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FINANCIAL INTEREST

(Effective 1 July 1996) A financial interest occurs where a Councillor, or a person with whom the Councillor is closely associated, has a direct or indirect financial interest in the matter. That is, the person stands to make a financial gain or loss from the decision, either now or at some time in the future. An indirect financial interest includes a reference to a financial relationship between that person and another person who requires a Local Government decision in relation to the matter. Councillors should declare an interest: a) in a written notice given to the CEO before the meeting; or b) at the meeting immediately before the matter is discussed A member who has declared an interest must not: * preside at the part of the meeting relating to the matter; or * participate in, or be present during any discussion or decision making

procedure relating to the matter, unless the member is allowed to do so under Section 5.68 or 5.69, Local Government Act (1995). Ref: Local Government Act 1995 Division 6 - Disclosure of Financial Interest. Specifically Sections 5.60, 5.61, 5.65 and 5.67.

DISCLAIMER

No responsibility whatsoever is implied or accepted by the Shire of Capel for any act, omission or statement or intimation occurring during Council/Committee meetings or during formal/informal conversations with staff. The Shire of Capel disclaims any liability for any loss whatsoever and howsoever caused arising out of reliance by any person or legal entity on any such act, omission or statement or intimation occurring during Council/Committee meetings or discussions. Any persons or legal entity who acts or fails to act in reliance upon any statement does so at that person’s or legal entity’s own risk. In particular and without derogating in any way from the broad disclaimer above, in any discussion regarding any planning application or application for a licence, any statement or limitation of approval made by a member or officer of the Shire of Capel during the course of any meeting is not intended to be and is not taken as notice of approval from the Shire of Capel. The Shire of Capel warns that anyone who has an application lodged with the Shire of Capel must obtain and only should rely on WRITTEN CONFIRMATION of the outcome of the application, and any conditions attaching to the decision made by the Shire of Capel in respect of the application.

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14.3 Tender 15/02 Collection of Wastes from the Capel Waste Transfer Station .............. 26 14.4 Capel Civic Precinct – Implementation Budget for Stages 1 and 2 .......................... 34 14.5 Unbudgeted Expenditure - SynergySoft Town Planning Program ............................ 46 14.6 4 Year Program of Works – Paths (2015/16 to 2018/19) ...................................... 49 14.7 Extractive Industry - Lots 12 and 13 Capel-Tutunup Road .................................... 58 15 CORPORATE SERVICES REPORTS .................................................................. 73 15.1 2015/16 Budget – Donations to Charitable Organisations ..................................... 73 15.2 Write Off Sundry Debtors ................................................................................. 77 15.3 2015 Local Government Election ....................................................................... 80 15.4 Accounts Due and Submitted for Authorisation ................................................... 83 15.5 Accounts Paid During the Month April 2015 ........................................................ 86 15.6 Financial Statements for 30th April 2015 ........................................................... 103 15.7 Lease – Boyanup Bowling Club ....................................................................... 109 15.8 Fees and Charges for 2015/16 ........................................................................ 112 15.9 2015/16 Budget - Councillor and Community Requests ...................................... 118 16 COMMUNITY SERVICES REPORTS ............................................................... 125 16.1 Disability Access and Inclusion Advisory Committee ........................................... 125 16.2 Bush Fire Advisory Committee Minutes ............................................................ 128 17 NEW BUSINESS OF AN URGENT NATURE .................................................... 132 18 PUBLIC QUESTION TIME ............................................................................. 132 19 MOTIONS WITHOUT NOTICE (ABSOLUTE MAJORITY BY COUNCIL) ............ 132 20 NOTICES OF MOTION FOR CONSIDERATION AT THE NEXT ORDINARY

MEETING OF THE COUNCIL ......................................................................... 132 21 ITEMS FOR CONSIDERATION BEHIND CLOSED DOORS ............................... 132 21.1 Capel Dardanup HACC Transference of Sponsorship ........................................... 133 22 MEETING CLOSURE ..................................................................................... 134 IMPORTANT NOTE: Members of the public are advised that any decisions made at the meeting tonight, can be revoked, pursuant to the Local Government Act 1995. Therefore, members of the public should not rely on any decisions until formal notification in writing by Council has been received.

