMENT / LEGAL IMPLICATIONS Land Administration Act 1997 Dedication of land as Road Reserve is actioned under Section 56 of the Land Administration Act 1997. STRATEGIC PLAN / POLICY IMPLICATIONS Community Strategic Plan 2033 (CSP) Corporate Business Plan 2016-2020 Effective strategy, planning and asset management Goal 5: Effective leadership and governance.


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PLANNING FRAMEWORK Nil FINANCIAL IMPLICATIONS Under Shire Infrastructure Policy 2 – Unconstructed Road Reserves. The cost to construct a new road will not be funded by the Shire. The cost will be the cost of engaging a licenced surveyor for surveying services for the creation of a new road over Reserve 47049. In this regard, the Shire has engaged Survey South for $2,980 to complete this stage of the development. The cost will be paid from TYA12 - Licensed Survey for Land Administration SUSTAINABILITY IMPLICATIONS Environmental There are no current plans to build a road within the proposed road reserve. If the road were to be built, then all relevant environmental approvals would need to be obtained prior to any works commencing. Social Gazettal of the access to the property would provide the owner consistency of access. Economic The direct access to the property would allow continuation of current farming practises. VOTING REQUIREMENTS Simple Majority RECOMMENDATION That Council supports the excision of the required land for road purposes as shown on Attachment 1 from Reserve 47049 and the dedication of the same land as “road’ in accordance with Section 56 of the Land Administration Act 1997 (LAA). ADVICE TO APPLICANT / PROPONENT Inform owner of 50 Latch Rd (Lot 1934) and 95 Latch Rd (Lot 3947) of Council’s resolution. ATTACHMENTS 1. Survey Plan prepared by Survey South showing land to be excised from reserve 47049 for road

purposes. RECOMMENDATION / COUNCIL DECISION CR HASTIE, CR SMART OM2017/98 That Council supports the excision of the required land for road purposes as shown on Attachment 1 from Reserve 47049 and the dedication of the same land as “road’ in accordance with Section 56 of the Land Administration Act 1997 (LAA).

CARRIED 7/0


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11.3.2 2017 BITUMEN RESEAL AND ASPHALT OVERLAY PROGRAM LOCATION/ADDRESS Shire of Augusta Margaret River APPLICANT/LANDOWNER Shire of Augusta Margaret River FILE REFERENCE COR/225 REPORT AUTHOR Chris Yates, Acting Manager Works AUTHORISING OFFICER Johan Louw, Director Infrastructure Services

IN BRIEF • The Shire of Augusta Margaret River issued a Request for Quotation via the WALGA eQuotes

online purchasing portal for the provision for services in the 2016-2017 bitumen reseal and asphalt overlay program.

• An appropriate budget has been secured in the 2016-17 Budget for the application of resealing of

bitumen and overlay of asphalt on the Shire’s sealed road network, with the anticipated contract value being over $150,000 (ex. GST), quotations were sought from suitably qualified suppliers through the WALGA Roadbuilding Materials & Related Services preferred supplier panel.

RECOMMENDATION That Council awards Malatesta Road Paving and Hot Mix be awarded as the successful contractor to undertake the bitumen reseal and asphalt overlay program on the basis of best value for money. LOCATION PLAN Nil TABLED ITEMS Nil BACKGROUND In accordance with Part 4 clause 11(2) (b) of the Local Government (Functions and General) Regulations 1996, Tenders over $150,000 (ex GST) require to be publicly invited unless the supply of goods and services is to be obtained through the WALGA Preferred Supplier Program., therefore forming an exemption to the Public Tender process.. In this circumstance, the procedure for obtaining quotes reverts to that of a formal quotation, as outlined in the Shire’s Purchasing Policy, where a minimum of three (3) written quotes are required to be sought from the relevant WALGA Preferred Supplier Panel. The Request for Quotation was opened via the WALGA Preferred Supplier eQuotes online purchasing portal on 30 March 2017. The panel used for this request was the WALGA Preferred Supplier Panel Roadbuilding Materials & Related Services (Type: Preferred Supplier Panel, Contract Name/Number: C033_13). CONSULTATION AND ADVICE External Consultation Quotations were sought using the WALGA eQuotes online purchasing panel. Three suitably qualified suppliers from the Roadbuilding Materials & Related Services WALGA Preferred Supplier Panel, C033_13, were asked to provide quotations. Two quotations were received from two suppliers. Internal Consultation Consultation was undertaken with the supervisors and officers involved in the supervision of the services and the Shire’s Project and Procurement Officer.


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DISCUSSION / OFFICER COMMENTS An evaluation of tenders has been undertaken and a copy of the Evaluation Report is attached as Confidential Attachment 1. Quotations were sought from the following service providers, pre-qualified in the WALGA list:

• Fulton Hogan Industries Pty Ltd; • Malatesta Road Paving and Hot Mix; and, • Boral Resources WA Limited.

Quotations were received from the following service providers:

• Fulton Hogan Industries Pty Ltd; and, • Malatesta Road Paving and Hot Mix.

