minutes - ordinary meeting of council july 2009...eft383 16/07/2009 benara nurseries plants...

Shire of Mount Magnet Minutes for Ordinary Council Meeting held 24th July 2009 of 80

SHIRE OF MOUNT MAGNET

MINUTES

ORDINARY COUNCIL MEETING

24th JULY 2009



MINUTES Ordinary Council Meeting

24th July 2009

TABLE OF CONTENTS

1 DECLARATION OF OPENING / ANNOUNCEMENT OF VISITORS ............................. 3 2 RECORD OF ATTENDANCE / APOLOGIES / LEAVE OF ABSENCE ........................... 3 3 RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE ..................... 3 4 PUBLIC QUESTION TIME ..................................................................................................... 3 5 APPLICATIONS FOR LEAVE OF ABSENCE ..................................................................... 3 6 CONFIRMATION OF MINUTES OF PREVIOUS MEETING .......................................... 3

6.1 Ordinary Meeting held on 26th June 2009.................................................................... 3 7 ANNOUNCEMENTS BY PRESIDING PERSON WITHOUT DISCUSSION ................... 4 8 PETITIONS / DEPUTATIONS / PRESENTATIONS / SUBMISSIONS ............................. 4 9 AGENDA ITEMS ....................................................................................................................... 4

9.1 FINANCE ........................................................................................................................ 5 9.1.1 Accounts for Payment ........................................................................................ 5 9.1.2 Monthly Financial Report Period Ended June 30, 2009 ................................. 8

9.2 MANAGEMENT AND POLICY ............................................................................... 38 9.2.1 Reduction of Councillors ................................................................................. 38 9.2.2 Freedom of Information Statement ................................................................ 40 9.2.3 WALGA AGM – Local Government Week ................................................... 51 9.2.4 Accounting Policy - Land Under Roads ......................................................... 52 9.2.5 De-proclamation of Portion of Lot 369 – Paynesville Cemetery .................. 56 9.2.6 FACET Conference – Councillors to attend .................................................. 60 9.2.7 Change to Payment Arrangement for Accounts ........................................... 63

9.3 HEALTH ....................................................................................................................... 67 9.4 WORKS ......................................................................................................................... 68 9.5 TOURISM ..................................................................................................................... 69

9.5.1 Tourism Information Centre ........................................................................... 69 9.5.2 Australasian Safari 2009 .................................................................................. 71 9.5.3 FACET Conference – Hosting Dinner ........................................................... 73

10 CONFIDENTIAL BUSINESS ............................................................................................ 75 11 NEW BUSINESS .................................................................................................................. 76

11.1.1 Letter of Support – Murchison Health Service Delivery Plan ..................... 76 11.1.2 FESA Levy Payments System ......................................................................... 78

12 NEXT MEETING ................................................................................................................ 80 13 CLOSURE OF MEETING .................................................................................................. 80 14 CERTIFICATION BY CHAIRMAN ................................................................................. 80



MINUTES Ordinary Council Meeting

24th July 2009

1 DECLARATION OF OPENING / ANNOUNCEMENT OF VISITORS

The Shire President declared the meeting open at 1.00pm and welcomed all present. 2 RECORD OF ATTENDANCE / APOLOGIES / LEAVE OF ABSENCE

President Cr Ashley Dowden Member Cr Kent Lucy Member Cr Kevin Brand Member Cr Wendy McGorman Member Cr Greg Scott Member Cr Karen Williams Member Cr David Jones Chief Executive Officer Mr David Burton Corporate Services Manager Mr Adrian Byrne

Apologies: Member Cr Joe O’Brien Member (Vacant)

3 RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE

Nil 4 PUBLIC QUESTION TIME Nil 5 APPLICATIONS FOR LEAVE OF ABSENCE Nil 6 CONFIRMATION OF MINUTES OF PREVIOUS MEETING Moved: Cr Scott Seconded: Cr Lucy

6.1 Ordinary Meeting held on 26th June 2009 That the minutes of the Ordinary Meeting of Council held on 26th June 2009 as circulated be confirmed as a true and correct record of proceedings. Resolution 2009-07-01 Carried 7/0


7 ANNOUNCEMENTS BY PRESIDING PERSON WITHOUT DISCUSSION

Shire President reported on forum for Local Government Reform at Meekatharra. Mr Burton left the meeting at 1.06pm and returned at 1.07pm

8 PETITIONS / DEPUTATIONS / PRESENTATIONS / SUBMISSIONS Cr Williams – Attended Tourism Advisory Committee Cr Scott – Attended Tourism Advisory Committee

Cr Brand – Attended meeting with CEO and President for Museum facility.

9 AGENDA ITEMS


9.1 FINANCE 9.1.1 Accounts for Payment

File: FI-APAY Officer: Senior Finance Officer Amended By: Nil Disclosure of Interest: No interest to Disclose Date: 17th July 2009

Accounts for payment totalling $ 498,315.95 (Municipal Account) represented by- Vouchers 12812 to 12833 $ 61,598.99 EFT’s $ 436,716.96 Total $ 498,315.95 are presented for payment. Financial Implications NIL. Strategic Implications NIL. Voting Requirements Simple Majority

OFFICER RECOMMENDATION AND COUNCIL RESOLUTION

Moved: Cr McGorman Seconded: Cr Jones Accounts for payment totalling $ 498,315.95 (Municipal Account) represented by- Vouchers 12812 to 12833 $ 61,598.99 EFT’s $ 436,716.96 Total $ 498,315.95 are presented for payment. Resolution 2009-07-02 CARRIED 7/0


List of Accounts submitted to the Ordinary Meeting of Council held on the 24th July 2009 Confirmed in respect of Accounts Authorised for payment by the Chief Executive Officer

Vchr No Date Payee's Name Particulars Amount Other

of Payment Funds Trust

EFT367 24/06/2009 AUSTRALIAN TAXATION OFFICE BAS Ocober 2007 to May 2009 -123278.09DIRECT 020/07/09 PAYROLL PPE 30/6/09 -28982.14EFT369 06/07/2009 GERALDTON FUEL COMPANY 6000 Ltrs Diesel for Depot -15233.73EFT370 06/07/2009 ATYEO'S ENVIRO HEALTH SERVICES Contract EHO/BS - Bill Atyeo -2433.75

