COUNCIL CALENDAR Date Time Meeting Monday 30th October 2017 5.00pm Special Council Meeting Thursday 2nd November 2017 6.00pm Electors Meeting Wednesday 15th November 2017 2.30pm Ordinary Council Meeting Wednesday 20th December 2017 2.30pm Ordinary Council Meeting Wednesday 15th February 2018 2.30pm Ordinary Council Meeting
WEDNESDAY 18TH OCTOBER MEETING PROGRAMME1.00pm Audit Committee Meeting 1.30pm Afternoon Tea with Student Councillors & Teachers –
NDHS 2.00pm – 2.15pm Shire Councillor/Student Councillor Discussion Time 2.30pm Ordinary meeting of Council 6pm Council Dinner (Partners invited)
MEETING GUESTS Student Councillors & Teachers – Narembeen District High School
18th October 2017
SHIRE OF NAREMBEENConfirmed Minutes for the 634th Ordinary Council Meeting
Our Mission: A rural community working together to create a great place to live, attain a safe, healthy and creative environment, which achieves sustainable and innovative development and economic opportunities.
Our Values: Respect, Inclusiveness, Fairness & Equity, Communication
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 1 of 142
Contents
1.0 Opening & Welcome ............................................................................................. 3 2.0 Attendance & Apologies ........................................................................................ 3 3.0 Declarations of Interest ......................................................................................... 3 4.0 Announcements .................................................................................................... 3
4.1 Application for Leave of Absence .......................................................................... 3 5.0 Public Question Time & Deputations ..................................................................... 3 6.0 Minutes from Previous Meetings ........................................................................... 4 7.0 Status Report ........................................................................................................ 4 8.0 Reports ............................................................................................................... 11
8.1 Manager Environment Health/Building ................................................................ 11 8.2 Works Manager ................................................................................................... 12 8.3 Building Supervisor ............................................................................................. 14 8.4 Chief Executive Officer ........................................................................................ 16 8.5 Executive Manager Corporate Services .............................................................. 53
9.0 Councillor Reports – Including Other Councillor Business ................................. 131 10.0 Urgent Business as Permitted by Council ......................................................... 132 11.0 Date, Time & Place of Next Meeting ................................................................. 142 12.0 Closure ............................................................................................................. 142 13.0 Certification of Meeting Minutes......................................................................... 142
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 2 of 142
1.0 Opening & Welcome
2.0 Attendance & Apologies
Shire President - Presiding PersonMemberMemberMemberMemberMemberMember
Chief Executive OfficerExecutive Manager Corporate ServicesWorks Manager (present for report to Council)Community & Economic Development Officer (minute taker)
Member
Attendance
CouncillorsCr Rhonda Cole Cr Gina DeLuis Cr Syd Parsons Cr Bevan Thomas Cr Kellie Mortimore Cr Bill Cowan Cr Stephen PadfieldCr Amy Hardham
StaffMr Chris Jackson Miss Bonnie Cole Mr Arthur CousinsMrs Sheree Thomas
Apologies Klint Stone
Approved leave of absence Nil
3.0 Declarations of Interest
4.0 Announcements
4.1 Application for leave of absence
5.0 Public Question Time & Deputations (15 min)
Nil
MINUTES
Shire of Narembeen Ordinary Council Meeting Wednesday 18th October 2017, commencing at 2.30pm
2.30pm - The Shire President welcomed everyone to the meeting and declared the meeting open.
The Shire President acknowledged the final Council meeting for Cr S Padfield, Cr S Parsons and Cr R DeLuis and thanked Cr G DeLuis for 12 years of service, Cr S Parsons for 8 years of service and Cr S Padfield for 31 years of service to the Narembeen community.
Nil
Nil
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 3 of 142
6.0 Minutes of Previous Meetings
6.1 Confirmation of Minutes of Ordinary Meeting of Council
6.1.1 Confirmation of Minutes
Confirmation of Minutes from the Shire of Narembeen Ordinary Meeting held on Wednesday 20th September 2017.
RECOMMENDATION:
That the Minutes of the Meeting of the Shire of Narembeen held Wednesday 20th September 2017 be confirmed as a true and accurate record of the proceedings.
COUNCIL RESOLUTION
MIN 6511/17 MOTION - Moved Cr. R DeLuis 2nd Cr. B Thomas
That the minutes of the meeting of the Shire of Narembeen held Wednesday 20th September 2017 be confirmed as a true and accurate record of the proceedings.
CARRIED 8/0 6.1.2 Business Arising
Business Arising from the Minutes of the Shire of Narembeen Ordinary Meeting held Wednesday 20th September 2017.
Nil
7.0 Status Report
2nd Cr. B Cowan
RECOMMENDATION:
That the Status Report for October 2017 be received.
COUNCIL RESOLUTION
MIN 6512/17 MOTION - Moved Cr. K Mortimore
That the Status Report for October 2017 be received.
CARRIED 8/0
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 4 of 142
SHIR
E O
F N
AREM
BEE
N -
STAT
US
REP
OR
TFo
r Oct
ober
201
7 C
ounc
il M
eetin
g
Min
ute
No.
Min
ute
Dat
eFi
le N
oSu
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tM
inut
e Ite
mC
omm
ents
Stat
usSt
aff M
embe
r Al
loca
tion
6026
/15
19-A
ug-1
533
Tho
mas
S
treet
That
Cou
ncil
auth
oris
e th
e C
hief
Exe
cutiv
e O
ffice
r to
com
men
ce th
e pr
oces
s of
sel
ling
33 T
hom
as
Stre
et, N
arem
been
, for
non
-pay
men
t of r
ates
by,
auc
tion
or p
rivat
e sa
le. S
houl
d th
e pr
oper
ty n
ot
sell
with
in tw
elve
mon
ths
from
the
date
of a
dver
tisin
g, C
ounc
il au
thor
ise
the
Chi
ef E
xecu
tive
Offi
cer
to h
ave
the
prop
erty
tran
sfer
red
into
the
Shi
re’s
nam
e.
Pro
perty
set
tled
and
now
in
Shi
re's
nam
e.O
ngoi
ngC
EO
/EM
CS
6134
/16
17-F
eb-1
6A
DM
535
Kon
dini
n an
d C
ram
phor
ne
Roa
ds la
nd
acqu
isiti
ons
Roa
d W
iden
ing'
s/La
nd R
esum
ptio
n:1.
That
Cou
ncil
mak
ean
offe
rof$
1,25
0pe
rhec
tare
inex
chan
gefo
rthe
resu
mpt
ion
ofla
ndin
toth
eK
ondi
nin
Nar
embe
enR
oad
and
the
Cra
mph
orne
Roa
dre
serv
esfro
mth
eab
ove
prop
erty
owne
rs,
as w
ell a
s th
e re
rout
ing
of th
e M
erre
din
Roa
d la
nd re
sum
ptio
n.2.
That
staf
fcon
tinue
the
proc
ess
ofam
alga
mat
i on
ofla
ndfro
mth
ese
prop
erty
owne
rsin
toth
ero
adre
serv
ew
ithth
eW
est
Aus
tralia
nP
lann
ing
Com
mis
sion
with
the
com
plet
ion
ofth
ere
quire
dFo
rm 1
A A
pplic
atio
n fo
r App
rova
l of F
reeh
old
or S
urve
y S
trata
Sub
divi
sion
.
Cra
mph
orne
- A
ppro
ved
Kon
dini
n - A
ppro
ved
Aw
aitin
g ap
prov
al fo
r iss
ue o
f ne
w ti
tles.
Ong
oing
CE
O
6275
/16
21-S
ep-1
6A
DM
541
Rep
eal B
y La
ws
and
Rev
iew
of
Loca
l Law
That
Cou
ncil
com
men
ce th
e 8
year
Loc
al L
aw R
evie
w p
roce
ss in
acc
orda
nce
with
Sec
tion
3.16
of
the
Loca
l Gov
ernm
ent A
ct 1
995
and
auth
oris
e th
e C
hief
Exe
cutiv
e O
ffice
r to
give
pub
lic n
otic
e as
re
quire
d.
Rev
ised
Loc
al L
aws
to b
e
prep
ared
.O
ngoi
ngC
EO
6339
/16
21-D
ec-1
6A
DM
461
Dire
ctio
nal
Sig
nage
- C
nr
Long
hurs
t St &
La
tham
Roa
d
That
Cou
ncil
appr
ove
the
conc
ept f
or n
ew s
igna
ge a
nd re
ques
t the
sta
ff in
vest
igat
e th
e lo
catio
n op
tions
bef
ore
proc
eedi
ng.
Rea
son
for C
hang
e: C
ounc
il w
ant t
o en
sure
the
sign
s ar
e pl
aced
in th
e be
st p
ossi
ble
loca
tion
whi
ch
may
not
be
all a
t the
inte
rsec
tion
of L
atha
m R
oad
and
Long
hurs
t Stre
et.
On
hold
pen
ding
fund
ing.
On
hold
CE
O/C
ED
6356
/17
15-F
eb-1
7A
DM
591
Gra
in
Dis
cove
ry
Cen
tre &
R
oadh
ouse
Le
ase
Item
to la
y on
the
tabl
e un
til M
arch
Mee
ting.
RE
AS
ON
FO
R C
HA
NG
E: T
he d
raft
leas
e ag
reem
ent h
ad a
num
ber o
f cha
nges
requ
ired
onit.
On
hold
follo
win
g ad
vise
re
ceiv
ed re
gard
ing
the
pote
ntia
l sal
e of
the
build
ing.
Ong
oing
CE
O
6360
/17
15-F
eb-1
7A
DM
171
Inte
grat
ed
Pla
nnin
g &
R
epor
ting
(IPR
)
That
Cou
ncil:
1.C
omm
ence
a m
ajor
revi
ew o
f the
Shi
re o
f Nar
embe
en In
tegr
ated
Pla
nnin
g an
dR
epor
ting
(IPR
) inc
ludi
ng th
e st
rate
gic
com
mun
ity p
lan.
2.A
ppro
ve th
at th
e re
view
is to
incl
ude
a C
ounc
il w
orks
hop,
com
mun
ity s
urve
y, a
com
mun
ity m
eetin
g an
d re
gula
r upd
ates
in ‘F
rom
the
Chi
ef”.
3.A
ppro
ve th
e fo
llow
ing
timel
ine:
•Mar
ch 2
017
- Cou
ncillo
rs/s
taff
wor
ksho
p•A
pril
2017
- C
omm
unity
sur
vey
“lette
r dro
p”•J
une/
July
201
7 - C
omm
unity
wor
ksho
p•M
arch
/Dec
embe
r 201
7 - R
egul
ar u
pdat
es in
“Fro
m th
e C
hief
”•O
ctob
er 2
017
- dra
ft up
date
d In
tegr
ated
Pla
nnin
g an
d R
epor
ting
docu
men
ts p
rese
nted
•Nov
embe
r 201
7 - C
ounc
il to
ado
pt u
pdat
ed In
tegr
ated
Pla
nnin
gan
d R
epor
ting
Doc
umen
ts•U
pdat
ed In
tegr
ated
Pla
nnin
g an
d R
epor
ting
Doc
umen
ts a
dver
tised
4.E
ngag
e C
arol
ine
Rob
inso
n to
ass
ist w
ith th
e co
mm
unity
con
sulta
tion
and
prep
arat
ion
ofth
e up
date
d do
cum
ents
.
Com
plet
ed S
trate
gic
Pla
n to
be
pre
sent
ed to
Cou
ncil
for
endo
rsem
ent a
t Oct
ober
201
7 m
eetin
g.
Com
plet
ed C
orpo
rate
B
usin
ess
Pla
n to
be
pres
ente
d to
Cou
ncil
for e
ndor
sem
ent a
t N
ovem
ber 2
017
mee
ting.
Ong
oing
CE
O
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 5 of 142
Min
ute
No.
Min
ute
Dat
eFi
le N
oSu
bjec
tM
inut
e Ite
mC
omm
ents
Stat
usSt
aff M
embe
r Al
loca
tion
6387
/17
15-M
ar-1
7A
DM
8S
econ
dary
Fr
eigh
t Rou
te
Pro
ject
That
Cou
ncil:
-1.
Sup
ports
up
to P
hase
5 o
f the
Sec
onda
ry F
reig
ht R
oute
Pro
ject
("P
roje
ct")
with
Reg
iona
lD
evel
opm
ent A
ustra
lia (W
heat
belt)
see
king
fund
ing
thro
ugh
the
Fede
ral G
over
nmen
ts 'B
uild
ing
Bet
ter R
egio
ns F
und'
.2.
Sup
port
the
requ
ired
co-c
ontri
butio
ns fo
r the
Pro
ject
to o
rigin
ate
from
MR
WA
allo
catio
ns to
the
Whe
atbe
lt S
outh
and
Whe
atbe
lt N
orth
Reg
iona
l Roa
d G
roup
s or
any
oth
er fu
ndin
g so
urce
.3.
Sho
uld
the
allo
catio
n re
ferr
ed to
in 2
. abo
ve n
ot b
e fo
rthco
min
g, C
ounc
il co
nsid
er a
n al
loca
tion
inth
e S
hire
of N
arem
been
's 1
7/18
Bud
get f
or u
p to
$20
,000
, with
the
final
am
ount
dep
ende
nt u
pon
the
requ
ired
co-c
ontri
butio
n an
d as
sum
ing
that
no
othe
r sou
rces
of f
undi
ng a
re id
entif
ied
(i.e.
wor
stca
se s
cena
rio).
App
licat
ion
proc
ess
unde
rway
.O
ngoi
ngC
EO
6404
/17
19-A
pr-1
7A
DM
058
Est
ate
of W
Jo
nes
That
Cou
ncil;
1.P
roce
ed w
ith le
gal a
dvis
e to
issu
e a
notic
e pu
rsua
nt to
sec
tion
26 o
f the
Unc
olle
cted
Goo
ds A
ctto
Pau
l Jon
es d
irect
ing
that
he
rem
ove
the
good
s an
d ai
rcra
ft le
ft by
the
dece
ased
Wal
ter J
ones
at
the
hang
ar a
t the
Nar
embe
en A
irstri
p w
ithin
one
mon
th o
f the
dat
e of
the
notic
e or
that
we
will
seek
an o
rder
in th
e M
agis
trate
s C
ourt
to s
ell o
r dis
pose
of t
he g
oods
and
airc
raft
2. R
eque
st th
atR
epac
holi
Avi
atio
n be
requ
este
d to
rem
ove
all i
tem
s fro
m th
e ai
rcra
ft ha
ngar
at t
he N
arem
been
Airs
trip
and
or d
iscu
ss e
nter
ing
into
form
al n
egot
iatio
ns fo
r lea
se o
f the
han
gar.
3.N
ot p
roce
ed w
ith a
ny fu
rther
act
ion
on c
lean
-up
of L
ot 2
Lat
ham
Roa
d, N
arem
been
.4.
Lodg
e ca
veat
s on
5 D
oree
n S
treet
Nar
embe
en a
nd L
ot 2
Lat
ham
Roa
d N
arem
been
for u
npai
dra
tes
and
requ
est t
hat s
taff
com
men
ce th
e pr
oces
s of
reco
very
in a
ccor
danc
e w
ith s
ectio
n 6.
64 o
fth
e Lo
cal G
over
nmen
t Act
.
Cav
eats
on
prop
ertie
s ha
ve
been
lodg
ed w
ith L
andg
ate
Ong
oing
CE
O
NA
19-A
pr-1
7C
entra
l C
hurc
hill
St
Gar
den/
Sha
de
Pre
cinc
t P
roje
ct
Dis
cuss
ion
held
at A
pril
2017
mee
ting
to p
lace
this
ont
o th
e S
tatu
s R
epor
t.C
ounc
il's d
irect
ion
will
be re
quire
d in
rela
tion
to th
e fu
ture
dev
elop
men
t of t
he a
rea
curr
ently
oc
cupi
ed b
y th
e A
pex
Cak
e S
tall
She
d an
d tim
ber p
ergo
la s
truct
ure
in C
hurc
hill
St
Incl
uded
in 1
7/18
bud
get.
Ong
oing
CE
O/C
ED
6422
/17
17-M
ay-1
7A
DM
466
Cur
rall
Stre
et -
Stre
etsc
ape
Pla
n
That
Cou
ncil:
-1.
Acc
ept t
he q
uote
for s
ervi
ces
from
Zan
a S
hear
y, A
rbor
icul
tura
l Con
sulta
nt, P
aper
bark
Tech
nolo
gies
Pty
Ltd
to u
nder
take
a T
ree
Sur
vey
Rep
ort o
f tre
es a
long
Cur
rall
Stre
et, t
obe
incl
uded
in th
e 17
/18
budg
et.
2.Fo
llow
ing
poin
t 1 a
bove
, obt
ain
quot
es fr
om s
uita
ble
cons
ulta
nts
to d
evel
op a
Ver
geP
lan
for C
urra
ll S
treet
that
wou
ld b
e in
clud
ed in
the
2017
/201
8 bu
dget
con
side
ratio
ns.
3.S
taff
to in
vest
igat
e fu
ndin
g op
tions
for t
he p
roje
ct.
Rep
ort p
rese
nted
to th
e S
epte
mbe
r 201
7 m
eetin
g.
Ver
ge d
evel
opm
ent t
o be
pr
ogre
ssed
.
Sup
erse
ded
See
Item
650
1/17
CE
O/C
ED
O
NA
17-M
ay-1
7N
AFo
x B
aitin
gC
r Cow
an -
coul
d S
hire
do
prom
otio
n to
enc
oura
ge re
side
nts
to b
ait f
oxes
resp
onsi
bly?
1080
Acc
redi
tatio
n W
orks
hop
held
Wed
4th
Oct
17.
Com
plet
edC
EO
/CE
DO
NA
17-M
ay-1
7N
AR
oads
Cr P
adfie
ld -
coul
d w
e lo
ok a
t the
Nar
embe
en S
outh
Roa
d fro
m M
t Wal
ker R
d to
Cem
eter
y -
mak
ing
it a
7m s
eal.
Cur
rent
ly b
eing
inve
stig
ated
.O
ngoi
ngC
EO
/WM
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 6 of 142
Min
ute
No.
Min
ute
Dat
eFi
le N
oSu
bjec
tM
inut
e Ite
mC
omm
ents
Stat
usSt
aff M
embe
r Al
loca
tion
6347
/17
21-J
un-1
7A
DM
500
Nar
embe
en
Tow
nsite
P
roje
ct
1.A
ppro
ve e
nter
ing
into
a L
icen
ce to
Use
and
Occ
upy
Cor
ridor
Lan
d A
gree
men
t with
Bro
okfie
ldR
ail P
ty L
td fo
r the
pur
pose
of t
he c
onst
ruct
ion
of th
e N
arem
been
Tow
nsite
Pro
ject
that
real
igns
Fric
ker R
oad
with
Lat
ham
Roa
d (P
ublic
Roa
d) a
nd F
ricke
r Roa
d w
ith S
oldi
ers
Roa
d as
per
the
atta
ched
dra
ft ag
reem
ent;
subj
ect t
o th
e C
EO
see
king
adv
ice
from
WA
LGA
and
pot
entia
l con
sulti
ngne
gotia
tors
(if r
equi
red)
on
the
form
of t
he a
gree
men
t and
that
min
or a
men
dmen
ts to
the
docu
men
tca
n be
mad
e, th
e fin
alis
ed m
ap o
f the
are
a cl
early
def
inin
g th
e lic
ense
d ar
ea is
incl
uded
and
if m
ajor
amen
dmen
ts a
re p
ropo
sed
that
the
mat
ter b
e pr
esen
ted
back
to C
ounc
il fo
r app
rova
l.2.
App
rove
that
with
am
endm
ent s
ubje
ct to
poi
nt 1
. the
com
mon
sea
l be
affix
ed to
the
agre
emen
tan
d be
sig
ned
by th
e S
hire
Pre
side
nt a
nd th
e C
hief
Exe
cutiv
e O
ffice
r.3.
App
rove
that
the
new
sec
tion
of R
oad
be n
amed
Lat
ham
Roa
d as
it w
ill re
plac
e th
e ex
istin
gse
ctio
n of
Lat
ham
Roa
d an
d th
at S
oldi
ers
Roa
d w
ould
then
inte
rsec
t with
Fric
ker R
oad
afte
rcr
ossi
ng th
e ne
w ra
il cr
ossi
ng.(r
efer
atta
ched
pla
n m
arke
d in
yel
low
)
Ref
er M
otio
n 64
98/1
7S
uper
sede
dC
EO
6441
/17
21-J
un-1
7N
arem
been
R
ecre
atio
n C
entre
Sta
ff en
gage
a q
ualif
ied
cons
ulta
nt to
exa
min
e th
e us
e of
the
gas
in th
e N
arem
been
Rec
reat
ion
Cen
tre a
nd p
rovi
de a
full
repo
rt ba
ck to
Cou
ncil.
To b
e in
vest
igat
ed.
Ong
oing
CE
O/E
MC
S
6459
/17
19-J
ul-1
7A
DM
467
Leas
e of
C
row
n La
nd –
A
von
Loca
tion
2195
2,
Res
erve
180
80
Nar
embe
en
Airf
ield
That
Cou
ncil
inst
ruct
the
CE
O to
inve
stig
ate
a ne
w le
ase
that
dea
ls w
ith is
sues
suc
h as
rent
, are
a of
spa
ce u
sed
and
utilit
y ch
arge
s, a
s w
ell a
s ot
her m
atte
rs th
at m
ay a
rise.
Dis
cuss
ion
com
men
ced
with
M
r Rep
acho
li.O
ngoi
ngC
EO
6461
/17
19-J
ul-1
7A
DM
616
Wat
er
Cor
pora
tion
Wat
erw
ise
Cou
ncil
Pro
gram
That
Cou
ncil
ente
rs in
to a
Mem
oran
dum
of U
nder
stan
ding
with
the
Wat
er C
orpo
ratio
n an
d th
e D
epar
tmen
t of W
ater
to b
ecom
e a
Wat
erw
ise
Cou
ncil.
Sig
ned
MO
U re
ceiv
ed.
Sta
ff to
form
ulat
e S
hire
of
Nar
embe
en W
ater
wis
e A
ctio
n P
lan
Ong
oing
CE
O
6471
/17
19-J
ul-1
7N
AFu
ture
Pro
ject
- C
ombi
ned
Turf
Fiel
d
Cou
ncil
crea
te a
wor
king
gro
up a
nd in
stru
ct s
taff
to c
omm
ence
a fe
asib
ility
stud
y o
n a
com
bine
d te
nnis
, hoc
key
synt
hetic
sur
face
. Cr.
Thom
as, C
r. C
ole,
Cr.
Pad
field
and
Cr.
DeL
uis
plus
mem
bers
of
the
club
s be
par
t of t
he W
orki
ng C
omm
ittee
.
Firs
t mee
ting
held
.O
ngoi
ngC
EO
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 7 of 142
Min
ute
No.
