minutes of chief executive officer’s report - 11 november 2013...period ended 11 november 2013...

CHIEF EXECUTIVE OFFICER’S REPORT

11 NOVEMBER 2013

INDEX 1. REPORTS

1.1 **APPOINTMENT OF ELECTED MEMBERS TO COUNCIL ESTABLISHED COMMITTEES .................................................................................................................................2

1.2 ANNUAL REPORT 2012-2013 .......................................................................................................5

1.3 PROPOSED LEAVE - CHIEF EXECUTIVE OFFICER .................................................................9

1.4 COUNCILLORS' INFORMATION BULLETIN - ISSUE NO. 19/2013 .......................................11

ATTACHMENTS ..................................................................................................................................... 13

CHIEF EXECUTIVE OFFICER’S REPORT Page 2 Period Ended 11 November 2013

CITY OF ARMADALE Chief Executive Officer’s Report

Mayor and Councillors City of Armadale Following is my Report for the period ended 11 November 2013 **1.1 - APPOINTMENT OF ELECTED MEMBERS TO COUNCIL ESTABLISHED COMMITTEES WARD

: ALL In Brief: Council at its meeting on 21st October

deferred (to the next Council meeting on 11th November 2013) appointment of the newly elected Councillor from the Neerigen Ward to the various Council established Committees following completion of the declaration of office by Councillor-elect Guenter Best.

The Declaration of Office has now been

made by Cr Best (Tuesday 29 October 2013) and this report presents the appointments to be made.

FILE No.

: M/995/13

DATE

: 30 October 2013

REF

: SD

RESPONSIBLE MANAGER

: Executive Director Corporate Services

Tabled Items Nil Officer Interest Declaration Nil Strategic Implications 4. Good Governance and Management

High quality, professional governance and leadership, together with effective administration of Council resources, are essential to the success of the City. 4.1.4 Support an Audit Committee to assist accountability and good governance

Legislation Implications Sections 5.8, 5.9, 5.10 & 5.11 of the Local Government Act 1995. Council Policy/Local Law Implications Nil


Budget/Financial Implications Nil Consultation Nil BACKGROUND At the first Council meeting following the elections which was held on Monday 21st October 2013, one of the successful candidates (G Best) was unable to be in attendance and hence was not able to make his Declaration of Office. Council at this meeting in making appointments to the Council established Committees deferred the appointment of the newly elected member from the Neerigen Ward (Cr Best) until such time as he had an opportunity to make his Declaration of Office before an authorized person. The Chief Executive Officer confirms that Cr Best made his Declaration of Office on 29th October 2013 and accordingly can now be appointed to relevant Committees, Advisory Groups and local organisations. COMMENT The following appointments were made to Council established Committees at the Council meeting on 21st October 2013. Community Services Committee

Ward Members Deputies River Ward Cr R Butterfield Cr H A Zelones Neerigen Ward Cr M Geary Palomino Ward Cr M S Northcott Cr C A Campbell Heron Ward Cr J A Stewart Cr D M Shaw Minnawarra Ward Cr K Busby Cr M H Norman Lake Ward Cr C Frost Cr J H Munn Jarrah Ward Cr C M Wielinga Cr G Nixon Development Services Committee

Ward Members Deputies River Ward Cr H A Zelones Cr R Butterfield Neerigen Ward Cr M Geary Palomino Ward Cr C A Campbell Cr M S Northcott Heron Ward Cr D M Shaw Cr J A Stewart Minnawarra Ward Cr M H Norman Cr K Busby Lake Ward Cr J H Munn Cr C Frost Jarrah Ward Cr C M Wielinga Cr G Nixon Technical Services Committee

Ward Members Deputies River Ward Cr R Butterfield Cr H A Zelones Neerigen Ward Cr M Geary Palomino Ward Cr M S Northcott Cr C A Campbell Heron Ward Cr J A Stewart Cr D M Shaw Minnawarra Ward Cr K Busby Cr M H Norman Lake Ward Cr C Frost Cr J H Munn Jarrah Ward Cr G Nixon Cr C M Wielinga


