Shire of Cunderdin

Minutes – Ordinary Meeting held on 15th

March 2012 ()

Shire of Cunderdin

Minutes of an Ordinary Council Meeting Dear Council Member, The Ordinary Meeting of the Cunderdin Shire Council was held on Thursday 15th March 2012 in the Council Chambers, Lundy Avenue Cunderdin and commenced at 5:10pm. Peter Naylor Chief Executive Officer


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Table of Contents 1. Declaration of opening ..................................................................................................................... 3 2. Suspension of Clause 3.2 - Standing Orders ..................................................................................... 3 3. Public Question Time ....................................................................................................................... 3 4. Record of Attendance, Apologies and Approved Leave of Absence ................................................ 3 5. Petitions, Deputations, Presentations ............................................................................................. 4

5.1. Petitions ....................................................................................................................................... 5 6. Announcements by President without discussion ........................................................................... 6 7. Confirmation of the Minutes of Previous Meetings ........................................................................ 7 8. Finance Report ................................................................................................................................. 8

8.1. Financial Report for February 2012 ............................................................................................. 8 8.2. Accounts Paid – February 2012 ................................................................................................. 10 8.3. Council Investments – February 2012 ....................................................................................... 14 8.4. Budget Review 2011/2012 ......................................................................................................... 16

9. Chief Executive Officer’s Reports ................................................................................................... 23 9.1. South East Avon Regional Transition Group (SEARTG) .............................................................. 23 9.2. Strategic Community Plan ......................................................................................................... 25 9.3. Asset Management Plan – Buildings and Structures ................................................................. 28 9.4. Regional Business Plan for the South East Avon Regional Transition Group (SEARTG) ............ 32 9.5. Cunderdin District High School – Bus Hire ................................................................................. 34 9.6. Meckering Sporting Club (Inc) ................................................................................................... 36

10. Environmental Health & Buildings Services Report ....................................................................... 38 11. Works & Services ............................................................................................................................ 39

11.1. Manager of Works & Services Report ........................................................................................ 39 12. Town Planning ................................................................................................................................ 41

12.1 Cooperative Bulk Handling ........................................................................................................ 41 12.2 Porter Consulting Engineers on behalf of Landcorp .................................................................. 44

13. Urgent Items .................................................................................................................................. 46 14. Matters for which the meeting may be closed .............................................................................. 46 15. Closure of meeting ......................................................................................................................... 46


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MINUTES

1. Declaration of opening

The President declare the meeting open at 5:10pm

The Shire of Cunderdin disclaimer was read aloud. The Local Government Act 1995 Part 5 Division 2 Section 5.25 and Local Government (Administration) Regulations 1996 Regulation 13 “No responsibility whatsoever is implied or accepted by the Shire of Cunderdin for any act, omission or statement or intimation occurring during this meeting. It is strongly advised that persons do not act on what is heard at this Meeting and should only rely on written confirmation of Council’s decisions, which will be provided within ten working days of this meeting”.

2. Suspension of Clause 3.2 - Standing Orders

Location: Cunderdin Applicant: Not applicable Date: 6th March 2012 Author: P Naylor Item Approved by: Chief Executive Officer

Resolution: Council suspends clause 3.2 – Order of Business – of the Shire of Cunderdin Standing Orders Local Law 2001 Moved: Cr Todd Harris Seconded: Cr Clive Gibsone Vote – Simple majority Carried: 8/0

3. Public Question Time

Response to previous public questions taken on notice

Declaration of public question time opened at 5:10pm

Declaration of public question time closed at 5:10pm

4. Record of Attendance, Apologies and Approved Leave of Absence

Record of attendances

Councillors Cr RL (Rod) Carter Shire President Cr RC (Clive) Gibsone Deputy Shire President Cr DT (David) Beard Cr GJ (Graham) Cooper Cr DG (Dianne) Kelly

Cr DB (Doug) Kelly Cr TE (Todd) Harris


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Cr DA (Dennis) Whisson

Apologies

Nil

On Leave of Absence

Nil

Staff PT (Peter) Naylor Chief Executive Officer L (Loren) Hempel Manager of Administration & Finance M (Mark) Burgess Manager of Works & Services

Guests of Council

Members of the Public Applications for leave of absence Cr Dianne Kelly applied for a leave of absence from the 19th April 2012 Meeting. Moved: Cr Todd Harris Seconded: Cr Doug Kelly Carried: 8/0 Declaration of Members and Officers Financial Interests

5. Petitions, Deputations, Presentations


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5.1. Petitions Cunderdin Town Hall Restoration

Location: Cunderdin Town Hall Applicant: Petition Date: 8th March 2012 Author: Community Development Officer Item Approved by: File Reference:

Chief Executive Officer ADM 0009

Proposal/Summary A Petition has been presented to the Shire Council dated 29th February 2012. The petition contains the header statement “Are you supportive of the restoration of the Cunderdin Town Hall? Please consider signing this form if ‘YES’. Thank you” The petition contains 98 signatures which have not been verified with the latest Shire of Cunderdin Electoral Roll at the time of preparing this report. Comment The Petition, which does not indicate a contact person, is in support of restoring the Cunderdin Town Hall. There is currently no Council resolution in place in relation to the future of the Town Hall. Statutory Implications Nil Policy Implications Nil Financial Implications There are no current financial implications in considering this item, however it will require future budget allocations to restore and/or for maintenance of the building. Strategic Implications Nil

Resolution 12.1 That Council receive and note the petition for ongoing consideration as to the future of the Cunderdin Town Hall. Moved: Cr Graham Cooper Seconded: Cr David Beard Vote – Simple majority Carried: 8/0


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Deputations

None

Presentations (2:00pm) Peter Hunt Architect – Cunderdin Community Centre

6. Announcements by President without discussion


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7. Confirmation of the Minutes of Previous Meetings Confirmation of Minutes of Previous Meetings

Location: Cunderdin Applicant: Administration Date: 6th March 2012 Author: P Naylor Item Approved by: Disclosure of Interest: File Reference:

Chief Executive Officer N/A

Proposal/Summary Council to confirm the minutes of the Ordinary Council meeting held on 15th February 2012. Background The minutes have been circulated to all Councillors and they have been made available to the public. Comment No business arising. Statutory Environment Local Government Act 1995 Part 5 Division 2 Subdivision 3 - Section 5.22 (2) Regulations requires minutes of all meetings to be kept and submitted to the next full council meeting for confirmation. Financial Implications There are no financial implications in considering this item.

