MINUTES FOR NOTING ADVISORY COMMITTEE PROJECT … and Minutes/archives 201… · 12 October 2012 at...

MINUTES FOR NOTING

ADVISORY COMMITTEE &

PROJECT MANAGEMENT GROUPS

Leschenault Inlet Masterplan Project Management Group

Minutes from the Leschenault Inlet Masterplan Project Management Group meeting held on Friday 14 September 2012 at 2:00pm in the Harbour Room at the City of Bunbury, 4 Stephen Street, Bunbury. Signed: Geoff Klem DIRECTOR STRATEGIC INTEGRATION

Minutes 14 September 2012

1. Open Meeting

The meeting was declared open at 2:05pm. 2. Attendances & Apologies

Project Management Group Members:

Member Name Representing

His Worship the Mayor, David Smith (Presiding)

City of Bunbury

Deputy Mayor, Stephen Craddock

City of Bunbury

Cr Sam Morris (until 3:50pm) City of Bunbury

Mr Don Punch South West Development Commission

Mr Geoff Klem Director Strategic Integration, City of Bunbury

Mr Kelvin Storey Team Leader Sustainability & Integrated Land Use Planning

Support Staff:

Name Title

Mr Myles Bovell Landscape Architect, City of Bunbury

Mrs Liz Allan (until 4:25pm) Administration Project Officer, City of Bunbury

Mr Neville Dowling Strategic Projects Officer, City of Bunbury

Consultants: Anna Chauvel, Place Laboratory Apologies: Cr Karen Steele – apology Mike Schramm, Department of Planning - apology Ron Pumphrey, Department of Regional Development and Lands – apology

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APPENDIX MTBN-1

14 September 2012 Minutes – Leschenault Inlet Masterplan Project Management Group ______________________________________________________________________________

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Ray Dixon, Department of Regional Development and Lands - apology Bob Karaszkewych, Director Planning and Development Services - apology Jason Gick – absent Kate Bartels - absent

3. Disclosures of Interest

There were no Disclosures of Interest.

4. Confirmation of Minutes

The Minutes of the 6th of July 2012 need to be confirmed.

Committee Decision: Moved ___________ Seconded ___________

The minutes of the Leschenault Inlet Masterplan Project Management Group Meeting held on Friday the 6th of July 2012 (attached at Appendix 1), are confirmed as a true and accurate record.

Outcome – Leschenault Inlet Masterplan Project Management Group Meeting held 14 September 2012

The Minutes of the 6th of July 2012 need to be confirmed.

Committee Decision: Moved Cr Craddock Seconded Cr Morris


CARRIED UNANIMOUSLY

5. Draft Leschenault Inlet Masterplan

On 17 August 2012 Anna Chauvel of Place Laboratory made a presentation to the Project Management Group of the Draft Leschenault Inlet Masterplan (attached at Appendix 2). A new plan of the Leschenault Inlet showing the Draft Masterplan information was also presented (attached at Appendix 3). Discussion to take place around issues that have emerged from the Stakeholder Workshop and Draft Masterplan.


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Outcome – Leschenault Inlet Masterplan Project Management Group Meeting 14 September 2012 The Project Management Group discussed the timeframes required to have a completed Draft to Council for consideration. It was agreed by the PMG that the Masterplan should be presented to the November PD, SP, MP Briefing and then be considered in the November round of meetings. Committee Decision: Moved Cr Craddock Seconded Cr Morris

That the final Leschenault Inlet Masterplan report be presented to the November PD, SP, MP Briefing and then be referred to the November round of Council Meetings.

CARRIED

The Consultant then spoke to the presentation. Comments and amended changes are recorded against each slide.


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Page 5


Page 6


Page 7

• The plan to be amended to show that parkland is required for all area behind 3.

• Landscaping will need to incorporate the seawall structure – there are no engineering drawings yet.

• The grey node near five has been designated a fishing area by Urbis.

• Discussion still being held with the Public Transport Authority on whose responsibility the bridge is. The City may consider taking responsibility in perpetuity if the railway bridge is upgraded as a dual-use path.

• Matt Eliot suggests that the floodgates will need to be raised 1 metre in 20-30 years time.

At this time the Consultant flicked to Slide 62 – water playground.


Page 8


Page 9

• This space would work best if there were events scheduled there for every week of the year.

• Consultant to further investigate the proposal for single lanes in each direction along Blair Street with parking on the side as this may be problematic.

• The restaurant and bar could be on pylons or could be a barge.

• The Centrepoint complex parking is a lost opportunity to have retail facing out onto the water.

• Bicentennial Square itself needs upgrading. The level changes don’t conform to the BCA and some minor modification may be required to meet safety requirements.

• There may not be a need for so many new buildings.

• Train carriages could be used for hospitality uses.

♦ The possibility of food vendors should be considered once the square has been cleaned up.

• Rumble bricks and bollards would work well on the Blair Street strip.


Page 10

• Seawalls and sandtraps – not groynes.

• Sandbags or precast concrete is suitable for pedestrian use.

• There is a proposal for the dragon boats to be relocated to a site next to the Sea Scouts.

• The boardwalk could be paved or timber.

• The backing to the boardwalk will be set at a continuous height of 1.6m which is the flood level that the water will reach when the gate is shut.

• There is the opportunity for there to be interpretative paving.

• There needs to be shade, seating and water fountains to encourage the elderly to use the Inlet.


Page 11

At this point the Consultant flicked down to the slides at the end of the presentation on the Friendship Garden.


Page 12

• The brown sections are where the damaged pieces of wall would be removed and replaced by a wall/levy that would allow for natural accretion and planting of vegetation.

• Note should be made in the report that there are some residents who are prepared to take responsibility for mini-community gardens.

• Any additional jetties should not intrude on the rowing course.

• Each node should have signage outlining the heritage of the area.


Page 13

• The Quays.

• Streetscape modification.


Page 14

• East/West movement is currently difficult and should be dealt with as part of the plan.

• The area between 3 and 2 is seen as the weakest link.

• Introduction of biofiltration swales along Koombana Drive.


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Page 16


Page 17


Page 18


Page 19

• It is proposed to reconfigure the carpark (63 bays).

• The park is a representation of the local river system – Collie/Preston River catchment – in the summer water will be pumped and in winter the streams will run naturally.

• The Mya Mya is to appear on the southern-most headland.

• The timber boardwalk is to introduce a softer material to slow down the pace. Disabled access is shown as timber but may end up being concrete at the bottom.

• Bicycle and kayak rental should be located near area 3.

• Area 4 is 300-400mm higher than area 12.

• Trees will be low except at the adventure playground to reduce the extent of the heat from the hard surfaces. Shade canopies will be over some of the play equipment. Neither the trees nor the shade sails will be high enough to block the view from the bridge.

• Looking at ficus/fig trees/NZ Xmas tree and perhaps relocating some of the plane trees from the South West Sports Centre.

• Lighting has been allowed for – security and aesthetic. Aesthetically it would be nice to have lighting on the underside of the bridge and on the arbours.

• There is wedding and function space available at area 10.


Page 20

• Issues surrounding the use of concrete, mulch, wood area all made in the detailed design stage.

At this stage the Consultant returned to Slide entitled CBD.

• The arbour at the entry pavilion symbolises reaching out over the path symbolising the friendship of the Sister Cities.

• The design has been drawn up in accordance with CEPTED principles: low vegetation, a clear zone, no hiding spaces.

• There is lighting for security.

• The signs are going to be in English/Chinese and English/Japanese. There may be a need to look at splitting the Chinese and Japanese plans.

• A lowscale fence upgrade may be possible between the skatepark and the garden.


Page 21

• Costs don’t include large-scale filtration.

At this point the Consultant returned to the main body of the presentation.

Outcomes:

• Further work is required on Bicentennial Square and Koombana North. Options will be presented at the meeting 28/09/12.

• Bicentennial Square:

♦ needs more vendors of food/coffee and could incorporate floral features/urban orchard/adult playground to attract more people. How would this be done and which features are best?

♦ The City could look at Insurance requirements for more events; formalise programming of Bicentennial Square.

♦ Shade and seating required.

• Rowing Club:

♦ Keep the grass in front of Rowing Club

♦ Map out rowing course

• Queens Gardens:

♦ The lake in the Setagaya Friendship Garden will require aerated treatment.

♦ Any upgrade to the skatepark should include shade and a fence.

• Floral displays along Frank Buswell reserve can be managed by local residents as community gardens

• Interpretive signage should be located at each node.

• The Quays - indicate that Town Planning Scheme No.7 allows denser residential and commercial


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• Options should be investigated for the promenade handrail, surface treatment and low seating wall.

• Redraw Koombana North to include more lawn areas and terrace seating in front of beach.

• Water Playground

♦ Colours of the plan should be brighter (especially the green).

♦ More BBQ and shelters are needed to activate the southern part of Area 1.

♦ Relocate Bike Hire/ Kiosk to the top of the ramp.

♦ Sail shades to be over playground.