Quotations have been assessed by the evaluation panel against criteria of similar experience, timeliness and ability to undertake works in the specified time period, availability of key personnel and resources and price in the form of a schedule of rates. The weighting applied to those criteria were as follows

• Similar Experience – 15% • Timeliness – 30% • Resources – 15% • Price – 40%

Based on the assessment and evaluation of quotations received, it is recommended that the contract be awarded to Malatesta Road Paving and Hot Mix. STATUTORY ENVIRONMENT / LEGAL IMPLICATIONS Section 3.57 of the Local Government Act 1995 STRATEGIC PLAN / POLICY IMPLICATIONS Community Strategic Plan 2033 (CSP) Corporate Business Plan 2016-2020 Goal 3: Managing Growth Sustainably Community Outcome: Connected and safe transport network. PLANNING FRAMEWORK Nil FINANCIAL IMPLICATIONS Council annually budgets for the external supply of goods and services. Quotations or Tenders are sought to ensure Council gets value for money and meets its obligations under section 3.57 of the Local Government Act 1995. The appropriate bitumen resealing and asphalt overlay budgets are included in the Construction in the Infrastructure – Works budget. SUSTAINABILITY IMPLICATIONS Environmental Nil Social Provides equality to members of the public in being able to offer their services to the Council. Economic Value for money for goods and services. VOTING REQUIREMENTS Simple Majority


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RECOMMENDATION That Council awards Malatesta Road Paving and Hot Mix be awarded as the successful contractor to undertake the bitumen reseal and asphalt overlay program on the basis of best value for money. ADVICE TO APPLICANT / PROPONENT Nil ATTACHMENTS 1. Confidential – Evaluation Report 2. Confidential – Evaluation Matrix

RECOMMENDATION / COUNCIL DECISION CR HASTIE, CR LANE OM2017/99 That Council awards Malatesta Road Paving and Hot Mix be awarded as the successful contractor to undertake the bitumen reseal and asphalt overlay program on the basis of best value for money.

CARRIED 7/0


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11.4. Corporate And Community

Services


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11.4.1 LIST OF PAYMENTS FOR MARCH 2017 LOCATION/ADDRESS N/A APPLICANT/LANDOWNER Shire of Augusta Margaret River FILE REFERENCE FIN/42 REPORT AUTHOR Lynne Kenworthy, Coordinator Finance AUTHORISING OFFICER Annie Riordan, Director Corporate and Community Services

Director Corporate and Community Services discloses interest in the credit card expenses which is certified by the Chief Executive Officer. IN BRIEF It is a requirement of the Local Government (Financial Management) Regulations 1996 that payments made under delegated authority by the CEO are reported to Council on a monthly basis showing details of each account paid since the last such list was prepared. RECOMMENDATION That Council notes the March 2017 List of Payments for $2,818,652.64 as certified correct by the Chief Executive Officer. LOCATION PLAN Nil TABLED ITEMS Nil BACKGROUND Where Council has delegated authority to the CEO to make payments from the Shire’s bank accounts then under Local Government (Financial Management) Regulations 1996, Regulation 13 (1) a list of such payments is to be prepared each month for noting by Council. CONSULTATION AND ADVICE External Consultation Nil Internal Consultation Nil DISCUSSION / OFFICER COMMENTS Table 1 below provides a summary of the payments made and Table 2 makes comparison between payments for the 2015-16 and 2016-17 financial years. The List of Payments attachment provides further details as required under Regulation 13 (1). These details are as follows.

(a) The payee’s name; (b) The amount of the payment; (c) The date of the payment; and (d) Sufficient information to identify the transaction.

In order to improve operational efficiency and reduce costs, the Shire’s Finance team continually liaise with creditors paid by cheque to encourage them to switch to EFT.


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TABLE 1 – SUMMARY OF PAYMENTS MADE IN THE MONTH

MODE OF PAYMENT CHEQUE / EFT NUMBERS SUB-TOTAL AMOUNT

Cheques (includes reimbursement of credit cards) 42158-42160 $13,729.92 $13,729.92

EFT 58042-58496 $1,747,750.40 Direct Debits $1,057,172.32 $2,804,922.72

TOTAL $2,818,652.64

TABLE 2 – COMPARISON WITH PRIOR YEAR OF PAYMENTS MONTH CHEQUES EFT TOTAL PMTS CUMULATIVE CHEQUES EFT TOTAL PMTS CUMULATIVE

2015-16 2015-16 2015-16 PAYMENTS 2016-17 2016-17 2016-17 PAYMENTS

JULY 18,574.29 3,108,059.98 3,126,634.27 3,126,634.27 26,818.42 3,666,885.36 3,693,703.78 3,693,703.78 AUGUST 18,321.82 1,980,022.38 1,998,344.20 5,124,978.47 23,160.39 3,700,179.99 3,723,340.38 7,417,044.16

SEPTEMBER 16,151.74 9,861,625.31 9,877,777.05 15,002,755.52 19,330.43 8,310,023.78 8,329,354.21 15,746,398.37 OCTOBER 19,349.63 5,058,215.63 5,077,565.26 20,080,320.78 17,878.48 5,011,969.93 5,029,848.41 20,776,246.78

NOVEMBER 22,306.58 2,617,585.05 2,639,891.63 22,720,212.41 11,582.39 2,527,108.13 2,538,690.52 23,314,937.30 DECEMBER 38,300.43 3,340,304.12 3,378,604.55 26,098,816.96 28,503.44 2,694,198.73 2,722,702.17 26,037,639.47 JANUARY 24,247.57 4,404,603.21 4,425,850.78 30,524,667.74 19,943.84 2,512,461.38 2,532,405.22 28,570,044.69

FEBRUARY 17,988.50 2,292,007.08 2,309,995.58 32,834,663.32 7,590.17 2,504,279.74 2,511,869.91 31,081,914.60 MARCH 31,991.91 6,362,556.19 6,394,548.10 39,229,211.42 13,729.92 2,804,922.72 2,818,652.64 33,900,567.24 APRIL 15,738.88 2,481,350.30 2,497,089.18 41,726,300.60 MAY 26,446.62 2,806,629.63 2,833,076.25 44,559,376.85 JUNE 38,302.06 7,078,064.84 8,204,329.10 52,763,705.95