EFT371 06/07/2009 MT MAGNET WASTE DISPOSAL Town Rubbish Collection -9046.40EFT372 06/07/2009 PETER SMITH Rangers Duties -1540.00EFT373 06/07/2009 RELIANCE PETROLEUM Fuel Account for May 2009 -810.62EFT374 06/07/2009 ORICA AUSTRALIA PTY LTD Service Fee - Chlorine Gas -38.87

BPAY 06/07/2009 WESTNET PTY LTD Internet Account -704.40

BPAY 06/07/2009 PIVOTEL SATELLITE PTY LIMITED Satellite Phone Accnt June 09 -179.09

EFT375 29/06/2009 CBA MASTERCARD Torch - Office -79.95

EFT376 16/07/2009 ADVANTA COMM FURNITURE 5xBeam Seats Aiport Terminal -3448.50EFT377 16/07/2009 AERODROME MANAGEMENT SERVICES Landing Data -820.62

EFT378 16/07/2009 AFPT FIBREFURN Screw on Lid Water Tank -100.00

EFT379 16/07/2009 AIRPORT LIGHTING SPECIALIST PTY LTD Airstrip Lights and Globes -814.22

EFT380 16/07/2009 ALL DECOR PVC Runners Anzac Hall -1000.00

EFT381 16/07/2009 ALLOY & STAINLESS PRODUCTS 1 x roll 3mm Brushcutter Line -228.66

EFT382 16/07/2009 AUSTRALIAN WILDFLOWER SEEDS Wild Flower Seeds -1860.05EFT383 16/07/2009 BENARA NURSERIES Plants Cemetery, MBA, Fed Pk -1144.55

EFT384 16/07/2009 BROADCAST AUSTRALIA Power Recovery Cost -39.45EFT385 16/07/2009 BULLDOG CONTRACTING Supply Concrete for Caravan Park

Units Verandahs,Shed Pads-6682.50

EFT386 16/07/2009 C J D EQUIPMENT PTY LTD Modify Spare Tyre Rim Loader -2586.05

EFT387 16/07/2009 COMMERCIAL CLUB HOTEL MT Catering Shire Meetings -1217.00

EFT388 16/07/2009 COMMERCIAL HOTEL MEEKATHARRA Accomodation/Meals A Byrne -224.50

EFT389 16/07/2009 CORPORATE EXPRESS AUSTRALIA Stationery Order May 2009 -965.30EFT390 16/07/2009 CORPORATE EXPRESS AUSTRALIA LTD Furniture Office/Anzac Hall -19923.20

EFT391 16/07/2009 CORPORATE EXPRESS AUSTRALIA LTD Stationery Order -177.30

EFT392 16/07/2009 CORPORATE EXPRESS AUSTRALIA LTD Stationery Order -280.69

EFT393 16/07/2009 COURIER AUSTRALIA Freight Account -252.02

EFT394 16/07/2009 DARRYL JAMES BAWDEN Electricity and Water Account for -327.90

EFT395 16/07/2009 DAVID BURTON Balance of Professional Fees - As per Contract for 08/09

-175.00

EFT396 16/07/2009 EASTLAND MINING & ELECTRICAL Install Double GPOs in Single Units -1163.80

EFT397 16/07/2009 FIRE & EMERGENCY SERVICES Esl Levy Oct 07- Jun 09 -28771.01

EFT398 16/07/2009 FLETCHER COMMUNICATIONS Repair Decoder - Spirit Radio -236.50

EFT399 16/07/2009 GERALDTON INDUSTRIAL SUPPLIES Reapairs to Jack Hammer -109.00

EFT400 16/07/2009 GERALDTON MID WEST SPORTS Murchison Role Model Program 31 -200.00

EFT401 16/07/2009 HAINES NORTON (WA) PTY LTD Analysis of FBT Questionaire -1650.00

EFT402 16/07/2009 HYDRAMET PTY LTD Service Chlorination Equipment -1513.38

EFT403 16/07/2009 IT VISION SynergySoft Licence Fees -17028.00EFT404 16/07/2009 JK PLUMBING GAS&MAINTENANCE Install Toilets/Anzac Hall, Repairs

Office, C/Park Units, Lt 43, Cinema, Pens Unit, Depot

-4356.00

EFT405 16/07/2009 JOHNS BUILDING SUPPLIES Pallet of Swan Grey Cement -382.32

EFT406 16/07/2009 LANDGATE Rural UV Valuations -701.72EFT407 16/07/2009 LEIGH MARDON Scan Labels for Library Books -176.00EFT408 16/07/2009 LANDMARK ENGINEERING Equipment Fed/Toilets -1589.50EFT409 16/07/2009 MAHOMETS VILLAGE HOLIDAY VILLAS Accommodation - Alice Kavanagh -220.00

EFT410 16/07/2009 MARK SMITH PTY LTD Relocation SepticTank Ablution -3242.47EFT411 16/07/2009 MARKET CREATIONS Web Site Maintenance -264.00EFT412 16/07/2009 METRO COUNT Metro Count Training Course -1402.50EFT413 16/07/2009 MIDWEST INDUSTRIAL SUPPLIES Safety Work Wear -1015.86EFT414 16/07/2009 MURCHISON CARPENTRY Construction/Airport Terminal -71690.84EFT415 16/07/2009 MURCHISON HARDWARE Hardware Account April 2009 -417.60

EFT416 16/07/2009 MURCHISON MAIL & FREIGHT Freight Various -2158.20

EFT417 16/07/2009 Murchison Mechanical Services 2 Tyres,Tubes & Fitting Bob Cat -3727.67


Vchr No Date Payee's Name Particulars Amount Other

EFT418 16/07/2009 NEXUS WA PTY LTD Freight Account for May 2009 -422.72EFT419 16/07/2009 OCEAN CENTRE HOTEL Accommodation- Allan Dunn -180.00EFT420 16/07/2009 OCEANA STAR P/L Install Hot Water Systems, Replace