♦ The view of the Leschenault Inlet from the bridge as traffic is entering from Koombana Drive should not be obstructed.

♦ Tree species need to be nominated: Peppermint and Fig suggested (map in relation to the view corridor)

♦ Lighting both interpretative and aesthetic is needed.

• Friendship Garden

♦ Artwork for signs will be available by 20 September

♦ Finalisation of the design will occur in October/ early November

♦ Text for the sign is needed.

7. General Business

Nil.

8. Date of Next Meeting

The next meeting of the Leschenault Inlet Masterplan Project Management Group will be held at 9:30am on Friday 28 September 2012.

9. Close Meeting There being no further business the meeting closed at 5:00pm.


Minutes from the Leschenault Inlet Masterplan Project Management Group meeting held on Friday 12 October 2012 at 9:30am in the Harbour Room at the City of Bunbury, 4 Stephen Street, Bunbury. Signed: Geoff Klem DIRECTOR STRATEGIC INTEGRATION

Minutes 12 October 2012

1. Open Meeting

The meeting was declared open at 9:38am. 2. Attendances & Apologies Project Management Group Members:



City of Bunbury

Mr Mike Schramm Department of Planning


Support Staff:

Name Title


Consultants: Anna Chauvel, Place Laboratory (via teleconference) Apologies: Deputy Mayor, Stephen Craddock – apology Cr Sam Morris – apology Cr Karen Steele- apology Mr Don Punch – apology Mr Ron Pumphrey – apology Mr Ray Dixon - apology Mr Bob Karaszkewych – apology Mr Kelvin Storey – apology Mr Jason Gick, City Engineer - apology Mrs Liz Allan - apology Mrs Kate Bartels – absent

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APPENDIX MTBN-2

12 October 2012 Minutes – Leschenault Inlet Masterplan Project Management Group ______________________________________________________________________________

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Mr Neville Dowling - apology




The Minutes of the 14th of September 2012 need to be confirmed.


Outcome – Leschenault Inlet Masterplan Project Management Group Meeting held 12 October 2012

The Minutes of the Leschenault Inlet Masterplan Project Management Group Meeting held on Friday the 6th of July 2012 were confirmed as a true and accurate record.


On the 14th of September 2012 Anna Chauvel of Place Laboratory made a presentation to the Project Management Group on the Draft Leschenault Inlet Masterplan (as included in the Minutes). Further discussion to take place on the outcomes of that meeting as listed: Outcomes:

♦ Further work is required on Bicentennial Square and Koombana North. Options will be presented at the meeting 28/09/12.

♦ Bicentennial Square:

♦ needs more vendors of food/coffee and could incorporate floral features/urban orchard/adult playground to attract more people. How would this be done and which features are best?

♦ The City could look at Insurance requirements for more events; formalise programming of Bicentennial Square.

♦ Shade and seating required.

♦ Rowing Club:

♦ Keep the grass in front of Rowing Club

♦ Map out rowing course

♦ Queens Gardens:


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♦ The lake in the Setagaya Friendship Garden will require aerated treatment.

♦ Any upgrade to the skatepark should include shade and a fence.

♦ Floral displays along Frank Buswell reserve can be managed by local residents as community gardens

♦ Interpretive signage should be located at each node.

♦ The Quays - indicate that Town Planning Scheme No.7 allows denser residential and commercial

♦ Options should be investigated for the promenade handrail, surface treatment and low seating wall.

♦ Redraw Koombana North to include more lawn areas and terrace seating in front of beach.

♦ Water Playground

♦ Colours of the plan should be brighter (especially the green).

♦ More BBQ and shelters are needed to activate the southern part of Area 1.

♦ Relocate Bike Hire/ Kiosk to the top of the ramp.

♦ Sail shades to be over playground.

♦ The view of the Leschenault Inlet from the bridge as traffic is entering from Koombana Drive should not be obstructed.

♦ Tree species need to be nominated: Peppermint and Fig suggested (map in relation to the view corridor)

♦ Lighting both interpretative and aesthetic is needed.

♦ Friendship Garden

♦ Artwork for signs will be available by 20 September

♦ Finalisation of the design will occur in October/ early November

♦ Text for the sign is needed.

Outcome – Leschenault Inlet Masterplan Project Management Group Meeting 14 September 2012 Anna Chauvel provided a verbal presentation on the “outcomes” from the previous meeting. In particular: (i) A revised plan for Bicentennial Square (attached at Appendix 2); (ii) A revised plan for Koombana North emphasizing linkages with Koombana South

(attached at Appendix 3) (iii) The definition of the rowing course and retention of grassed area in front of the Club

is included. (iv) Options for handrails will be available for the next meeting. (v) Further work will be undertaken on tree species and lighting. (vi) Advice was provided on the management costs for water playgrounds. It is

estimated that for a “modest playground” $250,000 per year would be needed. (vii) All other matters raised had been addressed in the revised plan. Mike Schramm advised that there were no issues that he could identify in relation to the Masterplan proposals and the requirements of the Regional Open Space reservation.


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An email from Cr Craddock had been received (attached at Appendix 1). Matters raised had been satisfactorily addressed in the Consultant’s presentation.

7. General Business

Jiaxing Friendship Garden Sign Unveiling and Tree Planting Ceremony The Jiaxing Friendship Garden Sign Unveiling and Tree Planting Ceremony was reported as having been a success.


The next meeting of the Leschenault Inlet Masterplan Project Management Group will be held at 9:30am on Friday 9 November 2012.

9. Close Meeting There being no further business the meeting closed at 10:45am.


Minutes from the Leschenault Inlet Masterplan Project Management Group meeting held on Friday 16 November 2012 at 9:30am in the Harbour Room at the City of Bunbury, 4 Stephen Street, Bunbury. Signed: Geoff Klem DIRECTOR STRATEGIC INTEGRATION

Minutes 16 November 2012

1. Open Meeting

The meeting was declared open at 9:35am. 2. Attendances & Apologies Project Management Group Members:



City of Bunbury

Deputy Mayor, Stephen Craddock City of Bunbury

Cr Sam Morris City of Bunbury

Cr Karen Steele City of Bunbury

Mr Mike Schramm Department of Planning

Mr Ray Dixon Department of Regional Development and Lands


Mr Kelvin Storey Team Leader, Sustainability and Integrated Land Use Planning

Support Staff:

Name Title


Mrs Liz Allan Administration Project Officer, City of Bunbury

Mrs Kate Bartels Media and Communications Officer, City of Bunbury

Mr Neville Dowling Project Officer, City of Bunbury

Consultants: Anna Chauvel, Place Laboratory (via teleconference)

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APPENDIX MTBN-3

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16 November 2012 Minutes – Leschenault Inlet Masterplan Project Management Group ______________________________________________________________________________

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Apologies: Mr Don Punch – apology Mr Ron Pumphrey – apology Mr Bob Karaszkewych – apology Mr Jason Gick, City Engineer - absent




The Minutes of the 12th of October 2012 need to be confirmed.

The Minutes of the Leschenault Inlet Masterplan Project Management Group Meeting held on Friday the 12th of October 2012, are confirmed as a true and accurate record.

Outcome – Leschenault Inlet Masterplan Project Management Group Meeting held 16 November 2012

The Minutes of the Leschenault Inlet Masterplan Project Management Group Meeting held on Friday the 12th of October 2012 were confirmed as a true and accurate record.


The Draft Leschenault Inlet Masterplan and Draft Report (attached at Appendix M1 and M2) had been provided prior to the Project Management Group prior to the Meeting. Outcome – Leschenault Inlet Masterplan Project Management Group Meeting 12 October 2012 The Project Management Group all noted that they felt the Masterplan and Report were well prepared and that the Consultant should be advised of this. The Consultant was contacted by teleconference at 9:40am and the following discussion took place:

• 1.0 Introduction:

♦ The Introduction sets up the parameters of the Brief and provides an explanation of the report.

♦ Patrick de Villiers had put together the planning context for inclusion to help understand how the Masterplan fit into other planning decisions being made.

♦ The Vision and Objects are from the Project Brief.


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• 2.0 Community Vision

♦ The section was put together by Jenny George. ♦ The importance of the community vision is outlined at the beginning of the

section ♦ The outcome of the consultation is provided.

• 3.0 Understanding the Leschenault Inlet

♦ Builds the background for the decision making process. ♦ Makes use of the information collected by the Consultants ♦ Outlines the existing Open Space and its size ♦ Deals with land tenure/landuse ♦ Provides information on the road network ♦ Outlines traffic studies undertaken over the last five years ♦ Refers to the Landscape Character/Visual Assessment undertaken by the

City in 2010. ♦ Refers to the recreational uses around the Inlet ♦ Page 24 refers to the Heritage of the site. ♦ Appendix still to be included, awaiting from Jenny George. ♦ Discusses the shipwrecks at Lots 881, 882 and 883 Koombana Drive. ♦ Deals with environment/climatic factors ♦ Stormwater at the lake proposed in the Setagaya Friendship Garden

appears to be making the lake function in the right way. Stormwater is draining from the CBD.