Resolution 7.1 That the minutes of the; Ordinary Council meeting held on 15th February 2012, be confirmed as a true and correct record. Moved: Cr Graham Cooper Seconded: Cr Doug Kelly Vote – Simple majority Carried: 8/0

Note to this item: The President signed the minute declaration.


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8. Finance Report

8.1. Financial Report for February 2012

Location: Cunderdin Applicant: Manager of Finance & Administration Date: 7th March 2012 Author: Loren Hempel Item Approved by: File Reference:

Chief Executive Officer N/A

Proposal/Summary The financial position as at 29th February 2012 is presented for consideration. Appendices – 29th February 2012 - Financial Statements

Statement of Financial Activity

Councillor EOY Estimate

Operating Statement

Statement of Surplus or Deficit

Statement of Financial Position

Statement of Cash Flows

Details by Function & Activity

Reserves Account Summary

Loan Repayment Schedule

Financial Activity Statement projected to 29th February 2012

Municipal Bank Account Statement & Reconciliation (036-102 000030)

Restricted Cash Account Statement & Reconciliation (036102 123263)

Licensing Trust, Working Trust and REBA Trust Account Statements & Reconciliations Statutory Environment The Local Government Act 1995 Part 6 Division 3 requires that a monthly financial report be presented to Council. Commentary Nil Policy Implications Nil Financial Implications All financial implications are contained within the reports Strategic Implications


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Nil

Resolution 8.1 That council receive the financial report to 29th February 2012. Moved: Cr Dennis Whisson Seconded: Cr David Beard Vote – Simple majority Carried: 8/0


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8.2. Accounts Paid – February 2012

Location: Cunderdin Applicant: Author:

N/A Manager of Finance & Administration

Report Date: Item Approved By:

7th March 2012 Chief Executive Officer

Disclosure of Interest: Nil File Reference:

Cr Cooper left the Council Chambers at 5:19pm Cr Cooper returned to the Council Chambers at 5:21pm Proposal/Summary Council is requested to confirm the payment of Accounts totalling $ 357,610.95 listed in the Warrant of Payments for the period 1st February 2012 – 29th February 2012. Attachments Warrant of Payments for 1st February 2012 – 29th February 2012. Statutory Environment Financial Management Regulations 12 & 13 Commentary on Statutory Environment In accordance with Financial Management Regulations 12 & 13, a List of all accounts paid or payable shall be presented to Council (Refer Warrant of Payments attached). Policy Implications Nil Financial Implications All financial implications are contained within the reports Strategic Implications Nil


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The accounts paid and payable are summarised as follows for 1st February 2012 – 29th February 2012. 1.0 Accounts Already Paid 1.1 Municipal Fund –

CHEQUE NUMBERS AMOUNT

009472-009499 $ 72,889.56 Electronic Payments - Various $ 284,721.39

1.2 Other Funds – Recoup of Municipal Fund Expenditure and Term Investment

Nil.

CHEQUE NUMBERS AMOUNT $

2.0 Accounts to be passed for payment 2.1 Municipal Fund - Nil

TOTAL MUNICIPAL FUNDS $ 357,610.95

3. Trust Fund – Accounts Already Paid

DATE CHEQUE NUMBER

DETAILS AMOUNT $

Nil 0.00

Resolution 8.5 (a) That Council’s payment of accounts amounting to $ 357,610.95 for the period of 1st February 2012 – 29th February 2012 from the Municipal Fund be confirmed and noted. (b) The Payments List as presented where incorporated in the Minutes of the Meeting. Moved: Cr Graham Cooper Seconded: Cr Todd Harris Vote – simple majority Carried: 8/0

Attachments: 2 Pages


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Payments List -February 2012

Date Reference Creditor Amount

1/02/12 Bank Charges Westpac Banking Corporation -$278.05









1/02/12 9472 Holcim Australia -$1,727.00

1/02/12 Staff Wages Staff Salaries & Wages -$36,821.10



3/02/12 EFT-336 Evergreen Synthetic Grass -$14,911.30

3/02/12 EFT-337 A P Concreting Pty Ltd -$5,624.30


6/02/12 9473 Suncorp WealthSmart -$317.78

6/02/12 9474 Cunderdin Co-op Museum -$81.97

6/02/12 9475 Cunderdin Bowling & Tennis Club -$889.90

6/02/12 9476 Dominic Carbone & Associates -$4,504.50

6/02/12 9477 Cunderdin Newsagency -$451.15

6/02/12 9478 LG System Incorporated -$46.20

6/02/12 9479 Telstra (Bigpond) -$109.90

6/02/12 9480 DF & JE Fulwood -$420.00

6/02/12 9481 Stewart & Heaton Clothing Co Pty Ltd -$109.21

6/02/12 9482 Grey Home Farming Co -$4,860.00

6/02/12 9483 Shire of Kellerberrin -$7,088.40

6/02/12 9484 Builders' Registration Board Of WA -$180.00

6/02/12 9485 Signs Plus -$120.00

6/02/12 9486 Mick Walker Transport -$1,001.00

6/02/12 9487 Dunlop, Graham -$813.45

6/02/12 9488 Synergy -$10,029.30

6/02/12 9489 Water Corporation -$4,492.65

6/02/12 9490 Rylan Pty Ltd -$6,160.00

6/02/12 9491 MYOB Australia Pty Ltd -$799.00

6/02/12 9492 Telstra (Plant Damages) -$2,610.92

6/02/12 9493 Wayne Davies -$13,300.00

6/02/12 9494 Westnet -$44.95

6/02/12 9495 Westscheme Superannuation -$958.20

6/02/12 9496 Fire & Emergency Services Authority -$8,603.22

6/02/12 9497 Telstra Corporation Limited -$1,616.11

6/02/12 9498 BT Super for Life -$69.75

Payments List -February 2012

Date Reference Creditor Amount


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6/02/12 9499 Royal Life Saving Society WA Inc. -$1,485.00