287,720.03 51,391,023.72 52,763,705.95 168,537.48 33,732,029.76 33,900,567.24


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STATUTORY ENVIRONMENT / LEGAL IMPLICATIONS Local Government Act 1995, s 6.10, and Local Government (Financial Management) Regulations 1996, r 13 STRATEGIC PLAN / POLICY IMPLICATIONS Community Strategic Plan 2033 (CSP) Corporate Business Plan 2016-2020 Goal 5: Effective leadership and governance Community Outcome 2: Effective strategy, planning and asset management Strategic Response: Ensure the Shire’s financial performance is well managed and leads to a strong financial position Service level strategy/plan: Continue to monitor and analyse monthly, year to date and annual financial performance. PLANNING FRAMEWORK Nil FINANCIAL IMPLICATIONS Nil SUSTAINABILITY IMPLICATIONS Environmental Nil Social Nil Economic Nil VOTING REQUIREMENTS Simple Majority RECOMMENDATION That Council notes the March 2017 List of Payments for $2,818,652.64 as certified correct by the Chief Executive Officer. ADVICE TO APPLICANT / PROPONENT Nil ATTACHMENTS 1. List of Payments for March 2017 RECOMMENDATION / COUNCIL DECISION CR KENNAUGH, CR HAYNES OM2017/100 That Council notes the March 2017 List of Payments for $2,818,652.64 as certified correct by the Chief Executive Officer.

CARRIED 7/0


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11.4.2 FINANCIAL ACTIVITY STATEMENT REPORT - MARCH 2017 LOCATION/ADDRESS N/A APPLICANT/LANDOWNER Shire of Augusta Margaret River FILE REFERENCE FIN/14 REPORT AUTHOR Andrew Ross, Manager Corporate Services AUTHORISING OFFICER Annie Riordan, Director Corporate and Community Services

IN BRIEF • The monthly financial activity statement report is a standard financial reporting item prepared in

accordance with the provisions of the Local Government Act 1995 and Regulation 34 of the Local Government (Financial Management) Regulations 1996.

• Council is to consider the financial results for the period ending 31 March 2017. RECOMMENDATION That Council receives the Monthly Financial Report – March 2017 in accordance with Section 6.4 of the Local Government Act 1995 and Regulation 34 of the Local Government (Financial Management) Regulations 1996. LOCATION PLAN Nil TABLED ITEMS Nil BACKGROUND In accordance with Financial Management Regulation 34 the Shire is to prepare each month a Statement of Financial Activity reporting on the sources and applications of funds, as set out in the annual budget under Financial Management Regulation (1) (d), for that month with the following details:

(a) annual budget estimates; (b) budget estimates to the end of the month to which the statement relates; (c) actual amounts of expenditure, revenue and income to the end of the month to which the

statement relates; (d) material variances between the comparable amounts referred to in (b) and (c); and (e) net current assets at the end of the month to which the statement relates.

Also under Financial Management Regulation 34(5) Council are to adopt each year a material variance threshold. At the Ordinary Meeting of Council on 27 July 2016 (OM2016/158) Council adopted a monthly variance for reporting of material variances, where financial activity is greater than 10% and $10,000. Determination of budget variances for the February to June 2017 financial reports are based on the 2016-17 amended budget approved at the Ordinary Meeting of Council on 22 February 2017 (OM2017/54). CONSULTATION AND ADVICE External Consultation Nil Internal Consultation Business unit managers were provided the draft monthly financial reports for their business units and have provided their comments on variances greater than 10% and $10,000.


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DISCUSSION / OFFICER COMMENTS The commentary contained in the body of this report is in line with Financial Management Regulation (2) (b) that requires commentary on material variances to the Statement of Financial Activity at the nature/type, program or business unit level. The Statement of Financial Activity shows a year to date actual closing position at 31 March of $12.531 million compared to the year to date budget position of $4.137 million. The actual closing position reduced by $1.527 million compared to the result at the end of February. The main reasons for the variation to Budget are:

• Operating expenditure on a year to date basis is $2.645 million or 9.8% below budget (last month $2.519 million or 10.4% below budget). Contributing factors are employee expenses being $0.511 million or 4.8% under budget (last month $0.492 million or 5.1% under budget) due to staff leave taken and staff vacancies. Of the 36 business units, 25 are reporting under budget employee related expenditure and 11 are over budget. Materials and contracts are $1.978 million or 27.5% under budget (last month $1.857 million or 29.1% under budget). This is primarily due to projects not having commenced in a number of areas such as Waste ($0.659 million), fire prevention ($0.090 million), Asset Services ($0.143 million), CEO ($0.132 million), Community Planning & Development ($0.064 million), Rangers ($0.071 million), Landcare ($0.059 million), Information Technology ($0.074 million) and Indoor Recreation Centre ($0.092 million).

• Operating revenue is $0.330 million or 1.1% above budget (last month $0.191 million or 0.6% above budget). The main reason for the increased variance for March is the receipt of an insurance settlement amount of $0.150 million.

• Grants for capital works are $1.364 million or 32.7% under budget (last month $1.453 million or 38.7% under budget) due to the delayed replacement of the Cowaramup BFB appliance and matching Emergency Services Levy grant and Roads to Recovery and Regional Road Group grant claims being delayed as a result of the delayed road works construction program.

• Capital expenditure on a year to date basis is $7.039 million or 65.4% below budget (last month $5.943 million or 65.1% below budget). All areas of capital expenditure continue to below budget due to project and equipment purchase delays resulting from factors including inclement weather, obtaining of approvals, resource constraints, preparation of designs and procurement plans as well as over optimistic budget profiles. Major under budget projects and areas are included in the following table.