♦ Mark Goodlet has stressed that further investigation is required into heavy metals (p.29).

♦ The estuary is now a salt-water embayment. It can no-longer be the same environment as it was and will get progressively muddier. The mangroves will thrive on this. The wind and tide will continue to push the sediment up towards the Koombana Drive Causeway.

♦ There is very little information with regard to acid sulphate soils (p.30) – Mark Goodlet put this information together based on investigations on Koombana North.

♦ A fountain in the Koombana Inlet should cause no problems as long as the Department of Water are happy with it.

♦ Along Stirling Street and the Frank Buswell Foreshore a more natural edge is proposed. This will make the area more protected and will create new fish habitats.

♦ Pages 33 and 34 were prepared using information from Matt Eliot. This looks at all the different walls, rated their condition, function, future life and provided information on when adaptation would be required for climate change. The wall o Koombana Drive should be dealt with immediately.

♦ Geoff Klem advised that the Stirling Street boatramp had now been completed and currently more parking was being discussed.

• 4.0 Strategies and Driving Principles

♦ Destinations and Connections outlines the driving principles guiding the development of the plan.

♦ 4.1.3 The yellow beach path has not been dealt with as it is outside the study area.


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• 5.0 Leschenault Inlet Precincts

♦ Overall plan/context ♦ With regard to 5.2 (Water Playground), Matt Eliot had indicated that the

beach would not require replenishment for 10 years. ♦ Discussion took place on implementation and budget bids. ♦ The proposed trees will leave the view of the City from the bridge largely

unobstructed. Shade trees are required to make the water playground welcoming.

♦ This proposal incorporates some of the aspects of Synergy Park. ♦ 5.3 Precinct 3 – Bicentennial Square: the jets shown are actually proposed

to be smaller, just a mister to lower the temperature. It is proposed that colourful plants, manageable and effective could be concentrated in one area – these would need to be highly maintained and could contain seasonal colour.

♦ The shared street to function the same as Lake Street in Northbridge. ♦ The introduction of numerous cafes along the Inlet (throughout the

Masterplan) will work as long as they all serve different cuisine. ♦ Bicentennial Square will work best if free Wifi is provided there, this will

encourage backpackers and students. It would work well if this free service could be extended not only to include Victoria Street but also Bicentennial Square.

♦ The pathway shown on p.59 in front of the Bunbury Yacht Club cannot be undertaken until further information is received from the yacht club on the security measures they will put in place after removing the fence and how access will be managed to the boat pens.

♦ Precinct 5 – The Quays, parking needs to be maintained. Provision of retail would improve the aspect of the area however the hotel only works due to the parking opposite it.

♦ 5.9 Precinct 9 – Koombana Tourism (page 70) may change. ♦ 5.10 Precinct 10 – Koombana Mixed Use only suggests managing the

existing park better for use by younger children.

• 6.0 Management Strategies

♦ Rather than discuss public artwork, exploration of techniques and methods were investigated.

♦ Waterplay should be themed around the inlet. ♦ Other avenues include: education tours; naming places; telling stories;

cleanup/environmental trails; web info; branding.

• 7.0 Implementation

♦ Refer to page 92 for proposed implementation ♦ Refer to page 93 for short-term projects which are relatively easy to

implement and require less capital cost. Some short-term possibilities included: a carriage in Bicentennial Square; bike-kayak hire perhaps also in Bicentennial Square; installation of semi-permanent umbrellas and more trees on the Graham Bricknell lawn.

♦ Options, implementation and budget bids were discussed. The Consultant will now:

• Obtain the missing Appendix from Jenny George

• Remove information/table on flooding that is based on there being no floodgates when there are floodgates in place.

• Include information about the Heritage area on page 27.


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• Prepare two reports: one for Council; one for public comment.

• Change the fauna shown on page 32 to reflect species that may be found in the Inlet.

• Under 5.1 Koombana North on p.47, the toilet block needs to be amended to read shelter.

• Ensure that the entrance to the carpark as shown on page 49 under 5.2 Precinct 2 – Koombana South is in accordance with Australian Standards based on the roundabout remaining in use.

• Adjust the perspective on p.55 to ensure that the shared street is more obvious (perhaps include a car).

• Ensure that the blossom boulevard mentioned on p.58 reflect the blossoms that have been/will be planted in the two separate gardens.

• Ensure additional words are added on p.67 to show the reinstatement of the pedestrian bike link.

• Remove reference to a Tuart Forrest on p.68.

• Add in a legend on p.89.

• Ensure that the final report is received in time to be distributed to Councillors prior to the Briefing.

The Project Management Group advised that they were very excited by the Masterplan and thought it to be a very professional document. They noted that they had enjoyed dealing with the Consultants during this process. Geoff Klem advised that he would discuss further alterations with Anna at their meeting on Monday 19/11/2012. The conference call concluded at 11:20am. Further discussion was held with regard to:

• Funding options.

• Once Council has endorsed the plan for public advertising it would be possible to take the proposal to the: State Government; South West Development Commission Board, Ministerial Taskforce; and South West Regional Planning Committee.

• The Communication Strategy would need to be worked out with Kate Bartels but would ideally include a static display including the model, and media releases.

• There may be some funding available in various programs of the Federal Government.

• Asset management, long-term costs of the works would be determined through the Detailed Design.

• The last grand vision to alter the face of Bunbury was Bunbury 2000. The Leschenault Inlet Masterplan is visionary and will leave its footprint on the City.

• A meeting will need to be held of the Project Management Group after the close of the submission period so that submissions can be reviewed.


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7. General Business

There was no General Business.


The next meeting of the Leschenault Inlet Masterplan Project Management Group is at a date to be advised

9. Close Meeting There being no further business the meeting closed at 11:35am.

Bunbury Region RoadWise Committee Minutes of Meeting

Dear Committee Members The next Ordinary Meeting of the Bunbury Region RoadWise Committee will be held in the Ocean Room, City of Bunbury Administration Building, 2-4 Stephen Street, Bunbury on Wednesday 3 October 2012 at 5:00pm. Signed: Jason Gick Manager Engineering

Minutes Wednesday 3 October 2012

Members of the public to note that recommendations made by this committee are not final and will be subject to adoption (or otherwise) at a future meeting of the Bunbury City Council. Committee Members:

Member Name Representing Cr Murray Cook City of Bunbury Council Cr Ross Slater City of Bunbury Council Sgt Gerard Murphy WA Police Darren Spouse St John Ambulance Alan Roberts Main Roads WA Lisa Gartrell SIDERA Maria Sole RAC Brad Brooksby Community member Paul Cassidy Community member Tegan Studsor Community member Ex-officio Members:

Member Name Representing Gavan Hayllar RoadWise Officer - WALGA Support Staff:

Name Title Jason Gick Manager Engineering Kobi Halbert (Minute taker) Executive Assistant to the CEO

APPENDIX MTBN-4

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1. Declaration of Opening

The meeting was opened at: 5:02pm

2. Disclaimer Not applicable to this committee.

3. Announcements from the Presiding Member Nil

4. Attendances 4.1 Apologies

Cr Ross Slater Lisa Gartrell Brad Hornsby Cr Brendan Kelly was welcomed to the Committee meeting. Cr Kelly is not a formal member of the RoadWise Committee, but attended to raise a number of issues on behalf of the Withers Action Group.

4.2 Approved Leave of Absence

Nil

5. Declaration of Interest

IMPORTANT: Committee members to complete a “Disclosure of Interest” form for each item on the agenda in which they wish to disclose a financial/proximity/impartiality interest. They should give the form to the Presiding Member before the meeting commences. After the meeting, the form is to be forwarded to the Administration Services Section for inclusion in the Corporate Financial Disclosures Register.

Nil

6. Public Question Time

Not applicable


Committee Decision: Moved: Sgt Gerard Murphy Seconded: Alan Roberts

The minutes of the Bunbury Region RoadWise Committee Meeting held on Wednesday 5 September 2012, are confirmed as a true and accurate record.

CARRIED 8. Presentations

______________________________________________________________________________

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8.1 Petitions

Nil 8.2 Presentations

Nil 8.3 Deputations

Nil

9. Method of Dealing with Agenda Business

N/A 10. Reports

10.1 Officer Reports

10.1.1 RoadWise Officers report was presented and discussed. A Heavy Vehicles on Local Government Roads workshop will be held in Bunbury, Thursday 8 November, contact Gavan or Rhonda Chapman at WALGA. Paul asked that Gavan put his down as attending. .

. 10.1.2 Strategic Action Plan to be discussed.

NOTE: The Strategic Action Plan has not been endorsed by the Council.

10.2 Members Reports

Nil 10.3 Any other General Business

10.3.1 Withers Action Plan – Cr Kelly Cr Kelly attended the meeting to request the RoadWise Committee provide comment on four (4) development proposals featured in the draft Withers Action Plan. They are: • Project No. 8 - Proposed skate park on Knight Street • Project No. 14 - Speed design assessment and signage – at various

locations including Parade Rd, Westwood St, Ocean Dr, Minninup Rd and Jacaranda Cr.