Tapware C/Park units, Install Disabled Toilet Picture Garden, Replce Toilet C/Park Residence, Install Water Line Lawn Area C/Park, Set up Dump Point, Replace Anodes Solahart

-24744.10

EFT421 16/07/2009 PETER SMITH Rangers Duties -1650.00EFT422 16/07/2009 R&R TAPE & SAFETY SUPPLIES Safety Glasses and Rigger Gloves -501.60

EFT423 16/07/2009 RELIANCE PETROLEUM Fuel Account for June 2009 -1225.47

EFT424 16/07/2009 ROZWAY SIGNS Camp Kitchen Sign -66.00

EFT425 16/07/2009 RURAL HEALTH WEST Rural Health West Membership -100.00

EFT426 16/07/2009 SETON AUSTRALIA Cleaning Consumables -669.79EFT427 16/07/2009 STATE LIBRARY OF WA Recoveries Lost/Damaged Books -1346.40

EFT428 16/07/2009 THE LUSCOMBE SYNDICATE Cleaning Products Garbage Bags -1039.51EFT429 16/07/2009 THINK WATER GERALDTON Drippers Sprinkler Reticulation -119.34EFT430 16/07/2009 TOLL IPEC PTY LTD Freight Account -90.45

EFT431 16/07/2009 VIDGUARD SECURITY SYSTEMS Monitoring Service Fee -115.50

EFT432 16/07/2009 WALTONS Service for MA 2185 Isuzu -469.49EFT433 16/07/2009 WESFARMERS KLEENHEAT GAS 45Kg Gas Cyl Caravan Park -338.05EFT434 16/07/2009 WINGZONE PTY LTD IGA Account June 2009 -1001.73EFT435 16/07/2009 WYNYANGOO STATION Grading Narndee Rd D9L Hire -7645.00DIRECT 16/07/2009 PAYROLL PPE 14/07/09 -28380.89

12812 16/07/2009 COLONIAL FIRST STATE Superannuation contributions -407.85

12813 16/07/2009 REST SUPERANNUATION Superannuation contributions -25.21

12814 16/07/2009 SHIRE OF MOUNT MAGNET Payroll deductions -100.00

12815 16/07/2009 WA LOCAL GOVT SUPER PLAN PTY LTD Superannuation contributions -13042.15

12816 16/07/2009 WEST SCHEME Superannuation contributions -1239.53

12817 16/07/2009 CASH Petty Cash Reimbursement June -63.00

12818 16/07/2009 MCLEODS BARRISTERS & SOL Advice; MM Historical Society -188.1012819 16/07/2009 MTF MINE MAINTENANCE PTY LTD Extend legs on Headframe -1772.5912820 16/07/2009 TELSTRA Mobile Telephone Account -307.3812821 16/07/2009 WALGA Advertising Account for May -1362.5312822 16/07/2009 AUSTRALIA POST Postage Account June -117.19

12823 16/07/2009 DPI Licence Renewals to 31/07/10 -3852.30

12824 16/07/2009 GREAT NORTHERN RURAL SERVICES Fertiliser for Oval & Kykuyu Seed for Caravan Park

-439.60

12825 16/07/2009 H & J JONES & SONS PTY LTD Replace Windmill Column & Bearers Airport

-2450.00

12826 16/07/2009 HORIZON POWER Electricity Account -5362.1212827 16/07/2009 MT MAGNET MEAT SUPPLY Street Clean Up Sausage Sizzle -20.5012828 16/07/2009 OUTBACK GOLD ACCOMMODATION Accommodation for Ranger -176.0012829 16/07/2009 PETER KELLIHER Overpayment Invoice Number 2948

VH-COH Landing Fee -3.41

12830 16/07/2009 SHIRE OF MEEKATHARRA Training - Adrian Byrne -594.0012831 16/07/2009 TELSTRA Telephone Account -1680.42

12832 16/07/2009 WATER CORPORATION Water Usage Charges -28380.1512833 16/07/2009 WESTCARE INDUSTRIES 1LB291 Label Return Address -14.96

ve statement have been paid, totalling as under:-Municipal Fund …. …. …. …. …. …. …. …. -498315.95 0.00Trust Fund Accounts …. …. …. …. …. …. …. …. 0.00 0.00Loan Capital Accounts …. …. …. …. …. …. …. …. 0.00 0.00Trading Fund Accounts …. …. …. …. …. …. …. …. 0.00 0.00Other Fund Accounts …. …. …. …. …. …. …. …. 0.00 0.00

Total …. …. …. …. -498315.95 -$

……………………...……………..…...…..………..……….….CHAIR

24th July 2009


9.1.2 Monthly Financial Report Period Ended June 30, 2009 File: MCS

Officer: Adrian Byrne Manager of Corporate Services Amended By: Nil Disclosure of Interest: None applicable Date as at : 14 July 2009 Summary: Monthly Financial Report Background: Financial Activity Statement Report – s.6.4 (1) A local government is to prepare each month a statement of financial activity reporting on the sources and applications of funds, as out in the annual budget under regulation 22(1)(d), for that month in the following detail – (a) Annual budget estimates, taking into account any expenditure incurred for an additional purpose under section 6.8(1)(b) or(c); (b) Budget estimates to the end of the month to which the statement relates; (c) Actual amounts of expenditure, revenue and income to the end of the month to which the statement relates; (d) Material variances between the comparable amounts referred to in paragraphs (b) and (c); and (e) The net current assets at the end of the month to which the statement relates. (2) Each statement of financial activity is to be accompanied by documents containing- (a) an explanation of the composition of the net current assets of the month to which the statement relates, less committed assets and restricted assets; (b) An explanation of each of the material variances referred to in subregulation (1)(d); and (c) Such other supporting information as is considered relevant by the local government. (3) The information in a statement of financial activity may be shown – (a) According to nature and type classification, (b) By program; or (c) By business unit. (4) A statement of financial activity, and the accompanying documents referred to in sub-regulation (2), are to be – (a) presented to the council – (i) at the next ordinary meeting of the council following the end of the month to which the statement relates; or (ii) if the statement is not prepared in time to present it to the meeting referred to in subparagraph (i), to the next ordinary meeting of the council after that meeting; And (b) Recorded in the minutes of the meeting at which it is presented. (5) Each financial year, a local government is to adopt a percentage or value, calculated in accordance with AAS 5, to be used in statements of financial activity for reporting material variances. (6) In this regulation –} committed assets~ means revenue unspent but set aside under the annual budget for a specific purpose; } restricted assets~ have the same meaning as in AAS 27.[Regulation 34 inserted in Gazette 31 Mar 2005 p. 1049-50.] [35. Repealed in Gazette 31 Mar 2005 p. 1050.]