Min
ute
Dat
eFi
le N
oSu
bjec
tM
inut
e Ite
mC
omm
ents
Stat
usSt
aff M
embe
r Al
loca
tion
6478
/17
16-A
ug-1
7A
DM
044
Ani
mal
E
nviro
nmen
t N
uisa
nce
Loca
l La
w 2
016
Join
t S
tand
ing
Com
mitt
ee
Res
pons
e R
equi
ring
an
Am
endm
ent t
o th
e Lo
cal
Law
That
Cou
ncil
reso
lves
to:-
1.A
ccep
t the
cor
resp
onde
nce
from
the
Cha
ir of
the
Join
t Sta
ndin
g C
omm
ittee
on
Del
egat
edLe
gisl
atio
n, T
he H
onou
rabl
e M
s E
mily
Lou
ise
Ham
ilton
MLA
in re
latio
n to
the
Shi
re o
f Nar
embe
enA
nim
al, E
nviro
nmen
t and
Nui
sanc
e Lo
cal L
aw 2
016;
2.U
nder
take
the
requ
irem
ent t
o de
lete
sub
clau
ses
3.9(
c) a
nd 4
.12(
1) a
nd th
at t
he s
ubcl
ause
s of
clau
se 2
.15
is re
form
atte
d fro
m s
ubcl
ause
1(b
)(iii)
to (1
)(c)
and
sub
clau
se 1
(b)(
iv) t
o (1
)(d)
as
prov
ided
in A
TTA
CH
ME
NT
A a
nd a
ny s
uch
cons
eque
ntia
l am
endm
ents
aris
ing
from
the
unde
rtaki
ngs
be c
ompl
eted
with
in s
ix m
onth
s of
the
date
of t
he le
tter o
f ATT
AC
HM
EN
T A
or l
onge
ras
app
rove
d by
the
Cha
ir of
the
Join
t Sta
ndin
g C
omm
ittee
on
Del
egat
ed L
egis
latio
n if
so re
ques
ted
by C
ounc
il an
d gi
ving
goo
d ca
use;
3.U
nder
take
the
follo
win
g re
quire
men
ts b
eing
:a)
that
unt
il cl
ause
3.9
(c) i
s de
lete
d, a
not
ice
will
be p
oste
d on
the
Shi
re's
web
site
nex
t the
Shi
re o
fN
arem
been
Ani
mal
, Env
ironm
ent a
nd N
uisa
nce
Loca
l Law
201
6 al
ertin
g re
side
nts
to th
e er
ror a
ndth
e fa
ct th
at th
e C
omm
onw
ealth
now
regu
late
s th
is fi
eld
thro
ugh
a lic
ensi
ng s
yste
m;
b)th
at th
e S
hire
of N
arem
been
Ani
mal
, Env
ironm
ent a
nd N
uisa
nce
Loca
l Law
201
6 w
ill no
t be
enfo
rced
in a
man
ner c
ontra
ry to
the
unde
rtaki
ngs
give
n in
as
deta
iled
in A
TTA
CH
ME
NT
A;
c)th
at w
here
the
Shi
re o
f Nar
embe
en A
nim
al, E
nviro
nmen
t and
Nui
sanc
e Lo
cal L
aw 2
016
is m
ade
publ
icly
ava
ilabl
e in
har
d co
py a
nd/o
r ele
ctro
nic
form
, it s
hall
be a
ccom
pani
ed b
y a
copy
of t
heC
ounc
ils c
omm
itmen
t to
the
unde
rtaki
ngs.
d)th
at S
hire
of N
arem
been
will
furn
ish
a co
py o
f the
min
utes
of t
his
Ord
inar
y M
eetin
g of
Cou
ncil
date
d 16
Aug
ust 2
017
to th
e Jo
int S
tand
ing
Com
mitt
ee o
n D
eleg
ated
Leg
isla
tion
whe
re th
e C
ounc
ilof
the
Shi
re o
f Nar
embe
en h
as re
solv
ed to
pro
vide
thes
e un
derta
king
s;4.
Aut
horis
e th
e C
hief
Exe
cutiv
e O
ffice
r to:
a)P
rovi
de C
ounc
il th
e re
port
that
add
ress
es th
e pr
epar
atio
n of
a fu
ture
Shi
re o
f Nar
embe
enA
men
dmen
t Ani
mal
, Env
ironm
ent a
nd N
uisa
nce
Loca
l Law
201
6; a
ndb)
Adv
ise
the
Cha
ir of
the
Join
t Sta
ndin
g C
omm
ittee
on
Del
egat
ed L
egis
latio
n of
the
Shi
re o
fN
arem
been
com
mitm
ent t
o th
e re
quire
d un
derta
king
s as
sta
ted
in th
is C
ounc
il R
esol
utio
n.
Lette
r sen
t to
Cha
ir of
Joi
nt
Sta
ndin
g C
omm
ittee
on
Del
egat
ed L
egis
latio
n.
Ong
oing
CE
O/E
HO
6483
/17
16-A
ug-1
7A
DM
617
Lot 1
6240
N
arem
been
S
outh
Roa
d (P
ony
Clu
b G
roun
ds)
That
the
item
lay
on th
e ta
ble
pend
ing
Sta
te b
udge
t im
plic
atio
ns a
nd S
hire
of N
arem
been
bud
get
impl
icat
ions
. Pro
perty
not
to b
e le
ased
in th
e cu
rren
t con
ditio
n.
Rea
son
for C
hang
e: C
ounc
il ar
e co
ncer
ned
abou
t the
bud
get c
onst
rain
ts g
iven
redu
ctio
ns in
fu
ndin
g an
d th
e un
expe
cted
cos
ts o
f som
e pr
ojec
ts.
No
actio
n re
quire
d.Ite
m to
lay
on th
e ta
ble.
CE
O
6498
/17
20-S
ep-1
7A
DM
500
Nar
embe
en
Tow
nsite
P
roje
ct
The
Chi
ef E
xecu
tive
Offi
cer t
o co
ntin
ue to
dis
cuss
the
Lice
nce
Agr
eem
ent b
etw
een
the
Shi
re o
f N
arem
been
and
Arc
Infra
stru
ctur
e, p
revi
ousl
y B
rook
field
Rai
l with
Civ
ic L
egal
, LG
IS, M
ain
Roa
ds
and
othe
r par
ties
with
a v
iew
to p
rese
ntin
g a
revi
sed
agre
emen
t to
Arc
Infra
stru
ctur
e fo
r co
nsid
erat
ion
prio
r to
bein
g re
-sub
mitt
ed to
Cou
ncil
for f
orm
al e
ndor
sem
ent.
Lega
l dis
cuss
ion
com
men
ced
with
Arc
Infra
stru
ctur
e, fo
rmal
ly
Bro
okfie
ld R
ail.
WA
LGA
as
sist
ing.
CE
O
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 8 of 142
Min
ute
No.
Min
ute
Dat
eFi
le N
oSu
bjec
tM
inut
e Ite
mC
omm
ents
Stat
usSt
aff M
embe
r Al
loca
tion
6499
/17
20-S
ep-1
7A
DM
594
Nar
embe
en
Com
mun
ity
Pre
cinc
t P
roje
ct
That
Cou
ncil:
-1)
App
rove
the
callin
g of
Ten
ders
for t
he N
arem
been
Com
mun
ity P
reci
nct P
roje
ct T
ende
r Num
ber
RFT
4/2
017.
2)A
ppro
ve th
e ev
alua
tion
met
hodo
logy
in re
spec
t to
the
tend
er a
s:-
•Ten
ders
are
to b
e ch
ecke
d fo
r com
plet
enes
s an
d co
mpl
ianc
e. T
ende
rs th
at d
o no
t con
tain
all
info
rmat
ion
requ
este
d (e
.g. c
ompl
eted
Offe
r for
m a
nd A
ttach
men
ts) m
ay b
e ex
clud
ed fr
om
eval
uatio
n;•T
ende
rs a
re a
sses
sed
agai
nst t
he S
elec
tion
Crit
eria
;•T
he m
ost s
uita
ble
tend
erer
s m
ay b
e sh
ort-l
iste
d an
d m
ay b
e re
quire
d to
cla
rify
thei
r ten
der.
Ref
eree
s m
ay a
lso
be c
onta
cted
prio
r to
the
sele
ctio
n of
the
succ
essf
ul te
nder
er; a
nd•A
Con
tract
may
then
be
awar
ded
to th
e Te
nder
er(s
) who
se T
ende
r is
cons
ider
ed th
e m
ost
adva
ntag
eous
Ten
der(
s) to
the
Shi
re.
3)A
ppro
ve th
e fo
llow
ing
Com
plia
nce
Crit
eria
;•C
ompl
ianc
e w
ith th
e C
ondi
tions
of T
ende
ring
•Com
plia
nce
with
Spe
cific
atio
n•C
ompl
ete
Pric
ing
Sch
edul
e•C
ompl
ianc
e w
ith th
e D
ate
for P
ract
ical
Com
plet
ion
dead
line
4)A
ppro
ve th
e fo
llow
ing
Wei
ghte
d Q
ualit
ativ
e C
riter
ia:-
•Dem
onst
rate
d ex
perie
nce
in c
ompl
etin
g si
mila
r pro
ject
s –
Wei
ghtin
g 20
%•S
kills
and
exp
erie
nce
of k
ey p
erso
nnel
and
sub
/con
tract
ors
– W
eigh
ting
15%
•A d
emon
stra
ted
unde
rsta
ndin
g of
the
requ
ired
task
s - W
eigh
ting
10%
•Ten
dere
d pr
ice
– W
eigh
ting
55%
5)A
ppro
ve th
e no
min
ated
tim
elin
e fo
r the
tend
er p
roce
ss.
6)A
ppro
ve th
e ou
tsou
rce
of c
ontra
ct a
dmin
istra
tion
to s
uppo
rt S
hire
sta
ff to
ens
ure
that
all
wor
kpe
rform
ed is
to th
e st
anda
rds
deem
ed n
eces
sary
by
the
rele
vant
cod
es, t
o as
sist
in li
aisi
ng w
ithbo
th th
e S
hire
and
bui
lder
, to
issu
e va
riatio
ns a
nd to
issu
e pa
ymen
t aut
horis
atio
n, p
ract
ical
com
plet
ion
certi
ficat
es a
nd o
ther
rele
vant
bui
ldin
g re
quire
men
ts.
Tend
er a
dver
tised
7/1
0/17
.Te
nder
s cl
ose
25/1
0/17
.O
ngoi
ng
CE
O
6500
/17
20-S
ep-1
7A
DM
619
Tow
n P
lann
ing
- A
ppoi
ntm
ent o
f O
ffice
r
That
Cou
ncil:
-1.
End
orse
the
Mem
oran
dum
of U
nder
stan
ding
and
Sha
red
Ser
vice
s A
gree
men
t bet
wee
n th
e C
ity
of K
alam
unda
and
the
Shi
re o
f Nar
embe
en fo
r Bui
ldin
g S
ervi
ce p
rovi
sion
.2.
Aut
horis
e th
e C
hief
Exe
cutiv
e O
ffice
r to
exec
ute
the
Agr
eem
ent a
s re
quire
d.3.
Ack
now
ledg
es th
e co
st s
truct
ure
of C
ity o
f Kal
amun
da B
uild
ing
Ser
vice
pro
visi
on to
the
Shi
re o
fN
arem
been
.
MO
U s
igne
d an
d re
turn
ed to
C
ity o
f Kal
amun
da.
Com
plet
eC
EO
6501
/17
20-S
ep-1
7A
DM
466
Cur
rall
Stre
et -
Stre
etsc
ape
Pla
n
That
Cou
ncil:
-
1.In
stru
ct s
taff
to o
btai
n qu
otes
to a
ddre
ss th
e w
orks
requ
ired
to tr
ees
in C
urra
ll S
treet
as
per t
heTr
ee S
urve
y R
epor
t und
erta
ken
by P
aper
bark
Tec
hnol
ogie
s P
ty L
td in
Jun
e 20
17.
2.In
stru
ct s
taff
to o
btai
n qu
otes
to e
ngag
e a
Tow
nsca
pe P
lann
er to
ass
ist w
ith p
rovi
ding
adv
ice
onm
ovin
g th
e pr
ojec
t for
war
d to
add
ress
the
Cur
rall
Stre
et V
erge
Pla
n an
d en
try s
tate
men
t int
o to
wn
from
Mer
redi
n.
Rec
omm
ende
d ite
m b
e de
ferr
ed to
Feb
201
8 B
udge
t R
evie
w.
On
Hol
dC
EO
6505
/17
20-S
ep-1
7N
ALe
sser
Hal
l D
raug
ht H
orse
Cou
ncil
appr
ove
that
Jor
dan
Spr
igg
be a
dvis
ed th
at h
e m
ay d
ispl
ay th
e Le
sser
Hal
l Dra
ught
Hor
se
Scu
lptu
re a
t the
Inte
rnat
iona
l Pol
o C
arni
val i
n S
ydne
y on
the
basi
s th
at J
orda
n S
prig
g ta
kes
out
adeq
uate
insu
ranc
e on
the
scul
ptur
e. S
hire
of N
arem
been
to b
e ac
know
ledg
ed a
s th
e C
omm
issi
oner
of t
he a
rtwor
k w
hils
t on
disp
lay
in S
ydne
y.Fu
rther
that
on
retu
rn, t
he S
culp
ture
be
plac
ed o
n di
spla
y in
the
Shi
re g
arde
ns p
rior t
o it
bein
g m
oved
to th
e ne
w L
esse
r Hal
l Int
erpr
etiv
e A
rea.
Jord
an S
prin
g ad
vise
d.C
ompl
eted
CE
O
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 9 of 142
Min
ute
No.
Min
ute
Dat
eFi
le N
oSu
bjec
tM
inut
e Ite
mC
omm
ents
Stat
usSt
aff M
embe
r Al
loca
tion
6508
/17
20-S
ep-1
7N
AW
orks
Sta
ff E
nter
pris
e B
arga
inin
g A
gree
men
t
That
Cou
ncil:
-
1.E
ndor
se th
e ac
tions
of t
he C
EO
in n
egot
iatio
n of
the
2017
Wor
ks S
taff
Ent
erpr
ise
Bar
gain
ing
Agr
eem
ent f
or a
thre
e ye
ar te
rm.
2.A
ppro
ves
of th
e w
ages
incr
ease
s of
0.6
0c in
201
7, 0
.50c
in 2
018
and
0.70
c in
201
9.3.
App
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8.0 Reports
8.1 Manager Environment Health/Building
No Report.Mr Will Pearce commences employment Monday 16th October 2017.
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8.2 Works Manager’s Report
AGENDA ITEM: 8.2.1 - Work’s Manager’s Report – October 2017
Subject: Works Manager’s Report Applicant: Arthur Cousins File Ref: NA Disclosure of Interest (Staff): Nil Disclosure of Interest (Member): Nil Author: Arthur Cousins Date: 10th October 2017 Attachments: Nil
SUMMARY
Monthly reports by the Works Manager are now presented in the agenda template format to allow a clear set of information to be presented to Council and to assist in the decision making process.
COMMENT
Winter Re-grades Full winter re-grades including culverts, white post offshoots and where necessary back slopes have taken place on the following roads:-
• Butler Rd• Wilson Rd• Hedges East Rd• Dixon Rd• Slade Rd• Abbott Rd• Cramphorne Rd North• Hyden North Rd• Smith Rd• Emu Hill East Rd• Potter Rd• Mt Walker North Rd
Wogarl Muntadgin - Black Spot Funding The following has taken place to date on the Wogarl Muntadgin Rd:-
• Set out and align road• Clear overhanging trees• Remove into A Starcevich paddock• Remove and replace existing culvert and end walls• Gravel carting• Gravel spreading compacting and water binding
Bruce Rock Narembeen Rd Remove overhanging branches work by Dave’s tree services. Programmed works to take place following the completion of Wogarl Muntadgin Rd.
2.40pm - Cr B Thomas exited the meeting2.40pm - Cr B Thomas returned to the meeting2.40pm - Mr A Cousins entered the meeting
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Miscellaneous • White lines completed on Merredin Narembeen, Mt Walker and Bruce Rock Rd by
Main Roads.• J Wilson pushing up gravel in Mortimore’s pit, Wadderin for Fricker Rd extension.• Isaac Fitch has commenced work as a Truck Driver.• Dave’s Tree Services are pruning the town trees.
CONSULTATION
Nil
STATUTORY IMPLICATIONS
Nil
FINANCIAL IMPLICATIONS
As per budget requirements or as reported above.
POLICY IMPLICATIONS
Work policies to be reviewed in line with current work practices as and when required.
STRATEGIC PLAN REFERENCE
2. Connected Communities through a safe and efficient transport network throughout the
CARRIED 8/0
Shire
RELATED PARTY TRANSACTIONS
Nil
OFFICER RECOMMENDATION
That the Works Manager's Report for October 2017 be received and actions endorsed.
COUNCIL RESOLUTION
MIN 6513/17 MOTION - Moved Cr. Cr B Cowan 2nd Cr. R DeLuis
That the Works Manager's Report for October 2017 be received and actions endorsed.
Arthur Cousins thanked the retiring Councillors for their support over the years.
2.57pm - Mr A Cousins exited the meeting
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Mr A Cousins also updated Council on the purchase of the budgeted mower and his recent attendance at a Main Roads Heavy Haulage RAV Network Workshop.1
8.3 Building Supervisor
AGENDA ITEM: 8.3.1 - Building Supervisor’s Report
Subject: Building Supervisors Report – October 2017 Applicant: N/A File Ref: N/A Disclosure of Interest (Staff): N/A Disclosure of Interest (Member): N/A Author: Klint Stone Date: 11 October 2017 Attachments: Nil
SUMMARY
Council is to consider this report from the Building Supervisor for October 2017.
BACKGROUND
Each month the Building Supervisor will present to Council the activities and issues at hand and provide progress on matters undertaken for Council’s information.
COMMENT
The following is an overview of the Building Supervisor's activities for the past month:
Men’s Shed A split air conditoning system was installed at the Men’s Shed. Additional plumbing work was also done on the storm water drain to assist in directing water away from the workshop to alleviate the workshop flooding.
Emergency Services Facility The Emergency Services Facility internal works are tracking along nicely with ceiling fixers on site fitting and flushing all the walls and ceilings. The workmanship is of a high standard. The shed erectors have been off site for two weeks. They have assured me they will be back the week of the 16th October to continue with the sheeting of the fire shed along with the erection of the bus shelter.
Recreation Centre The Recreation Centre has been the victim of an array of vandalism from broken doors, ripped flyscreens and a bent screen. All damage has been repaired and reported to the police.
Netball Courts The netball/basketball courts have also been vandalised with a snapped netball ring and glitter glue has been dispersed across the basketball court. Luckily the glue product is water based product and will be easily removed. The netball ring has been repaired.
Town Properties Some general works have been tended to on our properties.
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CARRIED 8/0
CONSULTATION
Chief Executive Officer
Community & Economic Development Officer
STATUTORY IMPLICATIONS
Compliance with the Residential Tenancies Act and Commercial Tenancies Act.
FINANCIAL IMPLICATIONS
As per the 17/18 Budget.
POLICY IMPLICATIONS
Nil
STRATEGIC PLAN REFERENCE
Strategic Community Plan
9.2 Manage the organisation in a responsible, accountable and consultative manner
RELATED PARTY TRANSACTIONS
Nil
OFFICER RECOMMENDATION
That the Building Supervisor's Report for October 2017 be received and actions endorsed.
COUNCIL RESOLUTION
MIN 6514/17 MOTION - Moved Cr. K Mortimore 2nd Cr. A Hardham
That the Building Supervisor's Report for October 2017 be received and actions endorsed.
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8.4 Chief Executive Officer
AGENDA ITEM: 8.4.1 - Chief Executive Officer’s Report
Subject: Chief Executive Officer’s Report Applicant: N/A File Ref: N/A Disclosure of Interest (Staff): Nil Disclosure of Interest (Member): Nil Author: Chris Jackson Date: 11th October 2017 Attachments: WALGA State & Local Partnership Agreement,
WALGA New Councillor Seminar Program, Wheatbelt South Regional Road Group Minutes, Preferred Supplier Program
SUMMARY
To provide Council with updates on various projects and other matters.
BACKGROUND
Monthly reports by the CEO are presented in the agenda template format to allow a clear set of information to be presented to Council and to assist in the decision making process.
COMMENT
Narembeen Townsite Project
At the September meeting of Council it was resolved as follows.
“The Chief Executive Officer to continue to discuss the Licence Agreement between the Shire of Narembeen and Arc Infrastructure, previously Brookfield Rail with Civic Legal, LGIS, Main Roads and other parties with a view to presenting a revised agreement to Arc Infrastructure for consideration prior to being re-submitted to Council for formal endorsement.”
Advice received from Civic Legal included the following statement.
"The draft licence is a non-standard agreement and contains some unusual clauses for this type of agreement. It has clearly been drafted to protect the position of Arc Infrastructure, previously Brookfield Rail and contains clauses that are against the Shire's interests. We have suggested amendments to clauses to strike better balance between the rights of the parties and ensure that the interests of the Shire are better protected. It will be a matter for the Shire to decide whether it has the desire or capacity to negotiate terms better than those currently offered by Arc Infrastructure, previously Brookfield Rail and/or otherwise enter into the licence agreement."
Extensive discussion has taken place with Mal Shervill of WALGA who has agreed to assist the Shire in the negotiation process. A strategy meeting is planned for Tuesday 17 October 2017 with WALGA and Civic Legal to discuss the best approach to the negotiation process with ARC Infrastructure. It is planned to conclude this process by mid-November with a view to having a revised agreement to the November Council meeting. This is a complex process and every effort will be made to ensure that the Shires interests are protected.
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Narembeen Community Precinct Project
Following Council’s approval at the September Council meeting to proceed to Tender on this project, an advertisement was placed in The West Australian on Saturday 7 October 2017. The Tender for Construction, Alterations and Additions to the Narembeen Community Precinct Lot 36 & Part Lot 35 Churchill Street, Narembeen closes 12.00 Noon Wednesday 25th October 2017. A report will then be prepared and presented to a Special Meeting of Council to be held on Monday 30 October 2017.
Thank you to Sheree Thomas for the hard working in pulling together all the required documents. The documents can be accessed via Councils webpage https://www.narembeen.wa.gov.au/council/tenders/
Local Government Act Review
Cr Cole, Cr Mortimore, EMCS and CEO all recently attended a workshop in Merredin facilitated by the Zone and WALGA to formulate a Zone response to the WALGA discussion paper on the Local Government Act Review.
The Minister for Local Government, Sport and Cultural Industries David Templeton has announced a review of the Local Government Act 1995 (the Act) and Regulations. The process will be in two (2) stages.
The focus of phase 1 is modernising Local Government. This will include:
• Electronic availability of information• Meeting public expectations for accountability, including gift disclosures• Meeting community expectations of standards, ethics and performance• Regional subsidiaries• Building capacity through reducing red tape
The Department of Local Government, Sport and Cultural Industries (the Department) has released fact sheets on each of the above issues.
The focus of phase 2 is positioning local government to deliver for the community. This will include:
• Increasing participation and public confidence in local government elections• Increasing community participation in local government decision-making• Improving financial management, including through local government enterprises• Building capacity through reducing red tape
The current round of legislative review is concentrating on the issues detailed in phase 1 because it is the Government’s view that some aspects of the Act are easier to review or require urgent attention. Other matters are more complicated and require more detailed consideration of the options available. It is the State Government’s view that conducting the review in two phases will ensure that priority areas are addressed as quickly as possible.