• Project No. 17 - Stop signs and white lines on side roads to Parade Rd and various intersections.

• Project No. 31 - Accident black spot on Ocean Dr and Ashmore St. A map showing this area was attached for members.

______________________________________________________________________________

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Cr Kelly attended the meeting following discussions with the Withers Action Group last week regarding the Withers Action Plan. The plan contains 33 particular actions the Group would like to see completed, through the Council commitment of $300,000 per year over 5 years. Four of these items were subject to the advice of the Roadwise Committee. Jason advised that projects 14, 17 and 31 are projects that the City of Bunbury would usually deal with on an operational basis as part of normal business. Project 17 – Jason advised that if the side road meets the main road at a T-junction, its not usual activity to have a stop sign/line, but it will be referred to Main Roads for investigation. Project 31 - Jason will follow up as to whether this is formally recognised as a black spot, or just a high accident area. A road safety audit can be undertaken at that intersection, but this will be costly. Jason advised that the City of Bunbury can look into these issues and propose actions to be taken, but would prefer some clarification from the Withers Action Group as to specific concerns with each project – for example is the issue hooning, road design or vision being impaired by overgrown trees etc. Cr Kelly will provide a copy of the minutes to the Withers Action Group in order to obtain written clarification. As part of the discussion on Project 31, the Committee suggested that there are more safety concerns at the intersection of Ocean Drive and Hudson Rd, not Ocean and Ashmore. Cr Kelly will provide this feedback to the Withers Action Group.

10.3.2 Maria raised the issue of inconsistencies with GPS units tracking speed limits. Alan will follow up with their IT Department as to whether updates will be real time, or what the lag is between updates.

10.3.3 Tegan raised with MRWA that on the MRWA website there is no data about the South West but other regions are updating their section regularly. Alan showed where on the websit the data is actually being displayed. Tegan suggested the unused section be removed to avoid confusion.

10.4.3 Alan provided an update on heavy vehicles training in the CBD. There

should be no heavy vehicles in the City from the end of the month, as the learner vehicles assessment route will not be in Bunbury in the future.

11. Applications for Leave of Absence

Nil

12. Motions of Which Previous Notice has been given 12.1 N/A

Nil

13. Questions from Members

______________________________________________________________________________

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13.1 Response to Previous Questions from Members taken on Notice Nil

13.2 Questions from Members Nil

14. Urgent Business A nomination has been recevied from Julia Poole to join the Roadwise Committee. A copy of the nomination was provided to all Roadwise Committee members. Paul Cassidy moved that the nomination be accepted, Maria Sole seconded the motion The motion was carried, and Jason will prepare an item for Council.

15. Date of Next Meeting Wednesday 7 November 2012

16. Close of Meeting

The meeting was closed at 6:10pm Actions Required after Meeting 1. Minutes of meeting to be sent to Council for noting. 2. Items to be raised for Council following requests/recommendations/motions by

committee 3. Any other actions required 10.3.1 Koombana Drive Speed Review Strategic Action Plan Item 2.2 applies

Alan to follow up with Main Roads

10.3.2 Seniors Expo 21 October 2012 Strategic Action Plan Item 1.5 applies

Cr Cook called for volunteers anytime from 10am-4pm, and will be present for the event himself. Any members who are available can email Cr Cook for details on participating. Gavan will provide Road Safety for Seniors pamphlets, fatigue brochures and ANCAP rating information. Gavan will also print out of copies of the Seniors Driving Test brochure. Cr Cook will liaise with Gavan regarding a pick up time for the materials.

10.3.3 Learner Drive – 120 Supervised Hours Strategic Action Plan Item 1.11 applies

The Department of Transport do not have a formal public position on this yet.

10.3.5 Eelup Rotary – Pedestrian / Cycle / Disability access to Glen Iris

Strategic Action Plan Items 3.3 and 3.4 apply Jason advised that the email has been sent to Main Roads

______________________________________________________________________________

Page 6

10.3.6 Geographe Crush Festival

Roadwise Committee is booked in for the event, and need to arrange what will be promoted on the day. Gavan suggested that drink driving be the predominant message given the event is a food and wine festival. Gavan will send out a schedule tomorrow regarding volunteers for the event. Gavan will approach Regional Fuels regarding a giveaway for the day.

City of Bunbury

4 Stephen Street Bunbury WA 6230

Western Australia

Correspondence to: Post Office Box 21

Bunbury WA 6231

Telephone: (08) 9792 7230 & Facsimile: (08) 9792 7184 & TTY: (08) 9792 7370 & www.bunbury.wa.gov.au

Policy Review and Development (Standing) Committee Minutes of the meeting held on Tuesday 20 November 2012 Committee Terms of Reference 1. To work with the Mayor, Councillors and Executive Staff on the review of existing Council

Administrative policies and the development of new Council Administrative policies 2. To provide Bunbury City Councillors with assistance and support to develop new

Administrative Council policies 3. To make recommendations to Council on matters of Administrative policy, policy review

and policy development. 4. To explore opportunities that promotes Administrative policy development in all areas of

Administration matters that may fall under Council jurisdiction

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APPENDIX MTBN-5


Members of the public to note that recommendations made by this committee are not final and will be subject to adoption (or otherwise) at a future meeting of the Bunbury City Council.

Committee Members:


Mayor David Smith City of Bunbury

Deputy Mayor Stephen Craddock City of Bunbury

Councillor Murray Cook City of Bunbury

Ex-officio Members:

Member Name Position

Andrew Brien Chief Executive Officer Support Staff:

Name Position

Greg Golinski Manager Corporate Performance 1. Declaration of Opening

The Mayor declared the meeting open at 4.03pm.


3. Announcements from the Presiding Member Nil

4. Attendances 4.1 Apologies

Nil 4.2 Approved Leave of Absence

Nil



Nil 6. Public Question Time

N/A


Note that Cr Cook has requested of Officers a slight amendment to the Honorary Freeman of the City Guidelines in the minutes of 30 October 2012, to include the following comments proposed by Cr Cook at that meeting:

“Any person upon whom the title ‘Honorary Freeman of the City’ has been conferred may designate him/herself ‘Honorary Freeman of the City of Bunbury’. The recipient shall be presented with a special badge, which identifies them as ‘Honorary Freeman of the City’ along with a certificate to commemorate receiving the award, and the symbolic keys to the City.

Any Honorary Freeman of the City shall be invited to all subsequent formal Civic functions conducted by the City.

All Freemen of the City of Bunbury shall be granted free access to the City’s recreational and parking facilities ‘adjective and generous’.”

These comments have now been incorporated. Committee Outcome Moved Cr Cook Seconded Cr Craddock that the minutes of the Policy Review and Development (Standing) Committee meeting held on Tuesday 30 October 2012 (as amended) be confirmed.

CARRIED

8. Presentations

8.1 Petitions

Nil 8.2 Presentations

Nil 8.3 Deputations

Nil

9. Method of Dealing with Agenda Business N/A 10. Reports


10.1.1 Review of Chief Executive Officer Policies

File Ref: A04051 Applicant/Proponent: Internal Report Author: Greg Golinski, Manager Corporate Performance Executive: Andrew Brien – Chief Executive Officer Attachments: Appendix 1: Copy of CEO policies as revised

Appendix 2: Copy of Corporate Guidelines relating to CEO policies

Summary The purpose of this report is for Council to consider the adoption of revised and restructured CEO Policies that are required to comply with Council’s recently adopted framework for policy creation and review.

Executive Recommendation

That the Policy Review and Development (Standing) Committee recommend that Council adopt the following revised Chief Executive Officer Administrative policies as presented at Appendix 1:

CEO1: Advertisement Appeals Policy CEO2: Annual Performance Appraisal and Salary Review CEO3: Civic Commendations CEO4: Councillor Access to Information CEO5: Economic Development CEO6: Honorary Freeman of the City of Bunbury CEO7: Guidelines for the Establishment and Operation of Council

Advisory Committees CEO8: Legal Representation for Council Members and Employees CEO9: Media Statements CEO10: Community Funding

Background At the September 2012 Meeting of the Policy Review and Development (Standing) Committee, it was resolved that the committee endorse the proposed method of review for existing policies, in that they be revised by the relevant directorate and referred back to committee for consideration. It was determined that the CEO policies be reviewed, revised and amended before referring back to committee in the newly adopted Policy Framework as the first matters of policy to undergo review.

