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CONTENTS

1 DECLARATION OF OPENING/ANNOUNCEMENT OF VISITORS ................................................... 3

2 RECORD OF ATTENDANCE/APOLOGIES/LEAVE OF ABSENCE .................................................. 3

3 RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE ........................................ 3

4 PUBLIC QUESTION TIME, PETITIONS/DEPUTATIONS/PRESENTATIONS .................................. 3

5 APPLICATIONS FOR LEAVE OF ABSENCE ..................................................................................... 3

6 DISCLOSURE OF INTEREST ............................................................................................................ 4

7 MINUTES OF MEETINGS .................................................................................................................. 4 7.1 MEETINGS OF COUNCIL................................................................................................... 4

7.1.1 Ordinary Council Meeting ............................................................................................... 4 7.2 MEETINGS OF COUNCIL COMMITTEES ......................................................................... 5

8 ANNOUNCEMENTS BY PRESIDING MEMBER WITHOUT DISCUSSION ...................................... 5

9 REPORTS OF OFFICERS .................................................................................................................. 6 9.1 REGULATORY SERVICES ................................................................................................ 6

9.1.1 Environmental Health & Building Activity Report ........................................................... 6 9.1.2 Recreation Ground - Grandstand ................................................................................... 8

9.2 WORKS AND SERVICES ................................................................................................. 10 9.2.1 Works & Services Activity Report ................................................................................. 10 9.2.2 Disposal of VP200 Multipac Roller ............................................................................... 12 9.2.3 Grain Freight Route – Works........................................................................................ 14 9.2.4 Regional Roads Group Funding 2012-2013 ................................................................ 17

9.3 ENVIRONMENT AND COMMUNITY ................................................................................ 19 9.3.1 Special Project Officers Report .................................................................................... 19 9.3.2 Natural Resource Management Officer Report ............................................................ 21

9.4 FINANCE ........................................................................................................................... 23 9.4.1 Payment of Council Accounts ...................................................................................... 23 9.4.2 Bank Reconciliation – July 2011 .................................................................................. 29 9.4.3 Monthly Investment Report .......................................................................................... 31 9.4.4 Monthly Financial Statements – July 2011 ................................................................... 33 9.4.5 Rates Commercial Concession .................................................................................... 34

9.5 ADMINISTRATION ............................................................................................................ 35 9.5.1 Roads to Recovery – post 2014 ................................................................................... 35 9.5.2 Trayning and Yelbeni Centenary 2012 ......................................................................... 36 9.5.3 Draft Policy –Recognition of Service – Elected Members ............................................ 38

9.6 NEWROC and REGIONAL TRANSITION GROUP .......................................................... 40 9.6.1 NEWROC Meetings ..................................................................................................... 40 9.6.2 RTG Board Meeting ..................................................................................................... 41

10 NOTICE OF MOTIONS ..................................................................................................................... 43 10.1 PREVIOUS NOTICE RECEIVED ...................................................................................... 43 10.2 FOR CONSIDERATION AT THE FOLLOWING MEETING .............................................. 43

11 NEW BUSINESS OF AN URGENT NATURE BY DECISION OF MEETING ................................... 43 11.1 Swimming Club - Assistance ........................................................................................ 43 11.2 Grandstand ................................................................................................................... 44

SHIRE OF TRAYNING Railway Street, Trayning, Western Australia

Postal Address: PO Box 95 Trayning WA 6488 Telephone: (08) 9683 1001 Fax: (08) 9683 1040

Email: [email protected]

mailto:[email protected]

12 MATTERS FOR WHICH THE MEETING MAY BE CLOSED ........................................................... 44

13 NEXT MEETING ............................................................................................................................... 45

14 CLOSURE OF MEETING .................................................................................................................. 45

Ordinary Meeting of the Trayning Shire Council,

held in the Council Chambers, 66 Railway Street, Trayning, on Wednesday 17th August 2011, commencing at 2.30 pm.

1 DECLARATION OF OPENING/ANNOUNCEMENT OF VISITORS The Shire President, Cr TR Lamond, opened the meeting at 4.18 pm on Wednesday 17 August 2011, welcoming all members and officers present. 2 RECORD OF ATTENDANCE/APOLOGIES/LEAVE OF ABSENCE President Cr TR Lamond Councillors Cr GF Waters Cr VM Knott Cr PP Vernon Cr WR Knott Cr AG Woodfield Chief Executive Officer Mr N Mitchell Deputy Chief Executive Officer Ms TL McLennan Works Supervisor Mr EE Eeles EHO Mr Julian Goldacre Apology Cr JS Francis 3 RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE Nil 4 PUBLIC QUESTION TIME,

PETITIONS/DEPUTATIONS/PRESENTATIONS Public Question Time opened at 4.19 pm Public Question Time closed at 4.19 pm 5 APPLICATIONS FOR LEAVE OF ABSENCE

COUNCIL DECISION Resolution 08-2011.128 Moved Cr VM Knott Seconded Cr PP Vernon That Cr TR Lamond be granted a leave of absence from the ordinary meeting of Council to be held Wednesday 21 September 2011. Carried 6/0

6 DISCLOSURE OF INTEREST In accordance with the Local Government Act section 5.71, the following disclosures of interest were made – Item Number: 9.2.3 Grain Freight Route Councillor(s): Cr VM Knott & Cr WR Knott Nature of Interest: Proximity – owners of property adjacent to Sutherland and

Twine Streets. Item Number: 9.2.3 Grain Freight Route Councillor(s): Cr PP Vernon Nature of Interest: Financial – Cr PP Vernon operates as Vernon Contracting,

contactors to the Shire of Trayning. Item Number: 9.2.4 Regional Road Group Funding 2012/12 Councillor(s): Cr TR Lamond & Cr GF Waters Nature of Interest: Proximity – Property adjoining Bencubbin Kununoppin Road. Item Number: 9.4.5 Commercial Rates Concession Councillor(s): Cr VM Knott & Cr WR Knott Nature of Interest: Financial – owners of a commercial property Item Number: 9.5.3 Draft Policy – Recognition of Service – Elected

Members Councillor(s): Cr TR Lamond, Cr GF Waters, Cr VM Knott, Cr PP Vernon,

Cr WR Knott & Cr AG Woodfield. Nature of Interest: Financial – Policy relates to recognition of service by way of a

gift to Councillors. Under Section 5.69(3)(a) of the Local Government Act 1995 and in accordance with the authority delegated by the Minister for Local Government, the Director General has approved the Shire‟s request to allow the disclosing members in items 9.2.3 (with the exception of Cr PP Vernon) and 9.5.3 to participate in discussion and decision making procedures. 7 MINUTES OF MEETINGS 7.1 MEETINGS OF COUNCIL 7.1.1 Ordinary Council Meeting

BACKGROUND Minutes of the Ordinary Meeting of Council have previously been circulated to all Councillors. VOTING REQUIREMENTS Simple Majority

OFFICER RECOMMENDATION/COUNCIL DECISION Resolution 08-2011.129 Moved Cr AG Woodfield Seconded Cr WR Knott That the Minutes of the Ordinary Council Meeting held on Wednesday, 27th July 2011 be confirmed. Carried 6/0

7.2 MEETINGS OF COUNCIL COMMITTEES Nil 8 ANNOUNCEMENTS BY PRESIDING MEMBER WITHOUT

DISCUSSION Nil

9 REPORTS OF OFFICERS 9.1 REGULATORY SERVICES

BACKGROUND: Report of the previous month‟s activity COMMENT: Assisting further the Police and Dept of housing with regard to overcrowding of a dwelling in the town of Trayning. Assisted the Engineer who inspected the recreation ground grand stand and preliminary digging around the column supports suggests no structurally sound foundations presently exist below the surface. Working on the Shires Town Planning Scheme for Council to approve amendments and sign and seal the documents. Building Licences – Nil for month CONSULTATION: Mr N Mitchell, CEO Mr Paul Bashall, PlanWest Ms S Trufino, Dept of Housing Merredin Sgt Todd D‟Souza, Bencubbin Police STATUTORY ENVIRONMENT: Planning and Development Act 2005 Health Act 1911 POLICY IMPLICATIONS: Nil FINANCIAL IMPLICATIONS: Nil STRATEGIC IMPLICATIONS: Provision of Health, Building, Planning and other miscellaneous items which often end up in the PEHO/BS „IN‟ tray

9.1.1 Environmental Health & Building Activity Report

Attachments None

File Reference:

Date of Report: 9 August 2011

Reporting Officer: Julian Goldacre, PEHO/BS

Disclosure of Interest: Nil

OFFICER RECOMMENDATION/COUNCIL DECISION Resolution 08-2011.130 Moved Cr AG Woodfield Seconded Cr PP Vernon That the Environmental Health and Building Activity Report for the month of July 2011 be received. Carried 6/0