City Strategy Committee

Membership Members Deputies Mayor Cr H A Zelones Deputy Mayor Cr R Butterfield Cr M S Northcott Chair, Community Services Cr K Busby Cr C M Wielinga Chair, Development Services Cr D M Shaw Cr J A Stewart Chair, Technical Services Cr G Nixon Cr C A Campbell Cr M Geary Cr M H Norman Cr J H Munn Cr C Frost It is now recommended that Council confirm the appointment of Cr Best to the relevant Committees to finalise membership of these Committees. ATTACHMENTS There are no attachments for this report. RECOMMEND

That Council:

Appoint Cr Best for the period November 2013 to October 2015 as a - member on the Community Services Committee and Technical

Services Committee deputy member to Cr Geary on the Development Services

Committee; and deputy member to Cr Zelones on the City Strategy Committee

ABSOLUTE MAJORITY RESOLUTION REQUIRED


1.2 - ANNUAL REPORT 2012-2013 WARD

: ALL In Brief: Council is requested to: Accept the 2012-2013 Annual

Report, and Determine the date, time and place

of the 2013 Annual General Meeting of Electors

FILE No.

: M/990/13

DATE

: 30 October 2013

REF

: TM

RESPONSIBLE MANAGER

: Executive Director Corporate Services

Tabled Items Nil Officer Interest Declaration Nil Strategic Implications Planning Ahead & Evaluating Progress: Regularly evaluate the implementation of Plans Communication: Communicate our achievements to the community

Legislation Implications The Local Government Act 1995 refers, in particular:

• section 5.27 – Electors’ general meetings • section 5.32 – Minutes of electors’ meetings • section 5.33 – Decisions made at electors’ meetings • section 5.53 – Annual reports • section 5.54 – Acceptance of annual reports • section 5.55 – Notice of annual reports

The Local Government (Administration) Regulations 1996, also refers:- • regulation 19B – annual report to contain information on payments to employees

Council Policy/Local Law Implications Nil Budget/Financial Implications Sufficient funds have been allocated in Council’s Budget to cover all costs associated with the preparation of the 2012-2013 Annual Report and Annual General Meeting of Electors. Consultation Mayor Chief Executive Officer Management Executive (Manex)


Manager Communications COMMENT The purpose of this Report is for Council to:

a) consider and accept (by absolute majority resolution) the 2012-2013 Annual Report pursuant to the requirements of section 5.54 of the Local Government Act 1995; and

b) determine the date, time and place of the Annual General Meeting of Electors (AGM) pursuant to the requirements of section 5.27 of the Local Government Act 1995.

Annual Report

A copy of the text of the 2012-2013 Annual Report together with the audited Financial Statements and Auditor’s Report is attached to this report for Council’s review and acceptance. Pursuant to Section 5.53(2) of the Local Government Act 1995, the Annual Report contains:-

• A report from the Mayor and Chief Executive Officer; • An overview of the plan for the future of the district including major initiatives that

are proposed to commence or to continue in the next financial year; • The financial report for the financial year; • The Auditor’s report for the financial year; • Information as prescribed in relation to payments made to employees; • Information relating to the City’s Disability Access and Inclusion plan; • Information relating to the register of complaints about the conduct of certain

officials, and • Other information as prescribed including reference to the City’s Information

Statement, Public Interest Disclosure Act and Record Keeping requirements. Annual General Meeting of Electors

The proposed timetable for accepting the Annual Report and holding the 2013 AGM is as follows:

Activity Task/Requirement Proposed Date Ordinary Council Meeting (NB: the Annual Report must be accepted prior to the 31.12.13 – section 5.54(1) of the LGA refers and the AGM must be held within 56 days of the Annual Report being accepted – section 5.27(2) of the LGA refers)