6/02/12 EFT-339 Sandco Hire & Contracting -$35,421.98

6/02/12 EFT-340 Landgate -$130.00

6/02/12 EFT-341 WA Local Government Association -$1,845.97

6/02/12 EFT-342 Austral Mercantile Collections Pty Ltd -$354.73

6/02/12 EFT-343 Coromup Contracting -$12,243.00

6/02/12 EFT-344 The Wheeler Superannuation Fund -$37.76

6/02/12 EFT-345 Contract Aquatic Services -$17,006.00

6/02/12 EFT-346 The Cunderdin Mob -$575.00

6/02/12 EFT-347 Kings Services -$75.00

6/02/12 EFT-348 Snap Printing -$448.00

6/02/12 EFT-349 RBE Internet Services -$20.00

6/02/12 EFT-350 Courier Australia -$76.51

6/02/12 EFT-351 Corporate Express -$238.33

6/02/12 EFT-352 WA Local Government Superannuation Plan -$7,882.60

6/02/12 EFT-353 Cunderdin Community Resource Centre -$50.50

6/02/12 EFT-354 Gaver, Matt -$26.46

6/02/12 EFT-355 Wren Oil -$356.95

6/02/12 EFT-356 Country Copiers Northam -$549.12

6/02/12 EFT-357 Av-Sec Security -$180.20

6/02/12 EFT-358 Startrack Express -$59.32

6/02/12 EFT-359 Cunderdin Plant Hire -$1,100.00

6/02/12 EFT-360 Elders Limited -$335.50

6/02/12 EFT-361 Meckering Roadhouse -$990.00

6/02/12 EFT-362 Cody Express Transport -$56.87

6/02/12 EFT-363 Shire of Tammin -$2,010.05

6/02/12 EFT-364 Fly's R Gone -$1,205.00

6/02/12 EFT-365 Data # 3 Limited -$3,343.01

6/02/12 EFT-366 Naylor, Mr. Peter -$87.56

6/02/12 EFT-367 HCT Rural Agencies -$20.94

8/02/12 EFT-369 Brickmart Northam -$6,600.00

14/02/12 Loan 73 West Australian Treasury Corporation -$11,061.72

14/02/12 Loan 74 West Australian Treasury Corporation -$7,706.13

15/02/12 EFT-373 SGFleet -$1,857.79

15/02/12 Bank Charges Commonwealth Bank Australia -$31.64



21/02/12 EFT-374 Brickmart Northam -$13,385.63

27/02/12 Housing Bond Tfr Bond Tfr for Lot 30 Kelly St -$560.00

28/02/12 Gym Bonds Tfr Gym Key Bond Transfers -$450.00


TOTAL -$357,610.95


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8.3. Council Investments – February 2012





Disclosure of Interest: Nil File Reference: Nil

Proposal/Summary To inform Council of its investments as at 29th February 2012. Background The authority to invest money held in any Council Fund is delegated to the Chief Executive Officer. Council Funds may be invested in one or more of the following:

Fixed Deposits

Commercial Bills

Government bonds

Other Short-term Authorised Investments Council funds are to be invested with the following financial institutions.

Major Banks & Bonds Issued by Government and/ or Government Authorities. Commentary

COUNCIL INVESTMENTS AS AT 29th February 2012

Institution Amount

Investment type Municipal Reserve

Invested Funds Funds

Westpac Banking Corporation

$1,118.54 Business Cash Reserve

13-7729 0.00% $0.00 $1,118.54


$283.69 Business Cash Reserve

13-8262 0.00% $283.69 $0.00


$312,784.93 Term Deposit

21-7618 5.60% (Maturity Date: 10/04/12)

$312,784.93 $0.00



21-7597 5.60% (Maturity Date: 10/04/12)

$0.00 $557,910.01



14-7310 5.50% (Maturity Date: 31/05/12)

$0.00 $257,254.27

TOTAL INVESTMENTS

$1,129,351.44 $313,068.62 $816,282.82


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Statutory Implications Financial Management Regulation 19. Policy Implications Delegation #18 – Investments. Financial Implications There are no financial implications in considering this item. Strategic Implications There are no strategic implications in considering this item.

Resolution 8.6 That the report on Council investments as at 29th February 2012 be received and noted. Moved: Cr Dianne Kelly Seconded: Cr Clive Gibsone Vote – Simple Majority Carried: 8/0

Attachments: Nil


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8.4. Budget Review 2011/2012





Disclosure of Interest: Nil File Reference: Nil

Proposal Council is requested to consider the review of the 2011/12 Annual Budget and amending it in accordance with the schedules (Budget Review 2011/12) provided in the report. Background The 2011/12 Budget was adopted by Council at an Ordinary meeting held on the 15st July 2011. Commentary A budget review was undertaken during in February based on the January Financial statements in accordance with the requirements of Local Government (Financial Management) Regulation 33A. Statutory Implications Section 6.8 of the Local Government Act states; 6.8. Expenditure from municipal fund not included in annual budget (1) A local government is not to incur expenditure from its municipal fund for an additional purpose

except where the expenditure — (a) is incurred in a financial year before the adoption of the annual budget by the local

government;

(b) is authorised in advance by resolution*; or

(c) is authorised in advance by the mayor or president in an emergency. * Absolute majority required. The Local Government (Financial Management) Regulations state; 33A. Review of budget (1) Between 1 January and 31 March in each year a local government is to carry out a review of its

annual budget for that year. (2) Within 30 days after a review of the annual budget of a local government is carried out it is to be

submitted to the council. (3) A council is to consider a review submitted to it and is to determine* whether or not to adopt the

review, any parts of the review or any recommendations made in the review.