VOTING REQUIREMENTS: Simple Majority

9.1.2 Recreation Ground - Grandstand

Attachments Pg 1 – 9 Marra and Associates – Report and plans

File Reference:


Reporting Officer: Julian Goldacre, PEHO/BS


BACKGROUND: On the 22 July 2011 the Shire contracted Marra & Associates, Structural Civil Consultancy to assess the structural condition of the grandstand and make comment on remedial works to improve the structural condition. The PEHO/BS assisted the engineer on the day and made some observations and took samples of what little remained on the footings. COMMENT: The engagement of Marra & Associates was as the result of concerns being expressed to the CEO, that the reduced scope of works proposed for repairs to the grandstand, would be insufficient to maintain its structural integrity. It had been considered that the original intended works which included stripping the weatherboards and adding strapping and battens, together with the rigidity of colorbond cladding proposed, would ensure its structural soundness. However, as Council did not wish to commit to the full estimated cost of $25,000 to repair, a reduced scope of work up to $12,000 was approved, being repair of decking, seating, steps, handrails etc. It was at this point, that one of the revised quotes expressed concerns, and recommended a structural inspection, which was then commissioned. In light of the engineers report (as attached) and from the PEHO/BS onsite observations and discussions with the engineer the PEHO/BS is of the informed opinion that the grandstand is structurally unsafe for use by persons. At the Council held in late July 2011 examples of the column footings below ground were presented to Councillors labelled „these are not Cadbury Flakes’. Under the Local Government (Miscellaneous Provisions) 1960 the Shire Building Surveyor can report on the condition of a building. It is the opinion of the Building Surveyor that the grandstand structurally is in a dangerous condition and a potential risk to public safety in the event, however unlikely this is perceived, of collapsing. As the Report notes –

From a structural point of view, if the old grandstand is subjected to the nominal loads then it may be in danger of collapse.

The conclusion of the report states – We consider that the very dilapidated conditions of the grandstand require a total ban from public.

Accordingly, the Men‟s Shed have been advised of the Engineer‟s Report, and advised that effective immediately, they are not to use the area under the grandstand, even for storage, as this entails movement of people under the structure.

The Shire would be subject to Common Law Liability in the event of the grandstand collapsing after the matter being brought to the Councils attention. Liability is both organisational and personal. The Council needs to undertake good government for the persons in this district as detailed in s.3.1 of the Local Government Act 1995 to ensure public safety and compliant buildings. Work to repair the building could cost in the order of $80,000 to $100,000, on the basis of –

$25,000 as quoted for decks, seats, steps, cladding (original intended scope)

$15,000 preparation of structural plans and estimated additional structural strengthening, as identified by engineer, to walls and roof

$40,000 estimate concreting and stirrups to 18 columns $ 5,000 estimate for electrical upgrade $ unknown to bring into compliance with requirements of the Building Code

of Australia, since a major upgrade is required, not just minor operational repairs,

CONSULTATION: Mr N Mitchell, CEO

Mr Attillio Marra, Structural Engineer Mr G Cook, LGIS Mr John Mitchell, EMDS Shire of Merredin

STATUTORY ENVIRONMENT: Planning and Development Act 2005 Local Government (Miscellaneous Provisions) 1960 POLICY IMPLICATIONS: Costs involved for either demolishing or repair/reconstruction of the grandstand with the cost of doing so expected to be prohibitively expensive. STRATEGIC IMPLICATIONS: The grandstand has served the citizens well in its original strategic purpose and has now reached beyond the serviceable life expectancy.

OFFICER RECOMMENDATION/COUNCIL DECISION Resolution 08-2011.131 Moved Cr GF Waters Seconded Cr PP Vernon That –

a) the grandstand be immediately cordoned off at a safe distance perimeter and signage set up to the effect of warning persons of the dangerous condition of the building and prohibiting access,

b) at the earliest convenience demolish the unsound structure known as the grandstand based on the uneconomic cost of rebuilding said grandstand,

c) the CEO in consultation with the EHO arrange for the most effective and economical removal of the building, at the earliest opportunity.

Carried 4/2


Mr J Goldacre left the meeting at 5.02 pm 9.2 WORKS AND SERVICES

9.2.1 Works & Services Activity Report

Attachments None

File Reference:

Date of Report 8 August 2011

Reporting Officer: Eric Eeles, Works Supervisor


COMMENT: Road Construction

- Bencubbin-Kellerberrin Pullin Rd Placement of temporary RRPM”s near completion, held up by the wet road. Also intersection modifications awaiting MRWA directions

- Bencubbin-Kellerberrin Sutherland Rd section, completed. - light back sweep of Town streets Coronation, Wilson, Scadden and Adam

Streets after sealing – still required - Glass Street Kununoppin – awaiting sealing. - Gabbin-Trayning – completed.

Road Maintenance

- Hammond, Perk‟s-O‟Meara, Greaves and part of Tillbrook have been graded.

- Clearing of table drains on Smeeton and some of Yelbeni-Kellerberrin. - Contract street sweeping planned for September

Private Works

Sale of Granite and Sand

General Works - Signage maintenance and Pothole repairs to main feeder Roads. - Guide post replacement ongoing. - Tree pruning under power lines underway

Plant Maintenance

- Plant Hours Report in Supplementary Reports - Servicing to Plant ongoing when due. - Electric spare wheel winch fitted to Cat grader - Two tyres on Komatsu staked – replaced, but both damaged tyres sent for

repair/welding) Staff

- Two casual persons on short term, one to cover vacancies, one to cover long term sick leave.

- Long term sick leave person has tendered his resignation.

Works Planned

- Maintenance grading while conditions are suitable, Clearing of regrowth and overhanging trees.

- Focus for next few weeks will be to complete the north-west sector – McAndrew, Condor, Gale, Swampwell etc (south west too wet)

- Following this, the graders return to complete south west area – Huandanning, Mulcahy, Letchford etc

- Then to north east, as a fair few roads in south east have also been done. CONSULTATION: Nil STATUTORY ENVIRONMENT: Nil POLICY IMPLICATIONS: Nil FINANCIAL IMPLICATIONS: Nil STRATEGIC IMPLICATIONS: Nil

OFFICER RECOMMENDATION/COUNCIL DECISION Resolution 08-2011.132 Moved Cr VM Knott Seconded Cr PP Vernon That the Works and Services Activity Report for July 2011 be received. Carried 6/0


9.2.2 Disposal of VP200 Multipac Roller

Attachments None

File Reference:

Date of Report 8 August 2011

Reporting Officer: Eric Eeles, Works Supervisor


BACKGROUND: Multi roller is of an age where Council has decided to replace this piece of road plant. As reported the roller, had come to a stage where it was likely to break down and possibly incur a cost of repairs whereas the repairs would far outweigh the value of the machine. COMMENT: Last Monday 1-8-2011 it came to light that the inside rear right drive wheel had developed a wobble, with sending the machine to Trayning Ag for repairs, the report came back that the splined axle and hub was worn to a point where the axle and hub required replacing. The Multipac is currently in the yard, and has been tagged out of use. From what can be worked out, it has done approx. 11,000 hours. Upon a phone call to Smith and Broughton Auctioneers I found out that the VP200 would possibly only fetch around $10,000-$12,000 at auction if the machine was in good condition. Bearing in mind that it will cost Council at least $5,000 to $6,000 to repair, plus the mobilization cost to take the roller to Perth, or pay for special equipment to come to Trayning, as the hubs have to be heated on to the axles, it does not seem financially viable to repair the machine for sale. In 2007 council sent the roller away to have the axles replaced and at that time the repair cost and paint was around $20,000 plus having to hire in a replacement machine. Options are to –

1. Sell as is, where is by advertising ($3,000-$4,000?) 2. Sell as is, by auction ($4,000 and $7,000 at auction, less

commission, and roughly $500 transport) 3. Dismantle and sell in parts (unknown – but will have costs for

dismantling) Value of the machine is less than $20,000, and disposal is therefore not subject to tender regulations. CONSULTATION: Trayning Ag

Conplant Machinery Smith & Broughton N Mitchell, CEO

STATUTORY ENVIRONMENT: Function & General Regulations –

- r.30 (3) – exempt disposition if market value is less than $20,000 POLICY IMPLICATIONS: FINANCIAL IMPLICATIONS: Repairs may outweigh the remuneration Council

may receive from disposal of the roller. STRATEGIC IMPLICATIONS: Roller is not fit to be used at this time as repairs

carried out were of a very temporary nature.