These policies were considered by the Policy Review and Development (Standing) Committee at its meeting held on 30 October policies, where it was resolved to refer the policies to a future meeting of the Committee, which would enable Officers to incorporate the suggested modifications raised by Committee members in discussion. Council Policy Compliance There are no Council policies that relate to the creation and adoption of policy. Legislative Compliance

Every Council policy notes any relevant references to legislation and other statute where applicable. Officer Comments The CEO policies as at appendix 1 and as revised provide clear direction for Council and staff in the implementation of processes relative to each of the policy topics. Where applicable, a Corporate Guideline complements a Council Policy in line with the policy framework recently adopted by Council. Analysis of Financial and Budget Implications There are no financial or budgetary implications likely to arise from the proposed adoption of these reviewed policies. Community Consultation There is no requirement for community consultation on these matters as they merely identify Councils strategic objectives in relation to the issues to which they refer. Councillor/Officer Consultation This report to committee serves to draw to the attention of elected members the proposal to adopt these revised policies. Committee Outcome The meeting was adjourned (closed) prior to a formal determination being made on this matter. Some additional comments were received from Committee members in relation to a number of the attached policies, which will be incorporated for discussion at the next meeting of this Committee. As a result, this report (with the policy amendments discussed) will be re-tabled at the next meeting of the Policy Review and Development (Standing) Committee.

10.2 Members Reports Nil 10.3 Any other General Business

Nil

11. Applications for Leave of Absence N\A

12. Motions of Which Previous Notice has been given Nil

13. Questions from Members Nil

13.1 Response to Previous Questions from Members taken on Notice Nil

13.2 Questions from Members N/A

14. Urgent Business Nil

15. Date of Next Meeting The next meeting of the Policy Review and Development (Standing) Committee will be held on TBA.

16. Close of Meeting

The Mayor declared the meeting closed at 5.15pm.

(File A00168)

1.

CITY OF BUNBURY

Art Collection Committee

“All items contained in this Agenda comply with the principles and objectives of the City of Bunbury Vision, Mission and Objectives. If any item does not comply with these statements a notation will be contained in the body of the item advising this.” The purpose of the Committee is to provide advice relating to the protection, acquisition, conservation, promotion and exhibitions from the City of Bunbury Art Collection for the people of the City of Bunbury.

Terms of Reference

• Encourage the loan of works for exhibition, exchange exhibitions with other galleries

and approved venues, • Encourage both private and corporate citizens to make bequests to the Collection, • Encourage both private and corporate citizens to sponsor art prizes and art

residencies and to purchase works to add to the Collection in accordance with the acquisition policy,

• Maximise Art and Cultural opportunities for Bunbury Community to attend the Art Collection exhibitions and activities and

• Function within the scope of the Art Collection Committee guidelines.

MINUTES OF FORMAL MEETING 12 November 2012

Committee to meet at 5pm in the Foyer, Ground Floor, Civic and Administration Building, Stephen Street, Bunbury

MINUTES MEMBERS OF THE PUBLIC ARE ADVISED THAT THE RECOMMENDATIONS MADE AT THIS MEETING ARE NOT FINAL AND ARE SUBJECT TO ADOPTION (OR OTHERWISE) AT THE NEXT ORDINARY MEETING OF COUNCIL, EXCEPT WHERE THE COMMITTEE HAS BEEN GRANTED DELEGATED AUTHORITY TO ACT ON BEHALF OF COUNCIL.

Member Name Representing Phone Email Presiding Members Tresslyn Smith Community [email protected] Cr Murray Cook JP City of Bunbury [email protected] Cr Michelle Steck City of Bunbury [email protected] Community Rosemary Nicholson Community [email protected].

au Dr Lorna Kaino Community [email protected] Helena Sahm Community [email protected] David Bailey Community [email protected] Ex-officio Felicity Anderson City of Bunbury [email protected] Stephanie Addison-Brown City of Bunbury [email protected] Sonya Dye BRAG [email protected]

APPENDIX MTBN-6

_________________________________________________________________________________

2.

Caroline Lunel City of Bunbury [email protected] Margy Timmermans City of Bunbury [email protected]

1. ATTENDANCE, APOLOGIES OR LEAVE OF ABSENCE

Present: Cr. Murray Cook, Tresslyn Smith, Rosemary Nicholson, David Bailey, Helena Sahm, Sonya Dye, Margy Timmermans, Caroline Lunel,

Leave of Absence: Dr Lorna Kaino, Apologies: Felicity Anderson, Stephanie Addison-Brown Absence: Cr Michelle Steck,

2. PUBLIC QUESTION TIME INCLUDING ANY RESPONSES TO PUBLIC QUESTIONS ASKED AT THE PREVIOUS MEETING AT WHICH TIME AN ANSWER COULD NOT BE GIVEN.

3. CONFIRMATION OF MINUTES

The minutes of the Formal Meeting of the City of Bunbury Art Collection Management Committee held 8 October 2012 will be confirmed as a true and accurate record at the next formal meeting.

Moved: Cr. Murray Cook Seconded: Rosemary Nicholson Motion Carried

BUSINESS ARISING: Committee members queried the status of the Music Room. The Arts Registrar/Curator informed the Committee that the Music Room is near to completion and will be ready for exhibitions in December 2012.

4. DISCLOSURES OF INTEREST UNDER THE LOCAL GOVERNMENT ACT 1995

OR CONFLICTS OF INTEREST UNDER COUNCIL’S CODE OF CONDUCT IMPORTANT: Members are to complete a “Disclosure of Interest” form for each item on the agenda in which they wish to disclose an interest, and give the form to the Presiding Member before the meeting commences. Completed forms are to be forwarded to the Administration Officer for inclusion in the register.

Nil.

5. RECEPTION OF PETITIONS

Nil

6. CORRESPONDENCE

6.1 Incoming:

.

_________________________________________________________________________________

3.

6.2 Outgoing: Nil

7. RECEPTION OF REPORTS & RECOMMENDATIONS

7.1 Arts Registrar/Curator’s Report

The Cultural Gifts Programme has confirmed that the donation of the two paintings from the ‘Rockface’ series by artist Ron Nyizstor to the City of Bunbury Art Collection has been endorsed by the Cultural Gifts Programme. Arrangements will be made by the Arts Registrar/Curator for the paintings to be sent to the City of Bunbury. The donation by artist Jason Benjamin has been deferred and further details will be provided by the Arts Registrar/Curator in the next meeting.

7.2 ADMINISTRATION REPORTS

Nil

8. GENERAL BUSINESS:

8.1 Art Collection Policy

The Arts Registrar/Curator presented a draft of the amended Art Collection Policy for discussion. Further amendments have been made to finalize the document and a report will be prepared seeking endorsement by Council. Moved: Helena Sahm Seconded: Cr. Murray Cook Motion Carried

8.2 Neil Turner New Acquisition for the City of Bunbury Art Collection

The Art Collection Committee recommends that the artwork titled: “Sculpture’ by artist Neil Turner is to be acquired to enhance the City of Bunbury Art Collection at the price of $2,204.00. Moved: Rosemary Nicholson Seconded: Tresslyn Smith Motion Carried

8.3 Bunbury Biennale

The Arts Registrar/Curator informed the Committee that the preparation for the Bunbury Biennale 2013 has commenced. A draft of the brochure for expressions of interest was presented and once printed will be sent out to prospective artists, art organisations and galleries. Due date is Friday 21 December 2012.

9. ANY OTHER BUSINESS WITH THE APPROVAL OF THE MAJORITY OF MEMBERS PRESENT

_________________________________________________________________________________

4.

The Committee expressed concern of the David Gregson painting (currently on show in the City of Bunbury reception area), being exposed to sunlight. It was suggested to cover the upper windows above the Council Chambers entrance with blinds. Rosemary Nicholson requested the painting on show in the Ocean Room to be removed and returned to the Art Collection Storage room, as its current position is inappropriate. South West Survey Exhibition: The Art Collection Committee has agreed to support the 2013 South West Survey Exhibition held in February 2013 at the Bunbury Regional Art Galleries, and has committed an amount of up to $5,000 towards the acquisitive awards. Moved: David Bailey Seconded: Helena Sahm Motion Carried

10. DATE OF NEXT MEETING.

Monday 10 December 2012 at 5.00pm @ the Ocean Room, City of Bunbury

11 CLOSURE OF MEETING

The Chairperson thanked all members present and the meeting closed 6.00 PM

Not for Profit Accommodation Stirling Street Arts Centre

and Jaycee Park Project Management Group

Minutes from the Not for Profit Accommodation Stirling Street Arts Centre and Jaycee Park Project Management Group meeting held on Thursday 30 August 2012 at 2:30pm in the Ocean Room at the City of Bunbury, 4 Stephen Street, Bunbury. Signed: Geoff Klem DIRECTOR STRATEGIC INTEGRATION

Minutes 30 August 2012

1. Open Meeting

The meeting was declared open at 2:35 pm. 2. Attendances & Apologies




City of Bunbury

Cr Judy Jones City of Bunbury


Felicity Anderson Manager Community, Culture and Engagement, City of Bunbury

Caris Gibson Team Leader Community Development, City of Bunbury

Support Staff:

Name Title


Neville Dowling Strategic Projects Officer, City of Bunbury


Leigh Barrett (until 2:52pm) Heritage Officer, City of Bunbury

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APPENDIX MTBN-7

30 August 2012

Not for Profit Accommodation Stirling Street Arts Centre and Jaycee Park Project

Management Group ______________________________________________________________________________________

Page 2

Consultants:

Name Title

Domenic Marzano Director/Organisational Psychologist, Psycorp

Gary Barbour Manager Planning, TME

Ashlee Rose Senior Planner, TME

Apologies: Stephanie Addison-Brown, Director Community & Customer Services (Stephanie will be attending as required – Felicity Anderson will be attending meetings in her place) – apology David Brightwell, Senior Building Surveyor – apology Bob Karaszkewych, Director Planning and Development Services - apology


Dom Marzano advised that he had taken a Leave of Absence from the Board of the Stirling Street Arts Centre for the duration of the project, in order to avoid a Conflict of Interest.


