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MINUTES OF THE ORDINARY MEETING OF COUNCIL HELD IN THE

COUNCIL CHAMBERS ON Thursday 21st March 2013

1. OPENING

1.1 DECLARATION OF OPENING

The Shire President welcomed all in attendance and declared the meeting open at 15.40pm.

1.2 RECORDING OF THOSE PRESENT

Cr K J Chappel PresidentCr D J Coaker Deputy President Cr G R NorthCr D S AgarCr M J ThorntonCr K P Stokes

Mr D G Williams Acting Chief Executive Officer Mrs W J Gledhill Manager Accounting & Finance

1.3 RECORDING OF APOLOGIES

Cr D S Carslake

1.4 LEAVE OF ABSENCE

Nil

1.5 ANNOUNCEMENTS BY PRESIDENT WITHOUT DISCUSSION

Nil

1.6 VISITORS TO THE MEETING

Sargent Ron Pace WA Police Force

Sargent Pace advised Council that at the Southern Division Conference it was assured that with the North Midlands Regional Police Station being located in Three Springs that no closures of Police Stations will occur in surrounding towns and that there will be no staff changes in our town. The Court Houses will more than likely close.

He advised that Sargent Darren Gill has relocated to Jurien Bay and that an application has been received from an officer with a young family who is keen to relocate to Morawa.

Enquires are still on going as to the vandalism carried out at the Morawa Cemetery.

2. PUBLIC QUESTION TIME

Shire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 21st March 2013

3. DECLARATIONS OF INTEREST

Nil

4. PREVIOUS MINUTES

4.1 Confirmation of Minutes 12th February 2013 – Ordinary Council Meeting

Moved: Cr K P StokesSeconded: Cr M J Thornton

That the Minutes of the Ordinary Meeting of Council held on 12th February, 2013 be confirmed.

CARRIED 6/0

4.2 MINUTES OF THE ANNUAL ELECTOR’S MEETING


That the Minutes of the Annual Elector’s Meeting of Council held on 12 th

February, 2013 be confirmed and that it be noted that there was no business arising from the Meeting.

CARRIED 6/0


INTRODUCTION

A status report on progress of items requested by Council from previous meetings will be provided each month for Councillor’s information.

OFFICER’S RECOMMENDATIONS

It is recommended that:

The Status Report submitted to 21st March 2013. Meeting be received.

OFFICER’S RECOMMENDATIONS


The Status Report submitted to 21st March 2013 Meeting be received.

COUNCIL RESOLUTION

Moved: Cr G R NorthSeconded: Cr K P Stokes

That the Status Report submitted to 21st March 2013 Meeting be received

CARRIED6/0


Item No: 5.1Subject: Status ReportProponent: Acting Chief Executive OfficerSignature of Officer:Signature of CEO:File Number: VariousVoting Requirements: Simple Majority

Item No: 6.1Subject: Accounts Due for Payment Proponent: Finance OfficerSignature of Officer:Signature of CEO:File No: ADM 0135Voting Requirements: Simple MajorityMeeting Date: 21st March 2013

INTRODUCTION

A list of accounts is attached for all payments made for the month of February 2013.

COMMENT

Nil

FINANCIAL IMPLICATIONS

As per list of accounts

POLICY IMPLICATIONS

Nil

STRATEGIC IMPLICATIONS

Nil

OFFICER’S RECOMMENDATION

It is recommended that the list of accounts paid by the Chief Executive Officer under designated authority, represented by:

- Municipal EFT Payment Numbers EFT4682 to EFT4785 inclusive, amounting to $222,892.67;

- Municipal Direct Debit Payments Numbers DD3028.1, DD3032.1, DD3034.1, DD3036.1, DD3038.1, DD3040.1, DD3042.1, amounting to $9,538.03;

- Municipal Cheque Payments numbered 10782 to 10796 totalling $31,861.83;- Payroll for February 2013

14/02/2013 - $47,929.1427/02/2013 - $48,099.79

Be endorsed.


COUNCIL RESOLUTION


That the list of accounts paid by the Chief Executive Officer under designated authority, represented by:

- Municipal EFT Payment Numbers EFT4682 to EFT4785 inclusive, amounting to $222,892.67;

- Municipal Direct Debit Payments Numbers DD3028.1, DD3032.1, DD3034.1, DD3036.1, DD3038.1, DD3040.1, DD3042.1, amounting to $9,538.03;

- Municipal Cheque Payments numbered 10782 to 10796 totalling $31,861.83;- Payroll for February 2013

14/02/2013 - $47,929.1427/02/2013 - $48,099.79

Be endorsed.

CARRIED6/0


Item No 6.2Subject: Monthly Financial StatementsProponent: Manager Accounting & FinanceSignature of Officer:Signature of CEOVoting Requirements: Simple MajorityMeeting Date: 21st March, 2013

INTRODUCTION

Local Government (Financial Management) Regulation 34(1)(a) states that a Local Government must prepare financial statements monthly.

COMMENT

The January Financial Activity Report which includes the Variance Report and Schedules 2 to 14 as supporting documentation is presented as a separate document for Council to peruse and receive as being received. STATUTORY ENVIRONMENT

Local Government Act 1995 Section 6.4 and Local Government (Financial Management) Regulations 1996 Section 34


As presented


No strategic implications


The Statements of Financial Activity Reports for the period ending28th February, 2013.

Variance Report for the period ending 28th February, 2013 Schedules 2 to 14 for the period ending 28th February, 2013

Be Received. COUNCIL RESOLUTION

Moved: : Cr K P StokesSeconded: Cr M J Thornton

The Statements of Financial Activity Reports for the period ending28th February, 2013.

Variance Report for the period ending 28th February, 2013 Schedules 2 to 14 for the period ending 28th February, 2013

Be Received.

CARRIED6/0


Item No 6.3Subject: Reconciliations February, 2013Proponent: Manager Accounting & Finance Signature of CEOFile No: ADM 0189Voting Requirements: Simple MajorityMeeting Date: 21st March, 2013

INTRODUCTION

Local Government (Financial Management) Regulation 34 (1) (a) states that a Local Government must prepare financial statements monthly.

OFFICER’S COMMENT The Shire of Morawa’s financial position is as follows:-

BANK BALANCES

The Bank Balances as at 13th March, 2013:-

Municipal Account $297,011.13- Trust Account $ 13,033.80- Business Telenet Saver (Reserve) $7,964,229.32- WA Treasury O/Night Facility (Super Towns) $3,170,584.03

BANK RECONCILIATION BALANCES

The Bank Reconciliation Balances for 28th February, 2013 with a comparison for 28th February, 2012 is as follows:

2013 2012

Municipal Account # $141,522.25 $381,926.25

Trust Account $18,891.68 $23,463.97

Reserve Account $11,116,526.80 $7,119,135.89

Transfer of Funds

$400,000 from SuperTowns Revitalisation Reserve to Municipal Fund 19th

September, 2012. $100,000 from Economic Development Reserve to Community Development

Reserve 9th November, 2012 (as per 2012/2013 Budget)Shire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 21st March 2013

$100,000 from Municipal Fund to Leave Reserve 9th November, 2012 (as per 2012/2013 Budget)

$52,505.39 from Municipal Fund to Plant Reserve 9th November, 2012 – 1st quarter of Plant Depreciation Costs (as per 2012/2013 Budget)

$749,153 from Community Development Reserve to Future Funds Reserve 9th

November, 2012 (as per 2012/2013 Budget) $200,000 from Municipal Fund to Unspent Grants/Contributions Reserve 9th

November, 2012 – Contribution received from Morawa Community Care for construction of Aged Persons Units.

$100,000.00 from Plant Reserve Fund to Municipal Fund 20th December, 2012 for Purchase of Mechanics Vehicle and Bobcat (as per Budget)

$16,150.00 from Unspent Grants/Contributions Reserve to Municipal Fund 23rd

January, 2013 for Dry Seasons Grant expended.