OFFICER RECOMMENDATION/COUNCIL DECISION Resolution 08-2011.133 Moved Cr VM Knott Seconded Cr PP Vernon That the Multipac VP200 multityre roller be offered at auction through Smith & Broughton as is. Carried 6/0

VOTING REQUIREMENTS Simple Majority

Cr PP Vernon, having declared a financial interest in item 9.2.3 and left the meeting at 4.09 pm. Under Section 5.69(3)(a) of the Local Government Act 1995 and in accordance with the authority delegated by the Minister for Local Government, the Director General approved the Shire‟s request to allow the disclosing members in items 9.2.3 (with the exception of Cr PP Vernon) to participate in discussion and decision making procedures.

9.2.3 Grain Freight Route – Works

Attachments None

File Reference:


Reporting Officer: Niel Mitchell, CEO

Disclosure of Interest: Cr PP Vernon, Cr VM Knott, Cr WR Knott

BACKGROUND: In late 2010, advice was received from Main Roads WA that the Bencubbin-Kellerberrin Road south of Trayning was to be a Grain Freight Route. While there had been indications prior to this, there had been no consultation between CBH and MRWA with the Shire that I am aware of. The advice received at that time was that $2.2 million had been provisionally allocated for the upgrade of the 31.34km of the road within our Shire. COMMENT: Negotiations have been on-going with MRWA since that time, complicated by the efforts of the Wheatbelt Railway Retention Alliance seeking continuation of the Tier 3 lines, including the rail line from Trayning to Merredin. The Minister for Transport recently announced that he would not consider re-opening of the Tier 3 rail lines. RSA Works was engaged to prepare a costing for the works need, and provided an estimate of $4.24 million required to bring the road up to a suitable standard. The works were based on seal widening, drainage, minimal full reconstruction. MRWA reviewed the estimates, carried out a site inspection, and sought additional funding from the State as the bids for the whole Grain Freight Route Network exceeded the Budget allocation by a substantial portion. On Monday 1 August 2011, MRWA Wheatbelt South, being the lead MRWA region for the GFR, advised that an allocation of $3,116,000 has been made – Bencubbin-Kellerberrin Rd 2,503,000 approx. 42,000 spent Sutherland Street 174,000 approx. 55,000 spent Twine Street 389,000 Various Project Roads 50,000 The revised allocation represents about a 41% increase on the original offer, although it is only about 73% of the costed estimate of RSA Works.

The total allocation is considered low to achieve the level and quality of work required for the whole project, being a minimum of 7m seal on 9m formation, requiring widening at minimum to the full length of the route. To accept the work does provide a much needed circuit breaker for the Shire, with a substantial investment in the road network fully funded by the State, as well as additional income. While the work is costed at internal rather than private works rates, there is a reduced, but still significant financial benefit to the Shire. As a local road, the opportunity is there for the Shire to do the work, contract it out or some mixture of both. It is suggested that the Shire carry out as much of the work in-house as possible. This enables the funds that would normally be spent on construction work over the next year at least, possibly two years, to be allocated to maintenance, reseals and second seals, hopefully, making significant inroads on the backlog of this work. In February 2011, as several small components of the GFR were able to be undertaken in conjunction with works then underway, it was resolved – That expenditure on the proposed Grain Freight Route being –

- Bencubbin-Kellerberrin Road – from Trayning to the Kellerberrin Shire boundary

- Twine Street – full length, and - Sutherland Street – east from intersection with Twine Street to

intersection with the Goomalling-Merredin Road be approved, subject to –

o prior agreement to specific expenditures by MRWA, or o within any allocation as formally advised by MRWA, and o recovery/payment arrangements agreed with MRWA.

The issues that will need to be considered include –

i) $174,000 allocation for Sutherland Street is insufficient. Can funds be transferred from the Bencubbin-Kellerberrin Rd allocation?

ii) Allocation for Twine Street should be sufficient, but will depend on the design of the road, extent of underground drainage required etc

iii) Re-design of Twine Street – lay-out, traffic lanes, intersections, underground drainage etc.

iv) Acceptance by MRWA that the Shire would construct to a standard, and that it is expected the funding allocation will be insufficient to complete the work. Unless savings can be made in purchase of materials and contractors, or additional funds are committed, it is estimated that up to 10 km of seal widening of the Bencubbin-Kellerberrin Rd could remain uncompleted.

v) Despite (iv) above, the scope of the works is not full reconstruction of the road. In discussion with MRWA, it is clear that they expect major additional works will be required within 5-6 years due to failures of the road, since the road was constructed for lighter traffic than what is anticipated. While the new State Funds to Local Roads Agreement includes specific funding provisions for the GFR Network, it is still on the basis of 2:1.

The matter now before Council is whether to accept the project works and scope as presented, with conditions, or to turn it down. A final factor in considerations is that while the RSA Works estimate allowed for increases of 10% in costs over the 18 months to two years of the project, the MRWA offer is has not been escalated. Once this is taken into account, the apparent 27% gap in funding narrows to around 19%.

As no Budget provision has been made for GFR work, approval by absolute majority of Council is required. CONSULTATION: Eric Eeles, Works Supervisor Bernie Miller, Regional Manager, and Joanne Jurica,

Network Manager, Wheatbelt South, MRWA STATUTORY ENVIRONMENT: Local Government Act 1995 –

- s.3.1 - general function to provide for the good government of persons in its district

- s.6.8 – unbudgeted expenditure not to be made without absolute majority approval of Council

Public Works Act 1902 – - s.86(3) – responsibility for roads under the control of local governments

POLICY IMPLICATIONS: Nil FINANCIAL IMPLICATIONS: Additional income/expenditure of $3,116,000 STRATEGIC IMPLICATIONS: Upgrade of Sutherland and Twine Sts, and the Bencubbin-Kellerberrin Rd

OFFICER RECOMMENDATION/COUNCIL DECISION Resolution 08-2011.134 Moved Cr GF Waters Seconded Cr WR Knott That expenditure on the proposed Grain Freight Route being –

- Bencubbin-Kellerberrin Road – from Trayning townsite to the Kellerberrin Shire boundary

- Twine Street – full length from Sutherland St east to southern town boundary, and

- Sutherland Street – east from intersection with Twine Street to intersection with the Goomalling-Merredin Road

be approved, subject to – o MRWA agreement that funding may be applied to all components of the

works o MRWA acceptance that the Shire will undertake the works to an

appropriate standard, resulting in the high probability that the full scope may not be completed due to the allocation being significantly lower than the fully costed estimate, and

o MRWA acknowledgement that shortfall in funding will not be made up by Council. Carried 5/0 by absolute majority

VOTING REQUIREMENTS: Absolute Majority

Mr EE Eeles Left the meeting at 5.25 pm and returned with Cr PP Vernon at 5.26 pm. Cr GF Waters declared a proximity interest in item 9.2.4 and left the meeting at 5.30 pm Cr TR Lamond declared a proximity interest in item 9.2.4 and left the meeting at 5.32 pm Cr VM Knott assumed the chair by consent of the meeting.

9.2.4 Regional Roads Group Funding 2012-2013

Attachments None

File Reference:



Disclosure of Interest: Cr TR Lamond, Cr GF Waters

BACKGROUND: Main Roads have requested that roadwork‟s proposed for funding in the 2012-2013 financial year be submitted for assessment and consideration. COMMENT: In 2010, Council submitted a proposal for the Kununoppin-Mukinbudin Rd reconstruction of 1.0 to 3.0 SLK (south of Hewitt to near Lawson) with 2 coat bitumen seal to 7m to be done in 2011-2012. The proposal was later amended and accepted for 1.35-3.1 SLK due to reduced funding for the SRRG. It is recommended that this be a continuing project with future works likely to be –

Year Work Section SLK Markers 2011-2012 1.35 to 5.0 SLK 1.69 Hewitt Rd (current project) 2012-2013 3.1 to 5.0 SLK 3.61 Lawson 4.84 Lamond Rd 2013-2014 0.0 to 1.35 SLK 0.0 Goomalling-Merredin Rd 0.6 Thompson Rd 2014-2015 8.7 SLK 7.8 Kidd Rd (install double box culvert) 9.3 to 10.6 SL 9.7 halfway through 1st curve 10.3 halfway through 2nd curve 10.5 end second curve 2015-2016 to be evaluated All works being reconstruct and 2 coat seal to 7m nominal, and 8m through curves.

Costing for the work allowing for 18 months minimum of rising prices is for a project totalling approx. $334,850 being RRG of $223,233 and Shire of $111,617. CONSULTATION: Eric Eeles, Works Supervisor

STATUTORY ENVIRONMENT: Local Government Act 1995 –

- s.3.1 – Provides that the general function of the local government is to provide for the good government of persons in its district.