*Absolute majority required.


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(4) Within 30 days after a council has made a determination, a copy of the review and

determination is to be provided to the Department”. Policy Implications There are no policy implications in considering this item. Financial Implications Various - refer to budget review schedule. The proposed budget amendments still provide for a balanced budget, it does not provide for a deficit or surplus. Strategic Implications There are no policy implications in considering this item.

Resolution 8.4 Council resolve; (1) That in accordance with section 6.8 of the Local Government Act all new expenditure items

previously not budgeted for which are now contained within the Budget Review 2011/12 (column “Amended Budget”) document be authorised by Council.

(2) That the 2011/2012 Annual Budget be amended as detailed in the attachment for report 8.4 -

“Budget Review 2011/12” (3) That in accordance with section 33A of the Local Government (Financial Management)

Regulations a copy of the review be forwarded to the Department. Moved: Cr Graham Cooper Seconded: Cr Doug Kelly Vote – Absolute majority Carried: 8/0

Attachments: 5 Pages


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9. Chief Executive Officer’s Reports

9.1. South East Avon Regional Transition Group (SEARTG)

Location: South East Avon Applicant: SEARTG Date: 6th March 2012 Author: P Naylor Item Approved by: Disclosure of Interest: File Reference:

Chief Executive Officer Nil

Proposal/Summary The minutes of the South East Avon Regional Transition Group Board Meeting and the Regional Collaborative Discussions meeting held on 2 February 2012, in Beverley are provided for Council and Community information. Background The South East Avon Regional Transition Group (SEARTG) was formed from the South East Avon Voluntary Regional Organisation of Councils (SEAVROC) to investigate structural reform in this region under a formal agreement with the Department of Local Government. The SEARTG has received funding of $500,000 to undertake Business Plans, Asset Management Plans, Community Strategic Plans and 10 Year Financial Plans to fully analyse the structural reform process. Comments Please note that as part of the continuing SEARTG process all plans and reports prepared will be referred to the community for comment and there will be a community consultation process. Consultation Nil Statutory Environment Nil Policy Implications Nil Financial Implications Nil, fully funded by Department of Local Government. Strategic Implications To develop a framework to facilitate planning and decision-making in order to identify and meet community needs, develop opportunities and implement change.


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To provide leadership for the long term benefit of the Cunderdin community, and to develop leadership in the community. To achieve community involvement and partnership in achieving the vision for the Shire. To achieve effective two-way communication between Council and community. To pursue involvement in regional cooperation with other local authorities.

Resolution 9.1 That Council receives the Minutes of the South East Avon Regional Transition Group Meeting and the Regional Collaborative Discussions held in Beverley on 2 February 2012.

Moved: Cr Clive Gibsone Seconded: Cr Doug Kelly

Vote - Simple majority Carried: 8/0


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9.2. Strategic Community Plan

Location: Not applicable Applicant: Not applicable Date: 6th March 2012 Author: P Naylor Item Approved by: Disclosure of Interest: File Reference:


Proposal/Summary The Cunderdin Strategic Community Plan has been prepared as part of the Integrated Planning process now required of all Local Governments in Western Australia. Background On 26 August 2010, the Minister for Local Government introduced regulations which establish new requirements for the Plan for the Future under the Local Government Act 1995. The new regulations require all local governments in Western Australia to develop and adopt the following two key documents by 30 June 2013: a Strategic Community Plan and a Corporate Business Plan – supported and informed by resourcing and delivering certain strategies. It is proposed that the plans will drive the development of each local government’s 2013/2014 Annual Budget and will ultimately assist local governments in the planning for the future of their communities. Comments The Strategic Community Plan is an integral component of the overall planning for the future for local government which will include asset management plans, workforce plans, service delivery plans, 10 year financial plans, corporate business plans, annual budgets, forward capital plans and other specific strategies/plans such as road and plant to provide an overall projection into the future, and to assess sustainability realities and to provide for bench marking provisions. The South East Avon Regional Transition Group has received high level financial support form the Department of Local Government to undertake the majority of the above plans for the Shires of Beverley, Cunderdin, Quairading Tammin and York. Consultation Community Consultants Statutory Implications Local Government Act 1995 – Local Government (Administration) Amendment Regulations (No. 2) 2011 Section 19C – Planning for the future: strategic community plans – s. 5.56 (1) A local government is to ensure that a strategic community plan is made for its district in

accordance with this regulation in respect of each financial year after the financial year ending 30 June 2013.

(2) A strategic community plan for a district is to cover the period specified in the plan, which is to be

at least 10 financial years.


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(3) A strategic community plan for a district is to set out the vision, aspirations and objectives of the

community in the district. (4) A local government is to review the current strategic community plan for its district at least once

every 4 years. (5) In making or reviewing a strategic community plan, a local government is to have regard to –

(a) the capacity of its current resources and the anticipated capacity of its future resources; and (b) strategic performance indicators and the ways of measuring its strategic performance by the

application of those indicators; and (c) demographic trends

(6) Subject to subregulation (9), a local government may modify its strategic community plan, including

extending the period the plan is made in respect of. (7) A council is to consider a strategic community plan, or modifications of such a plan, submitted to it

and is to determine* whether or not to adopt the plan or the modifications.