The final collated feedback will be prepared as a State Council Agenda Item for the Zones to consider during the November/December 2017 round of meetings. State Council will determine its position at its meeting on Wednesday 6 December 2017.
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It should also be noted that the Department will release its own consultation paper related to phase one in November 2017. The Department will hold workshops across the State to gain input from local government, community and industry to help shape its views on the future of the Act and any legislative amendment following completion of phase one of the review.
In correspondence received by the Shire of Merredin on 13 September 2017, the Department advised that on Wednesday 29 November it intends to hold two, two-hour long workshops. Separate workshops will be held for:
• Elected members and staff nominated by yourself and CEOs of neighbouring localgovernments; and
• The general public and other interested parties.
Events
A big thank you and well done to Leanne and all the CRC staff for the recent John Curtin weekend. A lot of time and effort goes into planning and conducting the weekend.
Congratulations to everyone in involved in the Ladies Long Lunch. From all reports the event went off with great success. Well done.
WALGA – State & Local Partnership Agreement (Attachment 2) A copy of the signed State & Local Partnership Agreement was provided by WALGA, attached is a copy for Council’s information.
WALGA – New Councillor Seminar (Attachment 1) WALGA is holding a New Councillor Seminar following the October Local Government Elections and would welcome the attendance of new and existing Elected Members.
The seminar will focus on the essential elements of:
• Good Governance & Professional Development• The Relationship between Mayor & CEO• Integrated Strategic Planning• Planning• Leadership
Date: Friday, 17 November Time: 9.00am – 3.15pm Venue: Perth Convention & Exhibition Centre Cost: Complimentary RSVP: Friday, 10 November
The program is attached for Council’s information.
Wheatbelt South Regional Road Group (Attachment 3) The minutes from the Wheatbelt South Regional Road Group are attached for Council’s information.
Preferred Supplier Program (Attachment 4)Following a visit by Dale Chapman and Craig Grant of WALGA to Narembeen to meet with RoeROC CEO's, the attached WALGA Preferred Supplier Program report was presented. You will note that Narembeen has used the program far more than the other three Shires, particularly in relation to WANDRRA. The reports provide an interesting breakup of the suppliers that we have been using.
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Date Function Venue 20th December 2017 Councillors Christmas Function
following Ordinary Council Meeting
Shire Chambers
22nd December 2017 Staff Christmas Function Shire Chambers 26th January 2018 Australia Day Breakfast &
Awards Ceremony Narembeen Aquatic Centre
17th February 2018 Retired Councillors Function Narembeen Recreation Centre
Narembeen Volunteer Bushfire BrigadeThe CEO presented copies of the minutes of the Narembeen Volunteer Bushfire Brigade AGM and Narembeen/Mt Walker Bushfire Meeting for Councillor's information.
WANDRRA UpdateThe CEO provided Council with a progress report on the WANDRRA works. Update to go into Fencepost and on website next week.
Function Dates
CEO/Council Key Meeting/Appointment Dates
Date Meeting/Appointment 25th October 2017 Request For Tender 04/17 – Narembeen
Community Precinct Closes 12 noon 30th October 2017 Special Meeting of Council including
Swearing In of New Councillors & President/Deputy President Election
31st October 2017 Nominations close for Citizen of the Year Awards
6th November 2017 – 9th November 2017 National Local Roads & Transport Congress
CONSULTATION
N/A
STATUTORY IMPLICATIONS
Nil
FINANCIAL IMPLICATIONS
As per budget requirements or as reported above.
POLICY IMPLICATIONS
N/A
STRATEGIC PLAN REFERENCE
9 Provide good strategic decision making, governance, leadership and professional management.
9.1 Develop leadership skills and behaviours that enhance the knowledge, skills and experience of the Shire staff and Council.
9.2 Manage the organisation in a responsible, accountable and consultative manner.
9.3 Deliver services that meet the current and future needs and expectations of the community, whilst maintaining statutory compliance.
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CARRIED 8/0
RELATED PARTY TRANSACTIONS
Nil
OFFICER RECOMMENDATION
That the Chief Executive Officer's Report for October 2017 be received and actions endorsed.
COUNCIL RESOLUTION
MIN 6515/17 MOTION - Moved Cr. A Hardham 2nd Cr. S Padfield
That the Chief Executive Officer's Report for October 2017 be received and actions endorsed including receiving and endorsing the minutes from the Annual General Meeting of the Narembeen Volunteer Bushfire Brigade and the General Meeting for the Narembeen/Mt Walker Bushfire Brigade.
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2017 New Councillor SeminarFriday, 17 NovemberRiverview Room 5, PCEC9:00am – 3:15pm
8:30am Arrival and Registration
9:00am Seminar Opening & Welcome Cr Lynne Craigie, President, WALGA
9:10am Hon David Templeman MLA, Minister for Local Government; Heritage; Culture and the Arts
9:25am Ricky Burges, Chief Executive Officer, WALGA
9:35am Good Governance and Professional Development – WALGA Perspective Tony Brown, Executive Manager- Governance & Organisational Services, WALGA
10:05am Elected Member Legal Responsibilities Anthony Quahe, Civic Legal
10:35am Morning Tea
10:55am The Role of DLGSC in Governance and Compliance Jenni Law, Department of Local Government, Sport and Cultural Industries (invited)
11:25am Partnership – The Relationship Between Mayor & CEO Mayor Dennis Wellington, and Andrew Sharpe, CEO, City of Albany
12:05pm Creating Community Connections – the experience of being a new Councillor Cr Christine Cunningham, City of Canning
12:25pm The Role of LGIS Jonathan Seth, Chief Executive Officer, LGIS
12.45pm Lunch & Networking
1:30pm The Role of the Public Sector Commission and Ethical Decision Making Mal Wauchope AO, Public Sector Commissioner
2.00pm Introduction to Town Planning (including DAPs) Charles Johnson, Principal, Planning Context
2:40pm The Essentials in Leadership Linton Reynolds
3.10pm Closing Remarks 3:15pm Close
Attachment 1
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Attachment 2
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WHEATBELT SOUTH REGIONAL ROAD GROUP
MINUTES Meeting of the Wheatbelt South Regional Road Group held at the Shire of
Wickepin Community Centre, Wickepin Tuesday, 9 August 2017 commencing 9:30am
22/08/2017 Minutes 9 August 2017 WBS RRG meeting 1
1 Distribution List:
RRG Chairperson, Cr L. Baker, Shire of Corrigin RRG Deputy Chairperson, Cr K. Crute, Shire of Brookton
Sub Group Elected RRG Delegates (8)
Cr K. Murray, Shire of Beverley, Hotham-Dale SG (confirmed to 2017) Cr S. Lange, Shire of Pingelly, Hotham-Dale SG (confirmed to 2017) Cr G. Davidson, Shire of Dumbleyung, Lakes SG (confirmed to 2017) Cr J. De Landgrafft, Shire of Lake Grace, Lakes SG (confirmed to 2017) Cr M. Conley, Shire of Cuballing, Narrogin SG (confirmed to 2017) Cr K. King, Shire of West Arthur, Narrogin SG (confirmed to 2017) Cr I. Dolton, Shire of Bruce Rock, Roe SG (confirmed to 2017) Cr R. Cole, Shire of Narembeen, Roe SG (confirmed to 2017)
LOCAL GOVERNMENT CEOs (18), Secretariat to State Advisory Committee (1) WALGA (1) MRWA Wheatbelt, Narrogin (1)
Please note that as soon as practical after the Local Government Elections to be held during October 2017, and prior to the WBS RRG meeting held in April the following year, the four sub groups will be required to elect for a term of two years their preferred two elected delegate to the WBS RRG. The eight delegates will then be required to elect the WBS RRG Chairperson.
2 Welcome address by Chairman, Record of Attendance and Apologies
Attendance as per register:
Cr Lyn Baker Chairperson WBS RRG Robert Paull Shire of Corrigin John Read Chief Executive Officer Shire of Kondinin Nicole Wasmann Chief Executive Officer Shire of West Arthur Aaron Cook Chief Executive Officer Shire of Narrogin Torre Evans Observer Shire of Narrogin Cr Nathan Wallier Observer Shire of Narrogin Keenan Wening Tech Officer Shire of Narrogin Mal Shervill Observer WALGA Gary Sherry Chief Executive Officer Shire of Cuballing Garrick Yandle Observer Shire of Dandaragan Ron Walker Shire of Wagin Brian Roderich A/CEO Shire of Wagin Allen Hicks Works Manager Shire of Wagin Cr Rhonda Cole Voting Delegate Roe SG
Attachment 3
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22/08/2017 Minutes 9 August 2017 WBS RRG meeting 2
Bonnie Cole Shire of Narembeen Kevin Pethick MBP MRWA Amanda O’Halloran Chief Executive Officer Shire of Wandering Cr Julie Russell Shire President Shire of Wickepin Mark Hook Chief Executive Officer Shire of Wickepin Grant Robins Shire of Kulin Barry West Shire of Kulin Noel Mason Chief Executive Officer Shire of Kulin Barry Gibbs Shire of Pingelly Geoff McKeown Chief Executive Officer Shire of Williams Stephen Gollan Shire of Beverley Cr Keith Murray Voting Delegate Hotham-Dale SG Cr Bill Mulroney Observer Shire of Pingelly Cr Shirley Lange Voting Delegate Hotham-Dale SG Cr Kevin King Voting Delegate Narrogin SG Cr Mark Conley Voting Delegate Narrogin SG Ian Dalton Shire of Bruce Rock Denise Gobbart Chief Executive Officer Shire of Lake Grace Cr Gordon Davidson Voting Delegate Lakes SG Cr Jeanette De Landgrafft Voting Delegate Lakes SG Janet Hartley-West A/Regional Manager MRWA Cathy Morey CSM MRWA Allison Hunt CON MRWA
Apologies:
Cr Katrina Crute Voting Delegate/Deputy Chair Hotham-Dale SG Peter Webster Chief Executive Officer Shire of Wagin Glenn Casley Observer Shire of Bruce Rock Cr Johnson Shire of Williams Ian D’Arcy Chief Executive Officer Shire of Brookton Chris Jackson Shire of Narembeen Cr Leigh Ballard Shire of Narrogin Matt Gilfellon Shire of Dumbleyung Cr Steve Jones Shire of Kondinin Brendan Whitley
Declaration of Interest:
Lyn Baker – Item 8.3 Honorarium
3 Confirmation of minutes
The minutes of the Wheatbelt South Regional Road Group meeting held 4 April 2017 are provided at AGENDA PAGES 1 -14.
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22/08/2017 Minutes 9 August 2017 WBS RRG meeting 3
That the minutes of the WBS RRG meeting held 4/4/2017 be accepted as a true and correct record with the following amendments:
P10 – Motion moved by Cr Crute, Seconded Cr Cole Carried 8/0 regarding co-contributions. Add words in red:
Wheatbelt South Regional Road Group, in support of the Secondary Freight Route, explore the ramification of taking co-contribution from 2018/19 and advancing to 2017/18. Only to be used if no other funding available. No change in 2017/18 project funding.
The meeting referred to did not happen so request that be removed from the minutes.
Move that minutes be accepted with these amendments.
Moved: Cr. Davidson Seconded: Cr. Cole Carried 8/0
4 Business arising from previous minutes
Please refer to PAGES 11 - 13 of the WBS RRG minutes 4 April 2017 meeting (as included at PAGES 1 - 14) of the agenda supporting documentation.
Lakes Sub Group meeting 22 February 2017
That the Lakes Sub Regional Road Group give in-principle support to the method noting that:
1. Allowances need to be made by Main Roads WA to be flexible in releasingfunds when works are completed but statutory requirements currently preventthe release of the funds.
2. That a simplified flow chart or dot point version of the methodology be presentedfor approval by the Wheatbelt South Regional Road Group and if approved, theflow chart or dot point version be inserted in to the MCA User Manual.
Moved: Cr. Davidson, seconded: CR. De Landgrafft Carried 5/0
Motion: That the above motion from the Lakes sub-group be supported by theWBS RRG.
Moved: Cr. Crute, seconded: Cr. De Landgrafft Carried 8/0
ACTION: MRWA Secretariat
A flow chart has not yet been developed, but subject to be below draft revision of the WBS RRG Policy and Procedures Manual being accepted, and with possible amendments, this can be incorporated.
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22/08/2017 Minutes 9 August 2017 WBS RRG meeting 4
Please refer to DRAFT REVISION of WBS RRG Policy and Procedures Manual as attached at PAGES 26 - 66 emailed to all councils and WBS RRG Chairperson 10 July 2017 requesting opinions/comments by 21 July 2017.
The above draft includes the road project funding determination process for Local Government councils.
5 Correspondence
Outwards:
AGENDA PAGES 15-16: letter dated 10 April 2017 from WBS RRG Chairperson toHon Member for Durack on AGRN 743 and the use of LOCAL GOVERNMENT daylabour for re-instatement works
AGENDA PAGES 17-18: email dated 8 June 2017 to all Wheatbelt Councils onCertificates of Completion and statements on a projects total incurredexpenditure.
Inwards:
PAGES 19 - 20: email dated 13 April 2017 from the office of Mr Rick Wilson(MP) Federal Member for O’Connor in response to WBS RRG Chairperson’semail dated 10 April 2017 with letter attachment on AGRN 743, and the use ofLOCAL GOVERNMENT day labour.
PAGES 21: letter dated 1 June 2017 from Hon Minister for Justice, Mr MichaelKeenen to WBS RRG Chairperson in response to correspondence from WBS RRGChairperson on the use of LOCAL GOVERNMENT day labour for AGRN 743.
PAGES 22 – 25: letter dated 8 June 2017 from the Roadside ConservationCommittee to The Chair, WBS RRG on Wheatbelt Secondary Freight Routes andConservation
Moved: Cr. De Landgrafft, Seconded: Cr. King Carried 8/0
6 Technical Working Group Representatives are: Mr S. Gollan, CEO Shire of Beverly for Hotham-Dale SG Ms A. O’Halloran, Shire of Wandering for Hotham-Dale SG Mr P. Webster, CEO Shire of Wagin for Lakes SG Mr M. Hook, Shire of Wickepin for Lakes SG Mr A. Cook, CEO Shire of Narrogin for Narrogin SG Mr G. McKeown, CEO Shire of Williams for Narrogin SG Mr J. Read, CEO Shire of Kondinin for Roe SG Mr G. Fardon, CEO Shire of Quairading Roe SG
No actions or deliberations from the TWG since the assessment and prioritisation of the 2017/18 WBS RRG road project funding MCA .
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22/08/2017 Minutes 9 August 2017 WBS RRG meeting 5
7 WBS RRG Internal Reports
7.1 WBS RRG Chairperson’s Report
Verbal Report given
Regional Road Group Chairs met at WA LOCAL GOVERNMENT week. Financial results for 16/17 State wide resulted in $14 million under expenditure (8% of budget). Wheatbelt South RRG achieved 89% of budget spent against a benchmark of 90%.
7.2 2017/18 WBS RRG Direct Grants, Road Projects (including severe weather events) Black Spots, Commodity Route & State Initiatives funding
Current listing of LOCAL GOVERNMENT projects based ONLY on ACTUAL 2017/18 grant funding, including a summarised report based on sub group allocation
Please refer to a condensed WBS RRG 2017/18 Funding and Recoup Register and auto summary report at PAGES 67 – 88, and 89. The current listing does not include funding re-programmed from 2016/17. The summary includes grants prior to the 42% cut to Direct Grants.
The register will then for 2017/18 include all available funding and will be provided to all WBS RRG councils at the start of each month, and will show allocated funding and claims made against the above listed funding sources.
The register does not record federal R2R funded projects nor funding for local roads bridge projects.
General discussion held on possible future cuts for the Wheatbelt and the effect this will have on the death records for the Wheatbelt which is currently the worst in the State. Discussion covered the State Road Agreement between local government and State Government and the fact that the State have reneged on the previous 27% of all revenue from vehicle licencing agreement.
Motion: Chair to write to Rita Saffioti, Mark McGowan, Alanah McTiernan, WALGA, Opposition and National Party.
Moved Cr Gordon, Seconded Cr Davidson. Accepted: 8/0
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22/08/2017 Minutes 9 August 2017 WBS RRG meeting 6
7.3 Report on Severe Weather Event Estimates and Claims – WANDRRA and Abnormal A report is not currently available due to AGRN 743.
7.4 FINAL 2016/17 Funding and Payments to WBS Local Government Authorities as at 30 June 2017, and including a summarised report based on sub groups Please refer to PAGES 100 – 121, and 122 for the final WBS RRG 2016/17 Funding and Recoup Register reports.
7.5 Summary of WBS RRG 2016/17 Road Projects NOT COMPLETED or FUNDING NOT CLAIMED or COMPLETED WITH SURPLUS FUNDS as at 30 June 2017 Please refer to PAGES 123 - 129.
7.6 State Road Funds to Local Government Agreement Advice Only – For 2018/19, there has been no indication or advice of any alteration to the existing funding formula of 75/25 for road project funding distribution to all regional road groups.
7.7 Road Project Funding – Sub Group approved Funding Adjustments and Transfers for 2017/18 No funding adjustments to-date.
8 Agenda Items on Notice
8.1 Administrative – maximising 2016/17 road project expenditure as at 30 June 2017. Please refer to PAGES 123 – 129 under 7 above; 7.5 refers.
An anomaly exists whereby MRWA has yet to bill road project funding for LRM works either undertaken or due soon for re-instatement. These funds totalled $15 965.
General discussion on the MRWA Line Marking Contracts and requirements to get programs in early. Request that a copy of the rates be provided to Shires for their information.
8.2 Administrative – Wheatbelt Region Freight Plan. Discussion on progress to-date by Mr Garrick Yandle, Shire of Dandaragan.
Deferred to end of meeting.
8.3 Administrative – WBS RRG Chairperson Honorarium. That the WBS RRG Chairperson be paid an honorarium of $1 800 per year
Chairperson Lyn Baker left the room 10.23am while item discussed. Janet Hartley-West took the Chair in her absence.
Each Shire contribute $100 per year to fund the honorarium.
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22/08/2017 Minutes 9 August 2017 WBS RRG meeting 7
Suggested that the Shire the Chair represents would invoice other shires for their contribution.
Motion: Request member councils to contribute $100 each to pay an Honorarium of $1800 annually to the Chairperson of the WBS RRG.
Moved: Cr Cole Seconded: Cr Gordon Carried 8/0
NB: To be effective immediately. Then annually thereafter.
Cr Lyn Baker returns and resumes the Chair at 10.53am
8.4 WBS Policy & Procedures Manual - P26 send out so a decision could be made at this meeting. Sent out a month ago for comment. No comment received.
Motion: Adopt policy and procedures manual with updated table
Moved: CR: Lange. CR De Landgrafft. Accepted: 8/0
Request for final document to be distributed. Please destroy old documents.
9 Administrative - External Presentations, Reports and State Advisory Committee (SAC) Minutes
State Advisory Committee (SAC) The minutes of the 5 April 2017 meeting are provided at PAGES 130 - 140.
Moved: Cr De Landgrafft Seconded: Cr Gordon Carried 8/0
WALGA Roadwise Report Mal Shervill
Local roads closed for an emergency or significant event are placed on the Main Roads WA public maps webpage
Some Local Governments have expressed an interest in having closed local roads placed on the Main Roads WA pubic map webpage. WALGA has met with Main Roads WA. The following options were offered by Main Roads WA:
Option 1 All local roads closed for an emergency/incident or large scale event are placed on the Main Roads public map – this option will require each Local Government to enter into a contractual agreement with Main Roads requiring that Local Government accept liability/responsibility for the timely provision of and accuracy of the information.
Option 2 The Main Roads website contains a page with hyperlinks to each Local Government website – this option will require a Local Government to have an updated roads information webpage which the Local Government is responsible for the accuracy
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and maintenance of that information. It will also require each Local Government to enter into a contractual agreement with Main Roads requiring that Local Government accept liability/responsibility for the timely provision of and accuracy of the information
Option 3 Maintain the status quo - for local roads that are closed and such closure adversely impacts on the a state road e.g. interrupts traffic flow on the state road, the Local Government liaises with its local Main Roads regional office to have the relevant information uploaded to the Main Roads public map. This option will require the Local Government accept liability/responsibility for the timely provision of and accuracy of the information.
Local Governments were asked to consider and determine their position on which option they want and convey it to the Wheatbelt South RRG at next meeting.
Survey by WALGA Roadwise of Elected Members on a RRG and LG CEOs and officers involved in State and Federal Blackspot applications
The Blackspot Program management guidelines allows for Roadwise Road Safety Advisors to assist Local Governments in the application process. WALGA Roadwise intends to survey Elected Members on RRGs, CEOs and officers involved in Blackspot applications to gain information on:
Role of Roadwise Program in supporting/assisting RRGs and LGs with therequirements of the Blackspot Programs
Impact of recent changes to the requirements for road safety audits
The survey will be administered by Survey Monkey in September after the Blackspot application process has closed; and all feedback will be aggregated and contain no individual identification or responses.
Model policy for heavy vehicle charging on sealed roads now available on the WALGA website
WALGA currently developing model policy for assessing RAV applications – model policy will inform and assist Local Governments using the Main Roads RAV application process.
WANDRRA - Currently there are 16 LGs proposing to use their own labour and equipment to undertake WANDRRA related work. WALGA seeks advice as to which Local Governments in the Wheatbelt South Region are using own source labour and equipment under the WANDRRA provisions. The Local Governments of Narrogin, Williams, Wandering, Wagin, Kondinin, Pingelly and West Arthur advised at the meeting they are using own source labour and equipment.
CBH advice of preferred routes – WALGA advised that according to CBH they wrote to Local Governments in May advising of their (CBH) preferred routes to empty bins. WALGA asks if Local Governments could respond to CBH regarding the proposed
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22/08/2017 Minutes 9 August 2017 WBS RRG meeting 9
routes and cc to WALGA. Some Local Governments are the meeting stated they have not received such a letter other than the monthly advice from CBH.
10 WBS RRG Sub Groups – Minutes and Reports
Hotham-Dale Sub Group (Secretary Stephen Gollan) Meeting held in May – no minutes.
Lakes Sub Group (Secretary Matthew Gilfellon) No minutes have been received.
Narrogin Sub Group (Secretary Geoff McKeown) No minutes have been received.
Roe Sub Group (Secretary Chris Jackson) No minutes have been received.
11 General Business
WANDRRA Torre Evans from Shire of Narrogin raised concern regarding WANDRA claims and the concern of inconsistencies between contractor vs own resource submissions with regard to assessment criteria.
Reallocation of Funds Shire of Pingelly requested approval to reallocate funds from one approved road project to another road not approved. This has been discussed with the secretary of sub group and they are in agreeance. Formal submission to and approval required from the RRG.
Acknowledgements Thanks and best wishes to Greg Willis for his efforts. Thanks to Wickepin for use of the venue.
12 Next Meeting Date It is proposed to hold the next meeting of the WBS RRG on 26 February 2018. Venue to be Wickepin Community Centre.