Public Works Act 1902 – - s.86(3) – responsibility for roads under the control of local governments

POLICY IMPLICATIONS: Nil FINANCIAL IMPLICATIONS: Nil STRATEGIC IMPLICATIONS: Nil

OFFICER RECOMMENDATION/COUNCIL DECISION Resolution 08-2011.135 Moved Cr WR Knott Seconded Cr VM Knott That the Kununoppin-Mukinbudin Rd SLK 3.1 to 5.0 SLK for a project estimated at $334,850 being RRG of $223,233 and Shire of $111,617, be submitted to the Sub Regional Road Group for consideration for funding in the 2012-2013 year. Carried 4/0


Cr TR Lamond & Cr GF Waters returned to the meeting at 5.35 pm Cr TR Lamond assumed the chair 9.3 ENVIRONMENT AND COMMUNITY

COMMENT: Grants – Ongoing

The „Furniture and Equipment‟ application, through Lottery West, for the „Main‟ stage curtain in the Trayning Hall needed to be resubmitted. Lottery West informed KTY Development that since the Hall is owned by the Shire and not them, the Shire needs to submit the application. The application was adjusted and resubmitted on the 5th August 2011.

The RDC application for the Kununoppin Medical Centre was finally completed and submitted on Thursday 21st July 2011. Forwarded the required 10 hard copies to the Director – Regional Investment, within the 7 day time frame.

Received approval for the „Stay on Your Feet Week‟ funding. This was quickly applied for electronically under the encouragement of Louise Davies, who is the Health Promotion Officer in Merredin and organising an events day in Merredin, in September, for seniors.

Ordered SAM funding acknowledgement badge through Wilson Signs.

Contacted Jacquie Colleran regarding the outstanding Rural Watch grant funds. Updated Jacquie on the decision of the portable security cameras - Scout Guard SG550V8. Also left a message with Jacquie about possibly receiving some of the funds for the Youth Group.

Informed the Trayning Tractor Pull Association and the Kununoppin Hospital Auxiliary of a DSAS donation to each club to help with their events activities. Each group has been allocated $1,000. A member from each club responded immediately with great appreciation and informed me that they will be putting their funds towards „kiddie‟s entertainment‟ on the day.

The Trayning Youth Group has also been allocated DSAS funds to help in the purchase of equipment for the budding and enthusiastic young club. The group has

9.3.1 Special Project Officers Report

Attachments None

File Reference:

Date of Report: 17th August 2011

Reporting Officer: Lynda McCormack Special Project Officer


been allocated $1,000. A member of the group said it may possibly go towards a Ping Pong Table.

Grants – Investigating

In the early stages of receiving information from the CCPC and sourcing funding for the Community Centre Project.

Other Projects Andrew Reynolds contacted the Shire inviting it to be a part of the „Pioneer Pathway‟ Video, for tourism and promotion of our shire. The video is for 1 minute with a voice-over description of the shire. Trayning Shire would be joining a list of Shires along the Pathway who have already become involved. After speaking to Neil and Tanika it was agreed to join up with the project, I spoke to Andrew to inform him of the Shires agreement to be involved. I then sent Andrew a „Shot List‟ of various areas in the Shire for photographs. The Shire has been registered for „Clean Up‟, on mobile phones, satchels will be provided soon for residents to dispose of their old mobiles. Completed a DSR survey online, via e-mail. Youth Group: 21st July 2011 - Movie night in the Don Mason Centre, 2 movies were shown with supper provided. 5.30pm to 9.00pm. Youth Group: 1st August 2011 – Board game night in the Don Mason Centre. 4.30pm to 6.00pm. Conferences and Meeting . CONSULTATION: Nil STATUTORY ENVIRONMENT: Nil POLICY IMPLICATIONS: Nil FINANCIAL IMPLICATIONS: Nil STRATEGIC IMPLICATIONS: Nil

OFFICER RECOMMENDATION/COUNCIL DECISION Resolution 08-2011.136 Moved Cr PP Vernon Seconded Cr VM Knott That the Special Project Activity Report for August 2011 be received. Carried 6/0


SUMMARY: 13th July – 10th August, 2011 Grants - On-going 1. Federal Government Caring for our Country 2009/13: NEWROC Trial Sites final

reports and case study template completed; post planting landholder surveys

underway; pre-planting survey result compilation continuing; assisted with

nursery tender documentation, AvonGro contract and milestone reporting; & case

study template 2011 complete.

2. Wheatbelt NRM Soil Conservation Grants (x 2 landholders): first of the native species delivered

3. Red Card for Red Fox/Rabbit Incentive: Bait distribution underway with some landholders undertaking 1080 training

4. Yeelanna Catchment Red Card for Red Fox Incentive: baits ordered 5. NEWROC NRM Next Generation 2011: Flights and tour activities confirmed

Grants – Investigating/applied 1. NEWROC NRM applied for DAFWA Community grants – revegetation & pest

control; 2. Rural Water Program for town dam cover and lining through Community Water

Supply Program; 3. Community Waste Scheme - for collection of e-waste 4. Application for CfoC 2011/2012 round submitted - in partnership with WEROC &

SEAVROC and focused on fencing, revegetation and pest control 5. Wheatbelt NRM Soil Conservation Grants – assisted two landholders with

applications for round 6 6. Submitted CfoC Community Action grant in partnership with Shire of Mukinbudin

and Malleefowl Preservation Group Conferences and Meetings 1. CfoC 2009/2013 Project Meeting: 19th July, 2011, Quairading 2. Phil Lewis, WWF & Landholders: 2nd August, 2011 to retrieve motion sensor

cameras 3. Carbon Farming Initiative Forum: 27th July 2011, Merredin Pest Control 1. Bait distribution to landholders through Shire and Yeelanna Catchment Red Card

for Red Fox / Rabbit Incentive Grant 2. Pindone bait stations removed from Recreation Centre

9.3.2 Natural Resource Management Officer Report

Attachments None

File Reference:


Reporting Officer: Samantha Pickering Natural Resource Management Officer


Flora and Fauna Protection 1. Additional project seedlings passed onto landholders and community groups for

planting 2. Brochure „Clearing Native Vegetation: A guide for landholders in the Shire of

Trayning‟ on-going Other 1. Tree planter hire coordination

CONSULTATION: NIL

STATUTORY ENVIRONMENT: NIL

POLICY IMPLICATIONS: NIL

FINANCIAL IMPLICATIONS: NIL

STRATEGIC IMPLICATIONS: NIL

OFFICER RECOMMENDATION/COUNCIL DECISION Resolution 08-2011.137 Moved Cr GF Waters Seconded Cr WR Knott That the Natural Resource Management Activity Report for August 2011 be received. Carried 6/0

VOTING REQUIREMENTS Simple Majority

9.4 FINANCE

SUMMARY: Cheque Payments and Electronic Funds transfers are to be approved for payment by Council. BACKGROUND: There is a statutory requirement to submit a Schedule of Accounts Payable to Council monthly for approval, in terms of Financial Management Regulations Section 13 (3)(a). It is also a requirement of the Financial Management Regulations Section 13(1) to provide Council with a monthly list of accounts paid by approval of the Chief Executive Officer, under delegated authority to make payments of accounts between Council meetings. Payments were made to the sum of $428,625.00 for period from 1 July 2011 to 31 July 2011. In this regard, please find attached a list of accounts paid under delegated authority from the Municipal Fund. COMMENT: Nil CONSULTATION: Nil STATUTORY ENVIRONMENT: Financial Management Regulations Section 13

(1), 13 (3) (a). POLICY IMPLICATIONS: Policy 1.2.1 – Payment of Accounts FINANCIAL IMPLICATIONS: Nil STRATEGIC IMPLICATIONS: Nil

9.4.1 Payment of Council Accounts

Attachments None

File Reference:


Reporting Officer: Janine Eeles


OFFICER RECOMMENDATION/COUNCIL DECISION Resolution 08-2011.138 Moved Cr PP Vernon Seconded Cr GF Waters That accounts paid from 1 July 2011 to 31 July 2011, as listed, be endorsed by Council. Municipal $428,025.16 Trust $599.84 $428,625.00 Carried 6/0


Minutes: Ordinary Meeting of Shire of Trayning Council held Wednesday 17

August 2011 - 25 -

Municipal Account Chq/EFT Date Name Description Amount

437 01/07/2011 FEE - BANK FEES MERCHANT MONTHLY FEE -40.35

437 01/07/2011 FEE - BANK FEES TRANSACTION FEE -74.00

437 01/07/2011 FEE - BANK FEES MERCHANT FEES -24.04

EFT1104 01/07/2011 KEVIN SMITH PAINT TIMBERWORK ON NEWLY ERECTED PATIO TO MATCH EXISTING

-317.90

EFT1106 01/07/2011 STATE LIBRARY OF WA DAMAGE TO LIBRARY BOOK - MY TERRIFIC DINOSAUR BOOK

-11.00

EFT1108 01/07/2011 WESTERN AUSTRALIAN TREASURY CORPORATION

LOAN 62 REPAYMENT JUNE 2011 -12701.69

EFT1109 01/07/2011 A.D. ENGINEERING INTERNATION PTY LTD AD300 TRSD WITH 3G MODEM, PACK OF 6 WARNING SIGNS, SECURITY WHEEL LOCK & HI SPEED CAMERA