Comment: A monthly financial report is to be presented to Council at the next ordinary meeting following the end of the reporting period. Financial Activities Statement Significant Accounting Policies Statement of Objective Reserves Net Current Assets Borrowings Rates Report Plant and Vehicles – Purchases and Trade-Ins/Sales Detailed Activity – by Account Capital Expenditures – by Account Consultation: Nil Statutory Environment: Local Government Act 1995 Section 6.4 Financial Report Financial Management Regulations 34 & 35 Policy Implications: Nil Financial Implications: Nil Strategic Implications: Nil Voting Requirements: Simple Majority


Moved: Cr Williams Seconded: Cr Brand That the financial report for the period ending June, 2009 be received. Resolution 2009-07-03 CARRIED 7/0


9.2 MANAGEMENT AND POLICY 9.2.1 Reduction of Councillors

File: CO-ELEC Officer: David Burton - Chief Executive Officer Amended By: Nil Disclosure of Interest: Nil Date: 2nd July 2009

Application To consider the requirements to reduce the number of Council Members. Background Earlier this year it was requested that the CEO investigate the possibility of the number of Councillors to be reduced at the 2009 elections. Comment The Local Government Act 1995 does not actually specify any method of reducing the number of Councillors. Therefore, I contacted the Department of Local Government seeking information. The reduction of Councillor Members is not something that can be resolved by Council without extensive works. A complete review of Council representation is required. This would also involve liaising closely with the community to ensure that the needs can be met. This review is then forwarded to the Minister for consideration and to be accepted. The entire process is likely to take several months to complete and be accepted by the Department. It will certainly not be in time for the October 2009 elections In speaking with the Department, several Councils have been caught short on time and are in a similar position as us. As many Councils are looking at reducing their numbers as part of the Reform Process, the Department is looking at a possible way to reduce the requirements and make it easier for Councils. Unfortunately, this process will not be in place before the October Elections either, therefore we will need to continue with the same number of Councillors for this election. Consultation Department of Local Government Statutory Environment Nil Policy Implications Nil Financial Implications Nil Strategic Implications Nil


Voting Requirements Simple Majority

OFFICER RECOMMENDATION

That the CEO commence with a review of Councillor representation as soon as practical after the October 2009 Ordinary Elections.

Council considered the item and resolved to wait for the Department to see if there was a quicker method of reducing the number of Councillors before proceeding.

COUNCIL RESOLUTION

Moved: Cr McGorman Seconded: Cr Brand That the information be noted. Resolution 2009-07-04 CARRIED 7/0


9.2.2 Freedom of Information Statement

File: AD-FOI Officer: David Burton - Chief Executive Officer Amended By: Nil Disclosure of Interest: Nil Date: 7th July 2009

Application To adopt the Information Statement for 2009/2010. Background Under the Freedom of Information Act 1992 agencies are required to publish an up-to-date information statement every year. (This assists Freedom of Information applicants in framing their applications and reduces the burden on agencies when assisting applicants to identify documents of interest.) Council is required to provide a copy, every year of its updated information. Comment An updated comprehensive statement was adopted at the February 2007 meeting. I have reviewed the statement the only changes have been to some of the Acts listed and also Councillors names and Committee Delegates. Due to the changes in Councillors earlier this year, Council does not have a delegate for Roadwise. Council will need to elect another delegate for representation if required. I have just left it vacant for this report. A copy of the statement is attached. Consultation Nil Statutory Environment Freedom of Information Act Policy Implications Nil Financial Implications Nil Strategic Implications Nil Voting Requirements Simple Majority



Moved: Cr Scott Seconded: Cr McGorman That Council adopt the Information Statement for 2009/2010 and forward a copy to the Information Commissioner. Resolution 2009-07-05 CARRIED 7/0


9.2.3 WALGA AGM – Local Government Week

File: CR-WALGA Officer: David Burton - Chief Executive Officer Amended By: Nil Disclosure of Interest: Nil Date: 13th July 2009

Application For Council to provide an indication for voting for delegates to the WALGA AGM. Background The Annual General Meeting of WALGA will be held on Saturday 8th August 2009 during Local Government Week. A copy of the Agenda for the meeting has been provided to each Councillor. Comment Council has elected Cr Dowden and Cr O’Brien as voting delegates for the WALGA AGM. It is requested that Councillors review the Agenda to make comment and provide guidance to the delegates for voting on the items presented at the AGM. Consultation Nil Statutory Environment Nil Policy Implications Nil Financial Implications Nil Strategic Implications Nil Voting Requirements Simple Majority

OFFICER RECOMMENDATION AND COUCIL RESOLUTION

Moved: Cr Lucy Seconded: Cr Brand That Councils preferences for voting be noted for the voting delegates. Resolution 2009-07-06 CARRIED 7/0


9.2.4 Accounting Policy - Land Under Roads

File: FI-AUDIT Officer: Adrian Byrne – Corporate Services Manager Amended By: Nil Disclosure of Interest: Nil Date: 30th June 2009

Application For Council Background UHY Haines Norton (the Shire’s Auditors) has advised of amendments to the Australian Accounting Standard AASB1051 “Land Under Roads”, which require a Local Government to:

Recognise (including continue to recognise or to recognise for the first time), subject to satisfaction of the asset recognition criteria; or