13 Meeting Close: 12.35 PM
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Attachment 4
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AGENDA ITEM: 8.4.2 - Waste Collection and Disposal Contract
Subject: Waste Collection and Disposal Contract Applicant: Chris Jackson File Ref: ADM165 Disclosure of Interest (Staff): Nil Disclosure of Interest (Member): Nil Author: Chris Jackson Date: 10 October 2017 Attachments: Waste Cost 2016/17 & Waste Data-Avon Waste
SUMMARY
Review of Waste Collection and Disposal Contract and discussion on current recycling process.
BACKGROUND
The RoeROC CEO’s recently met in Narembeen to discuss various matters including the need to review the current waste collection and disposal contract that is in place with Avon Waste and expires on the 30 June 2018. Dale Chapman and Craig Grant of WALGA also attended the meeting to discuss how the WALGA Preferred Supplier Program can support looking at future waste contracts.
COMMENT
Each of the four Shires are currently collecting waste data that includes the volumes collected and the costs associated with providing the full waste collection and disposal service. This information will then be produced as a report and presented to RoeROC and each of the Shires to show the total picture across the ROC.
At present RoeROC Shires are paying for a service through Avon Waste that includes kerb side collection of household waste on a weekly basis, a fortnightly kerb side collection of recyclable materials, collection of cardboard and collection of waste from the Narembeen Transfer Station. Avon Waste also operates the Bendering Landfill site located in the Shire of Kondinin which is owed by the four Shires.
The report prepared by the CEO’s will look at the current total costs of operating the service across the ROC and will look at options that will include the opportunities to reduce the cost of the service and consider if a RoeROC operated service could be a viable option. A recommendation may also be made that an eQuote be obtained through the WALGA Preferred Supplier Program sooner rather than latter to test the market to get a reasonable understanding of what is in the marketplace.
The WALGA representatives, who specialise in procurement, indicated at the recent meeting that the Waste market is very competitive at the moment and all the major players including Avon Waste are on the Preferred Supplier Program.
The Shire of Narembeen also needs to take in to consideration the other components of our local waste and recyclable collection processes which includes;
• The Narembeen Lions Club collection of paper and cans included the collection areaopposite the roadhouse
• The Narembeen Men’s Shed collection of aluminium cans• Operation of the Waste Transfer Station under contract with Peter Miller which was
renewed as at the 1st August 2015, expiring 31st July 2019.
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Other matters that will need to be taken into account include the introduction of the Container Deposit Scheme which is planned to be introduced in 2019 and how this impacts on the recyclable materials collected by Avon Waste, the Men’s Shed and the Lions Club. Recent discussions with some members of the Lions Club regarding the collection of glass has indicated significant concern regarding the dumping of household rubbish at the collection station, the need to separate the glass from this contaminated materials and the dwindling membership of the Lions Club which is making it harder and harder to undertake the task. The Lions Club is currently paid $1,800 each year by the Shire to provide this service.
The glass is taken to the transfer station, stored and then crushed using a glass crasher purchased by the RoeROC Shires. Only Narembeen and Corrigin have in recent times used the crusher and recently Corrigin have indicated that they will not be using the crusher citing safety concerns and lack of suitable uses for the crushed material. Narembeen has only ever used the material in some road base as the material is contaminated with paper etc and very small volumes are produced.
It has been suggested to the Narembeen Lions Club that the collection of the glass by the Lions Club could cease with the glass and paper going out via Avon Waste as part of the kerb side recyclable collection process. A bank of yellow bins could be located in the same location as the current town glass recycling area or an alternative location and collected fortnightly by Avon Waste. The current process is a double up of the service with some glass and paper going out through the yellow bins and some being collected by the Lions Club. If the service by the Lions Club was to cease then an alternative fund raising activity could be proposed by the Shire which could include maintenance of the cemetery so that the funds currently raised could be retained by the Lions Club.
CONSULTATION
RoeROC CEO’s WALGA
STATUTORY IMPLICATIONS
Avon Waste Contract Agreement
FINANCIAL IMPLICATIONS
See attached spread sheet and full report to follow detailing future financial cost implications.
POLICY IMPLICATIONS
Nil
STRATEGIC PLAN REFERENCE
8 A protected and valued natural environment 8.2 Sustainable waste management focusing on waste minimization and resource recovery 8.2.1 Continue to participate in the RoeROC Environmental Health Officer and Building Control services, subject to the budget 8.2.2 Provide power and water services to the Narembeen Waste Transfer Site 8.2.3 Maintain Waste Transfer Site 8.2.4 Maintain the plant and equipment at the waste transfer site 8.2.5 Continue to support the Bendering Regional Waste Site (RoeROC) 8.26 Continue to provide a waste pick up and recycling service 8.2.7 Continue to provide commercial waste services 8.2.8 Continue to promote the community’s involvement in Drum Muster
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8.2.9 Conduct public campaigns on littering, waste management and recycling
RELATED PARTY TRANSACTIONS
Nil
OFFICER RECOMMENDATION
That Council:-
1. Endorse the actions of the RoeROC CEO’s in review of the current Waste Collection andDisposal Contract.
2. Enter into discussions with the Narembeen Lions Club regarding the glass and paperrecycling work undertaken by the club and if changes to the current arrangements shouldbe made.
COUNCIL RESOLUTION
MIN 6516/17 MOTION - Moved Cr. Cr R DeLuis 2nd Cr. B Thomas
CARRIED 8/0
1. Endorse the actions of the RoeROC CEO’s in review of the current Waste Collection andDisposal Contract.
2. Enter into discussions with the Narembeen Lions Club regarding the glass and paperrecycling work undertaken by the club and if changes to the current arrangements shouldbe made.
That Council:-
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 49 of 142
2016
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8.5 Executive Manager Corporate Services
AGENDA ITEM: 8.5.1 - Executive Manager Corporate Services Report
Subject: Executive Manager Corporate Services Report Applicant: N/A File Ref: N/A Disclosure of Interest (Staff): Nil Disclosure of Interest (Member): Nil Author: Bonnie Cole, Executive Manager Corporate Services Date: 11 October 2017 Attachments: Nil
SUMMARY
Council are to consider the report from the Executive Manager Corporate Services and endorse any actions as appropriate.
BACKGROUND
Provide monthly reports in a format that provides information with a view to assist in the decision making process.
COMMENT
Comment from the Department Following the adoption of the 2017/2018 Annual Budget, as per requirements a copy was sent to the Department of Local Government, Sport and Cultural Industries on 20th July 2017. On 13th September I received an email from Alan Carmichael at the department querying a number of comparative differences between last year’s Annual Budget and this year’s annual budget. I have had an extensive conversation with Alan. I had been using the revised adopted budget in the comparative figures when regulation states that the original budget must be used in both the Annual Report and the Annual Budget. He advised that while there is no penalty for this, he did want the matter to be brought to the attention of the Audit Committee. This will be done at the October Audit Committee Meeting.
Long Service Leave As you are all aware, I am going on leave for 6 weeks commencing on 6th November 2017. During this time Mrs Sheree Thomas will be acting in my role with the assistance of Ms Megan Shirt who will be handling the financial reporting during my absence. Chris, Sheree and I spoke with Megan via teleconference late in September to discuss the arrangement. At this stage it is not envisaged that Megan will need to be on site to do the financials as she can log in remotely. I would like to thank Council for the opportunity to have leave for this amount of time, it is really appreciated.
Local Government Act Review On Thursday 28th September 2017, Chris, Cr Cole, Cr Mortimore and I attended a Local Government Review Meeting in Merredin with other representatives from the Great Eastern Country Zone. I am hopeful that getting our opinions through to the Department and the Minister as part of this review will enable the industry to operate more smoothly into the future. There are pros and cons to many of the changes discussed at the time and it will be interesting to see how our organisation will have to change to accommodate them.
Ladies Long Lunch Earlier this year I nominated to be a part of the Ladies Long Lunch Committee. This event occurred on the 7th October 2017. Women from around the regions descended on the
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Narembeen Hall to what was in deed a very long lunch. I thoroughly enjoyed the day and I am sure everyone else did as well.
It was frustrating to see the delay in the approval for the Occasional Liquor License, given the feedback we had following the issues during the Mt Arrowsmith Tennis Club application. Council may wish to again write to the Department of Racing, Gaming and Liquor in an attempt to get them to sharpen their procedures with regard to this matter.
Enterprise Bargaining Agreement Council is aware that staff and management have reached an agreement for the new EBA 2017-2020. One of the changes agreed upon was for the Housing Allowance to be increased from $50 per week to $60 per week. To ensure equity across the organisation, it is requested that Council Policy 4.3.26 Housing Allowance be amended to reflect the $60 as referenced in the EBA.
Narembeen Netball Club Shed Extension Request
The Narembeen Netball Club has requested permission from Council to extend the shed. The cost of approximately $4,500 will be covered by the netball club. The extension will take the shed at its current width to the end of the first court. It is hoped this will enable a better use of the current covered area by repairing drainage issues in the shed and also allow for more people to be under cover whilst watching the games.
CONSULTATION
Nil
STATUTORY IMPLICATIONS
Nil
FINANCIAL IMPLICATIONS
As per budget requirements or as reported above.
POLICY IMPLICATIONS
Nil
STRATEGIC PLAN REFERENCE
Narembeen Strategic Community Plan 9. Provide good strategic decision making, governance, leadership and professionalmanagement.
RELATED PARTY TRANSACTIONS
Nil
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OFFICER RECOMMENDATION
That Council:-
1. Amend Council Policy 4.3.26 Housing Allowance to $60 per week for eligible staff notliving in Council owned properties.
2. Back date this allowance to commence as at 1st July 2017.
COUNCIL RESOLUTION
MIN 6517/17 MOTION – Moved: Cr. A Hardham 2nd: Cr. B Cowan
CARRIED 8/0
OFFICER RECOMMENDATION
That Council allows the Narembeen Netball Club to complete the extension of their clubhouse, subject to getting all necessary permits etc and working in conjunction with Council’s Building Supervisor, Mr Klint Stone where possible to assist with the installation of the new fencing.
COUNCIL RESOLUTION
MIN 6518/17 MOTION – Moved: Cr. B Cowan 2nd: Cr. S Padfield
1. Amend Council Policy 4.3.26 Housing Allowance to $60 per week for eligible staff notliving in Council owned properties.
2. Back date this allowance to commence as at 1st July 2017.
That Council:-
That Council allows the Narembeen Netball Club to complete the extension of their clubhouse, subject to getting all necessary permits etc and working in conjunction with Council’s Building Supervisor, Mr Klint Stone where possible to assist with the installation of the new fencing.
CARRIED 8/0
OFFICER RECOMMENDATION
The Executive Manager Corporate Service's Report for October 2017 be received and all actions endorsed.
COUNCIL RESOLUTION
MIN 6519/17 MOTION – Moved: Cr. G DeLuis 2nd: Cr. B Cowan
CARRIED 8/0
The Executive Manager Corporate Services Report for October 2017 be received and all actions endorsed.
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AGENDA ITEM: 8.5.2- Shire of Narembeen 2016/2017 Annual Report
Subject: Shire of Narembeen 2016/2017 Annual Report Applicant: Shire of Narembeen File Ref: ADM477 Disclosure of Interest (Staff): Nil Disclosure of Interest (Member): Nil Author:
Date: Attachments:
Miss Bonnie Cole, Executive Manager Corporate Services 11th October 2017 Shire of Narembeen Annual Report for the Year ending 30 June 2017 includes Independent Auditors Financial Report & Management Report, CRC Annual Financial Report (separate attachments)
SUMMARY
To review Council’s Annual Report as required by regulation.
BACKGROUND
Local Governments are required to produce an audited annual financial report each year (Local Government Act 1995 s6.4) for audit.
COMMENT
The audited Annual Financial Report for the 2016/2017 financial year has been received together with the Independent Auditor’s Report and Management Report and has been presented to the Audit Committee for consideration and recommendation to Council.
Council’s auditor reported that in his opinion the Shire of Narembeen’s Financial Report complies with the Local Government Act and associated Regulations and gives a true and fair view of the Shire’s financial position and its financial performance and cash flows as at 30 June 2017 and complies with Australian Accounting Standards. This means the audit is a clean (unqualified) audit report.
The Management Report again made comment on Council’s ratios. Whilst a number are still below target it is refreshing to see that all but one of the ratios have improved compared to the trend of the last four years where they were getting worse.
While this is good news, it will take a lot of planning and strategy to ensure that this continues and the Shire does not fall into its old trends. It is anticipated that once the Community Strategic Plan is completed by Caroline Robinson, the Long Term Financial Plan and Asset Management Plans will be refreshed to assist in guiding the necessary direction to move the Council forward towards a more sustainable culture.
CONSULTATION
Chief Executive Officer Executive Manager Corporate Services Auditors, Moore Stephens Middleton Accountants Griffin Valuation Services
STATUTORY IMPLICATIONS
Local Government Act 1995, Part 6 Financial Management
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s6.4. Financial report
(1) A local government is to prepare an annual financial report for the precedingfinancial year and such other financial reports as are prescribed.
(2) The financial report is to —(a) be prepared and presented in the manner and form prescribed; and(b) contain the prescribed information.
(3) By 30 September following each financial year or such extended time as theMinister allows, a local government is to submit to its auditor —
(a) the accounts of the local government, balanced up to the last day of thepreceding financial year; and
(b) the annual financial report of the local government for the precedingfinancial year.
Local Government (Financial Management) Regulations 1996, Part 4 Financial Reports
r36. Annual financial report, content of (Act s. 6.4(2)) r37. Trust fund, information about in annual financial report r38. Reserve accounts, information about in annual financial report r39. Rates, information about in annual financial report r40. Service charges, information about in annual financial report r41. Fees and charges, information about in annual financial report r42. Discounts for early payment etc., information about in annual financial report r43. Interest charges etc., information about in annual financial report r44. Fees etc. to council members, information about in annual financial report r45. Trading undertakings, information about in annual financial report r46. Major land transactions, information about in annual financial report r47. Completed major land transactions, information about in annual financial report r48. Borrowings, information about in annual financial report r49. Invested money, information about in annual financial report r50. Financial ratios to be included in annual financial report r51. Annual financial report to be signed etc. by CEO and given to Department
FINANCIAL IMPLICATIONS
Costs associated with the audit will be charged to Account 4111300 audit fees, in the Shire of Narembeen Annual Budget 2017/2018 as per agreement with Moore Stephens.
POLICY IMPLICATIONS
There are no known policy implications in considering this item.
STRATEGIC PLAN REFERENCE
Shire of Narembeen Corporate Business Plan, Part 2, Financial Management.
RELATED PARTY TRANSACTIONS
There are no known related party transactions associated with this item.
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OFFICER RECOMMENDATION
That Council:-
1. Receive the Shire of Narembeen audited Annual Financial Report for the 2016/2017financial year, including the Annual Financial Report of the Narembeen CommunityResource Centre;
2. Adopt the Annual Report, including the Annual Financial Report, Auditor’s Report andManagement Report as recommended by the Audit Committee; and
3. Advertise the Annual Electors Meeting to be held at 6.00pm on Thursday 2nd November2017 in Council Chambers.
COUNCIL RESOLUTION
MIN 6520/17 MOTION - Moved Cr. K Mortimore 2nd Cr. B Thomas
CARRIED 8/0
That Council:-
1. Receive the Shire of Narembeen audited Annual Financial Report for the 2016/2017financial year, including the Annual Financial Report of the Narembeen CommunityResource Centre;
2. Adopt the Annual Report, including the Annual Financial Report, Auditor’s Report andManagement Report as recommended by the Audit Committee; and
3. Advertise the Annual Electors Meeting to be held at 6.00pm on Thursday 2nd November2017 in Council Chambers.
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AGENDA ITEM: 8.5.3 - Council Meetings 2018
Subject: Council Meeting Dates and Times - 2018 Applicant: Shire of Narembeen File Ref: ADM195 Disclosure of Interest (Staff): Nil Disclosure of Interest (Member): Nil Author: Bonnie Cole, Executive Manager Corporate Services Date: 19th September 2017 Attachments: Nil
SUMMARY
Council is requested to consider Ordinary Council Meeting dates and times for 2018.
BACKGROUND
Council is required by statutory processes to consider and adopt the Ordinary Council and Committee meeting dates for 2018 including venue, time and place and the advertising of this information to the public.
COMMENT
Council policy 4.2.13 stipulates when Council holds its Ordinary Meetings, being the third Wednesday of every month, except for January, commencing at 2.30pm.
CONSULTATION
Nil
STATUTORY IMPLICATIONS
LOCAL GOVERNMENT ACT 1995 (as amended) Section 5.25. Regulations about council and committee meetings and committees
(1) Without limiting the generality of section 9.59, regulations may make provisionin relation to —g) the giving of public notice of the date and agenda for council or committee
meetings;
LOCAL GOVERNMENT (Administration) REGULATIONS 1996 Regulation 12. Public notice of council or committee meetings — s. 5.25(1)(g) (1) At least once each year a local government is to give local public notice of the dates on
which and the time and place at which —(a) the ordinary council meetings; and(b) the committee meetings that are required under the Act to be open to members of
the public or that are proposed to be open to members of the public, are to be heldin the next 12 months.
FINANCIAL IMPLICATIONS
Nil
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POLICY IMPLICATIONS
Policy 4.2.13
The ordinary meeting of Council will be held on the third Wednesday of each month commencing at 2.30pm, unless varied by Council for a specific purpose from time to time. Council meetings will not be held in January of each year, unless a Special meeting is arranged.
STRATEGIC PLAN REFERENCE
Nil
RELATED PARTY TRANSACTIONS
Nil
OFFICER RECOMMENDATION
That Council resolves to hold its Ordinary Council Meetings for 2018 on the third Wednesday of every month with the exception of the month of January, commencing at 2.30pm and to be held at the Council Chambers, 1 Longhurst Street Narembeen.
COUNCIL RESOLUTION
MIN 6521/17 MOTION - Moved Cr. B Thomas 2nd Cr. A Hardham
CARRIED 8/0
That Council resolves to hold its Ordinary Council Meetings for 2018 on the third Wednesday of every month with the exception of the month of January, commencing at 2.30pm and to be held at the Council Chambers, 1 Longhurst Street, Narembeen.
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AGENDA ITEM: 8.5.4- Shire Council & Community Resource Centre Office Opening & Closure over Christmas/New Year Holiday period 2017
Subject: Shire Council & Community Resource Centre Office Opening & Closure over Christmas/New Year Holiday Period 2017
Applicant: Shire of Narembeen File Ref: ADM150 Disclosure of Interest (Staff): Nil Disclosure of Interest (Member): Nil Author: Bonnie Cole, Executive Manager Corporate Services Date: 19 September 2017 Attachments: Nil
SUMMARY
Council to discuss office opening hours over the December Holiday period.
BACKGROUND
In previous years, the Shire of Narembeen and the Narembeen Community Resource Centre offices have closed for a period between Christmas and New Year. This closure did not present any difficulty during the 2016/2017 closure period.
COMMENT
Western Australia Public Holidays for 2016/2017 are as follows:
• Monday 25th December 2017 – Boxing Day• Tuesday 26th December 2017 – Christmas Day Public Holiday• Monday 1st January 2018 – New Year’s Day Public Holiday
The following office opening and closing dates are proposed:
• Closed – Saturday 23rd December 2017 (Weekend)• Closed – Sunday 24th December 2017 (Weekend)• Closed – Monday 25th December 2017 (Public Holiday)• Closed – Tuesday 26th December 2017 (Public Holiday)• Closed – Wednesday 27th December 2017 (Public Service Day)• Closed – Thursday 28th December 2017• Closed – Friday 29th December 2017• Closed – Saturday 30th December 2017 (Weekend)• Closed – Sunday 31st December 2017 (Weekend)• Closed – Monday 1st January 2018 (Public Holiday)• Re-opening – 8.30 am Tuesday 2nd January 2018
Staff will be required to take RDO’s or annual leave for the work days not covered by public holidays or public service days.
The CEO will ensure that arrangements are in place and staff are available to undertake required tasks during this period and in the event of an emergency within the Shire.
CONSULTATION
Office Staff
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STATUTORY IMPLICATIONS
Local Government Act 1995
Section 2.7. The role of Council (1) The Council –
a. Directs and controls the local government’s affairs; andb. Is responsible for the performance of the local government’s functions.
(2) Without limiting subsection (1), the Council is to –a. Oversee the allocation of the local government’s finances and resources; andb. Determine the local government’s policies.
Section 3.1. General Function
(1) The general function of a local government is to provide for the good government ofpersons in its district.
(2) The scope of the general function of a local government is to be construed in the contextof its other functions under this Act or any other written law and any constraints imposedby this Act or any other written law on the performance of its functions.
FINANCIAL IMPLICATIONS
Nil
POLICY IMPLICATIONS
Nil
STRATEGIC PLAN REFERENCE
Nil
RELATED PARTY TRANSACTIONS
Nil
OFFICER RECOMMENDATION
That Council approves the following:-
1. The Shire of Narembeen and the Narembeen Community Resource Centre offices beclosed to the Public over the Christmas/New Year period, commencing at 4.30pm onFriday 22nd December 2017 and re-open to the public at 8.30 am on Tuesday 2nd
January 2018.2. The office closure be advertised in the Fencepost, the Shire website and on appropriate
notice boards.3. The CEO ensure arrangements are in place and staff are available to undertake required
tasks during this period in the event of an emergency within the Shire.
3.52pm - C Jackson exited the meeting
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1. The Shire of Narembeen and the Narembeen Community Resource Centre offices beclosed to the Public over the Christmas/New Year period, commencing at 4.30pm onFriday 22nd December 2017 and re-open to the public at 8.30 am on Tuesday 2nd
January 2018.2. The office closure be advertised in the Fencepost, the Shire website and on appropriate
notice boards.3. The CEO ensure arrangements are in place and staff are available to undertake required
tasks during this period in the event of an emergency within the Shire.
CARRIED 8/0
COUNCIL RESOLUTION
MIN 6522/17 MOTION - Moved Cr. B Cowan
That Council approves the following:-
2nd Cr. S Parsons
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AGENDA ITEM: 8.5.5 - Review Policy 3.1.14 Purchasing Policy
Subject: Review Policy 3.1.14 Purchasing Policy Applicant: Shire of Narembeen File Ref: N/A Disclosure of Interest (Staff): Miss Bonnie Cole, Mr Chris Jackson Disclosure of Interest (Member): Nil Author: Miss Bonnie Cole, Executive Manager Corporate
Services Date: 11 October 2017 Attachments: Draft Policy 3.1.14 Purchasing Policy
SUMMARY
Council to review the Purchasing Policy 3.1.14 and amend to more accurately reflect the operations of the Shire of Narembeen.
BACKGROUND
Senior Staff have recently decided that the Community and Economic Development Officer should have purchasing authority. To allow this to occur, the policy needs to be changed. Whilst reviewing the current policy, it has been made apparent that the processes outlined in Council’s purchasing policy do not reflect that which is currently being undertaken within the Shire of Narembeen with regard to some aspects of procurement.
COMMENT
Council purchasing policy was last reviewed in mid 2016 when the regulations were changed to increase the limit for tenders from $100,000 to $150,000. At that time the following changes were also authorised:
• Purchasing authority for the Senior Finance Officer position be included up to $10,000.This is to allow the SFO to authorise payment for office products and utility invoices.