*Absolute majority required. (8) If a strategic community plan is, or modifications of a strategic community plan are, adopted by the

council, the plan or modified plan applies to the district for the period specified in the plan. (9) A local government is to ensure that the electors and ratepayers of its district are consulted during

the development of a strategic community plan and when preparing modifications of a strategic community plan.

(10) A strategic community plan for a district is to contain a description of the involvement of the

electors and ratepayers of the district in the development of the plan or the preparation of modifications of the plan.

Policy Implications Nil Financial Implications Nil, the consultants costs for the community consultation, research and plan production was met through the structural reform funding provided to the South East Avon Regional Transition Group. Strategic Implications To develop a framework to facilitate planning and decision-making in order to identify and meet community needs, develop opportunities and implement change. To provide leadership for the long term benefit of the Shire of Cunderdin communities, and to develop leadership in the community. To achieve community involvement and partnership in achieving the vision for the Shire. To achieve effective two-way communication between council and community.


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To pursue involvement in regional cooperation with other local authorities. To have in place the infrastructure to enable the community to develop. To foster community leadership and a mutually supportive and inclusive community. To assist and encourage community groups and volunteerism. To develop community pride. To celebrate community achievement.

Resolution 9.2 That Council receives the Cunderdin Strategic Community Plan, as presented, and advertise that public submissions may be made within 28 Days of the advertisement. Moved: Cr David Beard Seconded: Cr Dianne Kelly Vote – Absolute Majority Carried: 8/0


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9.3. Asset Management Plan – Buildings and Structures



Proposal/Summary The Asset Management Plan (the Plan) has been prepared as part of the Integrated Planning process now required of all Local Governments in Western Australia. The Plan outlines all the tasks and resources required to manage and maintain Council’s building and structures portfolio to an agreed standard. The Plan acts as a tool to support the ability of Council to deliver well targeted, responsive and value for money maintenance and operational services for customers and the community as a whole. Background The purpose of the Asset Management Plan is to assist Council in identifying the actual annual maintenance requirements to maintain all of its assets to a suitable standard. This plan will assist in the preparation of the 2013/2014 Annual Budget and will ultimately help local governments plan for the future of their communities. Comment The Plan will provide Councils and Communities with a clear picture of what is realistic from a financial perspective which will underpin future service delivery, viability and sustainability. The Plan will be linked to other plans such as Forward Capital Plans, Strategic Plans and Plans for the Future for a critical overview of what is real and achievable through the structural reform processes. Consultation CEO and staff. Dominic Carbone and Associates. AVP Valuers.


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Statutory Implications Department of Local Government Guidelines in the development of Structural Reform. Extract from the Plan: Table 3.2: Legislative Requirements

Legislation Requirement

Local Government Act Sets out role, purpose, responsibilities and powers of local governments including the preparation of a long term financial plan supported by asset management plans for sustainable service delivery.

Aboriginal Heritage Act 1972 Preservation of the community places and objects used by traditional owners.

Aboriginal Heritage Regulations 1974 Preservation of the community places and objects used by traditional owners.

Building Code of Australia 2005 Construction and building standards for all buildings in Australia.

Dangerous Goods Safety Act 2004 Relates to the safe storage, handling and transport of certain dangerous goods.

Disability Services Act 1993 An Act for the establishment of the Disability Services Commission and the Ministerial Advisory Council on Disability, for the progress of principles applicable to people with disabilities, for the funding and provision of services to such people that meet certain objectives, for the resolution of complaints by such people and for related purposes.

Disability Services Regulations 2004 Current amendments to Disability Services Act (1993).

Dividing Fences Act 1961 Local government exemption from 50/50 contribution for dividing fences abutting public open space.

Environment Protection and Biodiversity Conservation Act 1999

Provides for the development of a Commonwealth Heritage List, which comprises natural, Indigenous and historic heritage places which are either entirely within a Commonwealth area, or outside the Australian jurisdiction and owned or leased by the Commonwealth or a Commonwealth Authority; and which the Minister is satisfied have one or more Commonwealth Heritage values.

Health Act 1911 Sets down the legislative requirements in relation to health standards for public buildings, including ablution facilities, and the handling and disposal of hazardous materials including asbestos.

Health (Public Buildings) Regulations 1992

The regulations are intended to address operational matters or those where the BCA is considered inadequate for the protection of public health or safety in and about a public building.

Heritage Act of WA 1990 Requires all local governments to compile and regularly review an inventory of local places, which are significant or may become significant heritage properties.

Occupational Health and Safety Act 1984 and associated regulations

Administered in part by local governments to promote and improve standards for occupational health, safety and welfare and to coordinate administration of the laws relating to occupational safety and health for incidental and other purposes.


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Policy Implications Nil Financial Implications The projected cost to provide the services covered by this Asset Management Plan includes operations, maintenance, renewal and upgrade of existing assets over the 10 year planning period is $10,766,000 or $1,077,000per year. Council’s estimated available funding for this period is $8,460,000 or $846,000 per year. This is a funding shortfall of ($231,000) per year, which is 79% of the cost to provide the service. Strategic Implications To have in place the infrastructure to enable the community to develop.

Resolution 9.3

That Council: 1. Receives the Shire of Cunderdin Asset Management Plan – Buildings and Structures.

2. Adopts the following Improvement Plan from the Asset Management Plan (incorporating

amendments in regards to responsibility):

Task No

Task Responsibility Resources Required

Timeline

1 Conduct follow up Asbestos inspections

CEO/Consultant Internal June 2012

2 Conduct detailed inspection of all assets with a Fair-Minus condition rating to determine renewal requirements

CEO Internal June 2012

3 Assess the first year of Plan against actual costs


4 Prepare and prioritise a long term plan and ranking systems for renewal & upgrade/new expenditure


5 Review of property maintenance practises to ensure alignment with service level requirements

CEO Internal Annually

6 Ongoing rolling program of data collection (every 4 years)

CEO TBA Every 4 Yrs

7 Develop and review detailed risk analysis and planning for critical assets


8 Review service levels and commence internal and Elected Member consultation on service level provision


9 Community consultation on service CEO TBA June 2014


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level provision

10 Investigate alternative service delivery arrangements for existing and new services

CEO TBA January 2015

3. Reviews the Asset Management Plan during annual budget preparation and amend to recognise

material changes in service levels and/or resources available as a result of the budget decision process.