ORDINARY COUNCIL MEETING – 27.05.15 3

1 DECLARATION OF OPENING/ANNOUNCEMENT OF VISITORS 2 RECORD OF ATTENDANCE/APOLOGIES/LEAVE OF ABSENCE (PREVIOUSLY

APPROVED) 3 RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE 4 PUBLIC QUESTION TIME Public Question Time provides an opportunity for members of the public to ask a

question of Council. For more information regarding Public Question Time, please phone the Shire Office during office hours on 9727 0222 or visit the Shire’s website www.capel.wa.gov.au.

5 APPLICATIONS FOR LEAVE OF ABSENCE 6 DECLARATION OF INTEREST 7 NOTICE OF ITEMS TO BE DISCUSSED BEHIND CLOSED DOORS 8 CONFIRMATION OF MINUTES 8.1 Ordinary Council Meeting – 22.04.15 9 ANNOUNCEMENTS BY PERSON PRESIDING WITHOUT DISCUSSION 10 PETITIONS/DEPUTATIONS/PRESENTATIONS Mr Kevin McDonald and Mr Peter Back will give a PowerPoint presentation on the

Meadowbrooke Lifestyle Estate in Boyanup. Mr Matt Granger, Chief Executive Officer of the Bunbury Wellington Economic Alliance

will give Council an update on the recent activities and future plans of the Alliance. Any person or group wishing to make a 5 minute presentation to Council regarding

any matter on this agenda for consideration must request the right to do so in writing to the Chief Executive Officer prior to 12 noon on the day of this Council meeting. For more information about presentations please contact the Executive Assistant on 9727 0222 or email [email protected].

Any person or group wishing to make a 5 minute Deputation to Council on any

matter is required to apply in writing to the Chief Executive Officer at least 7 days prior to a Council meeting. For more information about making a deputation, please contact the Executive Assistant on 9727 0222 or email [email protected].

11 MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN 12 QUESTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN


13 CHIEF EXECUTIVE OFFICER REPORTS

13.1 Local Government Convention 2015

Location: Capel Applicant: Western Australian Local Government Association (WALGA) File Reference: Disclosure of Interest: Nil Date: 05.05.15 Author: Executive Assistant, A Evans Senior Officer: Chief Executive Officer, P Sheedy Attachments: 2015 Local Government Convention program brochure provided to

Councillors under separate cover MATTER FOR CONSIDERATION

1. Appointment of voting delegates for the WALGA Annual General Meeting on Wednesday 5 August 2015 at the Perth Convention and Exhibition Centre; and

2. Approval for interested Elected Members to attend the Local Government Convention

from 5 August - 7 August 2015 at the Perth Convention and Exhibition Centre. BACKGROUND / PROPOSAL Background Council is entitled to have a maximum of two voting delegates (excluding observers) at the WALGA Annual General Meeting held during Local Government Convention. This has in the past been the President and Deputy President, unless they do not attend the Local Government Convention, then other Elected Members have been nominated as voting delegates. The Chief Executive Officer (CEO) can also be nominated as a voting delegate if insufficient Elected Members are attending. In past years the President and Deputy President have been automatic nominations for attendance at the convention if they choose to attend and then preference has been given to recent elected Councillors and/or Elected Members who have not previously attended. Proposal Themed Local Government: Switched On, the conference aims to inspire new ways of thinking, innovative ways of working, and assist the Local Government sector in shaping its own future. We are excited to have a number of travelling speakers this year. Our keynote speaker is former world chess champion and current Chairman of the Human Rights Foundation International Council, Garry Kasparov; ‘The Ethics Guy’, Dr Bruce Weinstein; and Nebraskan agriculture advocate, Trent Loos. From New Zealand is Sir Bob Parker KNZM, former Mayor of Christchurch during the 2010-2011 earthquakes, one of NZ’s deadliest and most catastrophic natural disasters. And from the east coast of Australia, Tony Mowbray, sailor and Antarctic adventurer. Tony has sailed solo, non-stop and unassisted around the world, spending 181 days alone at sea; and completed the 1998 Sydney to Hobart Yacht Race, and has a lot to share on the power of commitment. The Trade Exhibition is once again a major feature of the annual gathering, with a wide range of organisations continuing their support of Local Government through considerable investment in displays and participation in the pavilions.