The Minutes of the 10th of August 2012 need to be confirmed.

Committee Decision: Moved ___________ Seconded ___________

The Minutes of the Not for Profit Accommodation Stirling Street Arts Centre and Jaycee Park Project Management Group Meeting held on Friday the 10th of August 2012 (attached at Appendix 1), are confirmed as a true and accurate record.

An extract of the Minutes of this meeting are attached at Appendix 1. Outcome – Not for Profit Accommodation Stirling Street Arts Centre and Jaycee Park Project Management Group Meeting 30 August 2012 Committee Decision: Moved Cr Jones Seconded Geoff Klem

The Minutes of the Not for Profit Accommodation Stirling Street Arts Centre and Jaycee Park Project Management Group Meeting held on Friday the 10th of August 2012, are confirmed as a true and accurate record with the following amendments: - Replacement of all reference to HACC with reference to CHC (Community Home

Care) - Adjustment of the Terms of Reference to note that meetings will be held on an as-

needed basis, rather than fortnightly.

Carried

30 August 2012



Page 3

An extract of the amended Minutes of this meeting are attached at Appendix M1.

5. Not for Profit Accommodation Stirling Street Arts Centre and Jaycee Park Project - Community Consultation Dom Marzano of Psycorp will address the Project Management Group on the Community Consultation Plan for the project. Outcome – Not for Profit Accommodation Stirling Street Arts Centre and Jaycee Park Project Management Group Meeting 30 August 2012 Dom addressed the Project Management Group and handed out two timelines (numbered 1 and 2) which are attached at Appendices M2 and M3 respectively. The following discussions took place: - For the consultation with the Stirling Street Arts Centre, Dom will contact Margaret

Perkins and ask that she invite whoever she thinks is pertinent. SSAC representatives will be asked who they would like to see consulted and what like/similar organisations they would like to see located on the site.

- Questions to the different groups will not be standardised. Whilst questions will be similar some information would be missed if they were not tailored to the individual groups.

- Compatibility of use at the sites is important. Some organisations require a level of confidentiality for their clients.

- The residents of Lotteries House will be consulted. - Reports previously prepared by CT Management and JM Community Developments

are background material – the current study will not be reliant on these reports. It was noted that in the previous consultation groups were asked whether they wished to be located in the CBD or not.

- As many people as possible must be written to and advised as soon as possible to ensure the groups all know what is happening. Information should contain the aims and objectives of the study and should note the earlier reports and consultation undertaken.

- Kate Bartels will produce Media Releases. - Caris Gibson will distribute the information through SWAP, recreational distribution,

cultural distribution and business networks (BCCI). - Liz will send out letters to individual groups and manage the RSVP’s. The letters

should go out ASAP and clubs should be given two weeks to RSVP. - The SSAC site will be the cultural hub (those requiring office

space/support/administrative space) and the Jaycee Park site will be for other groups (service delivery centres/storage).

- One of the conditions of the LotteryWest funding is that the new Lotteries House would need to be within the CBD.

- The Jaycee Park site has room for parking, is close to the train station and is relatively unconstrained. Whilst the function of this site as a local park is limited as it is not central to a residential or urban settlement area, the design is to include open space.

30 August 2012



Page 4

- Option 1 would allow a larger period of public consultation on the final report as it would mean that the Council would consider this at its last meeting in December and then the report could go out to the public until the end of January 2013.

- LotteryWest hope to receive a report which will provide advice which they will be able to use for not-for-profit organisation requests for funding and which provides a blueprint to work with.

- Analysis should take into account long-term projects and those organisations who exist for a finite period to provide a particular service. This will help in the long-term planning.

The Committee then put to the vote which timeframe they would like to see followed. Committee Decision: Moved Cr Jones Seconded Felicity Anderson

That Option No.1 of the Community Services Site Feasibility Stirling Street Arts Centre and Jaycee Park Community Consultation options is to be followed for this process.

Carried

6. Not for Profit Accommodation Stirling Street Arts Centre and Jaycee Park Project – Master Plan Gary Barbour of TME will address the Project Management Group on the proposal for the Master Plan for the project. Outcome – Not for Profit Accommodation Stirling Street Arts Centre and Jaycee Park Project Management Group Meeting 30 August 2012 Gary addressed the Project Management Group. The following discussions took place: - The TME component is heavily driven by community consultation. The needs of the

groups need to be synthesized and with a view to the spatial allocation on both sites.

- Compatibility is important, both with the other groups on the site, and with the surrounding neighbourhood.

- The hardest part of the project will be filtering out the genuine needs as opposed to the wants.

- It is the needs and compatibility that will determine the whether a group should be housed and where.

- Research will be undertaken on the sites/requirements (analysis of drainage, crossovers, parking, water, sewerage, walkability/accessibility, etc.). Research previously undertaken will be used for comparison. Ultimately, a bus tour of other Lotteries Houses should be organised to determine their experience.

- At the design stage the timeframes will again need to be revisited and a workshop should be considered.

- TME will report on the servicing requirements after the needs analysis and determination on who should be placed on each site. This is foreseen as being

30 August 2012



Page 5

completed at the end of November. A draft will be ready after the first round of specialist groups – looking at the end of October, early November.

- It was agreed that where possible, meetings of the Project Management Group that involved Consultants should be booked a month in advance.

- As the earliest date that the Consultants will have preliminary results of the public consultation is the end of October, it was agreed that the next meeting of the Project Management Group and representatives of TME and Psycorp should be booked for the 1st or 2nd of November 2012.

- off will provide TME with information regarding the Friendship Parks as the interface and pedestrian access will need to be considered.

7. General Business

There was no general business. 8. Date of Next Meeting

Thursday 1st of November 2012 at 1:00pm.

9. Close Meeting

There being no further business, the meeting was closed at 3:53pm.

Not for Profit Accommodation Stirling Street Arts Centre

and Jaycee Park Project Management Group

Minutes from the Not for Profit Accommodation Stirling Street Arts Centre and Jaycee Park Project Management Group meeting held on Thursday 1 November 2012 at 1:00pm in the Ocean Room at the City of Bunbury, 4 Stephen Street, Bunbury. Signed: Geoff Klem DIRECTOR STRATEGIC INTEGRATION


1. Open Meeting

The meeting was declared open at 2:35 pm. 2. Attendances & Apologies




City of Bunbury

Cr Judy Jones City of Bunbury


Mr Bob Karaszkewych Director Planning and Development Services, City of Bunbury

Felicity Anderson Manager Community, Culture and Engagement, City of Bunbury

Support Staff:

Name Title


Neville Dowling Strategic Projects Officer, City of Bunbury


Leigh Barrett Heritage Officer, City of Bunbury

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APPENDIX MTBN-8

11 November 2012



Page 2

Consultants:

Name Title

Domenic Marzano Director/Organisational Psychologist, Psycorp

Gary Barbour Manager Planning, TME

Apologies: Stephanie Addison-Brown, Director Community & Customer Services (Stephanie will be attending as required – Felicity Anderson will be attending meetings in her place) – apology David Brightwell, Senior Building Surveyor – apology Caris Gibson, Team Leader Community Development - apology


Dom Marzano advised that he had taken a Leave of Absence from the Board of the Stirling Street Arts Centre for the duration of the project, in order to avoid a Conflict of Interest. Cr Jones advised she is a Board member of the Stirling Street Arts Centre.


The Minutes of the 30th of August 2012 need to be confirmed.

Decision: Moved ___________ Seconded ___________

The Minutes of the Not for Profit Accommodation Stirling Street Arts Centre and Jaycee Park Project Management Group Meeting held on Thursday the 30th of August 2012 (attached at Appendix 1), are confirmed as a true and accurate record.

Outcome – Not for Profit Accommodation Stirling Street Arts Centre and Jaycee Park Project Management Group Meeting 11 November 2012 Decision: Moved Cr Jones Seconded Geoff Klem

The Minutes of the Not for Profit Accommodation Stirling Street Arts Centre and Jaycee Park Project Management Group Meeting held on Thursday the 30th of August 2012 are confirmed as a true and accurate record.