RESERVE ACCOUNT

As at 28th February, 2013, Reserve Funds of $11,116,526.80 are invested with Bank of Western Australia in the Gold Cash Management Account ($7,945,942.77), and the WA Treasury O/Night Facility (Super Towns) – ($3,170,584.03). Breakdown for February 2013 with a comparison for February 2012 is as follows:-

2012 2013

Sports Reserve $0.00 $868,749.85

Land & Building Reserve $143,621.30 $4,856.80

Plant Reserve $925,866.63 $624,387.93

Leave Reserve $83,067.90 $186,957.99

Economic Development Reserve $425,388.90 $100,033.18

Sewerage Reserve $412,265.68 $489,022.12

Unspent Grants & Contributions Reserve $623,907.15 $221,755.81

Community Development Reserve $3,118,151.89 $2,580,658.91

Water Waste Management Reserve $65,021.55 $67,455.59

Future Funds Reserve $1,237,511.43 $2,038,836.45

Morawa Community Trust Reserve $84,333.46 $59,953.77

Aged Care Units Reserve $0.00 $336,869.54

Transfer Station Reserve $0.00 $366,404.93

S/Towns Revitalisation Reserve $0.00 $2,659,707.44

ST Solar Thermal Power Station Reserve $0.00 $510,876.59

Total $7,119,135.89 $11,116,526.80

STATUTORY ENVIRONMENT

Local Government Act 1995 and Local Government (Financial Management) RegulationsShire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 21st March 2013

POLICY IMPLICATIONS

Nil

FINANCIAL IMPLICATIONSAs presented

STRATEGIC IMPLICATIONSNil


It is recommended that the bank reconciliation report for 28th February, 2013 be received.

COUNCIL RESOLUTION


That the bank reconciliation report for 28th February, 2013 be received.

CARRIED 6/0


INTRODUCTION

A Strategic Plan Update and Progress Report is provided each month for Councillors information.



The Strategic Plan Update and Progress Report for the 21st March 2013, Ordinary Meeting be received.

COUNCIL RESOLUTION

Moved: Cr D J CoakerSeconded: Cr M J Thornton

That the Strategic Plan Update and Progress Report for the 21st March 2013, Ordinary Meeting be received.

CARRIED

6/0


Item No: 7.1Subject: Strategic Plan Update and Progress ReportProponent: Acting Chief Executive OfficerSignature of CEO:File Number: VariousVoting Requirements: Simple Majority

INTRODUCTION

The purpose of this report is for Council to approve an allocation of $10,000.00 towards the Morawa District High School Band 50th Anniversary event.

ATTACHMENTS

Draft budget for MDHS Band reunion event.

BACKGROUND INFORMATION

Morawa District High School has a strong Brass Music Program, which commences for students in Year 5 and continues through to Year 12. Two ensembles, a Senior Brass Band catering fro students from Years 7-12 and a Primary Brass Band for students from Years 5-7, allows both experienced and novice music students to enjoy learning at a level that challenges them.

Both bands regularly perform at school assemblies with the Senior Band being the more active in the wider community. In June 2012 the Senior Band competed at the Western Australian Band Association State Band contest and achieved the title of WA Junior Brass Champions. Other community performances in 2012 included the Three Springs Primary School Fete, Anzac Day services in Morawa and Perenjori, the Mingenew Midwest Lions Expo and the Perenjori Centenary.

Both bands had the opportunity to perform for their families, friends and community at the annual fundraiser Steak Night dinner and concert organised by the supportive Band Committee, as well as the MDHS Open Night. The students from both bands combined together to perform at the Geraldton Bands Spectacular in October under the direction of the Senior Bandmaster, Mr Dean Carslake. End of year performances in 2012 included final assemblies, Presentation Night, Lat night Shopping and Carols by Candlelight.

In light of all of the achievements listed and the huge impact that the MDHS Band has on the community the CYDO feels that it is important that we celebrate the milestone of the 50 th

Anniversary. The CYDO was approached by the Senior Bandmaster, the Acting CEO for the Shire and the Shire President at the recent Australia Day Celebrations. The CYDO was asked to begin working towards arranging an event to celebrate the 50th Anniversary of the MDHS Band. In the past week, the CYDO has also been contacted by the MDHS Band Committee to discuss that theya re interested to support the CYDO with the planning and organising of the event. A committee meeting is being scheduled for April which the CYDO will attend.

The CYDO discussed the event with the Senior bandmaster to get an idea of what he would like the event to look like. It was discussed that a two day, weekend event would be suitable. Previous members of the band will be invited back to Morawa to hold a ‘workshop’ type event,


Item No: 8.1.1Subject: Community Trust FundsProponent: Community Youth Development Officer (CYDO)Signature of Officer:File Number:Voting Requirement: Absolute MajorityDate: 31 January 2013

where they play together with the current members of the band. There will also be a concert and dinner event on at some stage over the weekend to showcase the bands current and previous members to the community. The exact format of the event is yet to take shape but it is likely that this will be decided at the Committee meeting in April.

Information regarding the draft budget for the event has been included as an attachment.

OFFICER’S COMMENT

Discussions have been held with the Acting Chief Executive Officer and Manager of Finance. The options for funding the event are limited due to the short timeframe between now and the event date which is before the end of the year. The turnaround time for grant funding is usually at least 3 months and it is difficult to commence planning without having a set budget that can be relied upon. The Acting Chief Executive Officer and Manager of Finance have suggested requesting accessing the funds from the Community Trust.

The CYDO has approached Landcorp to request corporate sponsorship and has been granted $2000 to go towards the event. The CYDO has looked into other grants and funding for events of this type however limited options are available.

Anecdotal evidence suggests that the band has a huge impact on the community therefore it is important to celebrate this milestone event.

Council are invited to review the draft budget for the MDHS Band 50 th Anniversary, taking into consideration the need to recognise the Bands achievements over its 50 years as a part of Morawa’s community


Local Government Act 1995

POLICY IMPLICATIONS

Nil


Costing’s for the project are based upon quotes that have been gathered from suppliers that can provide the services and products required for the 50th anniversary event. The event can be modified to suit the needs of the Committee, and in turn, the budget will be modified accordingly.


Nil

RISK MANAGEMENT

Without Council’s contribution the project may not move forward.



It is recommended that:-

Council resolve to allocate $10,000.00 from the Community Trust reserve for the Morawa District High School Band 50th Anniversary event to be held in the second half of 2013.

COUNCIL RESOLUTION

Moved: Cr D S AgarSeconded: Cr D J Coaker

Council resolve to allocate $10,000.00 from the Community Trust reserve for the Morawa District High School Band 50th Anniversary event to be held in the second half of 2013

CARRIED6/0

ABSOLUTE MAJORITY

The President requested that Standing Orders be suspended to enable Council to discuss Item 8.1.2 Morawa Volunteers Policy prior to voting on the issue.

SUSPENSION OF STANDING ORDERS

Moved: Cr D J CoakerSeconded: Cr K P Stokes

That Standing Orders be suspended to allow free discussion on Item 8.1.2 Morawa Volunteers Policy.

CARRIED6/0

STANDING ORDERS RESUMED

Moved: Cr K P StokesSeconded: Cr D S Agar

That Standing Orders be resumed.

CARRIED6/0


INTRODUCTION

The purpose of this report is for Council to approve a policy surrounding holding an annual event which celebrates and recognises the contribution that volunteer groups make to our community.