Partners are also catered for and can choose from a special activities program created for their enjoyment. Everyone is encouraged to network with friends and colleagues at the Convention Opening Welcome Reception on Wednesday, the Sundowner on Thursday, and Mayors and Presidents’ Government House Reception on Thursday and finally the Convention Gala Dinner held on Friday evening. STATUTORY ENVIRONMENT There are no statutory environment provisions relevant to this item. POLICY IMPLICATIONS Policy 1.6 – Conferences and Training Expenses (the following parts are relevant). 1. Approval

Subject to the clause for overseas travel, Councillors may attend conferences and training following: (a) approval by the Council through a resolution passed at a Council meeting for

attendance at conferences and all other events outside of Western Australia. 3. Payment of Conference and Training Costs

Conference and training expenses will only be paid or reimbursed when: The attendance is authorised, by Council, through a resolution passed at a Council

meeting or by the Chief Executive Officer. The attendance and expenses incurred comply with the requirements of this policy. Due to exceptional circumstances, Council approves a reimbursement though a

resolution passed at a Council meeting, of conference and training expenses incurred that have not been approved by Council prior to attendance.

4. Conference and Training Expenses Costs of vehicle hire, taxi fares, parking and meal expenses which are reasonably required and incurred in attending conferences, will be reimbursed by the Council. Council will generally not meet the costs of meals or refreshments for other persons (other than partners). The main exception is where it is indicated that the meal or refreshments provided to another person is in response to a meal or refreshments previously received. 4.1 Booking Arrangements Registration, travel and accommodation for Councillors will be arranged through the Office of the Chief Executive Officer. In general all costs including airfares, registration fees and accommodation will be paid direct by the Shire. 4.2 Registration The Council will pay all normal registration costs for Councillors/delegates which are charged by organisers, including those relating to official luncheons, dinners and tours/inspections which are relevant to the interests of the Council. The Council will normally pay registration fees, accommodation costs and airline/train tickets direct to conference organisers/travel agent in advance. Where this is not appropriate or possible, a cash allowance or cheque equivalent thereto may be paid in advance to the attendee for payment to the appropriate party.


4.3 Accommodation The Council will pay reasonable double room or twin share accommodation costs for Councillors including the night before and/or after the conference where this is necessary because of travel and/or conference timetables which make it impossible to arrive at or return home in normal working hours. Where available, accommodation shall be normally booked at the venue. 4.4 Travel All reasonable travel costs for Councillors/delegates to and from the conference location and venue will be met by the Council. Where appropriate, travel will be provided by air and will normally be at economy rates but may be upgraded to business class in recognition of any physical disability of the attendee or if the distance and/or travelling time involved warrants such an upgrade. Councillors using private vehicles in accordance with this Policy may claim ‘kilometre’ allowance at the date of travel as per Clause 5 of Policy 1.3 but subject to such cost not exceeding the normal full economy class air fares to and from the particular destination. Costs of vehicle hire, taxi fares, parking and meal expenses which are reasonably required and incurred in attending conferences, will be reimbursed by the Council. 4.5 Councillor/Delegate Accompanying Person The partners of Councillors are entitled to attend authorised conferences (as outlined in Clause 2 of this Policy) as an accompanying person with Council meeting conference programs and meal expenses, where the conference is within Western Australia. Expenses in relation to partners’ tours, sporting activities and other such activities, shall be the responsibility of the elected member. Where a Councillor is accompanied at a conference outside Western Australia, all costs for or incurred by the accompanying person, including travel, meals, registration and/or participation in any conference program, are to be borne by the elected member and not by the Council. Accompanying person’s registration or accompanying person’s program fees will be paid by the Shire at the time of registration with the Councillor reimbursing the Shire when requested. 4.6 Reimbursement of Expenses Councillors attending conference and training events are entitled to be reimbursed for ‘normally accepted’ living costs while travelling, such living costs would include but are not limited to: (a) Taxi fares to and from the airport and to and from the venue if the accommodation used