• Increase purchasing authority for the Works Manager to $100,000.• Change the purchasing authority for the Chief Executive Officer to $150,000 from
unlimited, as per Regulation.• Remove Executive Support Officer as this position no longer exists.
Since that time, we have again had some changes occur within the office and the following need to be amended.
• Remove the reference to the Senior Finance Officer as the position no longer exists.• Include purchasing authority for the Community and Economic Development Officer with
a delegation limit of $10,000.• Remove all references to Regional Price Referencing.• Include an exception list which includes the following:
o Purchasing the following items locally (Shire of Narembeen) up to $5,000 in valuedoes not require quotes to be received and recorded.
o Office and Council consumables including but not limited to the following:
- Stationery and paper supplies- Refreshments such as milk, coffee and biscuits- Cleaning items such as detergent, bin bags and other items.
3.54pm - C Jackson returned to the meeting.3.55pm - C Jackson exited the meeting.3.56pm - C Jackson entered the meeting
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 64 of 142
o Various parts and tools for use at the depot.
o Engaging local contractors to undertake routine and emergency repairs onCouncil owned properties. These can include the following:
o Plumberso Electricianso Carpet Cleanerso Panel Beaterso Vehicle Tyre Repairso Vehicle servicingo Transport/Freight Serviceso Earthmoving requirements
o All Purchases totalling in excess of $500 will require a purchase order to becompleted.
CONSULTATION
Chief Executive Officer Executive Manager Corporate Services Works Manager WALGA
STATUTORY IMPLICATIONS
Local Government Act 1995 Section 2.7
2.7. Role of council
(1) The council —(a) governs the local government’s affairs; and(b) is responsible for the performance of the local government’s functions.
(2) Without limiting subsection (1), the council is to —(a) oversee the allocation of the local government’s finances and resources;
and(b) determine the local government’s policies.
[Section 2.7 amended by No. 17 of 2009 s. 4.]
Local Government (Functions and General) Regulations 1996
11. When tenders have to be publicly invited
(1) Tenders are to be publicly invited according to the requirements of this Divisionbefore a local government enters into a contract for another person to supply goodsor services if the consideration under the contract is, or is expected to be, more, orworth more, than $150 000 unless subregulation (2) states otherwise.
FINANCIAL IMPLICATIONS
Nil
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POLICY IMPLICATIONS
Policy 3.1.14 Purchasing Policy
STRATEGIC PLAN REFERENCE
Relevant policies will assist Council in setting and reviewing corporate plans and documents associated with the Integrated Planning and Reporting Framework.
9. Provide good strategic decision making, governance, leadership and professionalmanagement
9.3 Deliver services that meet the current and future needs and expectations of the community, whilst maintaining statutory compliance
9.3.2 Adhere to the Community Engagement policy
9.3.6 Develop and implement the Shire of Narembeen Customer Service Charter
RELATED PARTY TRANSACTIONS
Nil
OFFICER RECOMMENDATION
That Council:-
1. Adopt the amended Purchasing Policy 3.1.14 as presented.2. Present the Policy to local businesses at a Business After Hours in November 2017 for
input and buy in by the local business community.
COUNCIL RESOLUTION
MIN 6523/17 MOTION - Moved Cr. S Parsons 2nd Cr. B Thomas
CARRIED 8/0
That Council:-
1. Adopt the amended Purchasing Policy 3.1.14 as presented.2. Present the Policy to local businesses at a Business After Hours in November 2017 for
input and buy in by the local business community.
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 66 of 142
POLICY SECTION: Finance POLICY NUMBER: 3.1.14 POLICY TITLE: PURCHASING POLICY
POLICY The Shire of Narembeen is committed to delivering best practice in the purchasing of goods, services and works that align with the principles of transparency, probity and good governance. Procurement processes and practices to be complied with are defined within this Policy.
OBJECTIVES
• To ensure best practice policies and procedures are followed in relation to internalpurchasing for the Shire of Narembeen.
• To ensure compliance with the Local Government Act 1995 (“the Act”) and the LocalGovernment Act (Functions and General) Regulations 1996 (“the Regulations”).
• To ensure compliance with the State Records Act 2000 and associated recordsmanagement practices and procedures of the Local Government.
• To undertake purchasing processes that ensures value for money for the LocalGovernment by delivering the most advantageous outcome possible.
• To ensure openness, transparency, fairness and equity through the purchasing processto all potential suppliers.
• To ensure efficient and consistent purchasing processes are implemented andmaintained across the organisation
• To ensure local businesses are given the opportunity to supply goods and services.
SCOPE
PRINCIPLES
Code of Conduct
All officers and employees of the Local Government undertaking purchasing activities must have regard for the Code of Conduct requirements and shall observe the highest standards of ethics and integrity. All officers and employees of the Local Government must act in an honest and professional manner at all times which supports the standing of the Local Government.
The following principles, standards and behaviours must be observed and enforced through all stages of the purchasing process to ensure the fair and equitable treatment of all parties:
• Full accountability shall be taken for all purchasing decisions and the efficient, effectiveand proper expenditure of public monies based on achieving value for money;
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• All purchasing practices shall comply with relevant legislation, regulations, andrequirements consistent with the Local Government policies and Code of Conduct;
• Purchasing is to be undertaken on a competitive basis where all potential suppliers aretreated impartially, honestly and consistently. Local business are entitled to certainconcessions to ensure that they are also competitive within the markets;
• All processes, evaluations and decisions shall be transparent, free from bias and fullydocumented in accordance with applicable policies, audit requirements and relevantlegislation;
• Any actual or perceived conflicts of interest are to be identified, disclosed andappropriately managed; and
• Any information provided to the Local Government by a supplier shall be treated ascommercial-in-confidence and should not be released unless authorised by the supplieror relevant legislation.
1. VALUE FOR MONEY
1.1 Policy
Value for money is an overarching principle governing purchasing which allows the bestpossible outcome to be achieved for the Local Government. It is important to note thatcompliance with the purchasing specification is more important than obtaining the lowestprice, particularly taking into account user requirements, quality standards, sustainability,life cycle costing and service benchmarks as well as the ability of local suppliers toprovide the good or service.
1.2 Application
An assessment of the best value for money outcome for any purchasing process should consider:
• All relevant Total Costs of Ownership (TCO) and benefits including transaction costsassociated with acquisition, delivery, distribution, as well as other costs such as butnot limited to holding costs, consumables, deployment, maintenance and disposal;
• The technical merits of the goods or services being offered in terms of compliancewith specifications, contractual terms and conditions and any relevant methods ofassuring quality, including but not limited to an assessment of levels and currency ofcompliances, value adds offered, warranties, guarantees, repair and replacementpolicies, ease of inspection, ease of after sales service, ease of communications etc.
• Financial viability and capacity to supply without risk of default (competency of theprospective suppliers in terms of managerial and technical capabilities andcompliance history); and
• A strong element of competition in the allocation of orders or the awarding ofcontracts. This is achieved by obtaining a sufficient number of competitive quotationswherever practicable.
2. PURCHASING THRESHOLDS AND PROCESSES
2.1 Legislative / Regulatory Requirements
The requirements that must be complied with by the Local Governments, includingpurchasing thresholds and processes, are prescribed within the Local Government(Functions and General) Regulations 1996 and this Purchasing Policy.
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2.2 Policy
Purchasing that is below $150,000 in total value (excluding GST) must use the process as set out in the Guidelines of this Policy.
Purchasing that exceeds $150,000 in total value (excluding GST) must be put to public Tender unless a regulatory Tender exemption is utilised by the Local Government. Tender exemptions apply in the following instances:
• An emergency situation as defined by the Local Government Act 1995;• The purchase is from a WALGA Preferred Supply Contract or Business Service. All
WALGA Preferred Supply Contracts have been established utilising a competitivepublic procurement process to pre-qualify suppliers that meet compliancerequirements and offer optimal value for money to the Local Government sector.
• The purchase is from a Department of Finance Common Use Arrangements (whereLocal Government use is permitted), a Regional Local Government or another LocalGovernment;
• The purchase is under auction that has been authorised by Council;• The contract is for petrol, oil, or other liquid or gas used for internal combustion
engines; or• Any of the other exclusions under Regulation 11 of the Local Government (Functions
and General) Regulations 1996 apply.
Determining purchasing value is to be based on the following considerations:
1. The actual or expected value of a contract over the full contract period (including alloptions to extend); or
2. The extent to which it could be reasonably expected that the Local Government willcontinue to purchase a particular category of goods, services or works and whattotal value is or could be reasonably expected to be purchased.
GUIDELINES
Below is the purchasing process that must be followed based on the actual or expected value of each purchase by the Local Government:
Purchases Up to $5,000
Obtain at least two (2) verbal or written quotations from suppliers supported by evidence of the quotation (eg email, fax or record of quotation) in each instance.
OR
Obtain quotations directly from a pre-qualified panel of suppliers which include WALGA Preferred Supply Contracts. It is recommended that wherever possible, the Local Government source multiple competitive quotations (at least two Preferred Suppliers) using a simple quotation process either through eQuotes or directly in writing.
Exceptions to Requirements
Purchasing the following items locally within the Shire of Narembeen up to $5,000 in value does not require quotes to be received and recorded.
• Office and Council consumables including but not limited to the following:
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- Stationery and paper supplies- Refreshments such as milk, coffee and biscuits- Cleaning items such as detergent, bin bags and other items.
• Various parts and tools for use at the depot.
• Engaging local contractors to undertake routine and emergency repairs on Councilowned properties, plant and equipment. These can include the following:
- Plumbers- Electricians- Carpet Cleaners- Panel Beaters- Vehicle Tyre Repairs- Vehicle servicing- Transport/Freight Services- Earthmoving requirements
These arrangements will be made with local businesses.
• All Purchases totalling in excess of $500 will require a purchase order to be completed..
Purchases $5,001 to $50,000
Obtain at least three (3) written quotations (eg email, fax or original copy).
OR
Obtain quotations directly from a pre-qualified panel of suppliers which include WALGA Preferred Supply Contracts. It is recommended that wherever possible, the Local Government source multiple competitive quotations (at least three Preferred Suppliers) using a simple quotation process either through eQuotes or directly in writing.
Purchases $50,000 to $150,000
Obtain at least three (3) written quotations (eg email, fax or original copy) from suppliers containing price and specification of goods and services.
OR
Obtain quotations directly from a pre-qualified panel of suppliers which include WALGA Preferred Supply Contracts. It is recommended that wherever possible, the Local Government source multiple competitive quotations (at least three Preferred Suppliers) using a formal Request for Quotation process either through eQuotes or directly in writing.
The procurement decision is to be based on all value for money considerations in accordance with the definition stated within this Policy.
Note, the purchasing of items relating to plant and machinery or any item that carries a warranty within the above set limits up to $150,000 can be made from the sole provider ie: Westrac, John Deere.
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Purchases above $150,000
Conduct a public Tender process in accordance with the Local Government Act 1995 section 3.57 Tender for Providing Goods or Services, the Local government (Functions & General) Regulations 1996 Part 4 Provision of Goods and Services and this policy under Public Tender.
Anti- Avoidance
The Shire of Narembeen will not enter two or more contracts of a similar nature for the purpose of splitting the value of the contracts to take the value of consideration below the level of $150,000 thereby avoiding the need to publicly tender.
eQuotes
eQuotes through the WALGA Preferred Supply Contracts can be used by staff within the set limits up to $150,000 for purchases as approved by the Chief Executive Officer and via formal motion of Council for all expenditure over the $150,000 threshold.
eQuotes is a secure, web-based procurement tool that streamlines and simplifies the Request for Quotation process with WALGA Preferred Suppliers at the same time as facilitating purchasing compliance, probity and control over all aspects of purchasing.
All WALGA Preferred Supply Contracts are available on eQuotes and all necessary contract information is preloaded to enable informed procurement choices, including contract details, insurances, pricing (where applicable) etc. Local Governments can also upgrade eQuotes to include their local suppliers.
Plant Working Group All items of plant and equipment are to be referred to the Plant & Working Group for advice. Note, formal approval to proceed will be dependent on the CEO or Council approval.
Public Tender
Tender Criteria The Shire of Narembeen shall, before tenders are publicly invited, determine in writing the criteria for deciding which tender should be accepted.
Advertising Tenders Tenders are to be advertised in a state wide publication e.g. “The West Australian” newspaper, Local Government Tenders section, preferably on a Wednesday or Saturday.
The tender must remain open for at least 14 days after the date the tender is advertised. Care must be taken to ensure that 14 full days are provided as a minimum.
The notice must include:
• A brief description of the goods or services required;• Information as to where and how tenders may be submitted;• The date and time after which tenders cannot be submitted; and• Particulars identifying a person from who more detailed information as to tendering may
be obtained.
Detailed information shall include:
• Such information as the Shire of Narembeen decides should be disclosed to thoseinterested in submitting a tender;
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• Detailed specifications of the goods or services required;• The criteria for deciding which tender should be accepted;• Whether or not the Shire of Narembeen has decided to submit a tender; and• Whether or not tenders can be submitted by facsimile or other electronic means, and if
so, how tenders may so be submitted.
Issuing Tender Documentation Tenders will not be made available (counter, mail, internet, referral, or other means) without a robust process to ensure the recording of details of all parties who acquire the documentation.
This is essential as if clarifications, addendums or further communication is required prior to the close of tenders, all potential tenderers must have equal access to this information in order for the Shire of Narembeen not to compromise its duty to be fair.
Tender Deadline A tender that is not received in full in the required format by the advertised Tender Deadline shall be rejected.
Opening of Tenders No tenders are to be removed from the tender box, or opened (read or evaluated) prior to the Tender Deadline.
Tenders are to be opened in the presence of the Chief Executive Officer’s delegated nominee and preferably at least one other Shire Officer. The details of all tenders received and opened shall be recorded in the Tenders Register.
Tenders are to be opened in accordance with the advertised time and place. There is no obligation to disclose or record tendered prices at the tender opening, and price information should be regarded as commercial-in-confidence to the Shire of Narembeen. Members of the public are entitled to be present.
The Tenderer’s Offer form, Price Schedule and other appropriate pages from each tender shall be date stamped and initialled by at least two Shire of Narembeen Officers present at the opening of tenders.
No Tenders Received Where the Shire of Narembeen has invited tenders, however no compliant submissions have been received; direct purchases can be arranged on the basis of the following:
• A sufficient number of quotations are obtained;• The process follows the guidelines for seeking quotations between $50,000 & $150,000
(listed above);• The specification for goods and/or services remains unchanged;• Purchasing is arranged within 6 months of the closing date of the lapsed tender.
Addendum to Tender If, after the tender has been publicly advertised, any changes, variations or adjustments to the tender document and/or the conditions of tender are required, the Shire of Narembeen may vary the initial information by taking reasonable steps to give each person who has sought copies of the tender documents notice of the variation.
Minor Variation If after the tender has been publicly advertised and a successful tenderer has been chosen but before the Shire of Narembeen and tenderer have entered into a Contract, a minor variation may be made by the Shire of Narembeen
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A minor variation will not alter the nature of the goods and/or services procured, nor will it materially alter the specification or structure provided for by the initial tender.
Notification of Outcome Each tenderer shall be notified of the outcome of the tender following Council resolution. Notification shall include:
• The name of the successful tenderer• The total value of consideration of the winning offer• The details and total value of consideration for the winning offer must also be entered
into the Tenders Register at the conclusion of the tender process.
Purchase Orders - Officer Thresholds (included in Delegated Authority Register)
Purchase order expenditure limits apply to the following staff:
Chief Executive Officer Limit $150,000 Executive Manager Corporate Services Limit $100,000 Works Manager Limit $100,000 Buildings Supervisor Limit $10,000 Community and Economic Development Officer Limit $10,000 Community Resource Centre Manager Limit $10,000 Shire Mechanic Limit $5,000 Administration Officer (Receptionist) Limit $500
RECORDS MANAGEMENT
Policy
Records of all Tenders and Requests for Quotation must be Retained in compliance with the State Records Act 2000 (WA) and the Local Government’s internal Records Management Policy.
Application
All records associated with the Tender or the Quotation process must be recorded and retained.
For a Tender process, this includes:
• Tender documentation.• Internal documentation.• Evaluation documentation.• Enquiry and response documentation.• Approval documentation.• Notification and award documentation.
For a for Quotation process, this includes:
• Quotation documentation• Internal documentation.• Approval documentation.• Order forms and requisitions.
PURCHASING FROM WA DISABILITY ENTERPRISES
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Pursuant to State Government policy, Local Governments are encouraged to consider the option of purchasing goods and services from registered WA Disability Enterprises. This is contingent on the provision of fair value and quality.
Local Governments are encouraged to invite relevant WA Disability Enterprises to respond to a Request for Quotation or Tender for goods or services. Determining the purchasing process to be followed is based on the actual or expected value of each purchase by the Local Government as outlined above in Section 5 (Purchasing Thresholds and Processes) of this Policy. There are seven (7) Disability Enterprises registered in Western Australia.
A complete list of approved organisations is available from the following website: www.wade.org.au
DELEGATED AUTHORITY
REVIEW EMCS
HISTORY
Adopted: 19/03/2014 MIN: 5668/14 Reviewed: 18/02/2015 MIN: 5896/15 Reviewed: 18/05/2016 MIN: 6194/16 Reviewed: 15/02/2017 MIN: 6367/17 Reviewed: 18/10/2017 MIN:
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AGENDA ITEM 8.5.6 - Narembeen Community Resource Centre Report – October 2017
Subject: Narembeen Community Resource Centre Report Applicant: N/A File Ref: N/A Disclosure of Interest (Staff): Nil Disclosure of Interest (Member): Nil Author: Leanne Brooke-Mee Date: 11 October 2017 Attachments: Nil
SUMMARY
Council is to consider the Community Resource Centre Report for October 2017.
BACKGROUND
The Narembeen Community Resource Centre (CRC) provides a report to Council each month highlighting events, projects and activities undertaken by them during the preceding month and any upcoming events, projects and activities.
COMMENT
The report has been prepared for Council with a view to reporting on the Outcome Areas associated with the Department of Regional Development’s funding for the CRC’s Business and Action Plans.
The Outcome Areas are specified in the CRC’s Action Plan and identify a range of funded activities.
The report is set out below for Council’s consideration.
Community Training The CRC has had an influx of requests for a wide range of training for the community. We will continue to source trainers that can deliver these services to a high level.
Narembeen Fencepost The Narembeen CRC continues to assist with the production of the local community newspaper and to provide the required support to the Fencepost volunteers.
Facebook Page – Social Media Tool The CRC is utilising their Facebook page with status updates and photos on a regular basis, which continues to keep the community and Facebook readers informed. We find that Facebook is our biggest asset in reaching the community and we are constantly seeking new ways to keep the community interested in what we do.
Business Training The CRC continues to provide training opportunities for the business community. We recently held a truck licence course.
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School Holiday Activities The School holiday activities have continued to grow in popularity. We had 17 kids attended a popsicle craft day and a movie day. These days give parents the opportunity to have appointments in town as well giving kids something to do that’s a little different outside of school.
Scam Aware Ivo Da Silva (Consumer Protection), Di Pollard (Bankwest) Sergeant Richie Conkling (Narembeen Police) conducted a Scam Aware Workshop. With over 35 people attending it showed that it was needed in the community. The feedback was very good and we will be looking at more workshops targeting more groups.
John Curtin Weekend 18 John Curtin Volunteers came to Narembeen on the weekend of the 30th of September. They helped set up for the Ladies’ Long Lunch as well as helping at Wadderin Wildlife Sanctuary clearing water drains. As always the volunteers were polite and very helpful. I look forward to welcoming them back to Narembeen next year.
Ladies’ Long Lunch The now Biannual Ladies’ Long Lunch was held on the 7th of October, this year’s focus was on mental health and ensuring we as women are taking times out our day to enjoy life. From all accounts this was a success and feedback has been fantastic.
Coming up: Fremantle Camera Club Visit, Linda Bettenay Author Talk, Market Day and Seniors Week
Annual Report The CRC’s annual report has been completed and submitted to the Department, this is available for viewing at the Shire offices or CRC.
CONSULTATION
Sheree Thomas, Community & Economic Development Officer
STATUTORY IMPLICATIONS
Nil
FINANCIAL IMPLICATIONS
Nil
POLICY IMPLICATIONS
Nil
STRATEGIC PLAN REFERENCE
1 A sense of place and pride in who we are 1.1 An inclusive, safe, considerate and welcoming community 1.2 A community that supports and provides opportunities for our families 1.3 A creative community accompanied by engaging and innovative events and celebrations 6 Access to lifelong learning for all stages of life
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6.1 The local economy is growing and prosperous, offering a diverse range of job opportunities
RELATED PARTY TRANSACTIONS
Nil OFFICER RECOMMENDATION
That the Narembeen Community Resource Centre Co-ordinator's Report for October 2017 be received and all actions endorsed.
COUNCIL RESOLUTION
MIN 6524/17 MOTION - Moved Cr. B Thomas 2nd Cr. R DeLuis
CARRIED 8/0
That the Narembeen Community Resource Centre Co-ordinators Report for October 2017 be received and all actions endorsed.
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AGENDA ITEM: 8.5.7 – September 2017 Schedule of Account
Subject: September 2017 Schedule of Accounts Applicant: Shire of Narembeen File Ref: N/A Disclosure of Interest (Staff): Nil Disclosure of Interest (Member): Nil Author: Ashlyn Savin, Administration Officer Date: 10th October 2017 Attachments: List of Payments and Credit Card Statements
SUMMARY
For Council to review the payments made in September 2017.