4. Notes that the Asset Management Plan has a life of four (4) years and Council will need to

complete a major revision of the Asset Management Plan within six (6) months of its expiry.

Moved: Cr Graham Cooper Seconded: Cr Dennis Whisson Vote – Absolute majority Carried: 8/0


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9.4. Regional Business Plan for the South East Avon Regional Transition Group (SEARTG)



Proposal/Summary The Regional Business Plan has been prepared as part of the Integrated Planning process now required of all Local Governments in Western Australia and provides details on the current state of the Regional Transition Group incorporating the Shires of Beverley, Cunderdin, Quairading, Tammin and York. Background The purpose of the Regional Business Plan is to explore the community benefits and costs of transitioning to a single local government. Comment The Business Plan is needed to properly analyse the benefits and constraints of mergers of all or some of the Regional Transition Group (RTG) members. The Business Plan will provide Councils and Communities with a clear picture of what is realistic from a financial perspective which will underpin future service delivery, viability and sustainability. The Business Plan will be linked to Asset Plans, Forward Capital Plans, Strategic Plans and Plans for the Future for a critical overview of what is real and achievable through the structural reform processes. The Regional Business Plan is vital to enable member councils to make an informed decision on the benefits or otherwise of any potential amalgamation. Statutory Environment Department of Local Government Guidelines in the development of Structural Reform Business Plans. Policy Implications Nil Financial Implications The consultants costs for the community consultation, research and plan production was met through structural reform funding provided to the South East Avon Regional Transition Group. Strategic Implications To develop a framework to facilitate planning and decision-making in order to identify and meet community needs, develop opportunities and implement change.


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To provide leadership for the long term benefit of the Shire of Cunderdin communities, and to develop leadership in the community. To achieve community involvement and partnership in achieving the vision for the Shire. To achieve effective two-way communication between council and community. To pursue involvement in regional cooperation with other local authorities. To have in place the infrastructure to enable the community to develop. To foster community leadership and a mutually supportive and inclusive community. To assist and encourage community groups and volunteerism. To develop community pride. To celebrate community achievements.

Resolution 9.4 That Council receives the Regional Business Plan – Current State, as presented, and approves release of the Plan for community consultation purposes. Moved: Cr Dianne Kelly Seconded: Cr Dennis Whisson Vote – Absolute majority Carried: 8/0


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9.5. Cunderdin District High School – Bus Hire

Location: Not applicable Applicant: Cunderdin District High School Date: 7th March 2012 Author: P Naylor Item Approved by: Disclosure of Interest: File Reference:

Chief Executive Officer Nil ADM 0043

Proposal/Summary Request received from the Cunderdin District High School seeking Council assistance for use of the Community Bus at no charge to transport Year 6 Students to a school camp at the Bridgetown Camp School from 30 July to 3 August 2012. Background The Cunderdin District High School endeavours to take students on a school camp on an annual or as available (time permits) basis and Council assisted with the process by providing the community bus free of charge in 2010. Comment The Chief Executive Officer (CEO) has informed the Cunderdin District High School that Council will support their request and the Community Bus will be available during the requested period at no charge. The CEO made this determination in accordance with the Shire of Cunderdin Delegation of Authority No 14 Granting of Concessions: “Council delegates its authority and power to the Chief Executive Officer to grant concessions in relation to fees, levies or charges by the Council for the use of its facilities and services”. Whilst the proposed school camp is still some time away the school needed to know of the bus availability and Council decision as soon as possible to enable arrangements to progress. Consultation Nil Statutory Environment Local Government Act 1995 – S5.42 & S6.10 Local Government (Financial Management) Regulations 1996 Policy Implications Shire of Cunderdin Delegations of Authority No 14 – Granting of Concessions Financial Implications Nil


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Strategic Implications Foster community participation in external events to assist with their education and development.

Resolution 9.5 That Council: 1. Endorses the Chief Executive Officers Actions. 2. Supports the waiver of the hire fee for the Cunderdin District High School use of the Cunderdin

Community Bus to transport Year 6 Students to a School Camp in Bridgetown on 30 July to 3 August 2012.

Moved: Cr Doug Kelly Seconded: Cr Dennis Whisson Vote – Simple majority Carried: 7/1 - Cr Todd Harris requested his name to be recorded as voting against the motion


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9.6. Meckering Sporting Club (Inc)

Location: Meckering Townsite Applicant: Meckering Sporting Club (Inc) Date: 7th March 2012 Author: P Naylor Item Approved by: Disclosure of Interest: File Reference:


Proposal/Summary Meckering Sporting Club (Inc) requesting Council assistance to clean up the Meckering townsite prior to the “Goodbye to the Grass” event on 31 March 2012, and Council consideration to the placement of a part time maintenance worker in Meckering to help maintain the townsite and sporting facilities on a more permanent basis. Background Council does not currently employ a maintenance worker in Meckering and any works is carried out utilising the outside workforce which is based in Cunderdin. The various works in maintaining the Meckering Sporting Club facilities, ie golf course, tennis and bowling, and associated playground/lawn areas, is done in a volunteer capacity. The Sporting Club has indicated that they would be prepared to contribute to a maintenance workers wages. Comment It is not necessary for Council to consider the maintenance/clean up needs in Meckering prior to the “Goodbye to the Grass” event as this is being scheduled by the Works Manager, however the proposal for a permanent part time employee in Meckering has some merit. A permanent part time employee in Meckering could be provided with minor plant and equipment and be available to attend to the Sporting Club facilities and also other duties within the townsite on a routine and as needs basis. The difficulty in servicing the Meckering townsite from Cunderdin is the time and cost to run staff and specific machinery to Meckering when working in the eastern part of the Shire. Whilst this matter has not been included in the Budget for the current 2011/2012 financial year it is something that could be followed up with the Meckering Sporting Club and be included in 2012/2013 budget deliberations. Consultation Meckering Sporting Club (Inc). Statutory Environment Nil