is a substantial distance from the venue; (b) Meals for the Councillor; (c) Refreshments for the Councillor (maximum of $30); and (d) Vehicle hire, petrol and parking. Expenses will generally be reimbursed from the time a Councillor leaves home to attend a conference or training to the time the Councillor returns home.


Should the Councillor extend a visit by leaving prior to the time necessary to arrive at the conference or training or return after the time at which the Councillor could have returned following the conference or training, reimbursements will be paid: (a) For the days of the conference and training; and (b) For the cost of travel from the airport directly to the accommodation to be used for the

conference and training and also, vice versa, from accommodation to the airport. Where a Councillor attending an approved conference or training program requiring overnight accommodation, elects to stay with relatives or friends at private accommodation, Council will pay an allowance of $100 per night, to offset meals and other expenses. Councillors wishing to claim this allowance shall complete the ‘Elected Member Conference Reimbursement’ form. Where a Councillor attending an approved conference, training or development program, incurs child care expenses, Council will reimburse these expenses to a maximum of $80 per day. Where Councillors attend conferences, seminars, fact finding tours, training and development, they shall be entitled to a daily allowance of $25 for sundry expenses in addition to other expenses allowed under this policy. The daily allowance can be paid either prior to, or at the conclusion of attending conferences etc. FINANCIAL IMPLICATIONS Budget The following details relate to attendance at the Local Government Convention sessions on Wednesday to Friday (5 August – 7 August 2015) and provide approximate costs to be met by Council for a delegate and partner if they attend all functions (including GST). Single day attendance registration ranges from $725 to $780 (including sundowner) for a full day. $ Full Registration (Delegate only) 1,475 Accommodation, meals, refreshments (3 nights) 1,100 Valet parking 100 Gala Dinner (Councillor & partner) 90 (if full delegate) Welcome Reception (partner) 60 Sundowner (partner) 60 Sundry expenses allowance 75 Reserved parking (Convention Centre Saturday) 37 _____ 2,997 Note: As the Wednesday session does not commence until 12.00pm (lunch, followed by AGM) and the final session concludes at approximately 5.00pm on the Friday, costs have been included for accommodation for three nights and evening meals on the assumption that those attending would stay for the gala dinner on the Friday night. The 2015/16 draft budget includes an allocation of $9,000 (ex GST) for Conferences and Training, which includes the Local Government Convention and Professional Development opportunities and is sufficient for two councillors attending unless there is an increase in attendance to previous years. Should the delegates wish to attend the Australian Local Government Women’s Association WA AGM and breakfast (6 August) and/or breakfast with Special Guest Justin Langer (7 August) additional costs of $55 and $88 (in GST) respectively will be incurred.


Travel reimbursement costs of approximately $296 (400klms @ 74.0 cents/klm) per Councillor would also be incurred if claimed. This is funded under a separate budget allocation (Members Allowances - Account 101120). Professional Development Opportunities for Elected members are being offered prior to (3 & 4 August), during the convention (5 - 7 August) and after the convention (8, 10 & 11 August). This would be an additional cost if Elected Members decide to attend any of these sessions which range from $450 to $550 plus GST. Long Term There are no long term financial implications with the item as it is considered on an annual basis. Whole of Life As there are no assets being created, Whole of Life costs are not relevant to this item. SUSTAINABILITY IMPLICATIONS Attendance at the Convention does require attendees to travel by motor vehicle or train to Perth and return. Attendance by Elected Members allows them to interact with Elected Members from other local governments and the various convention speakers to discuss a range of issues relevant to local government in Western Australia. STRATEGIC IMPLICATIONS The Shire of Capel’s Strategic Plan 2013-2031, Strategic Direction The Leadership Experience, Strategic Outcome, ‘Ensure continuous improvement of the organisation’, has relevance to this item. CONSULTATION No consultation with the community or other agencies is required on the matter. COMMENT Full details of the Convention program are outlined in the separate attachment, however in summary the relevant parts of Local Government Convention 2015 are:

Wednesday 5 August – Half day with the AGM, Convention sessions and sundowner. Thursday 6 August – – Local Government Women’s’ Association (WA) AGM and

breakfast, Convention sessions and Mayors’ and Presidents’ evening cocktail reception at Government House.

Friday 7 August – Breakfast with Justin Langer, Convention sessions and Gala Dinner.

Partner’s tours and sessions from Thursday to Friday 6 - 7 August.

Saturday 8 August - Delegates and partners coach trip to New Norcia.

Councillor Attendance The attendance of two Elected Members and partners at the Local Government Convention sessions (6 to 7 August), including sundowner and gala dinner would incur costs of


approximately $5,994 (inc GST), with additional costs for attendance at the breakfast sessions, Saturday all day tour and travel. If there is any interest from further Elected Members then additional budget allocations will be required in 2015/16 budget. Finally if Council so chooses and there is no interest from Councillors to attend, Council can decide not to send any delegates at all to the Convention and by default the CEO would also not attend. Annual General Meeting – 5 August 2015 The President and Deputy President, if attending, have in the past been Council’s nominated voting delegates and, if not attending, other Elected Members and/or the Chief Executive Officer have been nominated. Accommodation and additional costs Accommodation of three rooms (2 elected members and the CEO), based on mid level hotel accommodation close to the Convention Centre (10-15 minute walk) has been booked at the Mercure Hotel, Irwin Street, Perth at this time. Whilst it is not mentioned in the report the Chief Executive Officer will be attending the Local Government Convention also and a separate budget allocation is made for his attendance under the ‘Governance General-Conference, Training and Other’ section of the budget. Finally, attendance of partners at any of the partners’ programs will be at the Elected Member’s cost and similarly any expenses incurred for alcohol or use of the mini bar (above the allocation of $30) will be charged to the Elected Member after the Convention. Elected Member Professional Development As mentioned in the Financial Implications above, as part of the Convention, professional development training courses are being provided at the venue, Perth Convention and Exhibition Centre, for Elected Members from Monday 3 August to Tuesday 11 August 2015. Councillors are able to attend these on an individual course basis and are encouraged to consider attending. The one day training sessions are $450 to $550 (+GST) for registration, with additional costs for accommodation and travel (if not attending the Convention). A copy of the pamphlet on the Professional development opportunities is included in the separate attachments and a separate Council motion will be required if any Elected members wish to attend any of these training sessions. VOTING REQUIREMENTS Simple majority OFFICER’S RECOMMENDATIONS – 13.1 STAFF RECOMMENDATION 1 That Council approves the attendance of the President and Deputy President at the Local Government Convention on 5 to 7 August 2015 and meet all conference registration, accommodation, travel and other costs as per Policies 1.3 and 1.6.


STAFF RECOMMENDATION 2 That Council nominates the President and Deputy President as its voting delegates to attend the WALGA Annual General Meeting on Wednesday 5 August 2015 and meet all conference registration, accommodation, travel and other costs as per Policies 1.3 and 1.6.


13.2 Chief Executive Officer Contract Renewal

Location: Capel Applicant: Shire of Capel/PF Sheedy File Reference: Disclosure of Interest: I hereby declare a financial interest in this item being the employee

the subject of the contract renewal Date: 04.05.15 Author: Chief Executive Officer, P Sheedy Senior Officer: Chief Executive Officer, P Sheedy Attachments: Nil MATTER FOR CONSIDERATION The engagement of Mr John Phillips of John Phillips Consulting to assist with the renewal of the Chief Executive Officer’s existing contract for a period of up to five years from 1 April 2016. PROPOSAL / BACKGROUND Background The contract of employment with the Chief Executive Officer (CEO) expires on the 1 April 2016. Clause 2.2 ‘Further Contracts’ of the current contract indicates that: There is no compulsion on either the Local Government or the Employee to agree to a new Contract, however the Council and/or the Employee shall initiate discussions not later than twelve months prior to the expiry of the Term the possibility of the parties entering into a new Contract for a further term with the intent of finalising those discussion not later than six months prior to the expiry of the Term. Council in previously considering the renewal the CEO’s contract in 2007 resolved to:

1. Appoint a subcommittee comprising the President, Deputy President and Councillors Piesse and Norton to negotiate conditions and the term of a new contract with the current Chief Executive Officer, for consideration by Council; and

2. Engage John Phillips from WALGA Workplace Solutions to assist the subcommittee in

finalising a new contract with the current Chief Executive Officer. In 2011 Council engaged the services of John Phillips from WALGA Workplace Solutions to assist with the renewal contract. Proposal To commence discussion with the CEO regarding a further contract, delegate the process of discussing a new contract to the Shire President and to appoint Mr John Phillips of John Phillips Consulting to assist the parties in the negotiation process. STATUTORY ENVIRONMENT Local Government Act 1995, section 5.39 indicates that: The employment of an employee who is the CEO is to be governed by a written contract The contract cannot be for a term exceeding five years


The contract is to include an expiry date specified in the contract, performance criteria for the purpose of reviewing the person’s performance and any other matter that has been prescribed in Regulations.

Local Government (Administration) Regulations 1996 clause 18B indicates that a contract of employment for a person who is a CEO or senior employee is to provide for a maximum amount of money (or method for calculating such an amount) to which the person is to be entitled if the contract is terminated before the expiry date. The amount is not to exceed whichever is the lesser: The value of one year’s remuneration under the contract The value of the remuneration that the person would have been entitled to had the

contract not been terminated. Local Government (Administration) Regulation 18A indicates that when a position of CEO becomes vacant the local government is to advertise the position. Advice from the Department of Local Government is that as the position has not become vacant and Council is considering a renewal of a current contract there is no requirement to advertise the position. Local Government Industry Award 2010 and Fair Work Act 2009 which covers some of the clauses in the contract. POLICY IMPLICATIONS There are no policy implications in regards to this matter. FINANCIAL IMPLICATIONS Budget The current 2014/15 budget has an allocation of $3,000 in Account 105220 Consultant CEO Review. Long Term The remuneration negotiated as part of the renewal of the contract will be included as part of the annual budget allocation for employee cost. Whole of Life As no assets are being created there are no whole of life costs associated with this item. SUSTAINABILITY IMPLICATIONS There are no sustainability implications in regards to this matter. STRATEGIC IMPLICATIONS There are no strategic implications in regards to this matter. CONSULTATION Consultation has been undertaken with John Philips on his ability to progress contract renewal discussions. COMMENT Council and / or the CEO is required to have commenced discussions by 1 April 2015, with any further contract to be finalised no later than 1 October 2015.


Given that we are seeking a renewal of the current contract under similar conditions, the requirement to form a subcommittee is questionable, and therefore Council is being asked to delegate the process of discussing a new contract for the CEO to the Shire President. As Mr John Phillips of John Phillips Consulting, formerly Executive Manager Workplace Solutions (WALGA) has previously supported the parties in preparing the contract; it is proposed that he be engaged to assist. VOTING REQUIREMENTS Simple majority OFFICER’S RECOMMENDATIONS – 13.2 That Council: 1. Commences discussions with the Chief Executive Officer (CEO) regarding a

further contract in accordance with Clause 22 of the existing contract of employment;

2. Authorises the process of discussing a new contract for the CEO to the Shire President Cr Murray Scott with recommendations to be tabled no later than the Ordinary Meeting of Council scheduled for August 2015; and