-26015.00

EFT1110 01/07/2011 ALEXANDER PLANNING CONSULTANTS FEES FOR CONCEPT PLANS - COMMUNITY RECREATION CENTRE

-2200.00

EFT1111 01/07/2011 ARTCRAFT PTY LTD ASSORTED SIGNAGE AS REQUESTED -694.10

EFT1112 01/07/2011 CITY OF LIGHTS HOSTING OF WEBSITE -231.00

EFT1113 01/07/2011 FRANKIE'S DINER CATERING FOR MOVIE NIGHT JULY 2011 -913.00

EFT1114 01/07/2011 HEALTH ON THE MOVE HEALTH ASSESMENT - DAN DEACON -705.34

EFT1115 01/07/2011 IT VISION AUSTRALIA PTY LTD ANNUAL LICENSE FEE 11/12 -16032.50

EFT1116 01/07/2011 KTY ELECTRICAL SERVICES REPAIR TV AT KUNUNOPPIN -429.00

EFT1117 01/07/2011 TRAYNING TYRES & MECHANICAL SERVICE PUNCTURE REPAIRS AS REQUESTED -132.00

EFT1118 01/07/2011 NEWROC ANNUAL SUBSCRIPTION 2010/2011, BONDED MEDICAL SCHOLARSHIP, CONTRIBUTION TO CW VISITORS CENTRE

-8969.68

EFT1119 01/07/2011 TRAYNING AG REPAIRS REPAIRS TO BRAKES ON BACKHOE -5413.73

EFT1120 01/07/2011 VERNON CONTRACTING GRAVEL CARTAGE AS REQUESTED -1848.00

20054 01/07/2011 ADRIAN BURTON & CO CHECK & REPAIR TV EQUIPMENT AT TRAYNING -2112.70

20055 01/07/2011 FAST FINISHING SERVICES BINDING OF COUNCIL MINUTES JULY TO DECEMBER 2010

-82.50

20056 01/07/2011 LE HUDSON & CO FM RADIO POWER REIMBURSEMENT 2010/2011 -792.00

20057 01/07/2011 PETTY CASH - PLEASE PAY CASH PETTY CASH RECOUP TO 30 JUNE 2011 -49.25

20058 01/07/2011 SHIRE OF KOORDA EHO EXPENSES APRIL 2011 TO JUNE 2011 -4628.63


August 2011 - 26 -

Chq/EFT Date Name Description Amount

20059 01/07/2011 SHIRE OF MT MARSHALL ENGINEERING SERVICES - SCADDEN STREET -3150.23

20060 01/07/2011 SHIRE OF TRAYNING VEHICLE REGISTRATION 11/12 -2208.65

20061 01/07/2011 TELSTRA SMS SERVICE JUNE 2011 -20.00

20062 01/07/2011 TRAYNING HOTEL CATERING FOR COUNCIL MEETING 10 MAY 2011 -336.00

20063 01/07/2011 WESTNET PTY LTD ANNUAL CHARGE FOR DIAL UP STANDARD SERVICE - PERIOD 01/07/2011 TO 30/06/2012

-440.00

20064 01/07/2011 WHEATBELT AGCARE COMMUNITY SUPPORT SERVICES INC

RURAL FAMILY COUNSELLING SERVICE -990.00

20065 01/07/2011 WR & VM KNOTT ASSORTED ITEMS AS REQUESTED -656.00

20066 01/07/2011 YELBENI STORE VARIOUS ITEMS AS REQUESTED -3728.75

01/07/2011 CANCELLED PAYMENTS - VARIOUS CREDITORS Various Creditor Payments Cancelled -64338.00

438 04/07/2011 FEE - BANK FEES ONLINE BANKING FEE -13.00

438 04/07/2011 FEE - BANK FEES MONTHLY TOKEN FEE -5.50

05/07/2011 CANCELLED PAYMENT- SHIRE OF TRAYNING Shire of Trayning Vehicle Registrations -2208.65

06/07/2011 PAYROLL DIRECT DEBIT Payroll Direct Debit of Net Pays -20558.00

20068 07/07/2011 AMP LIFE LIMITED Superannuation contributions -169.24

20069 07/07/2011 COMMONWEALTH SUPERANNUATION Superannuation contributions -920.48

20070 07/07/2011 SHIRE OF TRAYNING WAGES CASH PAYMENTS 060711 -2812.00

20071 07/07/2011 WALGS PLAN Superannuation contributions -3064.30

20072 07/07/2011 AUSTRALIAN SUPER Superannuation contributions -68.19

EFT1092 08/07/2011 AG WOODFIELD COUNCILLOR FEES & ALLOWANCES JULY 2010 TO JUNE 2011

-3274.00

EFT1093 08/07/2011 GF & S WATERS COUNCILLOR FEES & ALLOWANCES JULY 2010 TO JUNE 2011

-3882.08

EFT1094 08/07/2011 PACE PATRICK VERNON COUNCILLOR FEES & ALLOWANCES JULY 2010 TO JUNE 2011

-1917.00

EFT1095 08/07/2011 TREVOR LAMOND COUNCILLOR FEES & ALLOWANCES 2010/2011 -6894.20

EFT1096 08/07/2011 VALDA MARIE KNOTT COUNCILLOR FEES & ALLOWANCES JULY 2010 TO JUNE 2011

-2760.00

EFT1143 08/07/2011 DEPARTMENT OF PLANNING & INFRASTRUCTURE DPI DIRECT DEBITS STATEMENT NO438 -4376.60

20073 08/07/2011 JENNIFER SIDNEY FRANCIS COUNCILLOR FEES & ALLOWANCE JULY 2010 TO JUNE 2011

-1603.00

20074 08/07/2011 WALLACE ROLAND KNOTT COUNCILLOR FEES & ALLOWANCES JULY 2010 TO JUNE 2011

-2822.16


August 2011 - 27 -



EFT1145 15/07/2011 SG FLEET AUSTRALIA PTY LTD LEASE AGREEMENT PAYMENT -5282.99

13/07/2011 CANCELLED PAYMENTS Hire of Chairs & Trestle -71.00

13/07/2011 CANCELLED PAYMENT Sale of Phone Book -7.00

13/07/2011 CANCELLED PAYMENTS Hire of Chairs & Trestle -71.00

13/07/2011 CANCELLED PAYMENT Sale of Phone Book -7.00

20/07/2011 PAYROLL DIRECT DEBIT Payroll Direct Debit of Net Pays -20856.00

20075 21/07/2011 AMP LIFE LIMITED Superannuation contributions -148.88

20076 21/07/2011 COMMONWEALTH SUPERANNUATION Superannuation contributions -1273.04