Project Description YTD

Budget Variance ($)

Project Status

Fire Prevention buildings and infrastructure

67,990 BFB shed building works have commenced or are in the procurement stage. Bush fire danger signs have been ordered.

Fire Prevention plant and equipment 402,882 The replacement of the Cowaramup BFB’s fire appliance budgeted to occur in March has been delayed by DFES.

Waste Management infrastructure 273,520 Davis Road landfill site cell stage 2 works to commence in April 2017.

Aquatic Centre dehumidifier & UV systems

245,265 Procurement of dehumidifier deferred to 2017-18 as more funding is required for project scope.

Gloucester Park projects 68,505 Procurement in progress for fencing, building project deferred, goal post installation in April.

Parks & Gardens infrastructure 211,077 Delayed commencement of various projects, some projects completed and waiting on invoices, possible carryover of some items.

Asset Services infrastructure 108,099 Trails signage and Augusta interpretation plan delayed and may be carried over, Shire entry signs fabricated and waiting for installation, dump point relocation discussions with Water Corporation.


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Construction infrastructure upgrades 585,657 Path and carpark works scheduled for April, foreshore projects delayed due to approvals.

Construction infrastructure renewals 3,147,083 Bridge project deferred to 2017-18 due to unseasonal river flow. Drainage projects progressing after late start due to unfavourable weather conditions. Foreshore projects progressing where approvals obtained and weather allows. Path projects scheduled for April/May and contractor procurement in progress for kerb projects. Road rehabilitation projects progressing and procurement in progress for road preservation (reseals & overlays) works.

Plant Program 1,425,128 Procurement in progress for most items, some replacements temporarily deferred due to other priorities. Carryover of some items is likely as delivery timeframes may extend into next year.

Turner Caravan Park buildings 425,459 Turner Caravan Park chalet procurement in progress with construction scheduled to commence in May 2017 for completion in September/October 2017. Budget to be carried over to 2017-18. Western Power upgrade to occur.

Total of listed under budget variances

6,960,665

Capital expenditure of $0.540 million during the month included:

• $22,368 to purchase a generator for emergency purposes; • $42,039 for waste cell, road and drainage works at the Davis Road landfill site; • $41,269 on various community building projects including $37,249 on the upgrade of the youth

precinct toilets; • $47,883 to purchase 2 replacement UV disinfection systems for the Aquatic Centre; • $10,815 to purchase replacement AFL goal posts for the Augusta oval and the main oval at

Gloucester Park; • $14,312 for Parks and Gardens projects included West Cowaramup POS upgrade ($6,257)

and other POS works; • $6,220 to prepare a signage style guide for the Wadandi track; • $331,407 on road related projects of which $30,876 was spent on infrastructure upgrade

projects and $300,531 was spent on infrastructure renewal projects. The Margaret River main street upgrade, Ellis Street jetty precinct, Carbunup South Road bridge, rural reseals, staged kerb replacement, and works for the reconstruction of Leeuwin Road, Rosa Brook Road, Treeton Road and Wallcliffe Road were the main projects; and

• $24,105 to purchase an electric cart and trailer for the caravan parks. Financial performance against budget is shown in the following charts.


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Following is the Statement of Financial Activity for the year ending 31 March 2017.


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SHIRE OF AUGUSTA - MARGARET RIVERSTATEMENT OF FINANCIAL ACTIVITYFOR THE PERIOD ENDING 31 March 2017

BUSINESS UNITS 2016-17 2016-17 2016-17 2016-17 2016-17 YTDApproved Amended Month of YTD YTD Variance

Budget Budget March Budget Actual >10% & Comments$ $ $ $ $ >$10,000

Net Current Assets at 1 July 2,187,703 2,242,226 0 2,187,703 2,242,226OPERATING REVENUES

Rates 19,665,575 19,886,575 14,785 19,880,325 19,871,591 0General Financing 2,051,632 2,246,391 91,949 1,753,039 1,748,532 0Members of Council 0 0 0 0 0 0Chief Executive Officer 16,000 6,000 3,169 4,000 4,400 0Director Corporate & Community 8,500 8,500 1,052 6,500 7,720 0Director Sustainable Development 0 0 22,137 0 63,637 63,637 Perm: Fines and Penalties following legal actionDirector Infrastructure 0 0 0 0 0 0Finance 40,788 40,788 150,000 3,000 155,396 152,396 Perm: Settlement of uninsured lossesRecords 0 0 0 0 299 0Corporate Services 5,000 5,000 89 4,625 2,117 0Customer Relations 225,200 225,200 18,477 178,900 152,280 (26,620) Timing: Sale of number platesInformation Comm. Technology 0 0 882 0 5,255 0Human Resources 10,000 52,000 0 52,000 54,357 0Community Planning & Development 52,180 51,950 4,255 47,205 42,249 0Emergency and Fire Services 411,107 432,925 3,128 338,999 511,249 172,250 Perm: Supplementary ESL operating grant for 2015-16Rangers 215,250 215,250 15,518 173,950 154,865 (19,085) Timing: Cost recovery income not requiredLibraries 33,750 33,750 4,024 25,740 30,569 0Health 104,788 104,788 4,410 93,140 97,710 0Child Care 283,379 288,379 15,630 216,565 241,554 24,989 Perm: School holiday program incomeWaste Services 4,326,298 4,391,298 72,634 4,237,148 4,311,595 0Town Planning 387,900 407,900 28,409 308,425 313,508 0Community Buildings 0 42,000 210 42,000 44,902 0MR Recreation Centre 901,200 901,200 66,949 691,700 641,492 0Cultural Centre 4,800 4,800 563 3,600 5,658 0Augusta Recreation Centre 36,000 36,000 1,789 27,000 30,505 0Gloucester Park 70,500 70,500 3,090 61,500 57,321 0Parks and Gardens 5,000 30,000 0 30,000 32,133 0Asset Services 124,200 124,200 12,701 44,400 55,076 10,676 Timing: Subdivision inspection feesLandcare 0 0 0 0 0 0Maintenance 0 0 8,868 0 8,868 0Plant Program 40,498 51,498 8,680 51,498 26,171 (25,327) Timing: Disposal of plant items delayedCaravan Parks 2,000,100 2,000,100 223,040 1,670,950 1,625,959 0Building Control 218,520 218,520 24,451 163,890 164,747 0Works Overheads 0 0 0 0 0 0Plant Operation Costs 0 0 0 0 5,336 0Other Property and Services 40,000 60,000 0 50,000 23,252 (26,748) Timing/Perm: Workers Compensation reimbursementsTOTAL REVENUES 31,278,165 31,935,512 800,889 30,160,099 30,490,305 330,206