3. Appoint Mr John Phillips, of John Phillips Consulting, to assist the parties in the negotiation process.


14 ENGINEERING AND DEVELOPMENT SERVICES REPORTS

14.1 Regional Waste Education Program - Memorandum of Understanding between the Bunbury – Harvey Regional Council and the Bunbury Wellington Group of Councils

Location: Capel Applicant: Bunbury – Harvey Regional Council & Bunbury Wellington Regional

Group of Councils, City of Bunbury, Shires of Capel, Collie, Dardanup, Donnybrook Balingup and Harvey

File Reference: Bunbury Harvey Regional Council Disclosure of Interest: Nil Date: 01.05.15 Author: Manager Health Services, C Dent Senior Officer: Executive Manager Engineering and Development Services, J Gick Attachments: 1 Waste Education Budget 2 Copy of current Memorandum of Understanding 3 Waste Education Report 2012 - 2015 MATTER FOR CONSIDERATION The current Memorandum of Understanding (MoU) for the operation of the Regional Waste Education Program between the Bunbury Harvey Regional Council (BHRC) and the Bunbury Wellington Group of Councils comprising The City of Bunbury, Shires of Capel, Collie, Dardanup, Donnybrook Balingup and Harvey expires on 1 June 2015 and therefore a new MoU is required. BACKGROUND / PROPOSAL Background A waste management survey conducted in 2011 found that an overwhelming majority (95%) of people surveyed felt that more should be done to educate the community on matters relating to waste management.

Waste and recycling opinions

85%

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Should more be done to divert

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Should more be done to educate

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Yes No Unsure


Following on from that survey, the Wellington Waste Group put forward a proposal for the employment of a Regional Waste Education Officer. The original MoU was signed in July 2012 for a three year period by all parties, with the objective of establishing a Regional Waste Education Program with the goals of:

Engaging the community on waste and recycling issues; Raising awareness about waste minimisation and resource recovery; Facilitating the correct use of household recycling bins; and Encouraging the appropriate disposal of household hazardous waste.

The Bunbury Harvey Regional Council has employed two Waste Education Officers (1.5 FTE) and is responsible for the payment of salaries and associated overheads. It is also responsible for the payment of any goods and services associated with the Project. The BHRC will be responsible for providing:

An office and workstation for both staff; Administration support; Stationery and support; and Training and development opportunities.

The costs of the Program are shared between the Councils on a population basis. Proposal To continue with the Regional Waste Education Program between the Bunbury Harvey Regional Council, the City of Bunbury, Shires of Capel, Collie, Dardanup, Donnybrook Balingup and Harvey for up to a five year period on the same cost share basis. There are two options with the MoU, option one is for the current 1.5 FTE and option two is for 2 FTE. The cost for the option 1 is the same as the current costs and option 2 is slightly more expensive. STATUTORY ENVIRONMENT Waste Avoidance and Recourse Recovery Act 2007 Part 4 – Management documents: Division 3 Waste Plans A local government may include within its plan for the future waste plan outlining how, in order to protect human health and the environment, waste services provided by the local government in the relevant distinct will be managed to achieve consistency with the (state) waste strategy. Western Australian Waste Strategy “Creating the right Environment” Creating the Right Environment has five strategic objectives within which strategies relating to knowledge, infrastructure and incentives have been developed to support a coordinated approach to changing the behaviours of individuals, groups and organisations: • Strategy objective 1 – Initiate and maintain long-term planning for waste and recycling

processing, and enable access to suitably located land with buffers sufficient to cater for the State’s waste management needs;

• Strategy objective 2 - Enhance regulatory services to ensure consistent performance is

achieved at landfills, transfer stations and processing facilities; • Strategy objective 3 - Develop best practice guidelines, measures and reporting

frameworks and promote their adoption;


• Strategy objective 4 - Use existing economic instruments to support the financial viability

of actions that divert waste from landfill and recover it as a resource; • Strategy objective 5 - Communicate messages for behaviour change and promote its

adoption, and acknowledge the success of individuals and organisations that act in accordance with the aims and principles in the Strategy and assist in its implementation.