ATTACHMENTS

Information regarding National Volunteer Week grantInformation regarding Thank A Volunteer Day grant


On the 5th of December 2012, the CYDO facilitated a ‘Thank a Volunteer Day’ sun downer event. This event invited all local volunteers to the Morawa Golf and Bowling Club for a BBQ dinner, light refreshments, and live entertainment to celebrate the hard work that they carry out in our community. This event was made possible by a $1000 grant that was received from the Department of Communities. The Shire also made a small $300 contribution towards the cost of the event.

In addition to this, there were other events that were held to celebrate different groups of volunteers. The 22 volunteers for the Tourist Centre were invited to attend a three course meal at the Town Hall to thank them for their hard work and commitment during the tourist season. This event was held in late November 2012. This event was hosted by the Shire and organised by Kourtney Williams and Bev King, the approximate cost of this event to the Shire was $920.

Another celebration of volunteers was held at the Morawa Perenjori Health Service and organised by Shelley Burnett (Activities Coordinator for the Hospital). This event was the annual ‘HACC and Volunteers Christmas Party’. This incorporated the HACC staff, HACC volunteers, hospital residents and the emergency services volunteers (Ambulance, Fire, and SES). Emergency services volunteers specifically were invited to attend as they work alongside the hospital to deliver their services. This event was also held during December 2012 and involved a free luncheon for all those invited. The Shire contributed $2000 towards the organisation and running costs of this event.

There are two volunteer related grants available to host functions or volunteering related events – The first is the National Volunteer Week $1000 grant which is available through Volunteering WA. This grant money needs to be spent between 13th-19th May 2013. The CYDO would like to make use of this grant in a different way – to showcase an expo or display of our local volunteers, rather than putting on a sundowner/lunch/dinner event.


Item No: 8.1.2Subject: Morawa Volunteers PolicyProponent: Community Youth Development Officer (CYDO)Signature of Officer:File Number:Voting Requirement: Absolute MajorityDate: 31 January 2013

The second grant available is the Thank a Volunteer Day $1000 grant through the Department of Communities, which will be available later in the year and needs to be spent on the 5 th

December (Thank a Volunteer Day). This grant is suitable to use towards a luncheon event as it is at the end of the calendar year – it is more suitable to celebrate the contribution that the volunteer groups have made throughout the past year.

OFFICER’S COMMENT

Discussions have been held with the Acting Chief Executive Officer surrounding the volunteer events of 2012. It has been suggested that the CYDO make use of the National Volunteer Week grant to hold an expo or promotional event surrounding volunteers in our community. It is also suggested that we hold one single function to celebrate the contribution that volunteers make to our community. It has been suggested that this function be held at the end of tourist season and incorporate all local volunteers who provide a service to the whole community.

The CYDO feels that it is appropriate to put a policy in place that stipulates the type of function to take place and, which volunteer groups that this function is open to.

The policy being put forward is:

The Shire of Morawa will host a ‘Thank a Volunteer Day’ Event on the 5 th December each year. This event will encompass a semi-formal three course lunch at the Town Hall. All local volunteer groups will be invited to attend. Sporting groups however will be asked to nominate a maximum of two committee members to attend the event. This event will cost a total of $4000. The Shire will contribute $3000 towards the event with the remainder being grant funding from the Department of Communities. Places at the luncheon will be limited to 70 to ensure that the event comes in under budget.

The local community volunteer groups who will be invited to attend this function include those who provide a volunteer service to the whole community. Limited numbers of up to two sporting club committee members will be invited as they provide a service for sporting club members only. The groups who are seen to provide a service to the whole community are;

FESA SES St John’s Ambulance Tourist Centre Volunteers RSL CWA Red Cross Lions Club Historical Society Hospital Auxiliary Volunteers Op Shop volunteers.



POLICY IMPLICATIONS


This new policy is to be included into the March 2013 Shire of Morawa Policy Manual.


Costings for the annual volunteer event are based upon a similar event which was held for the Tourist Centre volunteers in November 2012. The numbers for the function will be capped so that we do not go over budget with the event.


RISK MANAGEMENT

Without Council’s adoption of the policy and contribution to the event, the plans for this year’s Volunteer function may not move forward.



Council resolve to adopt the policy surrounding an annual Thank a Volunteer Day function to ensure that duplication of such events does not occur.

COUNCIL RESOLUTION

Moved: Cr K P StokesSeconded: G R North

That this item be tabled until further research and the item is submitted as an actual policy document.

CARRIED6/0

3.55pm – Mrs W J Gledhill and Sargent R Pace retired from the meeting


INTRODUCTION

The purpose of this report is for Council to:-

1. Endorse the Annual Performance Review for 2012-2013 year of the Manager Accounting & Finance, Mrs Fred Gledhill

ATTACHMENTS

Manager Accounting & Finance Annual Performance Review – Mrs Fred Gledhill


The incumbent Shire of Morawa Manager Accounting & Finance, Mrs Fred Gledhill commenced with the Shire of Morawa on 9th February 2009 and is currently under a renewed five (5) year contract term which will expire on 1st February 2017.

OFFICER’S COMMENT

Mrs Gledhill has again provided exemplary service and support in the role as Manager Accounting & Finance for the Shire of Morawa. Prior to Fred’s appointment, the Shire of Morawa had experienced significant difficulties in maintaining its accounting records and systems in an acceptable manner. Indeed, the Shire of Morawa had experienced difficulty in attracting and maintaining quality personnel employed in this position with four different officers taking on the role over a four and a half year period.

Since Fred’s commencement in 2009, she has managed to bring stability, structure, dedication and professionalism to the role. Such as been Fred’s success in the position that the Shire of Morawa has produced a relatively clean bill of audit health for the past three financial years. Fred has also been ably supported by Mr Bob Waddell (at a higher consulting level) and through the appointment of key staff to support other areas of the Shire’s accounting and finance functions. This has also been complemented by some discreet restructuring of some positions in the accounting area to provide for increased / improved output and performance by other staff.



POLICY IMPLICATIONS

Nil



Item No: 8.2.1Subject: Manager Accounting & Finance Performance

review (IN CAMERA ONLY)Proponent: A/Chief Executive OfficerSignature of Officer:File Number:Voting Requirement: Simple MajorityMeeting Date: 19 February 2013

Mrs Gledhill current salary rate is $88,600 per annum. The contract provides for annual salary increments to be based from 1% to 5% above the Consumer Price Index (CPI) All Groups, at Council’s discretion.

Currently the CPI is 2.4%, providing a 4% overall salary increase inclusive of the CPI would increase the current salary rate to $92,144.00($44.30/hr for a 80 hour fortnight)


The current Shire of Morawa staffing structure and calibre of incumbent officers is the critical element to the strategic performance of the Shire overall. The Shire currently enjoys a strong senior management team that has achieved outstanding results for the Shire and community of Morawa. It is essential that this structure remains intact if the Shire is to achieve further success.

RISK MANAGEMENT

The main risk to the incumbent Manager Accounting & Finance position relates to Fred’s health. This risk, in itself, should not inhibit Council from making a determination in relation to an over-all salary increase It is in everyone’s interests to secure Fred’s professional services for as long as possible.



The 2012-2013 year Annual Performance Review for the Manager Accounting & Finance Mrs Fred Gledhill be endorsed with an over-all salary increase of 4% inclusive of the Consumer Price Index (CPI) All Groups.

COUNCIL RESOLUTION

Moved: Cr D S AgarSeconded: Cr G R North


The 2012-2013 year Annual Performance Review for the Manager Accounting & Finance Mrs Fred Gledhill be endorsed with an over-all salary increase of 4% inclusive of the Consumer Price Index (CPI) All Groups.

CARRIED6/0

3.58pm Mrs W J Gledhill and Sargent R Pace rejoined the meeting.


3.59 pm - AFTERNOON TEA ADJOURNMENTThe President adjourned the meeting for afternoon tea.

4.15 PM MEETING RECONVENED

The President reconvened the meeting with all those present prior to the adjournment joining the meeting.