Carried

11 November 2012



Page 3

5. Not for Profit Accommodation Stirling Street Arts Centre and Jaycee Park Project -

Community Consultation Dom Marzano of Psycorp will address the Project Management Group on the Community Consultation Plan for the project. Outcome – Not for Profit Accommodation Stirling Street Arts Centre and Jaycee Park Project Management Group Meeting 11 November 2012 Dom Marzano of Psycorp and Gary Barbour of TME together addressed the Project Management Group. Please refer to the PowerPoint presentation (attached at Appendix M1) for what was discussed. Dom noted: * Whilst the user groups at the Stirling Street Arts Centre listed issues with the Centre

in its current state, they were appreciative of the use of the Centre. * Groups felt it important that rehearsal space be included in any new centre as the

cost of hiring the BREC rehearsal space was cost-prohibitive. * Whilst the presentation deals with two categories being requirements of greater than

200m2 and requirements of less than 200m2, for the purpose of planning a further breakdown had been made within the less than 200m2 category.

* A copy of the PowerPoint presentation would be provided to Liz Allan for attachment to the Minutes.

* A meeting between Dom Marzano, Kate Bartels, Liz Allan and Geoff Klem will need to be held to discuss advertising and marketing.

* Most groups were happy with the idea of joint spaces such as: meeting rooms, libraries, display spaces and Reception.

* Dom will contact Lotteries direct to see if there are any other groups the City was previously unaware of. Liz Allan to provide contact details.

6. Not for Profit Accommodation Stirling Street Arts Centre and Jaycee Park Project – Master Plan Gary Barbour of TME will address the Project Management Group on the Community Consultation Plan for the project. Outcome – Not for Profit Accommodation Stirling Street Arts Centre and Jaycee Park Project Management Group Meeting 11 November 2012 Gary Barbour of TME and Dom Marzano of Psycorp together addressed the Project Management Group. Please refer to the PowerPoint presentation (attached at Appendix M1) for what was discussed. Gary noted: * St John of God hospital had advised that it required approximately 1000m2 * Others had also requested 1000m2 approximately, these were church-affiliated

11 November 2012



Page 4

* The Jaycee Park site may be better housing some stand alone buildings (for those requiring approximately 1000m2) and then one building for the others located there to share. A strata title arrangement may be most suited.

* It is foreseen that at least a portion of the new Stirling Street Arts Centre site would need to be two-storey.

* Servicing on the sites has been looked into and there are no constraints on either site. Some services may need to be relocated within the site depending on the outcome.

* A map/plan showing where the services are located will be forwarded to Liz Allan for distributing to the Project Management Group (attached at Appendix M2).

The Project Management Group noted: * It is important that shared meeting rooms are made available to all groups. * Neville Dowling will provide details on the ownership of the land adjoining the

Jaycee Park site. * There may be a need for the proposals for the two sites to be advertised individually

when the time comes. * There is a need to include flexible space in the plan for groups that might need

short-term space in an ‘incubator hub’ type arrangement. * Geoff Klem and Neville Dowling will be meeting with LotteryWest on 29 November

2011 at which stage anything applicable associated with pre-election will be discussed.

Decision: Moved Cr Jones Seconded Geoff Klem

That the project progress in accordance with the ‘Proposed Way Froward’ outlined in the PowerPoint presentation and recorded below.

Carried

This timeline has now been superseded, please see updated Proposed Way Forward attached email at Appendix M3.

11 November 2012



Page 5

7. General Business

There was no general business. 8. Date of Next Meeting

To be advised.

9. Close Meeting

There being no further business, the meeting was closed at 2:13pm.

City of Bunbury 4 Stephen Street

Bunbury WA 6230 Western Australia

Correspondence to:

Post Office Box 21 Bunbury WA 6231

Telephone: (08) 9792 7230 & Facsimile: (08) 9792 7184 & TTY: (08) 9792 7370 & www.bunbury.wa.gov.au

Youth Advisory Council Committee Minutes Wednesday 7 November 2012 Committee Terms of Reference The Youth Advisory Council Committee is to make recommendations to Council based on the following Terms of Reference; 1. To identify and advise on youth issues in the Bunbury area. 2. To advise Council on the development of policies that are responsive to the needs of youth. 3. To consult with local youth and feed back results of consultations to Council. 4. To assist in the ongoing development and delivery of youth targeted projects and programs. 5. To create opportunities for youth leadership development by acting as a resource for youth activities. This Committee meets on the first Wednesday of every second month.

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APPENDIX MTBN-9

Youth Advisory Council Committee

Minutes Minutes of a meeting of the Youth Advisory Council Committee held in the Ocean Room, City of Bunbury Administration Building, 4 Stephen Street, Bunbury on Wednesday 7 November 2012.

Minutes Wednesday 7 November 2012

Members of the public to note that recommendations made by this committee are not final and will be subject to adoption (or otherwise) at a future meeting of the Bunbury City Council.

Committee Members:


Carlee Brien Youth Mayor, Newton Moore Senior High School

Jack Manoni Bunbury Catholic College

Samuel Rigg Grace Christian School

Luke Rigg Grace Christian School

Gioia Parkes Manea Senior College

Cr Alfred Leigh City of Bunbury

Cr Sam Morris City of Bunbury

Cr Neville McNeil City of Bunbury

Vacant Position

Vacant Position

Vacant Position

Vacant Position

Vacant Position

Ex-officio Members:


Support Staff:

Name Title

Stephanie Addison-Brown Director, Community & Customer Services

Caris Gibson Team Leader Community Development

Isabell Evans Community Development Officer

1. Declaration of Opening

1.1 Election of Presiding Officer At the previous meeting the Committee decided to rotate the position of Presiding Officer between three (3) willing Members. However upon consultation with and the recommendation of Corporate Leadership, given the bi-monthly schedule of the Committee it was decided this arrangement would not be effective in giving numerous Members substantive experience in such a role. Thus, it was decided that given her role as Youth

Wednesday 7 November 2012 Minutes – Youth Advisory Council Committee ______________________________________________________________________________

Page 2

Mayor, Carlee Brien would currently and in future act as Presiding Officer. Committee Councillors would assist Carlee in directing the meetings.


3. Announcements from the Presiding Member Nil.

4. Attendances PRESENT Council Committee Members Presiding Member: Ms Carlee Brien, Youth Mayor

Ms Gioia Parkes Mr Samuel Rigg Mr Luke Rigg Cr Sam Morris

Members:

Cr Alfred Leigh Council Officers (Non-Voting) Community Development Officer Ms Isabell Evans Community Members (Non-Voting) Committee Nominee Mr Sean Smith 4.1 Apologies Cr McNeill Ms Stephanie Addison-Brown

Ms Caris Gibson 4.2 Approved Leave of Absence

Nil.



6. Public Question Time

Nil.


Page 3


Committee Decision: Moved: Cr. Sam Morris Seconded: Carlee Brien

The minutes of the Youth Advisory Council Meeting held on Wednesday 5 September 2012, are confirmed as a true and accurate record.

CARRIED 6 votes “for” / nil votes “against”

8. Presentations

8.1 Petitions

Nil.

8.2 Presentations

Nil. 8.3 Deputations

Nil.

9. Method of Dealing with Agenda Business

Not applicable at this meeting. 10. Reports


10.1.1 Leeuwin Ocean Adventure Foundation Funds Allocation

File Ref: A05254 Applicant/Proponent: Internal Author: Isabell Evans, Community Development Officer Executive: Stephanie Addison-Brown, Director Customer and

Community Services Attachments: Nil

Summary The City of Bunbury has an existing allocation of funds with the Leeuwin Ocean Adventure Foundation. This report seeks approval for the allocation of these funds to an annual scholarship prize awarded to a Youth Advisory Council member who has consistently demonstrated leadership and dedication to their community over the previous calendar year.


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Executive Recommendation That Council; 1. Approves the allocation of funds to the creation of an annual Leeuwin Youth Advisory Council Member of the Year Prize. 2. Approves the full cost of the Youth Explorer Voyage to be awarded ($1,800/voyage for 2013). Background The Leeuwin Ocean Adventure Foundation is a not-for-profit organisation that operates sailing voyages aboard the Leeuwin II, Western Australia’s own Tall Ship. The Foundation runs a youth development program aimed at participants aged fourteen (14)-twenty five (25) which centres on a seven (7) day/six (6) night Youth Explorer Voyage. Voyages both depart and arrive from Fremantle, Bunbury, Busselton and Monkey Mia. During this time participants learn everything there is to know about sailing a ship; from hauling lines, climbing the rigging, stowing sails, cleaning the ship, scaling the masts, taking the helm and navigating. The aim of the program is for participants to sail the ship themselves for the last day of the voyage.

There are up to forty (40) participants on each voyage (and fifteen (15) staff) hailing from a range of backgrounds and locations who will have to learn to work, rest and play together throughout the voyage. All participants are expected to develop key life skills in four broad areas:

1. The concept of self 2. Communication skills 3. Teamwork 4. A sense of community

In 2010 the City allocated a total of $7,900 to the Foundation from which only two scholarships were awarded, thus leaving a balance of $5,050. Generally, local governments nominate their own candidates to participate in these voyages, and choose to offer them full or partial scholarships. Often fundraising initiatives are undertaken to fund the excess if partial scholarships are awarded. Council Policy Compliance N/A. Legislative Compliance N/A. Officer Comments It is proposed that a panel comprising of three (3) City of Bunbury nominees (one staff member and two Councillors) will select the recipient of the Leeuwin Prize to acknowledge outstanding leadership both within the Youth Advisory Council and in the community.