OPERATING EXPENSESRevenue (300,420) (320,420) (37,258) (247,646) (241,088) 0General Financing (592,557) (583,557) (98,691) (431,500) (405,975) 0Members of Council (300,902) (310,902) (26,761) (242,238) (236,657) 0Chief Executive Officer (1,069,298) (1,059,298) (102,891) (815,341) (717,783) 97,558 Timing: Projects and eventsDirector Corporate & Community (455,058) (455,058) (25,383) (376,813) (335,075) 41,738 Timing: Projects, eg, Community Infrastructure ReportDirector Sustainable Development (644,131) (644,131) (51,232) (486,854) (453,422) 0Director Infrastructure (293,798) (273,798) (22,484) (207,641) (203,887) 0Finance (943,410) (943,410) (35,956) (836,692) (823,084) 0Records (188,615) (188,615) (13,854) (143,729) (137,608) 0Corporate Services (273,520) (284,420) (23,134) (217,715) (180,755) 36,960 Timing/Perm: postage, water, electricityCustomer Relations (543,392) (543,392) (43,480) (422,884) (391,497) 0Information Comm. Technology (1,112,397) (1,074,397) (57,134) (913,452) (830,682) 0Human Resources (603,861) (645,861) (44,157) (482,907) (460,126) 0Community Planning & Development (578,434) (583,204) (35,333) (474,523) (414,322) 60,201 Timing: Youth, Safety, DAIP, Arts and Aged projectsEmergency and Fire Services (972,773) (1,204,591) (94,377) (1,001,079) (903,727) 97,352 Timing/Perm: contract services, maintenance, insuranceRangers (721,960) (721,960) (50,606) (573,688) (466,319) 107,369 Timing: Labour, contract services & cemetery costsLibraries (893,048) (948,048) (81,968) (734,712) (710,114) 0Health (549,426) (549,426) (37,974) (427,401) (390,275) 0Child Care (306,864) (336,864) (29,411) (264,377) (298,706) (34,329) Perm: Additional day care, offset by additional incomeWaste Services (3,132,894) (2,827,144) (201,750) (2,212,984) (1,521,194) 691,790 Timing: Labour, projects, number of collectionsTown Planning (1,129,258) (1,084,258) (89,839) (811,079) (655,943) 155,136 Timing: Labour and projectsCommunity Buildings (1,794,531) (1,856,531) (169,657) (1,384,934) (1,282,939) 0MR Recreation Centre (2,180,051) (2,205,051) (155,498) (1,685,099) (1,466,547) 218,552 Timing: Labour, utilities, equipment & building maintenanceCultural Centre (361,765) (401,765) (12,170) (366,565) (354,509) 0Augusta Recreation Centre (108,308) (108,308) (6,463) (87,101) (75,085) 12,016 Timing: Equipment leasing, chemicals & equipmentGloucester Park (193,100) (193,100) (18,303) (137,150) (129,885) 0Beach Lifeguards (118,605) (113,605) (20,410) (95,202) (79,708) 15,494 Timing: Labour, equipment, maintenanceParks and Gardens (2,691,088) (2,691,088) (224,815) (2,098,849) (1,749,230) 349,619 Timing/Perm: Lower labour overhead rate appliedAsset Services (1,037,608) (1,043,608) (64,011) (765,836) (631,931) 133,905 Timing: Projects delayedLandcare (336,041) (358,741) (19,027) (267,811) (180,968) 86,843 Timing: Contributions and ProjectsConstruction 0 0 0 0 0 0Maintenance (8,041,220) (8,352,220) (721,620) (6,259,005) (5,987,587) 0Plant Program (48,968) (59,968) 0 (53,968) (27,232) 26,736 Timing: Plant purchases delayedCaravan Parks (1,377,087) (1,289,587) (101,943) (969,911) (834,027) 135,884 Timing: Seasonal variations and utilitiesBuilding Control (171,584) (161,584) (13,480) (124,007) (119,527) 0Works Overheads (119,106) (139,106) (18,407) (98,297) (603,076) (504,779) Timing: Under recovery of overheads due to changed ratePlant Operation Costs 78,772 (121,228) 326 (113,145) 85,136 198,281 Timing: Over recovery of overheadsOther Property and Services (237,000) (237,000) 1,310 (222,000) (193,927) 28,073 Timimg/Perm: Reduced workers compensation claimsTOTAL EXPENSES (34,343,305) (34,915,243) (2,747,843) (27,054,134) (24,409,279) 2,644,855