BACKGROUND
A schedule of accounts paid during the month of September 2017 is provided as follows:
Municipal Cheque Account $984,170.04 Trust Cheque Account $0.00
COMMENT
The following payments >$5,000.00 were made during the month of August 2017:
EFT10203 14/09/2017 Department Of Fire And Emergency Services (FESA)
2017/2018 ESL Quarter 1
13,860.00 EFT10217 14/09/2017 PC & JE Kennedy Shire carpark install and
replace Shire Depot gutters 18,520.00
EFT10224 14/09/2017 WA Regional Plumbing
Replace Solahart at 26 Hilton Way, replace Solahart hot water unit at 10 Hilton Way, Repair water leak at Rec Centre and Install the Men's Shed with a storm water overflow 10,105.92
EFT10225 14/09/2017 WALGA Local Government Week full delegate registration, gala dinner, parking, partner attendees and breakfasts
10,573.09 EFT10226 14/09/2017 Western Australian
Treasury Corporation Loan No. 129 Interest payment - Solar Panels
7,850.84 EFT10230 15/09/2017 J.R & V.J Sprigg Gravel from Trevor Sprigg's
gravel pit from 26/05/2017 to 02/06/2017 - 6212m3
6,837.60 EFT10232 21/09/2017 Leeuwin Civil Pty Ltd Road Repairs WANDRRA
Claim AGRN743 558,491.56
EFT10236 28/09/2017 Ampac Debt Recovery (WA) Pty Ltd
Rate recovery costs for August 2017
1,757.25
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EFT10237 28/09/2017 Antip Engineering Solutions
Mechanical design Narembeen Community Precinct 12,320.00
EFT10243 28/09/2017 Carrington Associates Hydraulic services consultancy for Narembeen Community Precinct upgrade 6,050.00
EFT10244 28/09/2017 Chris Bray Electrics Pty Ltd
Progress claim for Emergency Services Building Construction. Disconnect underground power from site switchboard. Install conduits in concrete slab. Start pre wiring the emergency centre 11,770.00
EFT10247 28/09/2017 Core Business Australia Pty Ltd
WANDRRA AGRN743 - Claim 7 43,713.73
EFT10250 28/09/2017 Fowler Surveys Line marking on Bruce Rock Narembeen Rd, Mt Walker Rd and Merredin Narembeen Rd 16,616.44
EFT10262 28/09/2017 Parmelia Hilton Accommodation at Parmelia Hotel from 01/08/2017 to 05/08/2017 for Local Government Week. Councillors, partners and CEO 7,815.55
EFT10264 28/09/2017 Precise Property Maintenance
Pool refurbishment 31,240.00
EFT10266 28/09/2017 Southern City Sheds Payment 3 for Emergency Services Facility shed construction 89,436.80
EFT10272 28/09/2017 Western Australian Treasury Corporation
Loan No. 128 Interest payment - Rec Centre
32,570.63 10960 15/09/2017 Synergy - Western
Power Electricity charges for Narembeen from 10th July 2017 to 6th September 2017
13,538.75 10963 28/09/2017 Shire of Capel Russell John's - Long
Service Leave contribution as per letter signed by Frank Peczka 01/08/2013 9,416.22
DD9174.1 07/09/2017 WA Local Government Superannuation Plan
Payroll deductions 8,453.72
DD9191.1 21/09/2017 WA Local Government Superannuation Plan
Payroll deductions 8,761.36
CONSULTATION
Nil
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STATUTORY IMPLICATIONS
Local Government (Financial Management) Regulations 1996 (FMR) Reg 11. Payment of accounts
1. A local government is to develop procedures for the authorisation of and the payment ofaccounts to ensure that there is effective security for and properly authorised use of:
(a) cheques, credit cards, computer encryption devices and passwords, purchasing cardsand any other devices or methods by which goods, services, money or other benefitsmay be obtained; and
(b) Petty cash systems.
2. A local government is to develop procedures for the approval of accounts to ensure thatbefore payment of an account a determination is made that the relevant debt was incurredby a person who was properly authorised to do so.
3. Payments made by a local government
(a) subject to sub regulation (4), are not to be made in cash; and(b) are to be made in a manner which allows identification of -
(i) the method of payment;(ii) the authority for the payment; and(iii) the identity of the person who authorised the payment.
4. Nothing in sub regulation (3) (a) prevents a local government from making payments in cashfrom a petty cash system.
Reg 12. Payments from municipal fund or trust fund 1. A payment may only be made from the municipal fund or the trust fund –
(a) if the local government has delegated to the CEO the exercise of its power to makepayments from those funds by the CEO; or
(b) otherwise, if the payment is authorised in advance by a resolution of the council
2. The council must not authorise a payment from those funds until a list prepared underregulation 13(2) containing details of the accounts to be paid has been presented to thecouncil.
Reg 13. Lists of accounts 1. If the local government has delegated to the CEO the exercise of its power to make
payments from the municipal fund or the trust fund, a list of accounts paid by the CEO is tobe prepared each month showing for each account paid since the last such list wasprepared
(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.
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2. A list of accounts for approval to be paid is to be prepared each month showing:
(a) for each account which requires council authorisation in that month -
(i) the payee’s name;(ii) the amount of the payment; and(iii) sufficient information to identify the transaction; and
(b) the date of the meeting of the council to which the list is to be presented.
3. A list prepared under sub regulation (1) or (2) is to be -
(a) presented to the council at the next ordinary meeting of the council after the list isprepared; and
(b) recorded in the minutes of that meeting.
FINANCIAL IMPLICATIONS
Shire of Narembeen 2017/2018 Operating Budget.
POLICY IMPLICATIONS
Nil
STRATEGIC PLAN REFERENCE
9 Provide good strategic decision making, governance, leadership and professional management
9.1 Develop leadership skills and behaviours that enhance the knowledge, skills and experience of the Shire staff and Council 9.2 Manage the organisation in a responsible, accountable and consultative manner 9.3 Deliver services that meet the current and future needs and expectations of the
community, whilst maintaining statutory compliance
RELATED PARTY TRANSACTIONS
There are no known related party transactions at this time.
OFFICER RECOMMENDATION
That Council:-
1. Receive the Schedule of Accounts for September 2017; and2. Receive the Credit Card Statements for September 2017
COUNCIL RESOLUTION
MOTION - Moved Cr. B Cowan 2nd Cr. A Hardham
CARRIED 8/0
MIN 6525/17
That Council:-
1. Receive the Schedule of Accounts for September 2017; and2. Receive the Credit Card Statements for September 2017
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 81 of 142
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Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 82 of 142
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Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 83 of 142
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Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 84 of 142
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Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 85 of 142
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Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 86 of 142
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Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 87 of 142
EMCSDate Store Description Amount1/09/2017 Shire of Narembeen Licence renewal 41.40$ 2/09/2017 Esplanade Hotel Women in LG Conference 673.86$ 2/09/2017 Esplanade Hotel Women in LG Conference 756.83$ 15/09/2017 Department of Racing and Gaming Lliquor Licence - LLL 53.00$ 15/09/2017 Middleton Accountants Report and Audit 2016 - 2017 2,922.86$ 26/09/2017 Dunnings Toodyay Fuel NB01 69.08$
EMCS Credit Card Payments 4,517.03$ CEODate Store Description Amount5/09/2017 Shire of Narembeen Licence renewals x3 127.50$ 10/09/2017 Canning Bridge Superwash Car Wash 1NB 18.00$
CEO Credit Card Payments 145.50$
Credit Card Purchases 1 September 2017 - 1 October 2017
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 88 of 142
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 89 of 142
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 90 of 142
AGENDA ITEM: 8.5.8 - Financial Report September 2017
Subject: Financial Report September 2017 Applicant: Shire of Narembeen File Ref: N/A Disclosure of Interest (Staff): N/A Disclosure of Interest (Member): N/A Author: Bonnie Cole, Executive Manager Corporate Services Date: 3 October 2017 Attachments: September 2017 Financial Report, Bank
Reconciliation for September 2017, CRC Financial Report and Outstanding Rates Report
SUMMARY
To review Council finances as required by legislation.
BACKGROUND
The attached Financial Reports (including Statement of Financial Activity) are submitted on behalf of the Shire of Narembeen for the period ending 30 September 2017.
COMMENT
Council's closing position at 30 September 2017 amounts to $3,749,633 with current assets of $6,137,465 and $2,052,467 which is restricted cash.
CONSULTATION
Finance Officer Admin Officer Senior Staff
STATUTORY IMPLICATIONS
Local Government (Financial Management) Regulations Reg 34 Financial Activity Statement
FINANCIAL IMPLICATIONS
Shire of Narembeen 2017/2018 Budget
POLICY IMPLICATIONS
Nil
STRATEGIC PLAN REFERENCE
Nil
RELATED PARTY TRANSACTIONS
Nil
4.10pm - S Thomas exited the meeting4.14pm - S Thomas returned to the meeting4.15pm - A Hardham exited the meeting
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 91 of 142
OFFICER RECOMMENDATION
That Council:
1. Receive the Shire of Narembeen's Financial Report for the month of September 2017;2. Receive the bank reconciliation for the month of September 2017 for the all Shire Bank
Accounts;3. Receive the Narembeen Community Resource Centre Financial Report for the Month of
September 2017; and4. Receive the Outstanding Rates Report as at 2 October 2017.
COUNCIL RESOLUTION
MOTION - Moved Cr. S Parsons 2nd Cr. R DeLuis
CARRIED 7/0
MIN 6526/17
That Council:-
1. Receive the Shire of Narembeen's Financial Report for the month of September 2017;2. Receive the bank reconciliation for the month of September 2017 for the all Shire Bank
Accounts;3. Receive the Narembeen Community Resource Centre Financial Report for the Month of
September 2017; and4. Receive the Outstanding Rates Report as at 2 October 2017.
4.18pm - Cr A Hardham returned to the meeting
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 92 of 142
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 93 of 142
SHIRE OF NAREMBEEN
MONTHLY FINANCIAL REPORT
For the Period Ended 30 September 2017
LOCAL GOVERNMENT ACT 1995
LOCAL GOVERNMENT (FINANCIAL MANAGEMENT) REGULATIONS 1996
TABLE OF CONTENTS
Compilation Report
Monthly Summary Information
Statement of Financial Activity by Program
Statement of Financial Activity By Nature or Type
Statement of Capital Acquisitions and Capital Funding
Statement of Budget Amendments
Note 1 Significant Accounting Policies
Note 2 Explanation of Material Variances
Note 3 Net Current Funding Position
Note 4 Cash and Investments
Note 5 Budget Amendments
Note 6 Receivables
Note 7 Cash Backed Reserves
Note 8 Capital Disposals
Note 9 Rating Information
Note 10 Information on Borrowings
Note 11 Grants and Contributions
Note 12 Trust
Note 13 Capital Purchases
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 94 of 142
Report PurposeThis report is prepared to meet the requirements of Local Government (Financial Management)
Regulations 1996, Regulation 34 .
Overview
Summary reports and graphical progressive graphs are provided on page 3, 4 and 5.
No matters of significance are noted.
Statement of Financial Activity by reporting program Is presented on page 6 and shows a surplus as at 30 September 2017 of $3,749,633.
Note: The Statements and accompanying notes are prepared based on all transactions
recorded at the time of preparation and may vary.
PreparationPrepared by: Bonnie Cole
Reviewed by:
Date prepared: 3-Oct-17
Shire of NarembeenCompilation Report
For the Period Ended 30 September 2017
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 95 of 142
Cash and Cash Equivalents
as at period end
Unrestricted 3,153,041$
Restricted 2,052,477$
5,205,519$
Receivables
Rates 380,024$
Other 519,358$
899,382$
Comments
This information is to be read in conjunction with the accompanying Financial Statements and notes.
Shire of NarembeenMonthly Summary Information
For the Period Ended 30 September 2017
0
1,000
2,000
3,000
4,000
5,000
6,000
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Am
ou
nt
$ (
'0
00
s)
Liquidity Over the Year (Refer Note 3)
2015-16
2016-17
2017-18
Current
1%
30 Days
18%
60 Days
79%
90+Days
2%
Accounts Receivable Ageing (non- rates)
(Refer Note 6)
0
200
400
600
800
1,000
1,200
1,400
1,600
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Am
ou
nt
$('
00
0s)
Rates Receivable (Refer Note 6)
Month 2016-17
Month 2017-18
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 96 of 142
Comments
This information is to be read in conjunction with the accompanying Financial Statements and notes.
Shire of NarembeenMonthly Summary Information
For the Period Ended 30 September 2017
-$4,500,000 -$4,000,000 -$3,500,000 -$3,000,000 -$2,500,000 -$2,000,000 -$1,500,000 -$1,000,000 -$500,000 $0
Land and Buildings
Infrastructure Assets - Roads
Infrastructure Assets - Public Facilities
Infrastructure Assets - Footpaths
Infrastructure Assets - Drainage
Heritage Assets
Plant and Equipment
Furniture and Equipment
Capital Expenditure Program YTD (Refer Note 13)
YTD Actual Total
Amended YTD Budget
$0 $200,000 $400,000 $600,000 $800,000 $1,000,000 $1,200,000 $1,400,000 $1,600,000
Leave Reserve
Plant Replacement Reserve
Infrastructure Reserve
Avoca Reserve
Recreation Reserve
Housing Reserve
Land Development Reserve
Year To Date Reserve Balance to End of Year Estimate (Refer Note 7)
Actual YTD Closing Balance
Amended Budget Closing Balance
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 97 of 142
Revenues
Expenditure
Comments
This information is to be read in conjunction with the accompanying Financial Statements and notes.
For the Period Ended 30 September 2017
Shire of NarembeenMonthly Summary Information
0
2,000
4,000
6,000
8,000
10,000
12,000
14,000
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Am
ou
nt
$ (
'0
00
s)
Month ending
Budget Operating Expenses -v- YTD Actual (Refer Note 2)
Budget 2017-18
Actual 2017-18
0
1,000
2,000
3,000
4,000
5,000
6,000
7,000
8,000
9,000
10,000
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Am
ou
nt
$ (
'0
00
s)
Month ending
Budget Operating Revenues -v- Actual (Refer Note 2)
Budget 2017-18
Actual 2017-18
0
1,000
2,000
3,000
4,000
5,000
6,000
7,000
8,000
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Am
ou
nt
$ (
'0
00
s)
Month ending
Budget Capital Expenses -v- Actual (Refer Note 2)
Budget 2017-18
Actual 2017-18
0
500
1,000
1,500
2,000
2,500
3,000
3,500
4,000
4,500
5,000
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May JunA
mo
un
t $
( '
00
0s)
Month ending
Budget Capital Revenue -v- Actual (Refer Note 2)
Budget 2017-18
Actual 2017-18
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 98 of 142
Var. $
(b)-(a)
Var. %
(b)-(a)/(a) Var.
Note
Operating Revenues $ $ $ $ %
Governance 43,500 10,869 6,715 (4,154) (38.22%) �
General Purpose Funding - Rates 9 1,555,560 1,555,650 1,647,537 91,887 5.91% General Purpose Funding - Other 1,162,170 779,040 226,174 (552,866) (70.97%) �
Law, Order and Public Safety 77,300 131,820 176,430 44,610 33.84% �
Health 0 119,298 0 (119,298) (100.00%) �
Education and Welfare 0 0 0 0
Housing 79,881 19,965 25,695 5,730 28.70% �
Community Amenities 527,175 279,384 130,021 (149,363) (53.46%) �
Recreation and Culture 56,942 40,989 8,784 (32,205) (78.57%) �
Transport 4,386,699 2,103,681 185,498 (1,918,183) (91.18%) �
Economic Services 242,800 60,693 188,088 127,395 209.90%
Other Property and Services 102,601 25,632 42,022 16,390 63.94% �
Total Operating Revenue 8,234,627 5,127,021 2,636,964 (2,490,057)
Operating Expense
Governance (321,196) (80,232) (244,319) (164,087) (204.52%) �
General Purpose Funding (105,342) (26,328) (3,530) 22,798 86.59% �
Law, Order and Public Safety (167,768) (41,928) (18,489) 23,439 55.90% �
Health (162,978) (40,716) (28,636) 12,080 29.67% �
Education and Welfare 0 0 0 0
Housing (169,376) (42,243) (50,346) (8,103) (19.18%)
Community Amenities (725,590) (181,320) (79,885) 101,435 55.94% �
Recreation and Culture (1,202,210) (300,447) (147,900) 152,547 50.77% �
Transport (8,800,628) (2,200,101) (1,132,906) 1,067,195 48.51%
Economic Services (436,438) (109,068) (56,030) 53,038 48.63% �
Other Property and Services (141,859) (35,367) 88,450 123,817 350.09% �
Total Operating Expenditure (12,233,385) (3,057,750) (1,673,590) 1,384,160
Funding Balance Adjustments
Add back Depreciation 3,516,500 879,105 0 (879,105) (100.00%) �
Adjust (Profit)/Loss on Asset Disposal 8 44,000 (6,818) (6,818) �
Adjust Provisions and Accruals 0 0
Net Cash from Operations (438,258) 2,948,376 956,556 (1,991,820)
Capital Revenues
Grants, Subsidies and Contributions 11 5,652,723 1,241,296 1,241,296 0 0.00%
Proceeds from Disposal of Assets 8 99,000 6,818 6,818 0 0.00%
Total Capital Revenues 5,751,723 1,248,114 1,248,114 0
Capital Expenses
Land Held for Resale 0 0 0 0
Land and Buildings 13 (2,236,385) (350,007) (350,007) 0 0.00%
Infrastructure - Roads 13 (3,993,010) (61,640) (61,640) 0 0.00%
Infrastructure - Public Facilities 13 0 0 0 0
Infrastructure - Footpaths 13 0 0 0 0
Infrastructure - Drainage 13 0 0 0 0
Heritage Assets 13 0 0 0 0
Plant and Equipment 13 (403,000) 0 0 0
Furniture and Equipment 13 (50,500) (16,363) (16,363) 0 0.00%
Total Capital Expenditure (6,682,895) (428,010) (428,010) 0
Net Cash from Capital Activities (931,172) 820,104 820,104 0
Financing
Proceeds from New Debentures 0
Proceeds from Advances 0 0
Self-Supporting Loan Principal 7,701 20,000 20,000
Transfer from Reserves 7 0 0 0
Advances to Community Groups 0 0
Repayment of Debentures 10 (66,066) (40,343) (40,343)
Transfer to Reserves 7 (683,630) (5,207) (5,207)
Net Cash from Financing Activities (741,995) (25,550) (25,550)
Net Operations, Capital and Financing (2,111,425) 3,742,930 1,751,110
Opening Funding Surplus(Deficit) 3 2,111,425 2,111,425 1,998,523
Closing Funding Surplus(Deficit) 3 0 5,854,355 3,749,633
Indicates a variance between Year to Date (YTD) Budget and YTD Actual data as per the adopted materiality threshold.
Refer to Note 2 for an explanation of the reasons for the variance.
This statement is to be read in conjunction with the accompanying Financial Statements and notes.
SHIRE OF NAREMBEEN
STATEMENT OF FINANCIAL ACTIVITY
(Statutory Reporting Program)
For the Period Ended 30 September 2017
Amended YTD
Budget
(a)
YTD
Actual
(b)
Amended
Annual Budget
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 99 of 142
Var. $
(b)-(a)
Var. %
(b)-(a)/(a) Var.
Note
Operating Revenues $ $ $ %
Rates 9 1,603,936 1,612,489
Operating Grants, Subsidies and 0
Contributions 11 7,044,732 734,268 734,268 �
Fees and Charges 593,023 268,992 268,992 �
Service Charges 0 0 0
Interest Earnings 55,300 14,397 14,397 �
Other Revenue 0 0 0
Profit on Disposal of Assets 8 5,000 6,818 6,818
Total Operating Revenue 9,301,991 2,636,964 1,024,475 �
Operating Expense
Employee Costs (1,207,716) (492,658) (492,658) �
Materials and Contracts (6,944,061) (1,015,186) (1,015,186) �
Utility Charges (247,900) (44,366) (44,366) �
Depreciation on Non-Current Assets (3,516,500) 0 0 �
Interest Expenses (59,056) (8,581) (8,581) �
Insurance Expenses (180,587) (108,936) (108,936) �
Other Expenditure (28,565) (3,863) (3,863) �
Loss on Disposal of Assets 8 (49,000) 0 0
Total Operating Expenditure (12,233,385) (1,673,590) (1,673,590) �
Funding Balance Adjustments
Add back Depreciation 3,516,500 0 0 �
Adjust (Profit)/Loss on Asset Disposal 8 44,000 (6,818) (6,818) �
Adjust Provisions and Accruals 0 0
Net Cash from Operations 629,106 956,556 (655,933)
Capital Revenues
Grants, Subsidies and Contributions 11 4,585,359 1,241,296 1,241,296 �
Proceeds from Disposal of Assets 8 99,000 6,818 6,818 �
Total Capital Revenues 4,684,359 1,248,114 1,248,114
Capital Expenses
Land Held for Resale 0 0 0
Land and Buildings 13 (2,236,385) (350,007) (350,007) �
Infrastructure - Roads 13 (3,993,010) (61,640) (61,640) �
Infrastructure - Public Facilities 13 0 0 0 �
Infrastructure - Footpaths 13 0 0 0
Infrastructure - Drainage 13 0 0 0
Heritage Assets 13 0 0 0
Plant and Equipment 13 (403,000) 0 0 �
Furniture and Equipment 13 (50,500) (16,363) (16,363) �
Total Capital Expenditure (6,682,895) (428,010) (428,010)
Net Cash from Capital Activities (1,998,536) 820,104 820,104
Financing
Proceeds from New Debentures 0
Proceeds from Advances 0 0
Self-Supporting Loan Principal 7,701 20,000 20,000
Transfer from Reserves 7 0 0
Advances to Community Groups 0 0
Repayment of Debentures 10 (66,066) (40,343) (40,343)
Transfer to Reserves 7 (683,630) (5,207) (5,207)
Net Cash from Financing Activities (741,995) (25,550) (25,550)
Net Operations, Capital and Financing (2,111,425) 1,751,110 138,621
Opening Funding Surplus(Deficit) 3 2,111,425 1,998,523 (112,902) (5.35%)
Closing Funding Surplus(Deficit) 3 0 3,749,633 25,719
Indicates a variance between Year to Date (YTD) Budget and YTD Actual data as per the adopted materiality
threshold. Refer to Note 2 for an explanation of the reasons for the variance.
This statement is to be read in conjunction with the accompanying Financial Statements and notes.
SHIRE OF NAREMBEEN
STATEMENT OF FINANCIAL ACTIVITY
(By Nature or Type)
For the Period Ended 30 September 2017
Amended
Annual Budget
YTD
Actual
(b)
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 100 of 142
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Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 101 of 142
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Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 102 of 142
Operating Revenues $ $ $ $
Governance 43,500 43,500
General Purpose Funding - Rates 1,603,936 1,603,936
General Purpose Funding - Other 1,113,794 1,113,794
Law, Order and Public Safety 77,300 77,300
Health 0 0
Education and Welfare 0 0
Housing 79,881 79,881
Community Amenities 457,175 457,175
Recreation and Culture 64,005 64,005
Transport 5,517,000 5,517,000
Economic Services 242,800 242,800
Other Property and Services 102,600 102,600
Total Operating Revenue 9,301,991 0 9,301,991 0
Operating Expense
Governance (321,196) (321,196)
General Purpose Funding (105,342) (105,342)
Law, Order and Public Safety (167,768) (167,768)
Health (162,978) (162,978)
Education and Welfare 0 0
Housing (169,376) (169,376)
Community Amenities (725,590) (725,590)
Recreation and Culture (1,202,210) (1,202,210)
Transport (8,800,628) (8,800,628)
Economic Services (436,438) (436,438)
Other Property and Services (141,859) (141,859)
Total Operating Expenditure (12,233,385) 0 (12,233,385) 0
Funding Balance Adjustments
Add back Depreciation 3,516,500 3,516,500
Adjust (Profit)/Loss on Asset Disposal 44,000 44,000
Adjust Provisions and Accruals 0 0
Net Cash from Operations 629,106 0 629,106 0
Capital Revenues
Grants, Subsidies and Contributions 4,585,359 4,585,359
Proceeds from Disposal of Assets 99,000 99,000
Proceeds from Sale of Investments 0 0
Total Capital Revenues 4,684,359 0 4,684,359 0
Capital Expenses
Land Held for Resale 0 0 0
Land and Buildings (2,236,385) (2,236,385)
Infrastructure - Roads (3,993,010) (3,993,010)
Infrastructure - Public Facilities 0 0
Infrastructure - Footpaths 0 0
Infrastructure - Drainage 0 0
Heritage Assets 0 0
Plant and Equipment (403,000) (403,000)
Furniture and Equipment (50,500) (50,500)
Total Capital Expenditure (6,682,895) 0 (6,682,895) 0
Net Cash from Capital Activities (1,998,536) 0 (1,998,536) 0
Adopted Budget
Amendments
(Note 5)
Amended Annual
Budget
SHIRE OF NAREMBEEN
STATEMENT OF BUDGET AMENDMENTS
(Statutory Reporting Program)
For the Period Ended 30 September 2017
Adopted Budget
Amended YTD
Budget
(a)
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 103 of 142
Financing
Proceeds from New Debentures 0
Proceeds from Advances 0 0
Self-Supporting Loan Principal 7,701 7,701
Transfer from Reserves 0 0
Purchase of Investments 0 0
Advances to Community Groups 0 0
Repayment of Debentures (66,066) (66,066)
Transfer to Reserves (683,630) 0 (683,630)
Net Cash from Financing Activities (741,995) 0 (741,995) 0
Net Operations, Capital and Financing (2,111,425) 0 (2,111,425) 0
Opening Funding Surplus(Deficit) 2,111,425 2,111,425 2,111,425
Closing Funding Surplus(Deficit) 0 0 0 2,111,425
Indicates a variance between Year to Date (YTD) Budget and YTD Actual data as per the adopted materiality threshold.