To accept (by absolute majority resolution) the 2013 Annual Report and determine the date, time and place to hold the AGM

Monday 11th November 2013 (NB: leaving the acceptance of the AR till the 2nd council meeting in Nov, ie. 26.11.13 is too late in that it pushes the AGM out to week before Christmas which is not preferable)

Local Public Notice (Examiner) (NB: notice must be given at least 14 days prior to the AGM – section

Public notice to be given of the availability of the Annual Report and the date, time and

Thursday 14th November 2013


Activity Task/Requirement Proposed Date 5.29(1) of the LGA refers) place of the AGM City Audit Committee Meeting

To review the Independent Auditor’s Report as reported in the Annual Report document (the City’s Auditor will be in attendance)

Tuesday 19th November 2013 commencing at 5pm. (NB: this date is also the ordinary November meeting of the City Strategy Committee)

Local Public Notice (Comment News)

Public notice to be given of the availability of the Annual Report and the date, time and place of the AGM

Tuesday 26th November 2013

Colour/printed versions of the Annual Report to be available

Colour/printed versions of the Annual Report to be available to electors and be distributed to Councillors and relevant statutory bodies

Tuesday 26th November 2013

Annual General Meeting of Electors

Annual General Meeting of Electors to be held in the Council Chambers at Council’s Administration Centre, 7 Orchard Avenue Armadale, commencing at 7pm

Wednesday 4th December 2013 commencing at 7pm

City Audit Committee Meeting

To consider and make recommendation on the report titled “Review of financial Management Systems and Procedures”

Tuesday 10th December 2013 commencing at 5.15 pm (NB: this date is also the ordinary December meeting of the City Strategy Committee)

Ordinary City Strategy Committee Meeting

To recommend to Council (i) acceptance of the minutes of the AGM, and (ii) actions arising in response to decisions made at the AGM

Tuesday 10th December 2013

Ordinary Council Meeting (NB: all decisions made at the AGM are to be considered by Council at the next ordinary meeting after the AGM or if that’s not practicable, then at the first ordinary council meeting thereafter – section 5.33 of the LGA refers)

Accept the minutes of the AGM and determine any actions in response to decisions made at the AGM

Monday 16th December 2013

ATTACHMENTS 1. Annual Report 2012-2013 RECOMMEND

That Council: 1. pursuant to section 5.54 of the Local Government Act 1995*,

accept the 2012-2013 Annual Report for the year ending 30th


June 2013, as presented in the attachment to this report. 2. pursuant to section 5.27 of the Local Government Act 1995, hold

the Annual General Meeting of Electors on Wednesday 4th December 2013 at 7:00 p.m. in the Council Chambers at Council’s Administration Centre, 7 Orchard Avenue, Armadale.

ABSOLUTE MAJORITY RESOLUTION REQUIRED FOR PART (1)


1.3 - PROPOSED LEAVE - CHIEF EXECUTIVE OFFICER WARD

: ALL In Brief: Advice of proposed annual leave as

follows: - 12th to 15th November 2013 (returning

on Monday 18 November 2013); and - 27th December 2013 to 31st January

2014 (returning on Monday 3rd February 2014)

Executive Director – Corporate Services to be appointed Acting Chief Executive Officer for both periods of leave.

FILE No.

: M/1008/13

DATE

: 6 November 2013

REF

: RT

RESPONSIBLE MANAGER

: Chief Executive Officer

Tabled Items Nil Officer Interest Declaration Nil Strategic Implications Nil Legislation Implications Nil Council Policy/Local Law Implications Council Management Practice ADM 12 “Acting Senior Positions” states (in part) as follows:

Planned Leave Absences – Executive Director’s will be appointed to the position of Acting Chief Executive Officer by resolution of Council upon recommendation by the Chief Executive Officer. Generally, Executive Directors will be appointed to the position on a rotational basis.