NET OPERATING SURPLUS/(DEFICIT) (3,065,140) (2,979,731) (1,946,954) 3,105,965 6,081,025 2,975,060


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SHIRE OF AUGUSTA - MARGARET RIVERSTATEMENT OF FINANCIAL ACTIVITYFOR THE PERIOD ENDING 31 March 2017

BUSINESS UNITS 2016-17 2016-17 2016-17 2016-17 2016-17 YTDApproved Amended Month of YTD YTD Variance

Budget Budget March Budget Actual >10% & Comments$ $ $ $ $ >$10,000

NON OPERATING GRANTS & CONTRIBUTIONSCommunity Planning & Development 1,393,000 0 0 0 0 0Emergency and Fire Services 1,009,250 594,600 0 394,000 0 (394,000) Timing: ESL grant for Cowaramup BFB applianceTown Planning 200,000 200,000 13,529 140,000 208,386 68,386 Perm: Transfer of Cash in Lieu POS from BondsCommunity Buildings 3,400,000 500,000 0 500,000 500,000 0MR Recreation Centre 32,000 32,000 0 32,000 32,000 0Augusta Recreation Centre 0 0 0 0 0 0Parks and Gardens 0 0 1,364 0 3,371 0Asset Services 0 0 0 0 29,091 29,091 Perm: Grant funds transferred to the ShireConstruction 3,522,514 3,522,514 488,619 3,101,714 2,031,129 (1,070,585) Timing: Grant claims delayed due to construction delaysTOTAL NON OPERATING REVENUES 9,556,764 4,849,114 503,511 4,167,714 2,803,978 (1,363,736)

NET RESULT 6,491,624 1,869,383 (1,443,443) 7,273,679 8,885,003 1,611,324

ADJUSTMENTS FOR NON-CASHOperating activities excluded

Add back Depreciation 8,209,428 8,873,428 748,162 6,667,471 6,613,051 0Add back (Profit)/Loss Asset Disposal 168,470 168,470 (8,680) 168,470 150,345 (18,125) Timing: Associated with replacement of plantAdd back Movement in Provisions,etc 0 0 0 0 0 0Movement in Provisions and Accruals 0 0 0 0 0 0Fair value change to financial assets 0 0 0 0 0 0

8,377,898 9,041,898 739,482 6,835,941 6,763,396 (72,545)

Investing ActivitiesPurchase Land Held for Resale 0 0 0 0 0 0Purchase Land and Buildings (6,149,323) (2,043,323) (67,132) (1,034,200) (549,111) 485,089 Timing: Caravan Park chalet project to commence in MayPurchase Infrastructure Assets - Other (4,695,197) (1,443,380) (69,891) (1,129,340) (421,871) 707,469 Timing: Waste and other projects delayed or deferredPurchase Infrastructure Assets - Roads (6,112,139) (6,162,139) (331,407) (5,570,639) (1,837,899) 3,732,740 Timing: Works commenced but delayed Purchase Plant and Equipment (3,434,900) (3,257,250) (71,988) (2,955,650) (879,375) 2,076,275 Timing: Plant replacements delayed, dehumidifier deferredPurchase Furniture and Equipment (94,000) (81,000) 0 (81,000) (43,301) 37,699 Timing: Minor projects delayedProceeds from Disposal of Assets 644,153 644,153 20,685 644,153 399,769 (244,384) Timing: Associated with replacement of plant

(19,841,406) (12,342,939) (519,733) (10,126,676) (3,331,788)

Financing ActivitiesRepayment of Debentures (600,922) (600,922) (112,403) (447,410) (447,410) 0Advances to Community Groups 0 0 0 0 0 0Proceeds from Self-Supporting & IF Loans 15,386 15,386 1,217 14,149 20,149 0Proceeds from New Loan 1,450,000 0 0 0 0 0Transfers to Cash Reserves (1,041,129) (2,833,032) (191,458) (1,600,167) (1,600,167) 0Transfers from Cash Reserves 2,960,846 2,608,000 0 0 0 0

2,784,181 (810,568) (302,644) (2,033,428) (2,027,428) 0

Net Current Assets Surplus (Deficit) 0 0 (1,526,338) 4,137,219 12,531,409 1,538,779 Investments At 31 March 2017, the Shire’s cash on hand, deposits and investments totalled $34,305,876 (an increase of $1,347,568 to last month) and total investment interest earned for the month was $65,609. Actual interest earned for the year to date of $531,820 did not achieve the amended budget of $532,667.

Term Deposits – Cash Management At 31 March the Shire had the following short-term facilities (term deposits).

Term Days Maturity Institution (ADI) Principal

$ Interest Rate Interest

$ 180 11/4/17 National Australia Bank 2,500,000 2.70% 33,288 210 21/4/17 ING 2,000,000 2.62% 30,148 270 16/6/17 Members Equity Bank 2,000,000 2.65% 39,205 270 16/6/17 Bank of Queensland 1,500,000 2.60% 28,849 183 19/6/17 Bankwest 1,500,000 2.55% 18,968 365 18/7/17 National Australia Bank 1,500,000 2.90% 43,500 365 28/7/17 National Australia Bank 1,000,000 2.82% 28,200 365 16/8/17 Bankwest 4,000,000 2.50% 100,000 365 6/9/17 Bankwest 2,000,000 2.45% 49,000


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365 12/9/17 National Australia Bank 3,000,000 2.71% 81,300 365 13/9/17 National Australia Bank 2,000,000 2.71% 54,051

23,000,000 506,509 During the month a term deposit with AMP matured and was not re-invested.

The average rate of interest to be paid on all of the term deposits is 2.66% and exceeds the Reserve Bank’s cash rate of 1.50%.