INTRODUCTION

The purpose of this report is for Council to approve the Acting Chief Executive Officer to be Council’s signatory for a Public Road and Rail Crossing Interface Agreement between Brookfield Rail, Shire of Morawa and Main Roads Western Australia.

ATTACHMENT

Public Road and Rail Crossing Interface Agreement between Brookfield Rail, Shire of Morawa and Main Roads Western Australia


Interface Agreements are required for all rail crossings involving a road, footpath or shared path under the provisions of the Rail Safety Act 2010. The attached draft Interface Agreement is between The Shire of Morawa, Brookfield Rail and Main Roads WA and covers all rail crossings within the Shire boundaries.

OFFICER’S COMMENT

The agreement provides a framework, within which the parties commit to co-operatively managing the identified safety risks, describes the responsibilities of the parties relating to the interface and provides the mechanism to jointly manage risks for the safe operation of rail and road movements at the interface.

The parties to the Agreement will recognise the need for an open and collaborative approach to identify, assess and manage risks safety associated with road-rail crossings and commit to fully co-operate in all aspects of that need.

Consideration of the general content of the agreement is required to ensure Council is aware of the rail crossings nominated in Schedule 1 on page 13, which lists all rail crossings on local roads, footpaths or shared paths within the Shire of Morawa.

The current list is according to records held by Brookfield Rail.

Council is requested to validate the list of crossings and make any amendments as required.

The following responsibilities of a Local Government as a Road Manager are to: Notify the Rail Infrastructure Manager of any road works planned, either of a

temporary or permanent nature, in the vicinity of a crossing. (See also information under heading “Roadworks”, p. 10)


Item No: 8.2.2Subject: Public Road and Rail Crossing Interface

Agreement Brookfield Rail, Shire of Morawa, Main Roads Western Australia

Proponent: Acting Chief Executive OfficerSignature of Officer:File Number: ADM: 0386Voting Requirement: Simple MajorityMeeting Date: 26 February 2013

Maintain the approaching local road surface in a reasonable condition beyond the rail reserve in accordance with normal maintenance scheduling in context of the entire local road network.

Maintain adequate line-of-sight distances for approaching drivers on local roads by removing vegetation and other visibility obstructions within the road reserve (and adjacent private property if required).

Report damaged and unserviceable line marking and signage associated with a rail crossing to MRWA identified during inspection in accordance with normal maintenance regimes.

“Road Manager Specific Information” provides an opportunity for a Local Government, as a Road Manager, to include any information it considers relevant (from its perspective) for the proper application and management of the terms of the Agreement.

Brookfield Rail has advised it is in the process of finalising rail crossing audits. Section 67 of the Rail Safety Act 2010 provides that a Local Government may conduct its own assessment of the risks to the safe operation of a rail crossing; however this is not necessary if Brookfield Rail’s assessment is accepted.



POLICY IMPLICATIONS

Nil


Councils officer’s time required to meet and provide information as required in the Agreement as part of service delivery for a client of Council.


There is significant strategic opportunity benefit available to the Shire of Morawa resulting from positioning the community as a major rail / road transport hub supporting the region.

RISK MANAGEMENT

The purpose of the agreement is to provide a mechanism of communication to reduce risks associated with the rail crossing operations.


It is recommended:-

Council approve the Acting Chief Executive Officer to be Council’s signatory for a Public Road and Rail Crossing Interface Agreement between Brookfield Rail, Shire of Morawa and Main Roads Western Australia.


COUNCIL RESOLUTION

Moved: Cr M J ThorntonSeconded: Cr K P Stokes

That Council approve the Acting Chief Executive Officer to be Council’s signatory for a Public Road and Rail Crossing Interface Agreement between Brookfield Rail, Shire of Morawa and Main Roads Western Australia.

CARRIED6/0


INTRODUCTION

The purpose of this report is for Council to approve PS Chester and Son as the successful tender for provision of services to construct the upgrade of the Morawa Sports Ground Complex located in Morawa.

ATTACHMENTS

Final tender report provided by Eastman Poletti Sherwood ArchitectsProject cost summary


The Morawa Sports Complex buildings have for many years been in a state of disrepair and requires a major upgrade to enable continual use.

Council staff and the Winter Sports group have met on several occasions with Eastman Poletti Sherwood Architects to compete a final upgrade design.

Much discussion and lobbying occurred over a three year period to have funding secured for the upgrade.

Eastman Poletti Sherwood Architects have completed the final design and provided a pre tender estimate for the project which aligns with the budgeted funds. However the true cost of the project will be unknown until the project is near completion.

Funding for the project has been provided by the following contributions

May 2011 Successful Community Sporting and Recreation Facilities Fund (CSRFF) $850,000

March 2012 Successful Royalties for Regions Funds- $850,000

June 2012-2013 Shire of Morawa budget funds endorsed $900,000

Winter Sports Group contribution $150,000 cash $50,000 in kind $200,000

At the December 2012 meeting of Council the following was resolved:

COUNCIL RESOLUTION

Moved: Cr G R North Seconded: Cr D S Carslake


Item No: 8.2.3Subject: Morawa Sports Ground Complex Construction

award of tender-Evans Street MorawaProponent: Acting Chief Executive OfficerSignature of Officer:File Number:Voting Requirement: Absolute MajorityMeeting Date: 21 March 2013

That Council endorse the attached plans for the upgrade of the Morawa Sports Ground Complex located in Morawa enabling Eastman Poletti Sherwood Architect to arrange documents for tender.

CARRIED by ABSOLUTE MAJORITY 6/0

OFFICER’S COMMENT

Tenders were advertised on the 11th and 18th of January 2013 and closed on the 11th February 2013.

The project is scheduled to be completed by November 2013 with a 120 day construction time frame and a validity time for the tender of 45 days.

There were two tenders received which have been scrutinised and weighted by Eastman Poletti Sherwood Architect and a detailed tender report submitted for Council consideration.

The report provides support for the higher tender for several reasons as detailed in the report.

Council does not have to accept the report and can resolve to accept the lower tender.

Both tenders are within the current budget for the upgraded to proceed.

Eastman Poletti Sherwood Architect’s report has been provided in accordance with the legislative requirements for tendering and as such Councils officer has noted the advice in the provided report and would recommend Council resolve to accept the PS Chester tender price. The tender price for the construction of the upgrade does not include the Western Power Costs Professional fees and the required contingency.

All financial funding agreements will need to be complied with hence a score card of the total amount to be expended on the project has been compiled and could lead to an opportunity towards maximising outcomes for the project as the project is nearing completion.


Local Government Act 1995 the Local Government (Functions and General) Regulations 1996 require projects over $100,000 to be tendered and advertised

POLICY IMPLICATIONS

Nil


The project is fully funded if tenders are received to the allocated budget.


The Shire of Morawa Strategic Community Plan – Plan for the Future has the following adopted strategy objective:-3.5.2


Improved and well maintained community, recreational and civic infrastructure.

RISK MANAGEMENT

Past projects have all been able to be completed within the allocated budgets and there is a risk that the project tenders submitted are over the estimated budget requiring a re- assessment of the design. Delivery of the project and safety issues will be dealt with through the project manager and council officers.


It is recommended:-

1. Council approve PS Chester and Son as the successful tender for provision of services to construct the upgrade of the Morawa Sports Ground Complex located in Morawa.

2. P S Chester and Son Total price $2,098,950.00(excl. of GST) is approved by Council as the successful tender price for construction of the Morawa Sports Ground Upgrade

COUNCIL RESOLUTION


1. Council approve PS Chester and Son as the successful tender for provision of services to construct the upgrade of the Morawa Sports Ground Complex located in Morawa.