Not to recognise (including continue not to recognise or to derecognise);

land under roads acquired before the end of 30 June 2008. This Election needs to be made prior to 30 June 2009. It should be noted that the Local Government (Financial Management) Regulation 16(a)(i) prohibits Local Governments from recognising such land as an asset. Please refer to the Statutory Environment section of this report for an extract of this Regulation. Further advice regarding disclosure requirements for land under roads was provided by the Department of Local Government and Regional Development in Circular No 05-2009, a copy of which is attached as Appendix 1. This advice confirms that Regulation 16 of the Local Government (Financial Management) Regulations 1996 (Regulations) precludes the recognition of the land under roads that are Crown Land vested in and managed by a local government. Land under roads is Crown Land and therefore needs to comply with this regulation. Comment Council is advised that the Shire has not previously recognised “Land Under Roads”. If Council elects not to recognise (including continue not to recognise) “Land Under Roads” acquired before the end of 30 June 2008, the following accounting policy would need to be adopted and inserted into Council’s Policy Manual and included in the Notes to the Annual Financial Report, Annual Budget and Annual Report. Proposed Policy wording:


Policy 3.14 - Land Under Roads In Western Australia, all land under roads is Crown Land, the responsibility for managing which is vested in the Local Government. Effective as at 1 July 2008, Council elected not to recognise any value for land under roads acquired on or before 30 June 2008. This accords with the treatment available in Australian Accounting Standard AASB1051 - Land Under Roads and the fact Local Government (Financial Management) Regulation 16(a)(i) prohibits Local Governments from recognising such land as an asset. In respect of land under roads acquired on or after 1 July 2008, as detailed above, Local Government (Financial Management) Regulation 16(a)(i) prohibits Local Governments from recognising such land as an asset. Whilst such treatment is inconsistent with the requirements of AASB 1051, Local Government (Financial Management) Regulation 4(2) provides, in the event of such an inconsistency, the Local Government (Financial Management) Regulations prevail. Consequently, any land under roads acquired on or after 1 July 2008 is not included as an asset of the Council.

The above wording has been recommended by UHY Haines Norton. Consultation UHY Haines Norton Statutory Environment Accounting Standard AASB 1051 Land Under Roads, Section 8

8. An entity may elect to recognise (including continue to recognise or to recognise for the first time), subject to satisfaction of the asset recognition criteria, or not to recognise (including continue not to recognise or to derecognise) as an asset, land under roads acquired before the end of the first reporting period ending on or after 31 December 2007.

A full copy of Accounting Standard AASB 1051 can be found at http://www.aasb.gov.au/Pronouncements/Old/Current-standards.aspx. Local Government Act (Financial Management) Regulations, 1996. Regulation 16

16. Accounting for land under local government’s control

The annual financial report of a local government —

(a) is not to include as an asset — (i) Crown land that is a public thoroughfare, the responsibility for

managing which is vested in the local government; or


Local Government Act (Financial Management) Regulations, 1996. Regulation 4 (2)

4. Effect of AAS

(2) If a provision of the AAS is inconsistent with a provision of these regulations, the provision of these regulations prevails to the extent of the inconsistency.

Policy Implications A new Policy will be created should Council adopt the recommendation. Financial Implications No material effect on the Budget will arise with the adoption of this Policy. Strategic Implications Council identifies the following objective:

iii) Provide efficient, accountable and quality management of public assets, resources and infrastructure;

Voting Requirements Simple Majority


Moved: Cr Scott Seconded: Cr McGorman That Council:

1 Elect not to recognise (including continue not to recognise) land under roads acquired before the end of 30 June 2008, effective 1 July 2008; and

2 Adopt the following Policy:

Policy 3.14 Land Under Roads In Western Australia, all land under roads is Crown Land, the responsibility for managing which is vested in the Local Government. Effective as at 1 July 2008, Council elected not to recognise any value for land under roads acquired on or before 30 June 2008. This accords with the treatment available in Australian Accounting Standard AASB1051 - Land Under Roads and the fact Local Government (Financial Management) Regulation 16(a)(i) prohibits Local Governments from recognising such land as an asset. In respect of land under roads acquired on or after 1 July 2008, as detailed above, Local Government (Financial Management) Regulation 16(a)(i) prohibits Local Governments from recognising such land as an asset.


Whilst such treatment is inconsistent with the requirements of AASB 1051, Local Government (Financial Management) Regulation 4(2) provides, in the event of such an inconsistency, the Local Government (Financial Management) Regulations prevail. Consequently, any land under roads acquired on or after 1 July 2008 is not included as an asset of the Council.

Resolution 2009-07-07 CARRIED 7/0


9.2.5 De-proclamation of Portion of Lot 369 – Paynesville Cemetery

File: CP-CEM Officer: David Burton - Chief Executive Officer Amended By: Nil Disclosure of Interest: Nil Date: 14th July 2009

Application For Council to consider the de-proclamation of portion of Lot 369 of Paynesville Cemetery. Background Council has received a request from JBA Surveys for the shire to de-proclaim a portion of the Paynesville Cemetery as shown on Diagram 46429 for the Mount Magnet – Sandstone Road Reserve Comment I have spoken to Geoff Lockhart of JBA Surveys with regards to this matter. The section to be included in the actual road reserve does include the car park area at the Paynesville Cemetery, but the boundary basically runs along the cemetery fence. The main concern with this is that if the road was to be widened, then it may claim part of the car park area at the cemetery. The chances of a widening to this extend would be very remote. The widening of the road may also be in our favour as it would make the cemetery more visible. Under the Cemeteries Act 1986, the closure of the section of the Cemetery will need to be published in the Government Gazette. This will represent a cost to the Shire of Mount Magnet. I am currently seeking further advice from the Metropolitan Cemeteries Boards on the de-proclamation of cemeteries to ensure that the statutory requirements are met. Consultation Metropolitan Cemeteries Board Statutory Environment Cemeteries Act 1986 Section 56 – Land Administration Act. Policy Implications Nil Financial Implications Nil Strategic Implications Nil Voting Requirements Simple Majority



That Council approve the de-proclamation as part of the Paynesville Cemetery a portion of Reserve 6674 shown as lot 369 on drawing 46429 for the purpose of a road reserve for the Mount Magnet – Sandstone Road and any associated costs be covered by Main Roads. Council considered the item and resolved that any costs associated with the dedication should be covered by Main Roads.