The Shire also has an Overnight Cash Deposit Facility (OCDF) with WA Treasury Corporation (WATC) which is used to hold the Royalties for Regions funds of $5.490 million allocated for the main street redevelopment project. The South West Development Commission are a joint signatory for this facility. During the month interest of $6,583 was earned and the current balance of the investment is $5.352 million. The current rate of interest earned on this facility is 1.45% and is set at 5 basis points lower than the Reserve Bank’s cash reference rate.


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In-Kind Support In-Kind support and fee waivers at 31 March 2017 were the same as the previous month and totalled $4,584. $184 of fees were waived under delegation and $4,400 was provided in sponsorships for sports representatives. Reserves Movements to reserves for the month generally represent interest earned on reserve funds. However, other transactions may also be processed. During the month $150,000 settlement proceeds for uninsured losses were transferred to the Community Facility reserve and the payment of a second interim dividend of $5,596 from the Lehman Brothers Australia Limited estate was also transferred to the Community Facility reserve. STATUTORY ENVIRONMENT / LEGAL IMPLICATIONS Financial Management Regulation 34 requires a local government to prepare each month a Statement of Financial Activity reporting on the sources and applications of funds, as set out in the annual budget under Financial Management Regulation 22(1)(d). STRATEGIC PLAN / POLICY IMPLICATIONS Community Strategic Plan 2033 (CSP) Corporate Business Plan 2016-2020 Goal 5: Effective leadership and governance Community Outcome 2: Effective strategy, planning and asset management Strategic Response: Ensure the Shire’s financial performance is well managed and leads to a strong financial position. PLANNING FRAMEWORK Nil FINANCIAL IMPLICATIONS The overall financial performance of the Shire is as summarised in this report. SUSTAINABILITY IMPLICATIONS Environmental Nil Social Nil Economic As stated in the report VOTING REQUIREMENTS Simple Majority RECOMMENDATION That Council receives the Monthly Financial Report – March 2017 in accordance with Section 6.4 of the Local Government Act 1995 and Regulation 34 of the Local Government (Financial Management) Regulations 1996. ADVICE TO APPLICANT / PROPONENT Nil ATTACHMENTS 1. Monthly Financial Report consisting of:

a. Notes to and forming part of the Statement of Financial Activity b. Financial Reports by Business Units


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RECOMMENDATION / COUNCIL DECISION CR KENNAUGH, CR LANE OM2017/101 That Council receives the Monthly Financial Report – March 2017 in accordance with Section 6.4 of the Local Government Act 1995 and Regulation 34 of the Local Government (Financial Management) Regulations 1996.

CARRIED 7/0


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11.4.3 SPORTS AND RECREATION ADVISORY COMMITTEE MEETING MINUTES 5 APRIL 2017 LOCATION/ADDRESS Shire of Augusta Margaret River APPLICANT/LANDOWNER Shire of Augusta Margaret River FILE REFERENCE REC/36 REPORT AUTHOR Hannah Waters, Executive Assistant Corporate and Community

Services AUTHORISING OFFICER Annie Riordan, Director Corporate and Community Services

IN BRIEF • On the 5 April 2017 the Sports and Recreation Advisory Committee (SRAC) held its bi-monthly

meeting. • The committee provided input into sports and recreation priorities towards the Shire’s 20-year

vision, Your 2036. • The cancellation of the Margaret River Basketball Association and the Margaret River Netball

Association’s Sports and Recreation Advisory Committee membership was deferred. • The committee were advised of some operational changes at the Recreation Centre. • An update on the location of the Lower Western Oval was provided. • Delegates provided updates on their clubs. RECOMMENDATION That Council receives the unconfirmed minutes of the Sports and Recreation Advisory Committee meeting held 5 April 2017. LOCATION PLAN Nil TABLED ITEMS Nil BACKGROUND Sports and Recreation Advisory Committee meetings are held bi-monthly on the first Wednesday of the month. CONSULTATION AND ADVICE External Consultation SRAC delegates Internal Consultation Nil DISCUSSION / OFFICER COMMENTS Sports and Recreation Visioning Exercise The Corporate and Community Planner attended the meeting to facilitate a Your 2036 workshop. The committee were given the opportunity to provide direct input into the Shire’s 20-year vision specifically relating to sports and recreation within the region. Feedback will be collated with all other feedback received during the Your 2036 project and used inform the development of the Shire’s next Community Strategic Plan. Sports and Recreation Advisory Committee Membership Cancellation Deferred There was no mover or seconder for the recommendation to cease membership to the Sport and Recreation Advisory Committee for Margaret River Basketball or Margaret River Netball Associations.


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The committee noted the importance of having both Associations remain on the committee. As a result, the Shire President requested the item be deferred until the next meeting so that he could meet with both groups to discuss their ongoing membership. Payment and invoicing changes for sporting groups The committee were advised that the Recreation Centre is in the process of making changes to how invoices are issued to clubs/groups. Invoices for use of the Recreation Centre and Gloucester Park will now be issued directly from the Recreation Centre as opposed to being sent to the Shire for processing. This will allow the Recreation Centre to link real time payments to the booking system. Updates from the Clubs The delegates provided updates on their clubs/associations. STATUTORY ENVIRONMENT / LEGAL IMPLICATIONS Nil STRATEGIC PLAN / POLICY IMPLICATIONS Community Strategic Plan 2033 (CSP) Corporate Business Plan 2016-2020 Goal 5: Effective leadership and governance Community Outcome: Effective governance and corporate leadership Strategic Response 1.5: Develop effective partnerships and strategic alliances to maximise community benefits Service level strategy/plan 1.5.1: Hold regular meetings with the Sports and Recreation Advisory Committee PLANNING FRAMEWORK Nil FINANCIAL IMPLICATIONS Nil SUSTAINABILITY IMPLICATIONS Environmental Nil Social Sporting groups provide members of the community the opportunity for physical fitness and socialisation. Economic Nil VOTING REQUIREMENTS Simple Majority RECOMMENDATION That Council receives the unconfirmed minutes of the Sports and Recreation Advisory Committee meeting held 5 April 2017. ADVICE TO APPLICANT / PROPONENT Nil ATTACHMENTS