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 104 of 142
1. SIGNIFICANT ACCOUNTING POLICIES
(a) Basis of Accounting
This statement comprises a special purpose financial report which has been prepared in accordance
with Australian Accounting Standards (as they apply to local governments and not-for-profit entities),
Australian Accounting Interpretations, other authoritative pronouncements of the Australian Accounting
Standards Board, the Local Government Act 1995 and accompanying regulations. Material accounting
policies which have been adopted in the preparation of this statement are presented below and have been
consistently applied unless stated otherwise.
Except for cash flow and rate setting information, the report has also been prepared on the accrual basis
and is based on historical costs, modified, where applicable, by the measurement at fair value of selected
non-current assets, financial assets and liabilities.
Critical Accounting Estimates
The preparation of a financial report in conformity with Australian Accounting Standards requires
management to make judgements, estimates and assumptions that effect the application of policies and
reported amounts of assets and liabilities, income and expenses.
The estimates and associated assumptions are based on historical experience and various other factors
that are believed to be reasonable under the circumstances; the results of which form the basis of making
the judgements about carrying values of assets and liabilities that are not readily apparent from other
sources. Actual results may differ from these estimates.
(b) The Local Government Reporting Entity
All Funds through which the Council controls resources to carry on its functions have been included in
this statement.
In the process of reporting on the local government as a single unit, all transactions and balances
between those funds (for example, loans and transfers between Funds) have been eliminated.
All monies held in the Trust Fund are excluded from the statement, but a separate statement of those
monies appears at Note 12.
(c) Rounding Off Figures
All figures shown in this statement are rounded to the nearest dollar.
(d) Rates, Grants, Donations and Other Contributions
Rates, grants, donations and other contributions are recognised as revenues when the local government
obtains control over the assets comprising the contributions. Control over assets acquired from rates is
obtained at the commencement of the rating period or, where earlier, upon receipt of the rates.
(e) Goods and Services Tax
Revenues, expenses and assets are recognised net of the amount of GST, except where the amount of
GST incurred is not recoverable from the Australian Taxation Office (ATO).
Receivables and payables are stated inclusive of GST receivable or payable.
The net amount of GST recoverable from, or payable to, the ATO is included with receivables or payables
in the statement of financial position.
Cash flows are presented on a gross basis. The GST components of cash flows arising from investing or
financing activities which are recoverable from, or payable to, the ATO are presented as operating
cash flows.
SHIRE OF NAREMBEEN
NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY
For the Period Ended 30 September 2017
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 105 of 142
1. SIGNIFICANT ACCOUNTING POLICIES (Continued)
(f) Cash and Cash Equivalents
Cash and cash equivalents include cash on hand, cash at bank, deposits available on demand with
banks and other short term highly liquid investments that are readily convertible to known amounts of
cash and which are subject to an insignificant risk of changes in value and bank overdrafts.
Bank overdrafts are reported as short term borrowings in current liabilities in the statement of financial
position.
(g) Trade and Other Receivables
Trade and other receivables include amounts due from ratepayers for unpaid rates and service charges
and other amounts due from third parties for goods sold and services performed in the ordinary course
of business.
Receivables expected to be collected within 12 months of the end of the reporting period are classified
as current assets. All other receivables are classified as non-current assets.
Collectability of trade and other receivables is reviewed on an ongoing basis. Debts that are known to be
uncollectible are written off when identified. An allowance for doubtful debts is raised when there is
objective evidence that they will not be collectible.
(h) Inventories
General
Inventories are measured at the lower of cost and net realisable value.
Net realisable value is the estimated selling price in the ordinary course of business less the estimated
costs of completion and the estimated costs necessary to make the sale.
Land Held for Resale
Land held for development and sale is valued at the lower of cost and net realisable value. Cost includes
the cost of acquisition, development, borrowing costs and holding costs until completion of development.
Finance costs and holding charges incurred after development is completed are expensed.
Gains and losses are recognised in profit or loss at the time of signing an unconditional contract of sale if
significant risks and rewards, and effective control over the land, are passed on to the buyer at this point.
Land held for sale is classified as current except where it is held as non-current based on Council’s
intentions to release for sale.
(i) Fixed Assets
All assets are initially recognised at cost. Cost is determined as the fair value of the assets given as
consideration plus costs incidental to the acquisition. For assets acquired at no cost or for nominal
consideration, cost is determined as fair value at the date of acquisition. The cost of non-current assets
constructed by the local government includes the cost of all materials used in the construction, direct
labour on the project and an appropriate proportion of variable and fixed overhead.
Certain asset classes may be revalued on a regular basis such that the carrying values are not materially
different from fair value. Assets carried at fair value are to be revalued with sufficient regularity to ensure
the carrying amount does not differ materially from that determined using fair value at reporting date.
SHIRE OF NAREMBEEN
NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY
For the Period Ended 30 September 2017
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 106 of 142
1. SIGNIFICANT ACCOUNTING POLICIES (Continued)
(j) Depreciation of Non-Current Assets
All non-current assets having a limited useful life are systematically depreciated over their useful
lives in a manner which reflects the consumption of the future economic benefits embodied in
those assets.
Depreciation is recognised on a straight-line basis, using rates which are reviewed each reporting
period. Major depreciation rates and periods are:
Buildings 25 to 50 years
Construction other than Buildings (Public Facilities) 5 to 50 years
Furniture and Equipment 4 to 10 years
Plant and Equipment 5 to 15 years
Heritage Assets 25 to 50 years
Roads 25 years
Footpaths 50 years
Sewerage Piping 75 years
Water Supply Piping and Drainage Systems 75 years
(k) Trade and Other Payables
Trade and other payables represent liabilities for goods and services provided to the Council prior to the
end of the financial year that are unpaid and arise when the Council becomes obliged to make future
payments in respect of the purchase of these goods and services. The amounts are unsecured, are
recognised as a current liability and are normally paid within 30 days of recognition.
(l) Employee Benefits
The provisions for employee benefits relates to amounts expected to be paid for long service leave,
annual leave, wages and salaries and are calculated as follows:
(i) Wages, Salaries, Annual Leave and Long Service Leave (Short-term Benefits)
The provision for employees’ benefits to wages, salaries, annual leave and long service leave expected to
be settled within 12 months represents the amount the Shire has a present obligation to
pay resulting from employees services provided to balance date. The provision has been calculated at
nominal amounts based on remuneration rates the Shire expects to pay and includes related on-costs.
(ii) Annual Leave and Long Service Leave (Long-term Benefits)
The liability for long service leave is recognised in the provision for employee benefits and measured as the
present value of expected future payments to be made in respect of services provided by employees up to
the reporting date using the project unit credit method. Consideration is given to expected future wage
and salary levels, experience of employee departures and periods of service. Expected future payments
are discounted using market yields at the reporting date on national government bonds with terms to
maturity and currency that match as closely as possible, the estimated future cash outflows. Where the
Shire does not have the unconditional right to defer settlement beyond 12 months, the liability is
recognised as a current liability.
SHIRE OF NAREMBEEN
NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY
For the Period Ended 30 September 2017
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 107 of 142
1. SIGNIFICANT ACCOUNTING POLICIES (Continued)
(m) Interest-bearing Loans and Borrowings
All loans and borrowings are initially recognised at the fair value of the consideration received less
directly attributable transaction costs.
After initial recognition, interest-bearing loans and borrowings are subsequently measured at amortised
cost using the effective interest method. Fees paid on the establishment of loan facilities that are
yield related are included as part of the carrying amount of the loans and borrowings.
Borrowings are classified as current liabilities unless the Council has an unconditional right to defer
settlement of the liability for at least 12 months after the balance sheet date.
Borrowing Costs
Borrowing costs are recognised as an expense when incurred except where they are directly attributable
to the acquisition, construction or production of a qualifying asset. Where this is the case, they are
capitalised as part of the cost of the particular asset.
(n) Provisions
Provisions are recognised when: The council has a present legal or constructive obligation as a result of
past events; it is more likely than not that an outflow of resources will be required to settle the obligation;
and the amount has been reliably estimated. Provisions are not recognised for future operating losses.
Where there are a number of similar obligations, the likelihood that an outflow will be required in settlement
is determined by considering the class of obligations as a whole. A provision is recognised even if the
likelihood of an outflow with respect to any one of item included in the same class of obligations may be
small.
(o) Current and Non-Current Classification
In the determination of whether an asset or liability is current or non-current, consideration is given to the
time when each asset or liability is expected to be settled. The asset or liability is classified as current
if it is expected to be settled within the next 12 months, being the Council's operational cycle. In the
case of liabilities where Council does not have the unconditional right to defer settlement beyond 12 months,
such as vested long service leave, the liability is classified as current even if not expected to be settled
within the next 12 months. Inventories held for trading are classified as current even if not expected to be
realised in the next 12 months except for land held for resale where it is held as non current based on
Council's intentions to release for sale.
SHIRE OF NAREMBEEN
NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY
For the Period Ended 30 September 2017
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 108 of 142
1. SIGNIFICANT ACCOUNTING POLICIES (Continued)
(p) Nature or Type Classifications
Rates
All rates levied under the Local Government Act 1995. Includes general, differential, specific area
rates, minimum rates, interim rates, back rates, ex-gratia rates, less discounts offered. Exclude
administration fees, interest on instalments, interest on arrears and service charges.
Operating Grants, Subsidies and Contributions
Refer to all amounts received as grants, subsidies and contributions that are not non-operating grants.
Non-Operating Grants, Subsidies and Contributions
Amounts received specifically for the acquisition, construction of new or the upgrading of non-current
assets paid to a local government, irrespective of whether these amounts are received as capital grants,
subsidies, contributions or donations.
Profit on Asset Disposal
Profit on the disposal of assets including gains on the disposal of long term investments.
Losses are disclosed under the expenditure classifications.
Fees and Charges
Revenues (other than service charges) from the use of facilities and charges made for local government
services, sewerage rates, rentals, hire charges, fee for service, photocopying charges, licences, sale
of goods or information, fines, penalties and administration fees. Local governments may wish to disclose
more detail such as rubbish collection fees, rental of property, fines and penalties, other fees and charges.
Service Charges
Service charges imposed under Division 6 of Part 6 of the Local Government Act 1995. Regulation 54
of the Local Government (Financial Management) Regulations 1996 identifies the These are television
and radio broadcasting, underground electricity and neighbourhood surveillance services. Exclude
rubbish removal charges. Interest and other items of a similar nature received from bank and investment
accounts, interest on rate instalments, interest on rate arrears and interest on debtors.
Interest Earnings
Interest and other items of a similar nature received from bank and investment accounts, interest on rate
instalments, interest on rate arrears and interest on debtors.
Other Revenue / Income
Other revenue, which can not be classified under the above headings, includes dividends, discounts,
rebates etc.
Employee Costs
All costs associate with the employment of person such as salaries, wages, allowances, benefits such
as vehicle and housing, superannuation, employment expenses, removal expenses, relocation expenses,
worker's compensation insurance, training costs, conferences, safety expenses, medical examinations,
fringe benefit tax, etc.
Materials and Contracts
All expenditures on materials, supplies and contracts not classified under other headings. These include
supply of goods and materials, legal expenses, consultancy, maintenance agreements, communication
expenses, advertising expenses, membership, periodicals, publications, hire expenses, rental, leases,
postage and freight etc. Local governments may wish to disclose more detail such as contract services,
consultancy, information technology, rental or lease expenditures.
Utilities (Gas, Electricity, Water, etc.)
Expenditures made to the respective agencies for the provision of power, gas or water. Exclude
expenditures incurred for the reinstatement of roadwork on behalf of these agencies.
For the Period Ended 30 September 2017
SHIRE OF NAREMBEEN
NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 109 of 142
1. SIGNIFICANT ACCOUNTING POLICIES (Continued)
(q) Nature or Type Classifications (Continued)
Insurance
All insurance other than worker's compensation and health benefit insurance included as a cost of employment.
Loss on asset disposal
Loss on the disposal of fixed assets.
Depreciation on non-current assets
Depreciation expense raised on all classes of assets.
Interest expenses
Interest and other costs of finance paid, including costs of finance for loan debentures, overdraft
accommodation and refinancing expenses.
Other expenditure
Statutory fees, taxes, provision for bad debts, member's fees or levies including WA Fire Brigade
Levy and State taxes. Donations and subsidies made to community groups.
(r) Statement of Objectives
Council has adopted a 'Plan for the future' comprising a Strategic Community Plan and Corporate
Business Plan to provide the long term community vision, aspirations and objectives.
Based upon feedback received from the community the vision of the Shire is:
"A wonderful place to live, work, invest and visit with the community working together
to achieve shared objectives"
The Strategic Community Plan defines the key objectives of the Shire as:
"Economic: A strong, resilient and balanced economy.
Environment: Our unique natural and built environment is protected and enhanced.
Social: Our community enjoys a high quality of life.
Civic Leadership: A collaborative and engaged community."
(s) Reporting Programs
Council operations as disclosed in this statement encompass the following service orientated
activities/programs:
GOVERNANCE
Expenses associated with provision of services to members of council and elections. Also included are costs
associated with computer operations, corporate accounting, corporate records and asset management. Costs
reported as administrative expenses are redistributed in accordance with the principle of activity based
costing (ABC).
GENERAL PURPOSE FUNDING
Rates and associated revenues, general purpose government grants, interest revenue and other
miscellaneous revenues such as commission on Police Licensing. The costs associated with raising the
above mentioned revenues, eg. Valuation expenses, debt collection and overheads.
LAW, ORDER, PUBLIC SAFETY
Enforcement of Local Laws, fire prevention, animal control and provision of ranger services.
HEALTH
Health inspection services, food quality control, mosquito control and contributions towards provision of
medical health services.
SHIRE OF NAREMBEEN
NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY
For the Period Ended 30 September 2017
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 110 of 142
1. SIGNIFICANT ACCOUNTING POLICIES (Continued)
(s) Reporting Programs (Continued)
HOUSING
Provision and maintenance of rented housing accommodation for pensioners and employees.
COMMUNITY AMENITIES
Sanitation, sewerage, stormwater drainage, protection of the environment, public conveniences, cemeteries
and town planning.
RECREATION AND CULTURE
Parks, gardens and recreation reserves, library services, television and radio re-broadcasting, swimming
facilities, walk trails, youth recreation, Shark Bay World Heritage Discovery and Visitor Centre, boat ramps,
foreshore, public halls and Shark Bay Recreation Centre.
TRANSPORT
Construction and maintenance of roads, footpaths, drainage works, parking facilities, traffic control, depot
operations, plant purchase, marine facilities and cleaning of streets.
ECONOMIC SERVICES
Tourism, community development, pest control, building services, caravan parks and private works.
OTHER PROPERTY & SERVICES
Plant works, plant overheads and stock of materials.
SHIRE OF NAREMBEEN
NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY
For the Period Ended 30 September 2017
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 111 of 142
No
te 2
: E
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IVIT
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For
the
Pe
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d E
nd
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30
Se
pte
mb
er
20
17
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 112 of 142
Note 3: NET CURRENT FUNDING POSITION
Note
YTD 30 Sep
2017 Previous Period
Same Period
Last year
$ $ $
Current Assets
Cash Unrestricted 4 3,153,041 3,001,032 3,023,135
Cash Restricted 4 2,052,477 2,052,477 1,795,981Receivables - Rates 6 391,208 662,456 347,614Receivables -Other 6 525,132 1,444,175 100,142Inventories 15,607 15,607 19,457
6,137,465 7,175,747 5,286,329
Less: Current Liabilities
Payables (70,498) (133,631) (245,070)Provisions (302,889) (302,889) (243,257)
(373,387) (436,520) (488,328)
Less: Cash Reserves 7 (2,052,467) (1,873,668) (1,795,981)
Net Adjustment for Borrowings. 38,022 51,496 36,734
Net Current Funding Position 3,749,633 4,917,055 3,038,754
Comments - Net Current Funding Position
SHIRE OF NAREMBEEN
NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY
For the Period Ended 30 September 2017
Positive=Surplus (Negative=Deficit)
0
1,000
2,000
3,000
4,000
5,000
6,000
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
Am
ou
nt
$ (
'0
00
s)
Note 3 - Liquidity Over the Year
2017-18
2016-17
2015-16
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 113 of 142
No
te 4
: C
AS
H A
ND
IN
VE
ST
ME
NT
S
Inte
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Un
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the
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30
Se
pte
mb
er
20
17
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 114 of 142
Note 5: BUDGET AMENDMENTS
Amendments to original budget since budget adoption. Surplus/(Deficit)
GL Account
Code Description Council Resolution Classification
Non Cash
Adjustment
Increase in
Available Cash
Decrease in
Available Cash
Amended
Budget Running
Balance
$ $ $ $
Budget Adoption Opening Surplus 0
Permanent Changes 0
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SHIRE OF NAREMBEEN
NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY
For the Period Ended 30 September 2017
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 115 of 142
No
te 5
(a
): B
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GE
T A
ME
ND
ME
NT
S -
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OR
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For
the
Pe
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nd
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30
Se
pte
mb
er
20
17
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 116 of 142
No
te 6
: R
EC
EIV
AB
LES
Re
ceiv
ab
les
- R
ate
s R
ece
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Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 117 of 142
No
te 7
: C
ash
Ba
cke
d R
ese
rve
20
17
-18
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Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 120 of 142
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Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 121 of 142
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Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 122 of 142
Note 12: TRUST FUND
Funds held at balance date over which the Shire has no control and which are
not included in this statement are as follows:
Opening
Balance Amount AmountClosing
BalanceDescription 1 Jul 17 Received Paid 30/09/2017
$ $ $ $
Wadderin Reserve 0 0 0
Sundry Deposits 1,400 480 1,880
Gym Card Bonds 5,300 1,150 (150) 6,300
Nominations 0 240 240
BCITF Levy 0
Building Services Levy 829 829
Joint Venture Bonds 2,508 2,508
Wheatbelt Railway Retention Alliance 8,981 8,981
19,018 1,870 (150) 20,738
SHIRE OF NAREMBEEN
NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY
For the Period Ended 30 September 2017
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 123 of 142
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Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 124 of 142
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Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 125 of 142
Narembeen Community Resource CentreUnit 2
19 Churchill StreetNarembeen 6369
Balance Sheet
As of September 201711/10/201710:28:36 AM
AssetsTrading Cheque Account $49,589.49Petty Cash $100.00Cash Sale Float $50.00Undeposited Funds $39.70Term Deposit 917 $65,000.00Withholding Credits
Trade Debtors $3,010.32Total Withholding Credits $3,010.32Leasehold Improvements
Electronic Clearing Account $0.00Total Leasehold Improvements $0.00
Total Assets $117,789.51
LiabilitiesTrade Creditors $2,537.17Gym Bonds (Trust) $1,100.00Gym Memberships $1,080.01GST Liabilities
GST Collected $8,976.50GST Paid -$8,753.67
Total GST Liabilities $222.83Total Liabilities $4,940.01
Net Assets $112,849.50
EquityRetained Earnings $98,034.41Prior Year Adjustment $40.63Current Earnings $14,774.46
Total Equity $112,849.50
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 126 of 142
Narembeen Community Resource CentreUnit 2
19 Churchill StreetNarembeen 6369
Profit & Loss Statement
July 2017 through September 201711/10/201710:28:56 AM
IncomeGrants and Funding
Service Contract FundingDRD Govt & Community Info $9,559.42DRD Economic & Business Dev $9,667.04DRD Hot Office Service $454.55DRD Social Development $4,545.45Dept Human Services $4,881.90
Total Service Contract Funding $29,108.36Project/Event Funding
Other Grants $2,209.09Ladies Long Lunch $8,018.22
Total Project/Event Funding $10,227.31Merchandise Sales
Souvenirs $123.82Directory Sales $727.37Customer Merchandise $2,272.95
Total Merchandise Sales $3,124.14Total Grants and Funding $42,459.81Operational Income
Memberships IncomeMembership $4,680.00
Total Memberships Income $4,680.00Project Income
Ladies Long Lunch $8,449.89Country Arts WA Shows $1,672.70Community Markets $154.53
Total Project Income $10,277.12Service Income
Credit Card Charges $27.18Calendar Sales $9.09Printing/Photocopying $2,035.73Fax Service $49.09Internet/Computer $202.74Room Hire/Hot Office $367.27Customer Postage $8.19Binding $43.19Staff Assistance $291.15Desktop Publishing $648.55Laminating $365.87Equipment Hire $320.00Photo Lab $15.27Large Format Printing $334.08Miscellaneous $559.16Donations $22.40Interest Income $226.77
Total Service Income $5,525.73Workshop Income
Adult Workshops $6,522.17Seniors Movie Days $584.09Children's Workshops $104.56
Total Workshop Income $7,210.82Total Operational Income $27,693.67
Total Income $70,153.48
Cost of Sales
Gross Profit $70,153.48
ExpensesShire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 127 of 142
Narembeen Community Resource Centre
Profit & Loss Statement
July 2017 through September 201711/10/201710:28:57 AM
Grant and Funding ExpensesOperational Expenses
Staff Training $312.36Traineeship $747.50
Total Operational Expenses $1,059.86Capital Funding Purchases
Equipment Purchase $3,383.71Project/Event Expenses
Other Grant Costs $1,957.74Ladies Long Lunch $6,181.17Networking Events $68.36Country Arts WA Shows $3,482.27
Total Project/Event Expenses $11,689.54Merchandise Purchases
Directory Purchases $1,452.00Customer Merch Purchases $1,396.27
Total Merchandise Purchases $2,848.27Total Grant and Funding Expenses $18,981.38Operational Expenses
Photocopying & Printing Costs $2,561.85Laminating Costs $18.56Workshop Expenses