20077 21/07/2011 SHIRE OF TRAYNING WAGES CASH PAYMENTS 200711 -2811.00

20078 21/07/2011 WALGS PLAN Superannuation contributions -2897.81

20079 21/07/2011 AUSTRALIAN SUPER Superannuation contributions -102.28


EFT1121 28/07/2011 5RIVERS PLUMBING & GAS INSTALL NEW UPRIGHT GAS STOVE -437.16

EFT1122 28/07/2011 AVON WASTE RUBBISH COLLECTION JUNE 2011 -3369.96

EFT1123 28/07/2011 BOB WADDELL CONSULTANT REVIEW OF THE CASH BUDGET 2011/2012 -423.50

EFT1124 28/07/2011 BOC LIMITED ANNUAL CONTAINER SERVICE CHARGE 01.07.2011 TO 30.06.2012

-477.38

EFT1125 28/07/2011 CORPORATE EXPRESS AUST LTD ASSORTED STATIONERY AS REQUESTED -109.08

EFT1126 28/07/2011 FUJI XEROX AUSTRALIA PTY LIMITED LEASE/ RENTAL CHARGE PERIOD 04/08/2011 TO 03/09/2011

-628.41

EFT1127 28/07/2011 KALANNIE COMMUNITY RESOURCE CENTRE INC MOVIES IN MOTION SMALL SCREEN HIRE -1340.00

28/07/2011 CANCELLED PAYMENT - KEVIN SMITH CANCELLED PAYMENT - KEVIN SMITH -18920.00

EFT1129 28/07/2011 KTY ELECTRICAL SERVICES SUPPLY & INSTALL REPLACEMENT AIR CONDITIONER

-3679.06

EFT1130 28/07/2011 LGSA OF WA INC REGISTRATION FEE FOR ERIC EELES TO ATTEND WA WORKS & PARKS CONFERENCE

-835.50

EFT1131 28/07/2011 OCLC (UK) LTD AMLIB ANNUAL MAINTENACE & 1 USER, SQL BASE 12MTH TO 29/08/2012

-1329.33

EFT1132 28/07/2011 RURAL PRESS REGIONAL MEDIA (WA) PTY LTD MEETING ADVERT -68.60

EFT1133 28/07/2011 STIHL SHOP MIDLAND ASSORTED CHAINS AS REQUESTED -241.20

EFT1134 28/07/2011 TANKS WEST PTY LTD TANKS AS REQUESTED -12474.00

EFT1135 28/07/2011 THE PAPER COMPANY OF AUSTRALIA A4 FUJI XTREME WHITE PAPER -198.00

EFT1136 28/07/2011 TRAYNING AG REPAIRS 150,000KM SERVICE -2100.49


August 2011 - 28 -


EFT1137 28/07/2011 VERNON CONTRACTING REFUSE SITE MANAGEMENT PLANS- FINAL PAYMENT

-3000.00

EFT1138 28/07/2011 WESTERN AUSTRALIAN LOCAL GOVERNMENT ASSOCIATION

ASSOCIATION MEMBERSHIP SUBS 010711 TO 300612

-13080.10

EFT1139 28/07/2011 WETDECK POOLS PROGRESS CLAIM - CONSTRUCTION OF WETDECK MODULES AT WORKSHOP & MATERIALS PURCHASED

-82500.00

EFT1140 28/07/2011 WREN OIL WASTE DISPOSAL - WASTE OIL -444.67

EFT1141 28/07/2011 KEVIN SMITH PATIO EAST END OF UNIT AS PER QUOTE -10890.00

20080 28/07/2011 COURIER AUSTRALIA FREIGHT COSTS -47.38

20081 28/07/2011 GRAHAM LLOYD MULLINS GRAVEL ROYALITIES -247.50

20082 28/07/2011 JASON SIGNMAKERS ASSORTED SIGNS AS REQUESTED -232.10

20083 28/07/2011 L&M MULLINS GRAVEL ROYALITIES -1732.50

20084 28/07/2011 SHIRE OF MERREDIN SHARED SERVICES MERREDIN RANGER TO 30/06/11

-1394.87

20085 28/07/2011 SHIRE OF MT MARSHALL VEHICLE INSPECTION OF SAM TRAILER -62.80

20086 28/07/2011 SYNERGY ELECTRICITY USAGE 25 MAY 2011 TO 24 JUNE 2011

-1183.10

20087 28/07/2011 TELSTRA TELEPHONE LINE RENTAL & USAGE TO 01 JUL 2011

-1977.54

20088 28/07/2011 WATER CORPORATION ANNUAL SERVICE CHARGES 01 JULY 2011 TO 30 JUNE 2012

-5414.60

20089 28/07/2011 YELBENI STORE ASSORTED ITEMS AS REQUESTED JUNE 2011 -1373.73

441 29/07/2011 ODINT - INTEREST ON OVERDRAFT INTEREST ON OVERDRAFT -65.21


TOTAL -428025.16

Trust Fund


01/01/2011 NEWROC OPERATING SURPLUS – REVERSAL OF RECEIPT

REVERSAL OF RECEIPT -599.84

TOTAL -599.84


August 2011 - 29 -

SUMMARY: As per Council Policy, bank reconciliations are presented each month. BACKGROUND: Bank Reconciliations for the Municipal, Municipal Investment, Trust and Reserve Accounts for the month(s) of July 2011 are attached on the following pages. COMMENT: Nil CONSULTATION: Nil STATUTORY ENVIRONMENT: Nil POLICY IMPLICATIONS: Nil FINANCIAL IMPLICATIONS: Nil STRATEGIC IMPLICATIONS: Nil

OFFICER RECOMMENDATION/COUNCIL DECISION Resolution 08-2011.139 Moved Cr VM Knott Seconded Cr AG Woodfield That the Municipal, Municipal Investment, Trust and Reserve Account Bank Reconciliation for July 2011 be adopted by Council. Carried 6/0


DETAILS Municipal Muni Invest Trust NEWROC Invest Reserve

Balance as at 30 June 2011 -63,173.69 107.98 45,726.68 154,506.19 521,715.23

Add: Receipts 671,680.66 0.16 17,939.36 583.10 0.00

Less: Payments 428,025.16 0.00 599.84 0.00 300,270.00

SYNERGY SOFT BALANCE AS AT 31/07/11 180,481.81 108.14 63,066.20 155,089.29 221,445.23

Balance as per Bank Statement 186,781.76 108.14 63,066.20 155,089.29 221,445.23

Plus: Outstanding Deposits 7,501.18 0.00 0.00 0.00 0.00

Less: Outstanding Cheques 13,801.13 0.00 0.00 0.00 0.00

Unidentified Deposit 0.00 0.00 0.00 0.00 0.00

Unidentified Deposit 0.00 0.00 0.00 0.00 0.00

BANK BALANCE AS AT 31/07/11 180,481.81 108.14 63,066.20 155,089.29 221,445.23

Bank Reconciliation Summary

FOR PERIOD ENDED 31 July 2011

9.4.2 Bank Reconciliation – July 2011

Attachments None

File Reference:





August 2011 - 30 -

Bank Reconciliation - Unpresented Items

Municipal - 103957 Bank: 036-163 Branch: 103957 Account No: Shire of Trayning - Municipal Account

Page 1 of 1

Debits Credits Date Type Ref # Description

11/08/2011

2:43:30PM

Date:

Time:

Cut Off Date: 31/07/2011

CSH 135.00 19969 LANDGATE 21/04/2011 DEP 0.01 -DD 30/04/2011 DEP 906.85 22/07/2011 DEP 150.00 25/07/2011 DEP 11.60 26/07/2011 DEP 193.30 27/07/2011 CSH 47.38 20080 COURIER AUSTRALIA 28/07/2011 CSH 247.50 20081 GRAHAM LLOYD MULLINS 28/07/2011 CSH 232.10 20082 JASON SIGNMAKERS 28/07/2011 CSH 1,732.50 20083 L&M MULLINS 28/07/2011 CSH 1,394.87 20084 SHIRE OF MERREDIN 28/07/2011 CSH 62.80 20085 SHIRE OF MT MARSHALL 28/07/2011 CSH 1,183.10 20086 SYNERGY 28/07/2011 CSH 1,977.54 20087 TELSTRA 28/07/2011 CSH 5,414.60 20088 WATER CORPORATION 28/07/2011 CSH 1,373.73 20089 YELBENI STORE 28/07/2011 DEP 2,033.00 28/07/2011 DEP 4,206.43 29/07/2011

7,501.18 13,801.13 TOTALS

CREDIT CARD TRANSACTIONS Date Amount

Opening Balance 0.00

Card Fee 0.00

Payment 0.00

CLOSING BALANCE 0.00

PAYMENTS FOR PERIOD ENDED 3 JULY 2011


August 2011 - 31 -

SUMMARY: As per Council Policy 1.2.9 an investment report is presented to Council each month. BACKGROUND: In accordance with Council Policy 1.2.9 a monthly investment report is to be produced for Council. COMMENT: Comparison of Council‟s Investments with previous year: As at 1 August 2011 As at 1 August 2010 $ Av. Rate $ Av.Rate Municipal Investment 107.81 1.95% 6,839.25 1.95% Reserve Investment 221,445.23 5.86% 338,265.52 6.19% 221,553.21 345,104.77 POLICY IMPLICATIONS: Nil FINANCIAL IMPLICATIONS: Nil STRATEGIC IMPLICATIONS: Nil

OFFICER RECOMMENDATION/COUNCIL DECISION Resolution 08-2011.140 Moved Cr PP Vernon Seconded Cr AG Woodfield That the Investment Portfolio report be received. Carried 6/0


9.4.3 Monthly Investment Report

Attachments None

File Reference:





August 2011 - 32 -

Investment No Name Date Lodged Institution % Term Mature Inv. Amount Projected Yield