1. Unconfirmed Sports and Recreation Advisory Committee meeting minutes and attachments – 5 April 2017.


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RECOMMENDATION / COUNCIL DECISION CR KENNAUGH, CR HAYNES OM2017/102 That Council receives the unconfirmed minutes of the Sports and Recreation Advisory Committee meeting held 5 April 2017.

CARRIED 7/0


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12. MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN 12.1 Revocation of Council Decision OM2017/89 – Cr Earl On the 20 April 2017 the CEO received notification from Cr Earl of his intention to move a motion of revocation. As per Local Government Regulations ‘item 10 – Revoking or changing decisions (Act s. 5.25(1)(e)), the revocation motion document presented by the Cr Earl was dated and signed by Cr Kennaugh, Cr Haynes and Cr Earl.

(1a)Notice of a motion to revoke or change a decision referred to in subregulation (1) is to be signed by members of the council or committee numbering at least 1/3 of the number of offices (whether vacant or not) of members of the council or committee, inclusive of the mover.

REVOCATION MOTION That Council revokes decision OM2017/89 dated 12 April 2017:

RECOMMENDATION / COUNCIL DECISION CR HAYNES, CR KENNAUGH OM2017/89 That Council adopts the Rotary Forest Playground – Nature Play Concept Plan as shown in Attachment 1.

LOST 3/4 CRS SMART, TOWNSHEND, HASTIE AND LANE VOTED AGAINST

An alternative Officer Recommendation to OM2017/89 is as follows: RECOMMENDATION That Council 1. Supports the Rotary Forest Playground – Nature Play Concept Plan; and 2. Requires a plan to resolve parking and road management issues to be completed and endorsed by

Council prior to further development of Rotary Park (Reserve 18451) in accordance the Concept Plan.

Cr Earl introduced the item and verbally provided the following reason for the revocation: REASON Cr Earl referred to the 12 April Council meeting in which he noted there were three Councillors that spoke against the Rotary Forest Playground – Nature Play Concept Plan, and four who spoke in favour, however one Councillior in favour had concerns about parking and subsequently voted against the motion. Cr Earl suggested this may have been because of a lack of alternative options available at the meeting. Cr Earl stated this confusion has since been addressed and the alternative recommendation which has the addition of a point 2 requiring a Traffic Management Plan be completed, clarifies the issue.


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Cr Earl then moved the revocation motion: REVOCATION MOTION / COUNCIL DECISION CR, EARL, CR KENNAUGH OM2017/103 That Council revokes decision OM2017/89 dated 12 April 2017:

RECOMMENDATION / COUNCIL DECISION CR HAYNES, CR KENNAUGH OM2017/89 That Council adopts the Rotary Forest Playground – Nature Play Concept Plan as shown in Attachment 1.

LOST 3/4 CRS SMART, TOWNSHEND, HASTIE AND LANE VOTED AGAINST

CARRIED 4/3

CRS TOWNSHEND, HASTIE AND SMART VOTED AGAINST

The below amended recommendation excluding the pump track and car-parking from dot point 1 and an additional dot point 2, was displayed for Councillors and members of the public gallery. AMENDED RECOMMENDATION That Council 1. Exclusive of the pump track and car-parking, supports the Rotary Forest Playground – Nature Play

Concept Plan Ref E; and 2. Requires a Pedestrian Access and Traffic Management Plan to resolve parking and road

management issues, with specific reference to environmental impacts, to be completed and endorsed by Council prior to adopting the master plan of Rotary Park (Reserve 18451) in accordance with the Concept Plan.

Cr Haynes moved the amended recommendation. During debate Cr Smart foreshadowed the following motion: FORESHADOWED MOTION That Councillors meet with representatives of Rotary to explore the possibility of alternative locations. Debate continued and then the motion was put to vote: AMENDED RECOMMENDATION / COUNCIL DECISION CR HAYNES, CR KENNAUGH OM2017/104 That Council 3. Exclusive of the pump track and car-parking, supports the Rotary Forest Playground –

Nature Play Concept Plan Ref E; and 4. Requires a Pedestrian Access and Traffic Management Plan to resolve parking and road

management issues, with specific reference to environmental impacts, to be completed and endorsed by Council prior to adopting the master plan of Rotary Park (Reserve 18451) in accordance with the Concept Plan.

CARRIED 4/3 CRS TOWNSHEND, SMART AND HASTIE VOTED AGAINST

As the motion was carried, Cr Smart’s foreshadowed motion was not put. Cr Hastie requested that his reason for voting against the motion be recorded as follows: ‘I have no issues with Rotary but think this is the wrong process and wrong location.’


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13. MOTIONS FOR CONSIDERATION AT NEXT MEETING

Nil 14. NEW BUSINESS OF AN URGENT NATURE 14.1. Members

Nil

14.2. CEO Nil

15. CONFIDENTIAL BUSINESS

Nil 16. CLOSURE OF MEETING The Shire President thanked all in attendance and declared the meeting closed at 6.51pm

Ordinary Council - Shire of Augusta–Margaret River...Mr Ray Swarts of Lot 15962 Caves Road,...

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