2. P S Chester and Son Total price $2,098,950.00(excl. of GST) is approved by Council as the successful tender price for construction of the Morawa Sports Ground Upgrade

CARRIED6/0

ABSOLUTE MAJORITY


INTRODUCTION

Minutes taken from the most recent Mid-West Regional Council Meetings and Council Discussion Session are attached for Council’s reference and information. The meeting was held on 5th March 2013. There are some matters contained within the Minutes that require Council’s specific reference.

ATTACHMENTS

Minutes from the meeting and Council discussion session


The Mid West Regional Council includes the representative Shires of Morawa, Mingenew, Perenjori and Three Springs.

OFFICER’S COMMENT

The attached information is provided to permit Council the opportunity to gain a level of information and understanding on the projects and items being considered from a regional perspective and its implications for each of the representative Shires, including Morawa. Minutes of each future monthly Mid West Regional Council meeting are provided to Council on a similar basis.

Election of Chairman Midwest Regional Council

There was an election for a new chairman of the Midwest Region Council; Cr Michelle Bagley had provided notice of resignation as the chairman of the Mid West Regional Council at the December 2012 meeting of the Council. Cr Bagley advised her intention to continue as a delegate for the Shire of Mingenew however due to her appointment to the board of directors at both the Mid West Development Commission and Morawa Agricultural College, wishes to step back from the position of Chairman.

Cr Chris King, Shire President of Perenjori was nominated and elected unopposed as the new Chairperson of the Midwest Regional Council.

The important issues requiring Morawa Shire Council consideration resulting from the meeting of the Midwest Regional Council relate to:-

The Midwest Council requesting a meeting be scheduled for the 15th of March 2013 at 10:00am at the Shire of Three Springs to consider;


Item No: 8.2.4Subject: Mid West Regional Council Minutes –March

2013Proponent: Acting Chief Executive OfficerSignature of Officer:File Number:Voting Requirement: Simple MajorityMeeting Date: 21March 2013

The Midwest Regional Council Annual report 2013 which was table at the 5th March 2013 meeting, as the report was not presented to Council in a reasonable time frame

Council to discuss the structure of the Midwest Regional Council



POLICY IMPLICATIONS

Nil


The second of the above items for consideration may have financial implications for Council and would need to be budgeted for and approved by Council.


The content of this report aligns with the Midwest Regional Councils Strategic Community Plan

RISK MANAGEMENT

It is essential that the Shire of Morawa provide the funding to the MWRC to enable continued delivery of services to all members


It is recommended:-

The 5nd March 2013 Minutes and discussion session of the Mid West Regional Council Meeting be noted.

COUNCIL RESOLUTION

Moved: Cr M J ThorntonSeconded: Cr D S Agar

That the 5nd March 2013 Minutes and discussion session of the Mid West Regional Council Meeting be noted.

CARRIED6/0


INTRODUCTION

The purpose of this report is for Council to consider a temporary sign request from Morawa Speedway Association Incorporated. The proposal is to erect two temporary signs 3 metre high and 1.5 metre wide.

The signs will be fixed to removable copper log posts 2.5 metres high and located at the Northern and Southern entry points to Morawa town site, perpendicular to the Mullewa Wubin Road within the Main Roads Department road reserve.

The temporary signs will be displayed prior to speedway events to provide the community, local and regional traffic with information on the upcoming speedway event. The signs will be put in place on an ongoing basis prior to each event and removed the day following each event.

ATTACHMENTS

Attachment – Morawa Speedway Association Incorporated letter, location plan of the proposed signs, design plan and Main Roads Department signage policy.


The Vice President of the Morawa Speedway Association has advised that the temporary signs would promote Morawa Speedway Club event information and could also be utilised by other non for profit organisations located within the Shire of Morawa to publicise event information. The area is zoned ‘No Zone’ under the Shire of Morawa Town Planning Scheme No 2.

The signs do not include any moving parts, are removable (including copper log posts) and no reference has been made to lighting as part of the proposal.

OFFICER’S COMMENT

The subject land is zoned “No Zone” under the Shire of Morawa Town Planning Scheme No 2.

The Town Planning Scheme states:“5.4 Town Entries

Council promotes attractive entries into each of the townsites and may restrict some land uses, require greater setbacks and landscaping to maintain or improve the entries into towns.”


Item No: 8.2.5Subject: Temporary Advertising Signs- Morawa

Speedway Association Incorporated – Mullewa Wubin Road Reserve, Morawa

Proponent: Acting Chief Executive Officer & Project OfficerSignature of Officer:File Number:Voting Requirement: Simple MajorityDate: 21 March 2012

The proposed signs will be utilised on an intermittent basis and provide community related information promoting non for profit activities within the Shire and Morawa town site. The temporary nature of use and size of the signs are not considered to create a negative visual impact at the entry points to the town site.

The signs dimensions comply with Main Roads Western Australia Conditions for Advertising Signs within State Road Reserves – Temporary Event Signs.

The proposed signs would be located on a Main Roads Western Australia road reserve and approval will be required by that agency.

It is recommended that the Council advise the Morawa Speedway Association Incorporated that the signs including copper log poles should only be displayed and located on site for a maximum of one week prior to a speedway event and removed the day following the event.


Planning and Development Act 2005Shire of Morawa Local Planning Scheme No .2

POLICY IMPLICATIONS

The Shire of Morawa Town Planning Scheme Policies Section 13 - Advertising Signageprovides no direct reference to temporary community signage.

The Shire of Morawa Policy Manual Section 8 - Roads has no direct reference to temporary community signage placement, size or location.

The Conditions for Advertising Signs within State Road Reserves – Temporary Event Signs (Main Roads Western Australia) provides detailed design guidelines and the proposed locations and dimensions of the signs accord with these requirements.


Nil.


Nil.

RISK MANAGEMENT

Council’s recommendation relating to the proposed temporary signs would only be advice to Main Roads Western Australia and Morawa Speedway Association Incorporated. The Final assessment would be completed by Main Roads Western Australia.


It is recommended:-

That Council advise the Morawa Speedway Incorporated and Main Roads Western Australia that there are no objections to the proposed location and size of the temporary signage subject to:


1) The Morawa Speedway Association Incorporated submitting the proposal to Main Roads Western Australia for assessment in accordance with Main Roads Western Australia temporary sign requirements; and

2) The proposed temporary signs including copper log poles only be displayed/located on site for a maximum of one week prior to an event and removed the day following the event.

COUNCIL RESOLUTION

Moved: Cr D J CoakerSeconded: Cr M J Thornton

That Council advise the Morawa Speedway Incorporated and Main Roads Western Australia that there are no objections to the proposed location and size of the temporary signage subject to:

1) The Morawa Speedway Association Incorporated submitting the proposal to Main Roads Western Australia for assessment in accordance with Main Roads Western Australia temporary sign requirements; and

2) The proposed temporary signs including copper log poles only be displayed/located on site for a maximum of one week prior to an event and removed the day following the event.

CARRIED6/0


INTRODUCTION

The purpose of this report is for Council to consider a planning application from Co-Operative Bulk Handling (CBH) for the erection/development of a diesel fuel tank, fencing and associated ground spill containment units on portion of Crown Reserve 34750 (Railway Purposes), corner of Offszanka Road and Railway Parade, Canna.

The applicant has advised that the tank and ground spill containment unit will solely be utilised as a refuelling facility for CBH locomotives in the rail reserve area at the Canna grain receival site.

ATTACHMENTS

Attachment - Location/design plan, spill containment structure design plan, site emergency plan and diesel fuel tank operations manual.


The portion of the reserve associated with the proposed development is adjacent to a secondary rail line suitable for refuelling of locomotives. The majority of the site is currently vacant with a portion utilised as an unsealed track providing vehicle access to railway reserve land to the north.