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Policy Implications Nil Financial Implications There will be a future cost to Council to introduce the additional service. However it is proposed to be subsidised by the Meckering Sporting Club (Inc), full details and amount to be determined. Strategic Implications Opportunity for Council to work with the Meckering community to assist with the ongoing maintenance of the Meckering townsite and sporting facilities. Resolution 9.6 That Council:

1. Supports the concept for a Permanent Part Time Maintenance Worker in Meckering to assist with the ongoing maintenance of the Meckering townsite and Meckering Sporting Facilities.

2. Authorises the Chief Executive Officer further investigate this matter and to undertake consultation

with the Meckering Sporting Club (Inc) with a view to presenting a detailed proposal for 2012/2013 Budget consideration.

Moved: Cr Graham Cooper Seconded: Cr Doug Kelly Vote – Simple majority Carried: 8/0


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10. Environmental Health & Buildings Services Report No Report Provided


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11. Works & Services

11.1. Manager of Works & Services Report

Location: Cunderdin Applicant: Manger Works and Services Date: 7th March 2012 Author: Mark Burgess Item Approved by: Disclosure of Interest: File Reference:


Proposal/Summary Council is to receive the Manager of Works and Services Report for March 2012. Comment Please find below a brief update in relation to the Works Program, and proposed works. Construction Cunderdin Wyalkatchem Rd Meckering Dowerin Rd. – Pavement repairs, and shoulder works are presently being undertaken with a reseal to follow. Goldfields Rd – Extra black spot project is 90% completed. Cunderdin Quairading This is presently at a standstill until funding is agreed to in writing. Gravel Sheeting Works Gravel sheeting works will commence in April 2012. Maintenance Grading

Loton Rd

Beeberring Rd

Rest as requested Main Street Upgrade Main Street is all but finished with Memorial drive almost completed. General Works in Meckering will commence prior to Goodbye to the Grass reunion. Statutory Implications Nil Financial Implications Nil Strategic Implications Nil


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Cr Beard left the Council chambers at 6:10pm

Resolution 11.1 That the Manager of Works and Services Report for March 2012 be received. Moved: Cr Clive Gibsone Seconded: Cr Dianne Kelly Vote – Simple majority Carried: 7/0


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12. Town Planning

12.1 Cooperative Bulk Handling

Location: Various locations & reserves within Cunderdin townsite

Applicant: Cooperative Bulk Handling Date: 7th March 2012 Author: P Naylor Item Approved by: Disclosure of Interest: File Reference:


Cr Beard returned to the Council Chambers at 6:13pm Proposal/Summary Correspondence has been received from Cooperative Bulk Handling (CBH) providing detailed information and seeking Council endorsement for the future Redevelopment and Expansion of the Cunderdin CBH Grain Receival Point. Please note the documentation has also been forwarded to Council’s Town Planning Consultant for formal assessment and comment. The Planning Consultant advises that in his opinion the information and recommendation contained within this report adequately addresses the matter before Council for consideration. Background CBH propose to upgrade the Cunderdin Receival Point to be a Strategic Regional Facility. The plans encompass various aspects that will require Council support prior to CBH proceeding beyond this point. CBH are also liaising with Brookfield Rail, Main Roads WA, Public Transport Authority, Telstra, Water Corporation, Western Power and Landcorp on the proposal. A detailed summary of the proposed redevelopment and expansion includes the following:

• Closure and acquisition of Carter Drive road reserve. • Acquisition including associated valuation of part of adjoining Shire of Cunderdin lot 50: the land

the bowling and tennis club facilities are located on. • Closure and acquisition of Eaton Street road reserve on the eastern side of the receival point to

Centenary Way. • Closure and acquisition of access to the railway station from Eaton Street through the existing

rail reserve land. • Acquisition of part of Shire of Cunderdin Lots 20, 21 and 2223 Centenary Avenue: the land the

Council depot and recycling facility lots are located on and additional vacant land. • Amalgamation of the existing CBH freehold land and acquired road reserve, parts of Shire of

Cunderdin reserves and parts of freehold land. • Rezoning of acquired road reserve and parts of reserves to industrial. • Landscaping within the watercourse adjacent to Carter Drive and on the acquired parts of the

Shire of Cunderdin lots 50, 2223 and lot 93 Centenary Avenue. • Construction of a new entry at the eastern end of Centenary Way entry with the existing

western entry from Olympic Avenue entry to become the exit.


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• Construction of a new road on the western side of the receival point between Olympic Avenue and Centenary Way.

• Construction of a truck marshalling area, internal roads and associated stormwater drainage infrastructure on the acquired parts of lots 93, 2223, 19 Centenary Avenue and Shire of Cunderdin lots 20 and 21.

The proposed redevelopment and expansion also includes the following: • Acquisition of part of privately held Lots 19 and Lot 93 Centenary Avenue. • CBH to utilize its 99-year rail reserve leased land held with Public Transport Authority to develop

further east along rail reserve: CBH having option to convert its leased land to freehold title. • Installation of a new sample platform/hut with two sampling spears, adjacent toilets and 160

tonne capacity weighbridge and hut on the acquired parts of lots 93, 2223, 19 Centenary Avenue and Shire Lots 20 and 21.