Budget/Financial Implications Costs associated with staff leave have been provided for in the adopted 2013-14 Annual Budget. Consultation Nil COMMENT The Chief Executive Officer advises that he will be taking annual leave as follows:

- 12th to 15th November 2013 (returning on Monday 18 November 2013); and - 27th December 2013 to 31st January 2014 (returning on Monday 3rd February 2014)


In accordance with Council’s Management Practice ADM-12, it is recommended that the Executive Director Corporate Services, Mr Tony Maxwell be appointed Acting Chief Executive Officer, during both periods of Mr Tame’s absence and that Ms Felicity Faranda be appointed Acting Executive Director Corporate Services from 13th January to 31st January 2014 inclusive (on her return from leave over the Christmas/New Year break). ATTACHMENTS There are no attachments for this report. RECOMMEND

That Council: 1. note the Chief Executive Officer’s absence on leave from:

- 12th to 15th November 2013 inclusive; and - 27th December 2013 to 31st January 2014 inclusive and appoint the Executive Director Corporate Services, Mr Tony Maxwell, as Acting Chief Executive Officer, during both periods of Mr Tame’s absence.

2. appoint Ms Felicity Faranda as Acting Executive Director

Corporate Services from 13th January to 31st January 2014 inclusive.


1.4 - COUNCILLORS' INFORMATION BULLETIN - ISSUE NO. 19/2013 WARD

: ALL In Brief: Councillors’ Information Bulletin –

Councillors are advised to take note of the information submitted in Issue No. 19/2013 to be received by Council.

FILE No.

: M/991/13

DATE

: 30 October 2013

REF

: CT

RESPONSIBLE MANAGER

: Chief Executive Officer

Strategic Implications Corporate Services 2.1 Identify and implement mechanisms to improve communication and achieve common

understanding of corporate issues and objectives. COMMENT The following general information and memorandums were circulated in Issue No. 19/2013 on 7 November 2013. Correspondence & Papers Correspondence WALGA Economic Briefing – October 2013 WA Local Government Association (WALGA) News Issue No 40.13 – 14 October 2013 Issue No 41.13 – 21 October 2013 Issue No 42.13 – 28 October 2013 Issue No 43.13 – 4 November 2013 Australian Local Government Association (ALGA) News 25 October 2013 Information from Human Resources

Employee Movements Information from City Strategy Progress Report Progress Report on Contingency, Operational & Strategic Projects Outstanding Matters & Information Items

Report on Outstanding Matters – City Strategy Committee Donations/Grants/Contributions

July/August/September/October 2013 Grants Annual Contributions Accounting Reports Rates Report


Report of the Common Seal Information from Development Services Outstanding Matters & Information Items Report on Outstanding Matters - Development Services Committee Health Health Services Manager’s Report - October 2013 Planning Planning Applications Report - October 2013 Town Planning Scheme No.4 - Amendment Action Table Subdivision Applications - WAPC Approvals/Refusals - October 2013 Subdivision Applications - Report on Lots Registered for 2012/2013 PAW Closure Report - Significant Actions during October 2013 Compliance Officer’s Report - October 2013 Building Building Services Manager’s Report - October 2013 Building/Health Compliance Report - September 2013 Building/Health Compliance Report - October 2013 Building Applications Monthly Statistics - October 2013 ATTACHMENTS There are no attachments for this report. RECOMMEND

That Council acknowledge receipt of Issue No 19/2013 of the Information Bulletin.


CHIEF EXECUTIVE OFFICER’S REPORT

ATTACHMENTS 11 NOVEMBER 2013

ATT NO. SUBJECT PAGE

1.2 ANNUAL REPORT 2012-2013

1.2.1 Annual Report 2012-2013 14

Chief Executive Officer’s 14 ATTACHMENT 1.2.1 REPORT - 11 November 2013

minutes of chief executive officer’s report - 11 november 2013...period ended 11 november 2013...

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