The proposed development includes erection/development of a diesel fuel tank: I. 14.63 metres long, 3 metres wide and 3.125 metres high;

II. Steel construction;III. Tank mass of 21,093 kilograms;IV. Total tank capacity of 111,693 litres;V. Restricted diesel fuel capacity of 105,000 litres (96.5% of total volume); and

VI. Roller shutter at one end of the tank and a 2.67 metre ladder affixed at the other end.

The proposed development also includes placement of two spill containment units on site including:

a. A steel spill containment structure 3 metres long, 2 metres wide and 21.5 cm high adjacent to the diesel fuel tank; and a

b. Steel spill containment structure 3 metres long, 1 metre wide and 20.3 cm high adjacent to the railway line.

The units have steel grating facing the road surface and will be placed on the ground with the associated steel grating above ground level.

The diesel fuel tank and one of the associated ground spill containment units will be fenced with 1.8 metre high cyclone security fencing, delivery access and egress gates at the northern


Item No: 8.2.6Subject: Planning Application – Diesel Fuel Tank, Fencing

and In Ground Spill Containment Units – Co-Operative Bulk handling (CBH) –Canna Grain Terminal, Canna

Proponent: Acting Chief Executive Officer & Project OfficerSignature of Officer:File Number: ADM 0436Voting Requirement: Simple MajorityDate: 6 July 2012

and southern ends and a 1 metre wide refuellers access gate located along the western fence line.

CBH has advised that the proposed diesel fuel tank and associated ground spill containment units will be constructed off-site and located on the proposed site in accordance with the fuel facility layout drawing CES-CCA-0901.

The subject land is zoned ‘Railway Reserve’ under the Shire of Morawa Town Planning Scheme No 2. OFFICER’S COMMENT

The subject land is zoned ‘Railway Reserve’ under the Shire of Morawa Town Planning Scheme No 2. The Town Planning Scheme states:

2.2 MATTERS TO BE CONSIDERED

Where an application for Planning consent is made with respect to land within a reserve, the Council shall have regard to the ultimate purpose intended for the reserve and the Council shall, in the case of land reserved for the purposes of a public authority, confer with that authority before granting it’s consent.

The Shire of Morawa Project officer has consulted the Public Transport Authority (PTA) and has been advised that the PTA conducted an environmental assessment of the proposal and have no objections to the erection/development of a diesel fuel tank and associated ground spill containment units on the subject land.

The proposed use of the subject land is considered to conform to the ultimate purpose intended for the Railway Reserve with the diesel fuel tank and associated ground spill containment units being directly associated with the railway land use.

A site inspection conducted by the Shire of Morawa Project Officer identified a drainage line running across the subject land. This may lead to potential oil and fuel residue located in the ground spill containment units entering surface runoff. To address this issue, it is recommended that Council impose a requirement that the applicant be required to adequately manage stormwater drainage on site to the satisfaction of the Shire of Morawa.

The applicant has provided a site emergency plan and design plan depicting the placement of a 9 kilogram dry chemical fire extinguisher on site. The Community Emergency Services Manager (Fire Emergency Services Authority Western Australia) has reviewed the application and requested that a condition be imposed requiring a 50,000 litre water tank for fire fighting/emergency purposes. It is recommended that a condition be imposed requiring compliance with this requirement due to the isolated rural location of the subject land and the area having no access to reticulated scheme water supplies. It is also recommended that a condition be imposed requiring compliance with the Dangerous Goods Regulations 2007.

The proposed diesel fuel tank and associated ground spill containment units are considered to meet the objectives of the Shire of Morawa Town Planning Scheme No 2 and assist in future agriculture development within the region. It is recommended that Council impose a requirement that the use of the facility be solely for refuelling of CBH locomotives and not be utilised for the refuelling of any other CBH or third party machinery, equipment or vehicles.



Planning and Development Act 2005Shire of Morawa Local Planning Scheme No .2Dangerous Goods Regulations 2007

POLICY IMPLICATIONS

Council does not have a policy in relation to this item.


No direct financial implications.


No direct strategic implications.

RISK MANAGEMENT

Council approving this planning application is in compliance with the Shire of Morawa Town Planning Scheme No 2.


It is recommended:-

That Council approve the planning application submitted by Co-operative Bulk Handling to establish a diesel fuel tank, fencing and associated ground spill containment units on Crown Reserve 34750 (Railway Purposes), corner Offszanka Road and Railway Parade, Canna subject to compliance with the following conditions:

1. The applicant submitting a building licence application to the Shire of Morawa for assessment prior to commencement of earthworks or construction on the subject land.

2. The use of the refuelling facility be for refuelling of Co-operative Bulk Handling (CBH) locomotives and not be utilised for the refuelling of any other Co-operative Bulk Handling (CBH) or third party machinery, equipment or vehicles.

3. The design and construction of a suitable stormwater drainage design for the refuelling facility to inhibit movement of oil and fuel residue from the ground spill containment units during periods of heavy inundation and storm events to the satisfaction of the Shire of Morawa.

4. The fuel storage facility shall comply with the Dangerous Goods Regulations 2007.

5. Co-operative Bulk Handling providing a 50,000 litre water tank for fire fighting and emergency management purposes to the satisfaction of the Fire & Emergency Services Authority Western Australia and Shire of Morawa.

6. The refuelling facility is to be constructed and operated in compliance with all relevant state and federal legislation and regulations.


COUNCIL RESOLUTION


That Council approve the planning application submitted by Co-operative Bulk Handling to establish a diesel fuel tank, fencing and associated ground spill containment units on Crown Reserve 34750 (Railway Purposes), corner Offszanka Road and Railway Parade, Canna subject to compliance with the following conditions:

1. The applicant submitting a building licence application to the Shire of Morawa for assessment prior to commencement of earthworks or construction on the subject land.

2. The use of the refuelling facility be for refuelling of Co-operative Bulk Handling (CBH) locomotives and not be utilised for the refuelling of any other Co-operative Bulk Handling (CBH) or third party machinery, equipment or vehicles.

3. The design and construction of a suitable stormwater drainage design for the refuelling facility to inhibit movement of oil and fuel residue from the ground spill containment units during periods of heavy inundation and storm events to the satisfaction of the Shire of Morawa.

4. The fuel storage facility shall comply with the Dangerous Goods Regulations 2007.

5. Co-operative Bulk Handling providing a 50,000 litre water tank for fire fighting and emergency management purposes to the satisfaction of the Fire & Emergency Services Authority Western Australia and Shire of Morawa.

6. The refuelling facility is to be constructed and operated in compliance with all relevant state and federal legislation and regulations.

CARRIED6/0


INTRODUCTION

The purpose of this report is for Council to consider the endorsement of a Local Emergency Management Arrangements and Supplement for the Shires of Morawa, Mingenew, Perenjori and Three Springs.

The Emergency Management Arrangements provide a framework for Hazard Management Agencies and local governments to manage an emergency event.

The Local Emergency Management Committee has developed and approved the attached Local Emergency Management Arrangements and Supplement at the Local Emergency Management Advisory Committee meeting held on Thursday 7 February 2013.

The next step in the process is for Council to endorse the documents. Once endorsed, the documents will go to the DEMC (District Emergency Management Committee) then to the SEMC (State Emergency Management Committee) for endorsement.

ATTACHMENTS

Attachment – Local Emergency Management Arrangements and Supplement.


The Local Emergency Management Committee made up of the following Shires – Morawa, Mingenew, Perenjori and Three Springs has approved the attached Local Emergency Management Arrangements and Supplement.The Emergency Management Arrangements provide a framework for Hazard Management Agencies (HMAs) and local governments to manage an emergency event, should it occur in the Shires of Morawa, Mingenew, Perenjori and Three Springs.

OFFICER’S COMMENT

Each Local Government in Western Australia is required to prepare and maintain a LEMA and Supplement under the Emergency Management Act 2005.