Municipal Fund Investments

9100901 Municipal Fund Investment 1-Jun-11 Westpac Bank 1.95 @Call 30-Jun-11 107.98$ 0.18$

TOTAL Municipal Fund Investments 107.98$ 0.18$

Reserve Funds

9101900 Long Service Leave Reserve 4-Dec-10 Westpac Bank 6.00 7 Months 4-Jul-11 26,269.91$ 919.45$

9101901 Plant Reserve 4-Dec-10 Westpac Bank 6.00 7 Months 4-Jul-11 17,080.80$ 597.83$

9101902 Building Reserve 4-Dec-10 Westpac Bank 6.00 7 Months 4-Jul-11 77,834.03$ 2,724.19$

9101904 Facilities Reserve 1-Aug-10 Bendigo Bank 6.10 12 Months 31-Jul-10 5,652.20$ 344.78$

9101905 Medical Facilities Reserve 1-Feb-11 Westpac Bank 6.00 6 Months 30-Jul-11 42,762.89$ 1,282.89$

9101906 Refuse Site Reserve 4-Dec-10 Westpac Bank 6.00 7 Months 4-Jul-11 11,605.10$ 406.18$

9101907 Sw imming Pool Reserve 1-Feb-11 Westpac Bank 6.00 6 Months 30-Jul-11 13,027.32$ 390.82$

9101908 Unspent Grants 1-Feb-11 Westpac Bank 4.75 @Call 28-Feb-11 27,212.98$ 107.72$

TOTAL Reserve Funds 5.86 221,445.23$ 6,773.85$

TOTAL INVESTMENTS 221,553.21$ 6,774.03$

INVESTMENT REGISTER

As at 1 August 2011


August 2011 - 33 -

SUMMARY: Monthly statements are presented to Council as per the Local Govt Act 1995 and relevant Financial Management Regulations. BACKGROUND: The financial regulations require a Monthly Statement of Financial Activity to be presented to Council. COMMENT: A copy of the Monthly Financial Statement for the period ending 30 June 2011, including the report on significant variances, has been provided to Council. STATUTORY ENVIRONMENT: Section 6.4 Local Government Act 1995 FINANCIAL IMPLICATIONS: Nil STRATEGIC IMPLICATIONS: To comply with the Financial Management Regulations and to continue to improve the Shire of Trayning‟s financial reporting standards.

OFFICER RECOMMENDATION/COUNCIL DECISION Resolution 08-2011.141 Moved Cr GF Waters Seconded Cr VM Knott That the Monthly Financial Report for the period ending 31 July 2011, be accepted as presented. Carried 6/0


9.4.4 Monthly Financial Statements – July 2011

Attachments Pg10- 28 Monthly Financial Statements – July

File Reference:


Reporting Officer: Tanika McLennan



August 2011 - 34 -

Cr VM Knott & Cr WR Knott declared a financial interest in item 9.4.5 and left the meeting at 5.41 pm

SUMMARY: The 2011/12 budget was prepared based on a 40% concession being allowed on all commercial properties. Although the concession was disclosed in the budget schedules it was not included in the budget adoption resolution and Council is asked to confirm its intention. BACKGROUND: During a budget workshop held 18 May 2011 Council indicated that a 40% concession on rates should apply to commercial properties. The 2011/12 budget was prepared allowing for this concession. COMMENT: Although the concession was disclosed in the budget schedules, it was not included in the budget adoption resolution, therefore Council is asked to confirm its intention. STATUTORY ENVIRONMENT: Section 6.47 Local Government Act 1995 FINANCIAL IMPLICATIONS: Nil STRATEGIC IMPLICATIONS: Nil

OFFICER RECOMMENDATION/COUNCIL DECISION Resolution 08-2011.142 Moved Cr Vernon Seconded Cr Woodfield That a 40% concession be allowed on all commercial properties within the Shire of Trayning. Carried 4/0 by absolute majority


9.4.5 Rates Commercial Concession

Attachments None

File Reference:


Reporting Officer: Tanika McLennan

Disclosure of Interest: Cr VM Knott, Cr WR Knott


August 2011 - 35 -

Cr VM Knott and Cr WR Knott returned to the meeting at 5.43 pm 9.5 ADMINISTRATION

9.5.1 Roads to Recovery – post 2014

Attachments None

File Reference:




BACKGROUND: The Australian Local Government Association has advised that the current Roads To Recovery Program ceases in 2014, and at this time, no indication has been given that it is likely to continue. COMMENT: The program has been extremely successful in directly much needed funds to roads, and currently is worth $222,566 per year to Trayning. The RTG consultants are of the opinion that the program is not likely to continue after the current commitments conclude in 2013-2014. If it does not continue, Trayning would need roughly a 35% rate increase to make up the gap in funding, which is on top of the minimum $150,000 already identified by the consultants. For Trayning, it would be a severe blow to our capacity to fund road resells, reconstruction, resheeting etc. ALGA suggests that strong support should be given to the retention of the RTR program, and that it should be a permanent program of the Commonwealth Government. CONSULTATION: RJ Back & Associates, RTG consultants STATUTORY ENVIRONMENT: Nil POLICY IMPLICATIONS: Nil FINANCIAL IMPLICATIONS: Nil STRATEGIC IMPLICATIONS: Nil

OFFICER RECOMMENDATION/COUNCIL DECISION Resolution 08-2011.143 Moved Cr PP Vernon Seconded Cr GF Waters That relevant Commonwealth and State Parliamentarians be advised of Council’s strong support for the retention of the Roads to Recovery Program, and requested to make every effort to ensure that it not only continues, but becomes a permanent part of the Federal Budget. Carried 6/0



August 2011 - 36 -

BACKGROUND: The Centenary Committee last met in April 2011, and arrived at a consensus for an overall program for the Trayning and Yelbeni Centenaries in 2012. The Centenary Committee is a committee of Council and not an activity of the KTY Development Association. COMMENT: Centenary Celebrations are tentatively planned for the weekend of 15-16 September 2012, although this is not yet absolutely set. Plans at this stage centre around a range of activities to be held in Yelbeni and in Trayning, with two main things requiring some capital funds –

- Honour Avenue at the Yelbeni Museum – consisting of tree planting, with family plaques perhaps on plinths or set in a wall or walk, and a Centennial plaque

- Centenary Walk and Wall – gravel walk, with a wall to match the “Trayning” wall at the main intersection, family plaques, and central Centennial plaque

Many of the activities planned are self-funding or close to it. The Committee is due to meet within the next couple of weeks, and is seeking feedback from Council, and now that Budget is adopted, an indication of any funding that may be available. Grant funding will also be sought for the Walk & Wall. It is very unlikely that there would be any funding for activities. Council is asked to review the attached draft program for the 2 days, and comment on their support or otherwise for the various activities and proposals. The Committee then can start approaching people to assist and to firm up plans and bookings. The Shire should retain the final control of any infrastructure or permanent type works resulting from the Yelbeni Honour Avenue or the Trayning Centenary Walk/Trail. CONSULTATION: Centenary Committee STATUTORY ENVIRONMENT: Nil POLICY IMPLICATIONS: Nil FINANCIAL IMPLICATIONS: Nil STRATEGIC IMPLICATIONS: Nil

9.5.2 Trayning and Yelbeni Centenary 2012

Attachments Pg 29- 30 Draft Program for Centenary Celebrations 15-16 Sept 2012

File Reference:





August 2011 - 37 -

OFFICER RECOMMENDATION/COUNCIL DECISION Resolution 08-2011.144 Moved Cr VM Knott Seconded Cr WR Knott That the Centenary Committee be advised the Council –

i) endorses the proposed schedule of activities ii) supports the proposals for a Yelbeni Honour Avenue as part of the Museum

Development, and a Centenary Walk and Wall in Trayning iii) since the Trayning Centenary Walk/Wall is on the main road, Council will seek

approval for its construction from Main Roads WA iv) has allocated $5,000 towards celebrations in the two towns in 2011-2012, and

that further funding to a maximum of $5,000 will be made available in 2012-2013.

Carried 6/0



August 2011 - 38 -

Under Section 5.69(3)(a) of the Local Government Act 1995 and in accordance with the authority delegated by the Minister for Local Government, the Director General has approved the Shire‟s request to allow the disclosing members in item 9.5.3 to participate in discussion and decision making procedures.

9.5.3 Draft Policy –Recognition of Service – Elected Members

Attachments Pg 31 Draft Policy Manual amendment

File Reference:



Disclosure of Interest: Cr TR Lamond, Cr GF Waters, Cr VM Knott, Cr PP Vernon, Cr WR Knott & Cr AG Woodfield

BACKGROUND: To determine a policy with regard to gifts to Councillors resigning, retiring or defeated at election.

COMMENT: Council does not have a policy at this time, and it was suggested that it may be appropriate to consider some recognition for former. The Policy if adopted would also apply to all future departures by Councillors.

Please note that the Act does not stipulate that an interest applies only if a benefit results. Even if there is a detriment, an interest must be declared. Therefore, any future changes to the policy, must obtain exemption from the Minister prior to consideration.

As all Councillors have a financial interest in this matter, it may only be considered with the specific permission of the Minister for Local Government.