Adult Workshops $5,786.33Children's Workshops $23.23Seniors Movie Day $506.04
Total Workshop Expenses $6,315.60Administrative Expenses
Bank Charges $368.43Electricity $1,273.23Postage $156.15Repairs & Maintenance $2,274.70Stationery $54.03Internet Costs $286.23Telephone/Fax $572.90Amenities $62.64Newspapers $7.27Licences $82.78
Total Administrative Expenses $5,138.36Staff Expenses
Wages & Salaries $19,820.32Superannuation $2,542.95
Total Staff Expenses $22,363.27Regional Price Index Costs
Total Operational Expenses $36,397.64Total Expenses $55,379.02
Net Profit/(Loss) $14,774.46
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 128 of 142
Property Ass Address Outstanding Amount Notes
A1003 6 Longhurst Street $ 1,312.97 Final notice sent A1006 36 Longhurst Street $ 940.32 Final notice sent - part payment made A1022 4 Doreen Street $ 1,192.78 Final notice sentA1052 33 Thomas Street 15,849.90$ 3 years unpaid. No sale at Auction. No further action
A1058 17 Doreen Street 3,510.52$
Owner rang on 22/11/16 advising to set up weekly repayments of $100. No repayments demand letter sent 10/02/17 Contact made payments recommenced
A1066 29 Churchill Street 1,607.25$ Payment plan $300 p/w
A1069 28 Thomas Street 1,731.45$ Agreed to pay $50 per fornight. 14/01/17 sent final noticeA1075 5 Doreen Street 4,671.38$ In Estate - Caveat on propertyA1076 Lot 2 Latham Road 4,399.25$ In Estate - Caveat on propertyA1077 10 Longhurst Street 1,040.84$ Final notice sent
A1084 11 Thomas Street 1,556.18$ Reminder Letter sent 25/10/16, 17/01/17 sent final notice, Payment plan $50 per fortnight 20/01/17
A1089 1 Northmore Street 3,251.84$
Owner has spoken to CEO with intention to set up repayment plan, Payed $550 to date - 17/01/17 sent final notice - no contact to date
A1094 Lot 200 Currall 5,766.75$ Final notice sentA1096 4 Churchill 1,454.81$ Final notice sentA1099 45 Thomas Street 10.20$ Late instalment - interest onlyA1100 53 Churchill Street 1,176.91$ Final notice sentA1101 15 Churchill Street 4.11$ Late instalment - interest onlyA1116 15 Doreen 1,211.49$ Final notice sentA1120 45 Churchill 1,061.76$ Final notice sentA1124 41 Currall 699.20$ Final notice sentA1138 Telstra 1,348.75$ Final notice sentA1143 42 Churchill 1,186.54$ Final notice sentA1151 4 Northmore Street 665.86$ Final notice sentA1157 13 Doreen 1,248.92$ Final notice sentA1172 19 Currall 1,169.49$ Final notice sentA1182 17 Currall Street 1,373.70$ Final notice sentA1185 3 Ada Street 1,136.63$ Final notice sentA1197 23 Doreen 1,223.97$ Final notice sentA1217 33 Doreen Street 1,201.64$ Final notice sentA1243 20 Thomas Street 861.82$ Final notice sent
A1249 11 Wakeman Street 2,323.91$
Reminder Letter sent 25/10/16, 17/01/17 sent final notice - 10/11/16 payment plan- no paymentsDemand letter sent 10/02/17Sent to Ampac 09/03/1715/05/17 plan to pay $100 per fortnight
A1254 9 Northmore Street 2,079.16$
Reminder Letter sent 25/10/16, 17/01/17 sent final notice10/02/17 sent to AMPAC02/03/2017 contacted to advise will email a payment plan 02/03/17 agreement to pay $100 per fortnight -
A1259 23 Currall 1,149.11$ Final notice sent
A1261 11 Northmore Street 3,611.91$
Reminder Letter sent 25/10/16, 17/01/17 sent final notice- 01/02/17 advised will pay $500 per fortnighReminder of plan sent 22/03/17Final notice 04/04/17Sent to AMPAC.Skip trace done - not locatedAddress obtained from WaterCorp - Final notice sent
A1266 2 Northmore 18.75$ Support queryA1309 46 Cheetham 520.00$ Final notice sentA2825 11 Doreen Street 8.24$ Interest onlyA2015 Coverley Road 8,434.66$ sent to AMPAC. Agreement entered intoA2048 Dixon Road 9,292.60$ sent to AMPAC. Agreement entered intoA2054 Wogarl East Road 27.89$ Interest onlyA2085 Wogarl East Road 25.21$ Interest only
Shire of NarembeenOutstanding Rates as at 3 October 2017
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 129 of 142
A2086 Dixon Road 5,419.97$
SFO has emailed owner advising of incorrect payment amount, 17/01/17 sent final noticeEmail received 26/09/17 informing of payment
A2092 1287 Wadderin-Graball Road 13,161.57$ Sent to AMPAC. Agreement entered intoA2805 Sloss Road 6,338.26$ Final notice sentA2819 South Kumminin East Road 10.63$ Instalment interestA3036 Sloss Road 1,747.16$ Final notice sentA3069 Mt Walker Road 137.90$ Paid late no discount applied
A3075 2792 Dixon Road 5,988.72$
SFO has emailed owner advising of incorrect payment amount, 17/01/17 sent final noticeEmail received 26/09/17 informing of payment
A3083 Soldiers Road 15,057.48$ Sent to AMPAC. Agreement entered intoA3091 Sloss Road 1,439.13$ Final notice sentA3098 Soldiers Road 11,050.70$ Sent to AMPAC. Agreement entered intoA3114 Graball 520.00$ Final notice sentA3115 Soldiers Road 520.00$ Final notice sentA4026 South Kumminin East Road 11.60$ Interest only
A4047 Narembeen Boundary Road 3,430.14$
Reminder Letter sent 25/10/16 - Email received After harvest payment, email sent requesting payment plan03/03/17 emailed regarding commencment of payment plan - confirmed payments to commence
A4072 Narembeen Boundary Road 2,392.56$ Final notice sentA4076 Triangle Road 19.53$ Late paymentA4127 1387 Calzoni Road 205.09$ Final notice sentA4148 Narembeen South Road 520.00$ Final notice sentA4149 Mt Walker South Road 520.00$ Final notice sentA4152 94 Cavanagh Road 52.93$ Final notice sentA5039 Soldiers Road 12.92$ Short paymentA5086 Kondinin Narembeen Road 93.08$ Short instalment paymentA5097 285 Cusack Road 423.79$ Final notice sentA5114 Narembeen 10,154.78$ sent to AMPAC. Agreement entered intoA5122 Narembeen 294.83$ sent to AMPAC. Agreement entered intoA5124 Narembeen 3,210.55$ sent to AMPAC. Agreement entered intoA5126 Yeomans Road 149.15$ sent to AMPAC. Agreement entered intoA5128 Soldiers Road 177.50$ sent to AMPAC. Agreement entered intoA5186 Lot 28381 520.00$ Final notice sentA5187 2656 Calzoni Road 10,709.37$ Final notice sentA5195 Narembeen South Road 6,408.64$ Waiting to hear from owner regarding dispute over saleA5197 Lot 18341 Narembeen 22,191.50$ sent to AMPAC. Agreement entered intoA5212 Kondinin Narembeen Road 21.06$ Short paymentA5247 2275 Corrigin - Narembeen Road 520.00$ Dispute over ownership
214,789.21$
With AMPAC 104,620.44$ Repayment Plan 8,405.40$ Other 101,763.37$ Deferred Rates -$ Instalments
214,789.21$
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 130 of 142
9.0 Councillor’s Reports – including other Councillor business
Cr R Cole - Attended John Curtin Weekend dinner.- Attended Ladies Long Lunch, great work by Leanne.- Attended LG Act Review meeting- Attended Eastern Wheatbelt Biosecurity Group meeting in Merredin
Cr R DeLuis- Ladies Long Lunch - well done, enjoyable day, good reflection on Narembeen,
showcases our town.- Good luck to Councillors for the future. Cr W Cowan - Thanked Syd, Gina & Stephen on advice received whilst on Council. All of your skills will be missed.
Cr S Padfield- Nil
Cr K Mortimore- Attended LG Act Review Meeting.- Town Hall ramp, perhaps not needed but a rail could be put onto the building instead.
Cr B Thomas- Attended Roe Tourism meeting- Nominated Mr Garry Gregan as the Shire of Narembeen's representative on RoeTourism, he will remain as President of Roe Tourism.- Quairading has withdrawn from the Roe Tourism Association.
Cr A Hardham- Attended John Curtin Weekend dinner, lucky to have Leanne!- Attended Ladies Long Lunch.- RV short term stay - good to see it being used.- Old Ampol building - needs attention. Process has commenced with EHO & Ranger. Will be followed up when new EHO commences.
Cr Parsons- Plant Committee meeting.- Has enjoyed time on Shire, meeting people that he would have had little to do withotherwise.- Roads need more attention.
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 131 of 142
10.0 Urgent business as permitted by Council
COUNCIL RESOLUTION
MIN 6527/17 MOTION - Moved Cr. S Padfield 2nd Cr. R DeLuis
CARRIED 8/0
That Council receive a late item relating to the Shire of Narembeen's Strategic Community Plan 2017-2027.
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 132 of 142
LATE AGENDA ITEM: 10.1.1 – Review of the Strategic Community Plan 2017-2027
Subject: Review of the Strategic Community Plan 2017-2027 Applicant: Chris Jackson File Ref: ADM171 Disclosure of Interest (Staff): Nil Disclosure of Interest (Member): Nil Author: Sheree Thomas Date: 16th October 2017 Attachments: Strategic Community Plan 2017-2027
SUMMARY
The Local Government (Administration) Regulations 1996 explains that the “Plan for the Future” referred to in Section 5.56 of the Local Government Act 1995 is made up of the 10 year Strategic Community Plan and a 4 year Corporate Business Plan.
This report seeks Council’s approval for the adoption of the Shire of Narembeen’s Strategic Community Plan 2017-2027.
BACKGROUND
All Western Australian Local Governments are required to prepare a “Plan for the Future” for their district Under Section 5.56 (1) of the Local Government Act 1995. The “Plan for the Future” comprises the following two key strategic documents which a Local Government is required to have regard for when forming its annual budget.
Strategic Community Plan - Council’s principal 10 year strategy and planning tool. It is the principal guiding document for the remainder of the Shire’s strategic planning as community engagement is central to this plan.
Corporate Business Plan – Council’s 4 year planning document. The core components of this Plan include a 4 year delivery program, aligned to the Strategic Community Plan and accompanied by 4 year financial projections.
Development of the Strategic Community Plan and Corporate Business Plan is undertaken in accordance with the Integrated Planning and Reporting Framework and Guidelines. An essential element of the Integrated Planning and Reporting process is to enable community members and stakeholders to participate in shaping the future of the community and in identifying issues and solutions. It is designed to articulate the community’s vision, aspirations, outcomes and priorities for the future of the district.
The Strategic Community Plan and the Corporate Business Plan are informed by several other key plans and processes. The connection between the community and the Shire’s Strategic Plans, Annual Budget and Corporate documents developed to guide the Shire in delivering services to the community are show in the diagram below. The term of each key plan is shown in blue circles.
The Shire of Narembeen Strategic Community 2013-2023 must be reviewed at least once every four years and a desktop review should be carried out every two years. Council adopted its 10 year Strategic Community Plan in February 2016 and a desktop review was undertaken in December 2015.
Council’s Strategic Community review is required by 31st December 2017.
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 133 of 142
Diagram: Integrated Planning and Reporting Cycle Department of Local Government and Communities Integrated Planning and Reporting Framework and Guidelines, September 2016
COMMENT
Council engaged Caroline Robinson, Solum Wheatbelt Business Solutions to conduct a full review of the Shire of Narembeen’s Strategic Community Plan that complies with Section 19C and 19DA of the Local Government (Administration) Regulations 1996. Caroline has conducted an extensive community engagement program and sought to obtain the community’s priorities for the future as well as obtaining feedback in relation to Council’s services and facilities.
A summary of Caroline’s community engagement is below:-
Total number of consultations:
• 53 survey respondents• Random phone calls to ratepayers across all parts of the Shire (20) answering a series
of set questions• Community leaders (17) of local clubs and associations separate to online and hard copy
survey• Business owners in town site separate to any other consultation (9)• Advisors to the district (3) – outside of the Shire of Narembeen• Shire Councillors one on one meetings (5) plus (2) who attended the first Council
workshop• Outside Works Crew toolbox meeting (15)• Administration Staff (5)• Community members that have been approached or have approached C Robinson
informally to discuss forward planning (in person and phone) separate to all other groupsabove (47)
• Councillor & Staff workshop
Total engagement: 173 (21.3% of total population residing in the Shire of Narembeen, excludes advisors to the district)
Shire of Narembeen - Minutes - Ordinary Council Meeting - 18th October 2017 134 of 142
Based on the above community engagement, Caroline Robinson has developed the draft Strategic Community Plan which sets out the vision for the Shire of Narembeen’s future and captures the community’s aspirations and values. A copy of the draft Strategic Community Plan 2017-2027 is attached.
The 2017-2027 Community strategic Plan has been developed on what we can achieve in the first two years of the new plan with longer broader 10 year outcomes also included. The plan would be to reset the short term goals, Council Strategy and Measurement of Performance every two years whilst still having a 10 year outlook in accordance with the required regulations.
The plan is a clear departure from the 2013-2023 plan which focused on the four areas of Social, Economic, Environment and Civic Legal. Whilst these core areas are the Shire focus the review is a reset to enable achievable goals to be realised in a 2 year period whilst still focusing on the longer term outcomes.
The vision developed for where will the Shire be in 5yrs time? Together we create the opportunity to grow How will we get there?
Council Priorities:-
I. Growing our community and visitor populationII. Creating and capturing positive economic opportunitiesIII. Our partnerships and networks return us tangible financial, economic, social and
environmental benefits
The adoption of the Strategic Community Plan 2017-2027 will have a direct impact on the Corporate Business Plan. The Corporate Business Plan will require a full review to ensure that it is in line with the objectives within the Strategic Community Plan 2017-2027. This review will commence upon the adoption of the Strategic Community Plan and will be presented to Council for adoption in November 2017.
Other plans that will be reviewed include:-
• Long Term Financial Plan;• Asset Management Plan;• Forward Capital Works Plan;• Workforce Plan; and• Risk Management Plan.
It is anticipated that the above plans will be presented to Council for adoption over the next few months.
In accordance with the Local Government (Administration) Regulations 1996 Section 19D, Council is required to give public notice on the adoption of the Strategic Community Plan and its availability for inspection.
CONSULTATION
Chris Jackson, Chief Executive Officer Caroline Robinson, Solum Wheatbelt Business Solutions Sheree Thomas, Community & Economic Development Officer
4.40pm - Cr R DeLuis exited the meeting.4.43pm - Cr R DeLuis returned to the meeting.4.59pm - Cr B Thomas exited the meeting.5.00pm - Cr B Thomas returned to the meeting.
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STATUTORY IMPLICATIONS
Local Government Act 1995, Section 5.56. Section 5.56(1) and (2) of the Local Government Act requires that each local government is to “plan for the future of the district”, by developing plans in accordance with the Regulations. The Local Government Administration Regulations 1996 were amended to require each local government to adopt a Strategic Community Plan and a Corporate Business Plan.
Local Government (Administration) Regulations sections:- 19C – Strategic community plans, requirements for (Act s.5.56) 19D – Adoption of plan, public notice of to be given.,
FINANCIAL IMPLICATIONS
Future expenditure to meet the Strategic Community Plan objectives.
POLICY IMPLICATIONS
Nil.
RELATED PARTY TRANSACTIONS
Nil.
OFFICER RECOMMENDATION
That Council:-
1. Adopts the Shire of Narembeen Strategic Community Plan 2017-2027.
2. Endorses the Shire President to approve the final proof of the Shire of NarembeenStrategic Community Plan 2017-2027 prior to printing and distribution.
3. Pursuant to Local Government (Administration) Regulations 1996 Section 19D, givepublic notice on the adoption and availability of the Shire of Narembeen’s StrategicCommunity Plan 2017 – 2027.
2nd Cr. B Cowan
COUNCIL RESOLUTION
MIN 6528/17 MOTION - Moved Cr. R DeLuis
ABSOLUTE MAJORITY CARRIED 8/0
That Council:-1. Adopts the Shire of Narembeen Strategic Community Plan 2017-2027.
2. Endorses the Shire President to approve the final proof of the Shire of NarembeenStrategic Community Plan 2017-2027 prior to printing and distribution.
3. Pursuant to Local Government (Administration) Regulations 1996 Section 19D, givepublic notice on the adoption and availability of the Shire of Narembeen’s StrategicCommunity Plan 2017 – 2027.
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Shire of Narembeen
Strategic Community Plan
2017 – 2027
Where is our Shire now?
<graphic snapshot of Shire>
Where will the Shire be in 10 years’ time?
Our Vision: Together we create the opportunity to grow
How will we get there?
Council Priorities
I. Growing our community and visitor populationII. Creating and capturing positive economic opportunities
III. Our partnerships and networks return us tangible financial, economic, social andenvironmental benefits
Goals and Strategies to Achieve Council Priorities
What we must achieve in 1 – 2 years to achieve our 10 year plan
Goal Council Strategy Measurement of our Performance
1. Focus upon ourlocal economicdrivers to retainand growexistingbusinesses,employmentand to attractnew industry
1.1 Performance and structure of roads are included in our annual road management plan, communicated to Council and the community 1.2 We have a long term local gravel sourcing strategy 1.3 We investigate group purchasing power on our plant equipment and road materials to benefit from financial discounts
Clear road service standards are to be developed that focus on Asset Preservation and will include km’s of winter grades achieved, gravel re-sheeting and reseals. When data has been collected benchmarks will be set Plant Inventory life is recorded and benchmarks set on minimum machinery operating hours. At least one successful (cost reduced) plant group purchasing achieved (RoeROC/Other) Local gravel strategy adopted
1.4 We find partners to help investigate and seek innovative telecommunication solutions to benefit the majority and to ensure that solutions are not
Detailed assessment of our resident and business
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cost prohibitive telecommunications needs is conducted Telecommunications solution is developed in partnerships
1.5 Vacant land that will achieve our strategic goals is identified for specific purposes and industries 1.6 It is zoned and rated appropriately in light of future industry development as well as for complementary infrastructure and services 1.7 Shire assets are prepared for commercial and population increases
Rate base is diversified (measure to be developed) 10 blocks of industrial land is planned by 2021 Increase in population by 0.1% annually
1.8 We support the local childcare centre with resources that enable continuous service delivery for our families 1.9 We will work with our local businesses to plan significant central business district improvements including beautification, access and activation activities 1.10 We will adopt a local purchasing policy that supports our local businesses to the best of our capacity
Narembeen Numbats service is retained at least 3 days a week CBD improvements include streetscape developments. Shire owned vacant buildings are 100% occupied throughout the year 10% of our local procurement is sourced from within the Shire Unemployment rate is below the Region average
2. Internal andexternalrelationshipsactively growour Shirepopulation andpositivefinancialposition
2.1 Our organisational model is responsive to economic conditions, the delivery of core services and infrastructure so too the successful pursuit of economic opportunities that benefit our community 2.2 We review our role and participation in current sub regional and regional groups against the achievement of our strategic goals 2.3 We are less reliant on government grants and will work regionally or embrace reforms to identify new income streams that are sound and equitable
Council and staff can articulate our organisational model, relationships and reporting Alternative income streams are increased by 5% (over a 4 year period).
2.4 Council will initiate new working relationships beyond traditional Shire boundaries for our key organisations and their leadership teams to benefit from
We facilitate an annual meeting of key organisations and their leadership teams
2.5 Council recognises the opportunity of partnering with Go Narembeen, works closely and supports them to help achieve their economic development projects and our strategic goals
Joint priorities are identified in a formal plan between Go Narembeen and the Shire
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Joint project plan for at least two projects are developed and adopted by both organisations
2.6 We articulate in our organisational plans and service delivery model the role of the Narembeen CRC as a community hub, providing library, community activities, skill development, connections and business initiatives in turn helping to help achieve our strategic goals
Narembeen CRC is retained despite any State Government funding announcements Shire organisational plan is developed with the CRC and articulated to Council, all senior staff Clear economic and community roles Increase in visitation numbers by 5%
2.7 We link the public service organisations to the community so that they are used, they remain, they are relevant and help achieve our goals for the community
Public service organisations meet biannually with Council Police, DHS and Hospital are retained Positive feedback from public service organisations regarding Shire facilities and services
3. We contributeto a healthycommunity
3.1 We can provide leadership and networks to our local community groups to help them achieve their goals, identify common priorities and to provide opportunities for active participation in our community
The goals of our community groups are articulated in a community plan and communicated to the CRC and Council Number of unpaid roles in the community is costed and measured.
3.2 Shire owned sport and recreation facilities enable access to competitive competitions, leisure activities for all ages and help us be physically and mentally fit 3.3 We will investigate major improvements to our sport and recreation facilities following considered cost benefit analysis models
Number of play and recreation opportunities. Club participation for all sporting clubs grows by .5% annually Club governance is improved. KidSport figures are recorded Number of
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emergency responses (trying to cover suicide, road accidents, health emergencies etc) Feasibility study completed on the Narembeen tennis and hockey surfaces
3.4 We enable and support medical and emergency services to serve in our community
GP, Dentist services and Allied Health Services are retained Emergency services are co-located in new centre and VFES is established Emergency service planning and ‘Shire response after the fact’ scenario conducted annually (focus is on the Shire response during and after the emergency) Volunteer emergency services are retained Increase in Health Services patronage.
3.5 We investigate sub regional waste strategies that reduce costs on our community and environment
80% of household waste recycled etc (Avon Waste can provide these reports) Number of waste solutions that involve more than our Shire Shire energy cost reduces annually (solar panels etc)
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Our 10 Year Outcomes
Goal 1: Focus upon local economic drivers to retain and grow existing businesses, employment and to attract new industry After 10 years, we will have achieved:
Current road infrastructure is maintained and continually improved upon to meet community and business needs Improved telecommunications data capacity and mobile coverage through innovative partnerships and advocacy Shire assets are ready for opportunities to grow local employment The Shire and local businesses communicate and work together to capture opportunities We will demonstrate best practice local purchasing practices
Goal 2: Internal and external relationships actively grow our Shire population and positive financial position After 10 years, we will have achieved:
Our organisational structure and partnerships deliver tangible economic results, environmental and social benefits to our community and Shire’s financial position Significant tourist, historical and the environmental projects are achieved in partnership with community groups Our permanent and visiting population grows through our partnership with Go Narembeen Shire service delivery is enhanced through a recognised and formal partnership with the Narembeen CRC All public services are retained, used, relevant and have a permanent place in our community
Goal 3: We contribute to a healthy community
After 10 years, we will have achieved:
Shire and community owned health infrastructure and services complement the public and private health systems in the Shire. They support all life stages and attract new patronage into our community. Sport, recreation and leisure facilities are of a high standard and traditional sporting activities and seasons are extended We own and participate in best practice waste management
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11.0 Date, time & place of next meeting
Wednesday 15th November 2017 at Narembeen Shire Council Chambers.
12.0 Closure
The Presiding Person again thanked Cr Parsons, Cr DeLuis and Cr Padfield for outstanding service to the Narembeen community and invited Councillors, partners and staff to celebrate the contributions made following the closure of the meeting.
There being no further business the Presiding Person declared the meeting closed at 5.15pm.
13.0 Certification of Meeting Minutes
I, Cr Rhonda Cole, Shire President, certify that the Minutes of the meeting held on 18th October 2017, as shown on page numbers 3 to 142 are confirmed as a true and correct record of the meeting.
________________________________Date
__________________________________ Cr Rhonda Cole PRESIDING PERSON
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