Item No: 8.2.7Subject: Local Emergency Management

Arrangements and Supplement Proponent: Acting Chief Executive Officer & Project OfficerSignature of Officer:File Number:Voting Requirement: Simple MajorityDate: 21 March 2012

Local Emergency Arrangements for Local GovernmentIt is a legislative requirement, under clause 36 of the Emergency Management Act 2005, that states

"36. Functions of local government

It is a function of local government-

(a) Subject to this act, to ensure that effective emergency management arrangements are prepared and maintained for its district;

(b) To manage recovery following an emergency affecting the community in its district; and

(c) To perform other function given to the local government under this Act",

Adoption of the Local Emergency Management Arrangements and Supplement by Council would provide standardised emergency management arrangement for the Morawa and the surrounding three local shires.

The Local Emergency Management Arrangements and Supplement fails to include two Appendices noted in the document. These include the Risk Register Schedule and Local Maps. The Community Emergency Services Manager has advised that these will be developed in the near future.


Emergency Management Act 2005

POLICY IMPLICATIONS

Nil.FINANCIAL IMPLICATIONS

Nil.


Endorsement of the document by the Council would meet legislative requirements and provide a coordinated framework to manage emergencies within the Shire of Morawa and region.

RISK MANAGEMENT

The Shire of Morawa would comply with legislative requirement under clause 36 of the Emergency Management Act 2005.

OFFICER’S RECOMMENDATIONShire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 21st March 2013

It is recommended:-

That Council endorse in principle the Local Emergency Management Arrangements and Supplement and request that the document be presented to Council for further consideration following completion of the Risk Register Schedule and Local Maps.

COUNCIL RESOLUTION

Moved: Cr G R NorthSeconded: Cr D S Agar

That Council endorse in principle the Local Emergency Management Arrangements and Supplement and request that the document be presented to Council for further consideration following completion of the Risk Register Schedule and Local Maps.

CARRIED6/0


INTRODUCTION

Quotes have been received from suppliers to provide one Multi Tyred Roller for use by the Shire of Morawa. The Shire of Morawa 2012/13 financial year adopted budget included provision to acquire a Multi Tyred Roller from the plant reserve account.

ATTACHMENT

Quotes are tabled for Council information


The Western Australian Local Government Association (WALGA) has undertaken an industry wide advertising process to assist member Shires in streamlining the tendering process for procurement of large scale plant and equipment items. A preferred supplier list has now been established resulting from the tender process which permits Shires to contact each supplier direct to obtain quotes for various plant and equipment items. The Shire of Morawa has accessed this supplier list to obtain the necessary bids for the supply of a Multi Tyred Roller.

During the process of waiting for the quotes to be finalised the anticipated Multi roller trade-in motor seized and has now been deemed not suited for a trade

OFFICER’S COMMENT

The Shire of Morawa received quotes (gst) exclusive from the following suppliers for the supply of one Multi tyre roller:-

(1) WesTrac Multi Tyred Roller $169,500Less Trade-In VP 200 Multi Tyred Roller $5,000 Changeover Price $164,500Less no trade discount of $2000 $167,500


Item No: 8.2.8Subject: Acquisition of Multi Tyred RollerProponent: Acting Chief Executive OfficerSignature of Officer:File Number:Voting Requirement: Absolute MajorityDate 21 March 2013

(2) TUTT BRYANT EQUIPMENTBOMAG BW25RH Multi Tyred Roller $160,000Less Trade-In VP 200 Multi Tyred Roller $13,200Changeover Price $146,800

An internal review of the bids received was undertaken by the Acting Chief Executive Officer and Principal Works Supervisor. After deliberation, the above mentioned officers selected the WesTrac bid as the preferred provider of a Multi Tyred Roller for the Shire of Morawa. The main reasons for this selection process was based on the quality of machine on offer balanced with backup of supplies / parts and services available and the competitive financial bid as supplied.



POLICY IMPLICATIONS

Section 7 – Plant & Equipment, sub-section 7.1 under Tendering & Purchase of Plant & Equipment states that:-

“Where provision has been made in a budget for the purchase of any item of plant and / or equipment, the Chief Executive Officer shall be empowered to call tenders or obtain quotations under such conditions and specifications as are appropriate. Replacement of plant items shall be in accordance with Council’s Plant Replacement Program and budget deliberations. The Chief Executive Officer will present tenders to Council for determination.”


Trade prices for the old rollers were to be part of the budgeted value.

Council has allocated $105,000 in the current 2012-2013 budget from Plant reserve with the shortfall of $25,000 after trades, ($10,000) for the purchase allocated from the Municipal account.

Both prices received are over the allocated budget figure of $140,000 hence for the purchase to proceed, Council is required to authorise the additional expenditure.

The total shortfall for the purchase is $37,550

Plant Reserve has funds of $624,387.93 with an additional allocation of funds from plant depreciation costs of $53,322.32 still to be transferred into the reserve with a similar amount in early April 2013.

Council will need to approve a total amount of expenditure from plant reserve of $142,500 for the preferred purchase. The amount has been adjusted in the budget review currently taking place.


Nil

RISK MANAGEMENT


There is always an implied perception risk when accepting a quotation higher than the lowest financial bid. However, there are many other factors, including price, that make up eligible selection criteria when considering all bids. It is these combined factors that Shire personnel have used to substantiate the final decision making process.


It is recommended:-

Council approve the additional funding of $37,500.00 from Plant Reserve to increase the total amount allocated in the 2012-2013 budget to $169,500 .00 for the purchase of one WesTrac Multi Tyred Roller without trade in.

COUNCIL RESOLUTION

Moved: Cr G R NorthSeconded: D S Agar

Council approve the additional funding of $37,500.00 from Plant Reserve to increase the total amount allocated in the 2012-2013 budget to $169,500 .00 for the purchase of one WesTrac Multi Tyred Roller without trade in.

CARRIED6/0

ABSOLUTE MAJORITY


INTRODUCTION

The purpose of this report is for Council to consider further sourcing and funding towards the cost of a proposed three(3)MegaWatt(MW) Solar Thermal Power Project in Morawa prior to the completion of a feasibility study.

ATTACHMENTS

Shire of Morawa Regional Development Australia Fund Expression of Interest Application


Morawa electricity supply is provided by a direct feeder sourced from the Three Springs Substation. The feeder is a 132 KV line and also supports the Perenjori community. The feeder is aged, deteriorating and close to maximum capacity. Morawa is part of the South West Integrated System (SWIS) and a fringe of grid electrical connection location.

Carbon Reduction Ventures P/L (CRV) has undertaken investigation to establish a Solar Thermal Power Station based in Morawa. The proposal is to utilise Australian made technology to construct a 3MW renewable energy system to meet the needs of the Morawa town-site / community. The total cost to build this facility was assessed at $20 million.

The Shire of Morawa recently was successful in an Expression of Interest Regional Development of Australia funding application to assist in the project. The cost of the project had increased to a $24.7 million with the requested contribution from the Shire of Morawa for $9.65 million as detailed in the attached Expression of Interest.

Legal comment and advice was sought from the Department of Government and Councils legal consultants regarding the project. Further information on how the derived figures are to be expended was requested from CRV. The expenditure detail was not forthcoming as the figures could not be quantified at this stage of the project.

The Department of Regional Development and Lands (RDL) Supertowns project funding of $500,000 has been allocated for a feasibility study on the project. The funds are held in a bank account at the Western Australian State Treasury.

The Shire of Morawa has been requested to sign off on a Financial Assistance Agreement (FAA) with RDL which includes,

The financial and business feasibility, construction and on-going management model, of the North Midlands Solar thermal power station determined, confirms that the financial and business feasibility is viable for both the State and Shire of Morawa

Councils officers have meet with RDL and a governance team is being formed to progress the study.