CONSULTATION: Kelvin Fowler, Jenni Law, Dept of Local Government

STATUTORY ENVIRONMENT: Local Government Act 1995 –

- s.5.60 – When a person has an interest - s.5.60A – Financial interest: when a matter may result in a financial gain, loss, benefit

or detriment - s.5.69 – Enables the Minister to permit Councillors to participate and vote even with

an interest - s.5.100A – provides that a payment may be made as authorised

Administration Regulations – - r.34AC – eligibility –

o one full four year term must be served before consideration, o maximum amount being $100 per year of service, o total maximum value of $1,000

POLICY IMPLICATIONS: Nil

FINANCIAL IMPLICATIONS: Nil

STRATEGIC IMPLICATIONS: Nil


August 2011 - 39 -

OFFICER RECOMMENDATION/COUNCIL DECISION Resolution 08-2011.145 Moved Cr AG Woodfield Seconded Cr GF Waters That Council adopt the following Policy Statement, and it be included in the Policy Manual –

Policy 1.7 –Recognition of Service – Elected Members 1. Each departing Councillor shall receive an appropriate plaque or certificate

of service. 2. The CEO is to arrange a suitable gift for departing Councillors, up to the

specified value, after the following periods of service – - as a Councillor – an amount of $120 for each completed 4-year term or

pro-rata amount for shorter period. - as Deputy President – an additional amount of $30 for each completed

2-year term the office of Deputy President was held, or pro-rata amount for shorter period.

- as President – an additional allowance of $60 for each 2-year term the office of President was held, or pro-rata amount for shorter period.

- Total cumulative value of the gift, including plaque, is not to exceed $1,000.00

3. To be eligible, an initial completed term of office as Councillor, Deputy President or President is required, consistent with the provisions the Administration Regulations r.34AC.

4. Presentation of the plaque or certificate and gift will generally be made at the final meeting being attended by the Councillor, or at the Annual Shire Christmas function.

5. Multiple periods of service as a member of Council are to be considered individually according to each period, and not cumulatively.

6. Where qualifying, application for a Certificate of Appreciation from the Minister is to be made through the Department of Local Government.

Carried 6/0



August 2011 - 40 -

9.6 NEWROC and REGIONAL TRANSITION GROUP

9.6.1 NEWROC Meetings

Attachments Pg 34 – 48 Minutes of Executive Meeting

File Reference:




BACKGROUND: The last NEWROC Council Meeting was held on Tuesday 26 July 2011 at the Mukinbudin Shire Offices. COMMENT: To encourage the NEWROC partnership and promote a better understanding by all Councillors it is recommended that NEWROC minutes be read and received by Council. All Matters to note –

7.1 Engineering Technical Officer Project proceeding with 5 Councils participating 7.2 Regional Waste Cooperation 8.1 CLGF Regional Business case preparation to commence as soon as possible 8.3 NEWROC Community Emergency Services Manager The intention is to consider the appointment of a person to manage LEMCs,

LEMPs, etc and generally assist Bush Fire Brigades and VES units CONSULTATION: Nil STATUTORY ENVIRONMENT: Nil POLICY IMPLICATIONS: Nil FINANCIAL IMPLICATIONS: Nil STRATEGIC IMPLICATIONS: Nil

OFFICER RECOMMENDATION/COUNCIL DECISION Resolution 08-2011.146 Moved Cr AG Woodfield Seconded Cr GF Waters That the minutes of the NEWROC Council Meeting held on 26 July 2011 at Mukinbudin Shire Offices be received. Carried 6/0



August 2011 - 41 -

BACKGROUND: Regional Transition Group Board Meetings were held on Tuesday, 9 August 2011 at the Trayning Shire Offices. COMMENT: The purpose of the RTG is to investigate options and opportunities for structural reform. While many have viewed this as more or less accepting amalgamation, members of the Board are approaching it from the point of view that other possibilities exist and are preferable. Matters to note from the meeting include –

4.3 Project Timelines Final report of the consultants should be received by the Board at the September

meeting, and subject to any changes, will be sent to the member Shires for the September Council meeting, and release to the community for comment.

o Please note – a decision on the Board‟s Report is not required until February/March 2012, in order to give any new Councillors time to read and absorb the detail of the report, allow for public consultation, and also get the end of year holidays and commitments out of the way

4.4 Road Condition Report The summary reports are available, however, the consultant has expressed

concern about the reported figures, and considers that some of the parameters need further review.

o Of note however, was the verbal opinion that a gap of at least $150,000 exists between Trayning‟s current expenditure of roads (excluding maintenance) for reconstruction, reseal, resheeting etc, and what is required to maintain the network at current level. Combined with his view that Roads to Recovery is not likely to continue after the 2013-2014 year, and the loss of $222,500 grant, this means that a gap in road expenditure of between $370,000 and $520,000 may exist.

4.5 Stage 2 – Integrated Planning o Please note – acceptance of RJ Back & Associates submission means a

potential financial contribution from Council in the order of $7,000-$8,000, as several components will either exceed or are outside of the grant funding guidelines.

CONSULTATION: Nil STATUTORY ENVIRONMENT: Nil POLICY IMPLICATIONS: Nil

9.6.2 RTG Board Meeting

Attachments Pg 48 – 61 Minutes of Board Meeting

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August 2011 - 42 -

FINANCIAL IMPLICATIONS: Possible contribution in the order of $8,000 to complete Stage 2

STRATEGIC IMPLICATIONS: Nil

OFFICER RECOMMENDATION/COUNCIL DECISION Resolution 08-2011.147 Moved Cr WR Knott Seconded Cr PP Vernon That the minutes of the RTG Board Meetings held on 9 August 2011 at the Trayning Shire Offices be received. Carried 6/0



August 2011 - 43 -

10 NOTICE OF MOTIONS 10.1 PREVIOUS NOTICE RECEIVED None 10.2 FOR CONSIDERATION AT THE FOLLOWING MEETING Nil 11 NEW BUSINESS OF AN URGENT NATURE BY DECISION OF MEETING

COUNCIL DECISION Resolution 08-2011.148 Moved Cr VM Knott Seconded Cr AG Woodfield That the late item 11.1 Swimming Club – Assistance be addressed as presented. Carried 6/0

BACKGROUND: During the “I swam in a drought” event towards the end of last summer, a range of activities were offered, including an Aquaball. These are an inflatable double skinned plastic ball that a person can climb inside.

COMMENT: Two sizes of Aquaball are available, the cheaper being $600 and only suitable for children, but the larger more expensive one at $900 ex GST is of commercial strength and suitable for adults as well. The Aquaball was so well received that the Swimming Club decided to raise funds to buy one. Approximately $970 has been raised towards the $900 ex GST cost by the Club, but they have now been advised that they will have to pay the freight from China of $480 approx. Through the Pool Manager, a request has been made for Council to assist with the purchase of the Aquaball, by agreeing to pay the anticipated difference between the cost and what has been raised of about $500. As no Budget provision has been made, an absolute majority of Council is required. CONSULTATION: Wendy Hurley, Pool Manager STATUTORY ENVIRONMENT: Local Government Act 1995 – s.6.8 (b) – Council to authorise expenditure not disclosed in Budget POLICY IMPLICATIONS: Nil

11.1 Swimming Club - Assistance

Attachments None

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August 2011 - 44 -

FINANCIAL IMPLICATIONS: Nil STRATEGIC IMPLICATIONS: Nil

OFFICER RECOMMENDATION/COUNCIL DECISION Resolution 08-2011.149 Moved Cr VM Knott Seconded Cr PP Vernon That Council assists the Swimming Club to purchase an Aquaball to a maximum of $500.00 ex GST. Carried 6/0 by absolute majority


OFFICER RECOMMENDATION/COUNCIL DECISION Resolution 08-2011.150 Moved Cr VM Knott Seconded Cr PP Vernon That quotes be sought for the purchase of portable event seating. Carried 5/1

OFFICER RECOMMENDATION/COUNCIL DECISION Resolution 08-2011.151 Moved Cr AG Woodfield Seconded Cr PP Vernon That portable seating/shade be hired for the Tractor Pull to be held 10 September 2011 and the Chief Executive Officer be authorised to spend up to $3000 on same. Carried 5/1 by absolute majority

OFFICER RECOMMENDATION/COUNCIL DECISION Resolution 08-2011.152 Moved Cr AG Woodfield Seconded Cr VM Knott That submissions be sought for: 1. full demolition and removal of the grandstand 2. demolition and removal of all but the tin from roof of the grandstand. Carried 5/1

12 MATTERS FOR WHICH THE MEETING MAY BE CLOSED Nil

11.2 Grandstand


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13 NEXT MEETING The next Ordinary Meeting of Council is due to be held in the Council Chambers, Railway Street, Trayning on Wednesday 21st September 2011. 14 CLOSURE OF MEETING The Shire President, Cr TR Lamond, thanked everyone for their attendance and declared the meeting closed at 6.16 pm.

These minutes were confirmed at a meeting on ……../……../………. __________________ Signed Cr TR Lamond Dated ……../……../……….

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