• Installation of new 55,000 tonne open bulkhead with two adjacent discharge grids, pits, elevators and shade structures and two ground conveyors on rail reserve.

• Installation of a new weighbridge to the west on rail reserve leased from PTA. • Demolition of the two existing open bulkheads on CBH Lot 2222. • Installation of two 30,000 and one 20,000 tonne open bulkheads.

Comment The aforementioned proposal will impact on proposed Landcorp/Shire of Cunderdin Light Industrial development, stage 2. CBH and Landcorp are in discussions over this and working to achieve an amicable outcome. It may mean that stage 2 will incorporate six additional lots instead of nine. The Shire of Cunderdin Depot and Waste Transfer Station will lose about 35-40 metres on the northern side. On-site inspection indicates that this will not impact greatly on Councils operations and current storage can be rearranged to suit. There is also possibility that the Shire may have the opportunity to purchase additional land from CBH as the projects proceeds which could be far more advantageous, especially to the waste transfer station should additional recycling measures be introduced. The redevelopment and expansion also incorporates the existing Cunderdin Tennis and Bowling Club areas. As a long term plan this can be supported by Council subject to all funding avenues being successful for the new Cunderdin Community Centre project which will relocate the tennis and bowling clubs to the recreation grounds. It is not clear how CBH will utilise the existing Cunderdin Sports Club (tennis & bowls) in the overall project, however it is possible that it could be utilised for future office accommodation with buffer areas being installed to reduce visual impact of the expanded site and provide barrier to the swimming pool. Given the various land parcels involved with the proposal it will be necessary to amend the Shire of Cunderdin Town Planning Scheme No 3 to allow for proposed subdivisions, land mergers, road closures, etc. Consultation Cooperative Bulk Handling Landcorp


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Statutory Environment Planning and Development Act 2005 Land Administration Act 1997 Local Government Act 1995 Policy Implications Shire of Cunderdin Town Planning Scheme No.3 Financial Implications There should be minimal financial implications on the Shire with CBH to cover all costs associated with the redevelopment and expansion proposal. Any future costs for the Shire should be offset by the sale of land to CBH. Strategic Implications The proposed redevelopment and expansion of the Cunderdin CBH Grain Receival Point meets the strategic objectives of the Shire of Cunderdin in promoting Regional facilities and attracting economic development to the Shire. Resolution 12.1 That Council:

1. Endorses the concept plans and associated information presented by Cooperative Bulk Handling (CBH) for the redevelopment and expansion of the Cunderdin Grain Receival Point, including but not limited to land transfers, road closures, and rezonings.

2. Advises it is prepared to work with CBH, Landcorp and other State agencies to enable the

project to proceed.

3. Requests CBH to confirm that they will be responsible for all costs associated with the redevelopment and expansion.

4. Requests CBH to acknowledge that all land transfers between the Shire of Cunderdin and CBH

will be subject to independent valuations and the purchase/sale prices recommended therein. Moved: Graham Cooper Seconded: Cr Doug Kelly Vote – Simply majority Carried: 8/0


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12.2 Porter Consulting Engineers on behalf of Landcorp

Location: Cunderdin, Lot 2223 Centenary Place Applicant: Porter Consulting Engineers on behalf of Landcorp Date: 15th March 2012 Author: D Ho, Planning Consultant, City of Canning Item Approved by: Disclosure of Interest: File Reference:


Proposal/Summary Porter Consulting Engineers, on behalf of Landcorp, submit design drawings for the construction of site works, roads, drains, underground power and water reticulation for the Light Industrial Subdivision at Lot 2223, Cunderdin. Background Application proposes to subdivide Lot 2223 Centenary Place, Cunderdin into light industrial allotments. The subdivision will be developed in multiple stages. The proposal is specific to stage one (1) of the development. Six (6) lots are proposed, these lots are to obtain access via proposed Road A which is to be connected to existing Centenary Place. The intention of the development is to construct low rise and light industrial buildings within the new allotments.

Lot area: Lot 9: 2292m2

Lot 10: 2531m2 Lot 11: 2472m2 Lot 12: 4455m2 Lot 13: 2069m2 Lot 14: 2091m2

Zoning: Industrial Comment Applications for subdivision are required to be assessed against the objectives of the Industrial zone and the site and development requirements of Table 2 of the Shire’s Local Planning Scheme No. 3. The objectives of the Industrial zone include;

To provide a location for general, light, service industries which by the nature of their operations should be separated from residential areas;

To ensure an adequate supply of suitably located land for future industrial development;

To provide a range of employment opportunities for residents of the district; and

To ensure that appropriate buffers are provided and maintained between industrial uses and adjacent uses so as to avoid land use conflicts.

Table 2 requires a minimum lot area of 2000m2 with a minimum effective frontage of 20m. The proposal complies with the objectives of the Industrial zone and the site and development requirements of Table 2 outlined in the Shire’s Local Planning Scheme No. 3. Conditional Approval is recommended accordingly.


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Consultation Town Planning Consultant Landcorp Cooperative Bulk Handling Statutory Environment Planning and Development Act 2005 Shire of Cunderdin Town Planning Scheme No 3 Policy Implications Nil Financial Implications Nil Strategic Implications The proposed subdivision meets the strategic objectives of the Shire of Cunderdin Local Planning Strategy. Cr Harris left the Council Chambers at 6:25pm Resolution 12.2 That Council:

1. Approves the planning application subject to all buildings and effluent disposal systems having the necessary clearance from the new boundaries as required under the relevant legislation.

2. Advises the Western Australian Planning Commission accordingly.

Moved: Cr Clive Gibsone Seconded: Cr Dennis Whisson Vote - Simple Majority Carried: 7/0


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13. Urgent Items Nil

14. Matters for which the meeting may be closed Cr Harris returned to the Council chambers at 6:28pm 15. Closure of meeting The president declared the meeting closed at 6:28pm

Shire of Cunderdin

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