COUNCIL RESOLUTION

Moved: Cr Williams Seconded: Cr Brand That Council approve the de-proclamation as part of the Paynesville Cemetery a portion of Reserve 6674 shown as lot 369 on drawing 46429 for the purpose of a road reserve for the Mount Magnet – Sandstone Road and any associated costs be covered by Main Roads. Resolution 2009-07-08 CARRIED 7/0


9.2.6 FACET Conference – Councillors to attend

File: CO-TOUR Officer: David Burton - Chief Executive Officer Amended By: Nil Disclosure of Interest: Nil Date: 17th July 2009

Application For Council to consider Councillors attending the FACET conference in October this year. Background A request has been received from Cr Williams to attend the FACET Conference as a representative of Council and to gain information to assist with the Tourism Advisory Committee Comment The FACET Conference will be an idea forum for Councillors interested in tourism to gain valuable insight into the industry and assist the Shire with its endeavours to promote tourism in the area to sustain Mount Magnet. Any attendance to the conference may enable Councillors to understand or have further insight into the finalised report that will be presented to Council. Therefore, it would be preferable for Councillors to attend. Entry to the Conference is $465 for a full registration of a non-FACET member if paid by 7th August. Consultation Nil Statutory Environment Nil Policy Implications Nil Financial Implications Council does have funds allocated to Conference Expenses. Strategic Implications This may provide Councillors with additional information to assist in the development of tourism for Mount Magnet Voting Requirements Simple Majority



Moved: Cr Scott Seconded: Cr Jones That Council support Cr Williams registration to the FACET Conference in October 2009. Resolution 2009-07-09 CARRIED 7/0


9.2.7 Change to Payment Arrangement for Accounts

File: FI-APAY Officer: David Burton - Chief Executive Officer Amended By: Nil Disclosure of Interest: Nil Date: 17th July 2009

Application For Council to consider a change in the current accounts payments procedures to allow for EFT Payments in preference of cheques. Background Currently the Shire make payment of all the monthly accounts by way of cheques which are drawn monthly, signed by the Councillors and then posted out. This can be a drawn out process in several ways. With technology available today it is possible for most accounts to be paid by an electronic funds transfer direct from bank account to bank account for the payment of accounts. This method is becoming the standard and being requested through more and more businesses. Comment The old method of having cheques printed does have several disadvantages and creates some problems with the payment of accounts. These are:

1. Cheques are to be signed by Councillors, if done at Council meetings there are numerous cheques to be signed;

2. Cheques requiring immediate payment require staff finding Councillors in town to sign the cheques;

3. printing of cheques is required annually; 4. cheques can get lost in the mail, requiring the cheque to be stopped (at a cost) and

reissued (at a cost and time); 5. There is a delay through postage for the time posted, to received, to banked; 6. There is only a Commonwealth Bank Agency in town, making it difficult to bank a

cheque through another bank service; 7. Cheques being presented to the bank are hard to monitor making money

management of the Shire account more difficult; 8. on Bank Reconciliations, there are always outstanding cheques to be considered

allowing for errors to be made; 9. We have previously had situations where accounts have been suspended while

payment is in the mail; and 10. Cheque payments take 5 working days before the funds are cleared by the bank.

Payment of accounts is something that is starting to become an industry standard. As businesses rely more on being more active with their accounts and being able to have transactions processed quicker, the Shire is under more and more pressure to change its system of payment. Advantages of Electronic Funds Transfers are:

1. Cash management of bank accounts is easier as all transactions are processed at once and leave the bank account at once;

2. There are no outstanding transactions on bank account reconciliations; 3. Transfer is over night; 4. Funds are cleared immediately;


5. The transaction fee for an EFT is similar to a cheque or less, but no special printing costs.

6. EFT’s can not get lost in the mail or misplaced by the recipient; and 7. There is no finding Councillors to sign for payment.

There are more likely advantages to EFT’s over cheques. The main concern in favour of cheques is that it does give Councillors the chance to look at the payment before it is actually signed and ask questions. With EFT, the listing will still be presented to Council with all the details of the payments, but it is likely that the payment will be sent before the meeting. To change to this format of payment, there will need to be some adjustments to the Delegated Authority to the CEO and also to Councils Policy for payment of accounts. Delegated Authority Currently the CEO has delegated authority as follows:

14. Payments of accounts between Council Meetings – To be able to authorise electronic funds transfers, in accordance with the bank authority of those creditors accounts requiring immediate payment. The Chief Executive Officer will delegate the authority to approve the payment of accounts to the Corporate Services Manager and the Senior Finance Officer. This is to be done on the basis that any 2 Officers can jointly sign the transfer of funds electronically.

This would need to be reworded as such:

14. Payments of accounts – To be able to authorise electronic funds transfers, in accordance with the bank authority of all creditor accounts requiring payment. The Chief Executive Officer will delegate the authority to approve the payment of accounts to the Corporate Services Manager and Senior Finance Officer. This is to be done on the basis that the Chief Executive Officer and Corporate Services Manager as preferred signatories, with the Senior Finance Officer substituting if either is not available, to jointly sign the transfer of funds electronically.

Council Policy 12.15 SIGNING OF CHEQUES:

It is Council policy that Council cheques are to be signed as follows - Shire President, one Councillor and the Chief Executive Officer are to sign all cheques. If the Shire President is unavailable, the Deputy President or one other Councillor may sign

in the absence of the Shire President. The DCEO may sign on behalf of the Chief Executive Officer when the Chief Executive

Officer is absent on approved leave. Only one signature is required on the ‘list pay’ document that is used to authorise the deposit of pays into employees’ personal accounts. A cheque is to be prepared to support that document and that cheque must be signed by the usual signatories. The ‘list pay’ can be signed by any of the following:

Chief Executive Officer DCEO Shire President

12.18 PAYMENT OF ACCOUNTS BETWEEN MEETINGS:


Pursuant to Section 157A of the Local Government Act, the Chief Executive Officer or Acting CEO (as the case may be) be authorised to approve payments between Council Meetings, provided that:

The authority extends only to the making of investments, the payment of salaries and wages, payments for fuel and supplies, loan repayments, petty cash recoups, freight and the payment of general trade creditors accounts of up to $20,000; The authority extends only to payments for items previously authorised by the Council either by inclusion in the budget. A list of the accounts so paid be presented to the next meeting of the Council and included in the minutes of that meeting; and The vouchers, supporting invoices and other relevant documents be made available for inspection by Councillors at any time following the date of the payment and at the next ordinary meeting of the Council.