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It is also proposed that selection will be based upon the following criteria. That is, the Leeuwin Prize recipient is a young person who;

1. consistently demonstrates leadership within the YAC and amongst the community

2. actively participates in community affairs and events 3. demonstrates dedication to excellence in all facets of life (including YAC, home,

school and sporting life) 4. is supportive, encouraging and empathetic of other young people 5. is a YAC Committee member or regular attendee of the City of Bunbury Youth

Reference group (consecutive attendance more than three months).

Analysis of Financial and Budget Implications There are no immediate implications on the relevant budget however if the scholarship prize is to be ongoing funds will need to be allocated in future budgets, or external funding will need to be investigated.

Community Consultation It is proposed that this prize will be made known to current Youth Advisory Council members and possible future members at promotional activities to encourage future participation in the Council should ongoing funding be available. Councillor/Officer Consultation This item brings the matter to Council’s attention. The Council representatives on this Committee are aware of the proposal.

10.2 Members Reports

10.2.1 Nil. 10.3 Any other General Business

Committee Recommendation That Council;

1. Approves the allocation of funds to the creation of an annual Leeuwin Youth Advisory Council Member of the Year Prize.

2. Approves the full cost of the Youth Explorer Voyage to be awarded ($1,800/voyage for 2013).

Moved: Samuel Rigg Seconded: Luke Rigg CARRIED 6 votes “for” / nil votes “against”


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10.3.1 Terms of Reference Recommendation Update Isabell advised that the new Terms of Reference of the Youth Advisory Council Committee were approved by Council at their meeting on 30 October 2012. These can be viewed on the first page of these Minutes. 10.3.2 Review of Community Representation Recommendation Update Isabell advised that the Committee’s recommendations regarding the immediate future of the Committee were approved by Council at their meeting on 30 October 2012. Thus, the terms of the five (5) current community representatives; Carlee Brien, Gioia Parkes, Jack Manoni, Samuel Rigg and Luke Rigg; are extended until October 2013. Further, nominations for the remaining five (5) positions have been opened. Finally, the Committee will meet bi-monthly. Isabell advised that nominations have thus been opened and have been advertised in local print and radio media, via Facebook and through appropriate networks. Nominations will close Friday 23 November 2012, however in the interim Isabell invited nominee Sean Smith to attend the meeting to learn more about the work of the Committee, hence his attendance. Upon the closure of the nomination period, Isabell suggested a special December meeting be held to welcome the new Members, then a return to the bi-monthly schedule in 2013. This was met with approval by the Committee. 10.3.3 Meeting Schedule Following the cancellation of October’s meeting due to the inability to reach quorum, Isabell suggested that the Committee revert to the original meeting schedule of the first Wednesday of every second month. Committee members expressed support for this idea as given their busy schedules keeping a consistent day of the week for meetings is best practice. Carlee suggested however that if upon notice of the next meeting a large number of Members are unable to attend (ie quorum will not be reached), the option to reschedule the meeting to the second Wednesday of that month will be made available. This is to ensure meetings are held on a regular basis and to avoid four (4) month gaps if initial meetings are indeed cancelled. Councillor Leigh informed the Committee that Councillor Steele has unfortunately had to resign from the Committee due to work commitments and he passed on her disappointment. 10.3.4 Promotion of the Youth Advisory Council (YAC) Councillor Morris questioned the Committee Members on their friends and classmates knowledge of the YAC. Isabell mentioned that the Community Development Team will conduct a promotional visit at Manea College this Friday 9 November and ABC Radio will be conducting interviews. Samuel and Luke mentioned they have friends who have previously expressed interest in attending however often forget. Isabell suggested to Members that they


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ask interested friends if their mobile phone number would like to be added to the distribution list so that they can be reminded of meetings in advance. Action: Samuel and Luke to promote distribution list.

10.3.5 Australia Day Youth Zone 2013 All present Community Committee Members expressed interest in volunteering at the event for another year for the duration of the afternoon; from 4:00pm – 8:30pm. Upon Councillor Morris’ encouragement the Committee discussed possible activities, and although Isabell mentioned that in accordance with event planning schedules much of the Youth Zone was already arranged, the Committee would like to pursue the possibility of including water-based activities such as a dunking machine and fenced off water-bomb area. Isabell will research the viability of these options in terms of public safety, available space and available resources. Councillor Morris mentioned the Lions or Rotary may have such a machine. If one is available Committee members will discuss which members of the community they would like to ‘dunk’ and write invitation letters accordingly. Carlee expressed interest in the activities of the Youth Zone being directed to an older age range than in previous years, and thus activities such as the circus workshops will not be included in the 2013 event. Samuel mentioned the success of the skate park activities facilitated by Freestyle Now, which will be engaged again for next year’s event. Members present at previous events expressed interest in the continuance of promotional sponsor merchandise such as the Polite In Public photo booth and small giveaways. Following this, Councillor Morris mentioned his son’s video recording capabilities, and that he could be engaged to record the skate park activity as well as the event in general. Councillor Morris also mentioned two local artists who may be interested in providing some free entertainment on the stage; Ben Wilson and Hayden Trantham. Isabell will pursue. Action: Isabell to investigate water activities and viability for Youth Zone, contact entertainment options. Committee Members to consider which Bunbury personalities they would like to ‘dunk.’

10.3.6 Urban Art Workshops Isabell informed the Committee of a series of three (3) urban art workshops which the City will be running in early January. 10.3.7 Formal Photos Councillor Leigh expressed concern at the lack of formal photos available of the Committee. It was suggested that once Committee nominations have closed and membership finalised for 2013, formal photos of the group be taken. This will be pursued once nominations have closed.


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10.3.8 Website Update Carlee expressed interest in the Committee updating the Youth Advisory Council section of the City of Bunbury website. Members are charged with considering what they would like to include on the page and come to the next meeting with ideas in mind. Action: All members to research other websites and consider what they would like to see in the youth section of the CoB website.

10.3.9 Brochure Update

Isabell showed the Committee the only available brochure on the Youth Advisory Council (see Appendix A) and expressed that she would like to work with the Committee to develop new content which will be professionally designed and printed. The Committee are charged with considering what they would like included in an introductory brochure and are to bring solid ideas to the next meeting so that a design can be jointly created. Action: All members to consider what content and style they would like to see in a YAC brochure.

10.3.10 Meeting Locations

Carlee expressed interest in holding a meeting in the Council Chambers. Isabell will pursue and inform the Committee of the viability of this. Isabell mentioned that if viable, the Committee could make a presentation to Council asking for said permission. Action: Isabell to liaise with the Mayor’s office to assess the viability of this request.

10.3.11 Bunbury Waterfront Koombana North Precinct Redevelopment

Isabell informed the Committee on the City of Bunbury’s plans for the redevelopment of the Koombana North Precinct. The Committee viewed the model situated in the building’s Customer Service Area and Councillors Leigh and Morris explained the model to the Community Members. Isabell proposed that the Committee consider the proposal and submit formal feedback to Council which was met with interest.

Action: Isabell will organise for a relevant City of Bunbury staff member to attend the next meeting to talk to the Committee about the redevelopment.

11. Applications for Leave of Absence


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Youth Mayor Carlee Brien applied for a Leave of Absence beginning 16 December 2012. Carlee was unsure of her exact date of return but estimates a three (3) week leave of absence. Carlee will advise.

12. Motions of Which Previous Notice has been given Nil.

13. Questions from Members

13.1 Response to Previous Questions from Members taken on Notice

Nil.

13.2 Questions from Members Nil.

14. Urgent Business Nil.

15. Date of Next Meeting An extraordinary end of year meeting will be held Wednesday 4 December at 4:00pm.

16. Close of Meeting Meeting closed at 4:57pm.

Actions Required after Meeting 1. Minutes of meeting to be sent to Council for noting. 2. Items to be raised for Council following requests/recommendations/motions by

committee 3. Any other actions required; - Committee Members (noteably Jack and Luke) to speak to interested friends

and ask if they would like their mobile phone numbers added to the distribution list. If they are supportive, Committee Members are to pass on the numbers to Isabell.

- Isabell to liase with Healthway with regard to sponsorship merchandise and the continued provision of small giveaways and the Polite In Public photobooth.

- Isabell to pursue further activities for the Australia Day Youth Zone. - Committee to consider which members of the Bunbury community they

would like to ‘dunk’ should a dunking machine be available. - Committee to consider what they would like to see on the Youth Advisory

Council page of the City of Bunbury website. - Committee to consider what they would like included in a Youth Advisory

Council brochure and come to the next meeting with proposals so that a design can be created.


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- Isabell to pursue the possibility of holding a meeting in the Council chambers.

- Isabell to liase with relevant City of Bunbury staff regarding attending the next meeting and informing the Committee on the Koombana North Redevelopment so that the Committee can submit feedback.

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