Item No: 8.2.9Subject: Morawa Solar Thermal Power Project Provision

of Funding Proponent: Acting Chief Executive OfficerSignature of Officer:File Number:Voting Requirement: Absolute MajorityMeeting Date: 21 March 2013

OFFICER’S COMMENT

Extract from advice received

‘The Business Case for funding of the project to RDL stated that a Special Purpose Proprietary Company (SPPC) will be established; it will be comprised of members from the Shire, from CRV and others yet to be determined; and the Shire will be the initial shareholder.

Under the provisions of the Act, a local government may own shares in an incorporated company. However, the legislation precludes a local government from forming, taking part in forming, or acquiring an interest giving it the control of, such a company.

Accordingly, there may be scope for the Shire to acquire a non-controlling interest in the proposed SPPC, provided that company has already been set up by other parties. Such an arrangement would require specific legal advice.

However, before entering into a major land transaction or major trading undertaking, the Shire would have to comply with the provisions of s 3.59 of the Local Government Act 1995, and regs 7 to 10 of the Local Government (Functions and General) Regulations 1996.

For a local government the size of Morawa, a major land transaction or major trading undertaking is defined as one that is worth more than a minimum amount which is the lesser of $2,000,000; or 10% of the operating expenditure incurred by the local government from its municipal fund in the last completed year.

Before committing to a proposed undertaking valued above that threshold, the Shire would have to prepare and give state wide notice of a business plan that outlines various prescribed matters. These matters include the proposal’s expected effect on the provision of facilities and services by the local government; its expected financial effect on the local government; and the ability of the Shire to manage the undertaking’.

Progression or providing additional funds for the project may imply the Shire of Morawa is willing to commit to the project before specific legal advice and agreements are in place and the feasibility study completed.

On completion of the study Council can action the above advice received from the Department, providing the feasibility study indicates the project is viable and a economic benefit can be returned to the community


Local Government Act 1995 S3.59

POLICY IMPLICATIONS

Nil

RISK MANAGEMENT

The major risk is that even after this process has been completed, we may still be unsuccessful in turning this project proposal into reality. The counter argument is that by not initiating this proposal that no change will be made to rectify the power problems that the Morawa community experience.



The attached EOI budget are the only financial implication until the feasibility study has been completed.


The development may provide the community with the opportunities to progress strategically knowing a reliable and improved power supply is available.

The project also has potential to put Morawa on the Sustainable Communities map with a Morawa solar plant showcased as a demonstration pilot for similar projects earmarked for development elsewhere.

The Shire of Morawa Strategic Plan – Plan for the Future has the following adopted strategy:-

“Continually identify and appraise new industry development options and opportunities for establishing a renewable power supply system in Morawa i.e. Biodiesel, Solar Energy Power Supply, etc”.


It is recommended:-

Council resolve:

1. The Shire of Morawa will consider further sourcing and funding towards the cost of a proposed three (3) Megawatt(MW) Solar Thermal Power Project in Morawa after:

a. completion of The Department of Regional Development and Lands funded feasibility study;

b. obtaining legal advice;c. conducting due diligence to the satisfaction of the Shire of Morawa; d. compliance with s 3.59 of the Local Government Act 1995, and regs 7 to 10 of

the Local Government (Functions and General) Regulations 1996; ande. agreements being reached between the Shire of Morawa and the participants in

the project about the appropriate legal structure, whether Special Purpose Proprietary Company or otherwise, for the project.

COUNCIL RESOLUTION

Moved: Cr K P StokesSeconded: Cr G R North


1. The Shire of Morawa will consider further sourcing and funding towards the cost of a proposed three (3) Megawatt(MW) Solar Thermal Power Project in Morawa after:

a. completion of The Department of Regional Development and Lands funded feasibility study;

b. obtaining legal advice;c. conducting due diligence to the satisfaction of the Shire of Morawa; d. compliance with s 3.59 of the Local Government Act 1995, and regs 7 to 10

of the Local Government (Functions and General) Regulations 1996; ande. agreements being reached between the Shire of Morawa and the

participants in the project about the appropriate legal structure, whether Special Purpose Proprietary Company or otherwise, for the project.

CARRIED6/0


INTRODUCTION

The purpose of this report is for Council to adopt the updated and reviewed 21th March 2013 Shire of Morawa Policy Manual & Delegations Register as presented.

ATTACHMENT

The Shire of Morawa updated and amended Policy Manual & Delegations Register


It is current Council policy to carry out a review of the Policies and Procedures of the Shire annually. It is a statutory requirement that Shire delegations are also reviewed annually. The Shire of Morawa Policy and Procedures Manual & Delegations Register were last reviewed at the Council Meeting held on15th March 2013.

OFFICER’S COMMENT

The Shire of Morawa maintains a policy manual and delegations register with an up-to-date recording of the various policies and delegations of the Council. The Shire Delegations Register reflects those delegations delegated to senior staff to improve on operational efficiencies and organisational effectiveness.

The policies relate to issues of an on-going nature (policy decisions on single issues are not recorded in the manual). The objectives of the Council’s Policy and Procedures Manual are:-

To provide Council with a formal written record of all policy decisions; To provide staff with precise guidelines in which to act in accordance with Council’s

wishes; To enable the staff to act promptly in accordance with Council’s requirements, but without

continual reference to Council; To enable Elected Members to adequately handle enquiries from electors without undue

reference to the staff or the Council; To enable Council to maintain a continual review of Council policy decisions and to ensure

they are in keeping with the community expectations, current trends and circumstances; To enable ratepayer customers to obtain immediate advice on matters of Council Policy.

The Shire of Morawa Policy and Procedures Manual has been reviewed and updated accordingly. All updates are highlighted for ease of reference.


Local Government Act 1995Shire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 21st March 2013

Item No: 8.2.10Subject: Policy Manual & Delegations Register

ReviewProponent: Deputy Chief Executive OfficerSignature of Officer:Signature of CEO:File Number:Voting Requirements: Absolute MajorityDate: 21 March 2013

POLICY IMPLICATIONS

Policy Manual & Delegations Register is to be reviewed at least once annually.


Nil


Nil



1. Council resolve to adopt the reviewed and updated Shire of Morawa Policy and Procedures Manual & Delegations Register as presented.

COUNCIL RESOLUTION

Moved: Cr M J ThorntonSeconded: Cr Coaker

That Council adopt the reviewed and updated Shire of Morawa Policy and Procedures Manual & Delegations Register as presented.

CARRIED6/0

ABSOLUTE MAJORITY


INTRODUCTION

Information that is requiring Councils Attention is provided each month.


For Council’s Consideration.

INTRODUCTION

An information bulletin is provided each month for Councillors information.



The Information Bulletin submitted for the 21st March 2013, Ordinary Meeting be received.

COUNCIL RESOLUTION


That the Information Bulletin submitted for the 21st March 2013, Ordinary Meeting be received.

CARRIED6/0


Item No: 9.1Subject: Shire Correspondence Requiring Council AttentionProponent: Acting Chief Executive OfficerSignature of Officer:Signature of CEO:File Number: VariousVoting Requirements: Simple Majority

Item No: 10.1Subject: Information BulletinProponent: Acting Chief Executive OfficerSignature of Officer:Signature of CEO:File Number: VariousVoting Requirements: Simple Majority

11 NEW BUSINESS OF URGENT NATURE INTRODUCED BY DECISION OF MEETING

Nil

12 APPLICATION FOR LEAVE OF ABSENCE

Nil

13 NEXT MEETING

The next Ordinary Meeting of the Morawa Shire Council will be held on Thursday 18th April 2013

14 MEETING CLOSURE

There being no further business for discussion the Shire President thanked everyone for their attendance and declared the meeting closed at 4.30 pm.

I certify that the Minutes of this Meeting were confirmed at the Council Meeting held on Thursday, 18th April 2013

…………………………………Presiding Person


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