Policies to be reworded to : 12.15 PAYMENT OF ACCOUNTS

It is Council policy that payment be made through Electronic Funds Transfers that are to be authorized as follows - Transfers are to be authorised by the Chief Executive Officer (CEO) and Corporate

Services Manager (CSM). In the event of the either the CEO and CSM not being available the Senior Finance Officer

can authorise the transfers as the second authority. Transfers are only to be completed with the used of a bank approved security token device Details of the Transactions are to be presented to Council each month. Details of the transfer are to be attached to the accounts and filed in place of the Cheque Voucher and to contain the details of the Authorising Officers. A listing of all transfers is to be printed and signed by the Officers and kept on record.

12.18 TO BE REMOVED

This policy is no longer required. Consultation Nil Statutory Environment Nil Policy Implications Nil Financial Implications Nil Strategic Implications Nil Voting Requirements Absolute Majority



Moved: Cr McGorman Seconded: Cr Jones That:

a. Council payment of accounts now be completed through Electronic Funds Transfer where possible;

b. The following delegation be made to the Chief Executive Officer

14. Payments of accounts – To be able to authorise electronic funds transfers,

in accordance with the bank authority of all creditor accounts requiring payment. The Chief Executive Officer will delegate the authority to approve the payment of accounts to the Corporate Services Manager and Senior Finance Officer. This is to be done on the basis that the Chief Executive Officer and Corporate Services Manager as preferred signatories, with the Senior Finance Officer substituting if either is not available, to jointly sign the transfer of funds electronically.

c. Councils Policies be changes as follows:

12.15 PAYMENT OF ACCOUNTS

It is Council policy that payment be made through Electronic Funds Transfers that are to be authorized as follows - Transfers are to be authorised by the Chief Executive Officer (CEO)

and Corporate Services Manager (CSM). In the event of the either the CEO and CSM not being available the

Senior Finance Officer can authorise the transfers as the second authority.

Transfers are only to be completed with the used of a bank approved security token device

Details of the Transactions are to be presented to Council each month. Details of the transfer are to be attached to the accounts and filed in place of the Cheque Voucher and to contain the details of the Authorising Officers. A listing of all transfers is to be printed and signed by the Officers and kept on record.

12.18 TO BE REMOVED

This policy is no longer required.



9.3 HEALTH


9.4 WORKS


9.5 TOURISM

9.5.1 Tourism Information Centre


Application To receive a report on the Tourist Information Centre Background Earlier this year, the operating of the Tourist Information Centre was transferred from the Tourist Information Centre Inc to the Shire of Mount Magnet via a Memorandum of Understanding for the next 5 years. Information relating to the operations of the Centre will be reported through the Tourism Advisory Committee. Comment Works on the Tourist centre have unfortunately taken longer to start than first anticipated. We have been in contact with a supplier who will be commencing the works on the 13th July. It is anticipated that the works will be completed by the 25th July and the centre should be re-opening on the 27th July. Applications for the position of Tourism Information Officer have closed and interviews will be held prior to the Committee meeting. By the time of the meeting, the staff should be appointed. Consultation Nil Statutory Environment Nil Policy Implications Nil Financial Implications Nil Strategic Implications Nil Voting Requirements Simple Majority



Moved: Cr Jones Seconded: Cr Williams That the information report on the Tourist Information Centre be received. Resolution 2009-07-11 CARRIED 7/0


9.5.2 Australasian Safari 2009

File: CO-TOUR Officer: David Burton - Chief Executive Officer Amended By: Nil Disclosure of Interest: Nil Date: 16th April 2009

Application To consider Events for the Australasian Safari 2009 Background Australasian Safari came to Mount Magnet in 2008 as part of their WA tour. This was kept as a low key event, as information from Australasian Safari seemed to request this. Since then, we have spoken to the organisers for Australasian Safari and they do welcome any events held by the towns. Australasian Safari will be in Mount Magnet on the 3rd and 4th August 2009. Comment This event does get media coverage, therefore it is a good change for Mount Magnet to get some free publicity. With the possibility of the Sunrise Show having Fifi here to do the weather, it is a good opportunity to display Mount Magnet to the population. The main concern is that the show begins at 4am wst and will conclude at 7am wst. With the current sunrise being at approximately 6.45am, it will mean that most of the show will be done in the dark. Any locations will need lighting. This means that the best place may actually be at the oval when the riders will be starting to move for the day. At least we will also be able to have lighting for a large area. Unless the show brings it’s own lighting. A competition is being organised for the children of the area which we are considering drawings or pictures, but it must have a helmet. This is to promote the use of helmets in the area. Adverts will be going up to allow for participation in the event and try to have a welcome into town of the riders. This will be once we have a confirmation of the arrival times. At the moment, we know that it may be around 3pm. Adverts will be sent to surrounding towns as well. We will also approach local organisation to see if we can have some fundraising items there (drinks, sausage sizzle) the event is self supporting, so this will only be for the members of the public that visit. In order to try and ensure that our town is tidy, I would like to try and organise a cleanup similar to what was done for the movie event. As the oval will be used for the event and likely the weather the next day, I will see if the school will be willing to ensure that the area there is free of litter. I will approach Phil Treloar to see if the CDEP can clean up the other areas around the oval and members of the public to do the main street on the Saturday before the event.


Consultation Nil Statutory Environment Nil Policy Implications Nil Financial Implications Nil Strategic Implications Nil Voting Requirements Simple Majority

COMMITTEE RECOMMENDATION AND COUNCIL RESOLTUION

Moved: Cr Jones Seconded: Cr Williams That the report on the Australasian Safari be received and any further suggestions considered.

Extra Bins for Oval School colouring competition Flyers promoting event Letter drop week before GWN Website informed Directional signs for Oval Volunteer Groups for food & drinks Town participation for entry Sunrise show attendance Tuesday morning (tbc)



9.5.3 FACET Conference – Hosting Dinner


Application To consider hosting the first night at the FACET conference in October 2009 Background A suggestion has been made from Ann Pilkington for the TAC Committee to host the Sunday night entertainment for the FACET Conference. Comment The registrations for the FACET conference will be starting at approximately 5.30 on Sunday afternoon. Once the attendees are registered, there will be drink and food available at the Tourist Park near the Tourist Centre before the showing of the movie at about 7.30pm. The consideration is for the TAC members to act as hosts for this function where we are likely to be required to hand out (not provide or prepare) the drinks or the food. This would be an ideal opportunity to meet the people who are attending the conference and may assist the TAC members to perhaps talk to some of the people before the event. At very least, it will make it easier to approach the people during the conference if there is any chance to be able to extract further information as TAC members will get a better idea of who is who. Being that this is a function for tourism, I think that it also displays the TAC member’s sincerity towards tourism and that fact that they are willing to “do what it takes” and take a hands on approach with functions and events.

Consultation Nil Statutory Environment Nil Policy Implications Nil Financial Implications Nil Strategic Implications Nil Voting Requirements Simple Majority



Moved: Cr Brand Seconded: Cr Lucy That:

the TAC Members act as hosts for the Sunday night of the FACET Conference in October 2009.

Period items to be displayed in the headmasters house (please liaise with Historical society); and

explore the feasibility for displays in the Cinema area – movie scene Car from movie Bikes from movie



10 CONFIDENTIAL BUSINESS


11 NEW BUSINESS 11.1.1 Letter of Support – Murchison Health Service Delivery Plan

File: HE-GEN Officer: David Burton - Chief Executive Officer Amended By: Nil Disclosure of Interest: Nil Date: 22 July 2009

Application For Council to consider support of Murchison Health Service Delivery Plan Background Council has received a request from the Health Department for support of the Murchison Service Delivery Plan. Comment The Murchison Service Delivery Plan has been drawn to look at the issues surrounding indigenous health as well as general health in the Murchison area. It was also to look at the general delivery of health services in the area and if the level of service is adequate and can be improved. The Shire has been struggling for a long time now to improve the health services to the area and it has been identified as inadequate and a set-back for the promotion of Mount Magnet. By offering support of the Murchison Service Delivery Plan, the Shire would be re-affirming its position of attempting to improve the medical facilities in Mount Magnet and the Murchison area. By offering support to the document, the Shire is not making a financial commitment, but there may be an expectation of assistance further down the track in the implementation of some of the ideas. Mentioned in the report is Councils willingness to assist in providing land for the GRAMS Medical Centre. Consultation Nil Statutory Environment Nil Policy Implications Nil Financial Implications Nil


Strategic Implications Support of the document may assist the various Departments to push for better health services in this area. Voting Requirements Simple Majority


Moved: Cr Scott Seconded: Cr McGorman That the Chief Executive Officer write a letter of support for the Murchison Health Service Delivery Plan. Resolution 2009-07-14 CARRIED 7/0


11.1.2 FESA Levy Payments System

File: EM-FESA Officer: David Burton - Chief Executive Officer Amended By: Nil Disclosure of Interest: Nil Date: 22 July 2009

Application For Council to consider an option for payment of the Emergency Services Levy (ESL) to FESA. Background When the Emergency Services Levy was pushed into Local Government, FESA created two methods of payment of the levies raised. These methods were:

Option A FESA had the liability for the outstanding amount and Council only returned to FESA the amount that had been paid plus any interest raised on a monthly basis. This required a report to be completed monthly as well as a balance report at the end of the year. Option B Council accepted the liability of the ESL outstanding balance and complete a return to FESA every quarter. Payments are made of 30% of the levy raised for September, December and March, with the balance of 10% paid in June. Any penalty interest raised is revenue for the Shire.

Comment The Shire of Mount Magnet currently operates under Option A which is a heavier burden administratively, but does not put the liability of outstanding rates on Council. FESA is trying to push Option B as the preferred Option as it is easier for them to budget and they are guaranteed of their funding every year without having monies outstanding. This is why the option has been made more appealing by Council being able to retain funding and only making payments of 30% when generally 70% of the income is received in the first few months. Council also has the ability to retain any penalty interest that is raised by the outstanding amount of ESL Council currently has approximately $5,000 outstanding in ESL charges. If council is to agree to Option B, it would be accepting liability for this outstanding balance. Penalty interest on this is only a minor amount. The advantage of this option is the reduced administration of reporting monthly and ensuring the reports balance. Interest raised from the reduced monthly repayments is also likely to be a minimal amount as the total ESL raise is only about $19,000. The savings in interest, etc is only likely to be about $1,000 each year. In the current economic situations with the mining industry, the outstanding ESL may increase. This will also change the interest received from the outstanding, but not to any great extent. It would however increase Council’s liability for the outstanding balance.


Option B is becoming the preferred option for most councils as it is easier to manage and has less administrative requirements in the handling. However, in the current circumstances where we have seen a sharp increase in outstanding rates, it may be preferable to remain with the Option A system where Council is not responsible for the outstanding ESL. Consultation Nil Statutory Environment Nil Policy Implications Nil Financial Implications If council is to choose Option B, it would be liable for any outstanding balance of ESL Strategic Implications The difference between the two options strategically is only minimal. Voting Requirements Simple Majority


Moved: Cr Brand Seconded: Cr Jones That the Shire of Mount Magnet remain with Option A for the payment of the ESL levy to FESA. Resolution 2009-07-15 LOST 3/4 Cr Dowden, Williams, Scott and McGorman voted against the motion.

Cr Brand left the meeting at 3.56pm and returned at 3.57pm


12 NEXT MEETING

Ordinary Meeting to be held on 28th August 2009. 13 CLOSURE OF MEETING Meeting closed at 4.46pm 14 CERTIFICATION BY CHAIRMAN

minutes - ordinary meeting of council july 2009...eft383 16/07/2009 benara nurseries plants...

Documents