The Waste Authority has set targets for the diversion from landfill with 30% of diversion from landfill presented for collection in major regional centres by 30 June 2015 and 50% diversion from landfill presented for collection in major regional centres by 30 June 2020. With the introduction of the third bin system, the City of Bunbury and the Shire of Capel are currently diverting 56% of waste from landfill meeting the targets set by the Waste Authority six years ahead of schedule. POLICY IMPLICATIONS There are no policies relevant to this matter. FINANCIAL IMPLICATIONS Budget The 2014/15 budget includes a cost of $25,302.00 for Councils share of meeting the cost of the Regional Waste Education Program. Long Term Being part of the Wellington Regional Waste Group enables Council to access regional services and plans it would not necessarily be able to afford if the services were to come from internal sources. The proposal for the continuing MoU is for a time period of up to five years with two options regarding the Waste Education Officers; Option 1, 1.5 FTE or Option 2, 2 FTE. The proposed cost for Option 1 is similar to the current costs, for 2015/16 $23,495.00 Option 2 is slightly more expensive at $29,605.00. Whole of Life As no assets are being created there are no whole of life costs associated with this project. SUSTAINABILITY IMPLICATIONS The Western Australian Waste Strategy “Creating the Right Environment” has set strategy targets for WA. In the Municipal Solid Waste Sector targets are:

• 30% diversion from landfill of material presented for collection in major regional centres by 30 June 2015 (non-metropolitan region recovery in 2009/10 was 15%);

• 50% diversion from landfill of material presented for collection in major regional

centres by 30 June 2020.

Council provides a weekly kerbside general waste collection service and a fortnightly kerbside recycling waste collection service for most households in the Shire. It also provides six monthly verge collections of green waste and annual verge collections of hard waste. Council operates a waste transfer station where Shire residents can drop off general, recycling and


green wastes. At times Council runs waste reduction programs for plastic drums, waste oil, and electronic waste. The introduction of new initiatives, for example the introduction of a third bin for organic collection and the subsequent processing of the organics will both reduce the Shire’s greenhouse emissions and divert more material from landfill. STRATEGIC IMPLICATIONS The Community Strategic Plan 2013 – 2031 1: The Leadership Experience; Ensure open, transparent, effective good governance and communication within the organisation and community 1.1 Ensure continuous improvement of the organisation. 1.5 Ensure the effective management of Council’s resources. 2: The Community Experience; Provide facilities and services which recognise the diverse needs of the community and strive to make the Shire a safe place to live, work and visit. 3: The Environmental Experience; To preserve and enhance the natural and built environment to ensure it is liveable, sustainable and adapts to our communities needs and expectations. The Shire of Capel Strategic Waste Management Plan 2009 - 2013 The plan has been developed in conjunction with the Waste Management Board of Western Australia’s Zero Waste Plan Development Scheme. The purpose of the Plan is to provide strategies and actions to guide the local Government and community of Shire of Capel to improve waste management practices consistent with the State’s vision of Towards Zero Waste. The Shire of Capel’s Strategic Waste Management Plan ties in with the Wellington Regional Waste Management Plan. The Wellington Regional Strategic Waste Management Plan (SWMP) was originally developed in 2009 by the City of Bunbury and the Shires of Harvey, Dardanup and Capel as part of the Waste Management Board of Western Australia’s Zero Waste Plan Development Scheme. Strategic recommendations stemming from the Plan were largely focused on increasing resource sharing between the Councils in the following areas: • Electronic Waste (e-waste) recycling; • Household Hazardous Waste (HHW) recovery; • Greenwaste and Organics recycling; • Cardboard and paper processing; and • Construction & Demolition waste Since the original SWMP was developed, the Shires of Collie, Donnybrook-Balingup and Boyup Brook have joined the Bunbury-Wellington Regional Group to participate in regional waste management initiatives. The Bunbury-Wellington Group has utilised funding from the Department of Environment and Conservation’s Regional Funding Program to update the original SWMP to provide clearer strategic direction for waste management in the region and better reflect the altered composition of the group, recent changes to the legislative environment and the imminent expiry of core waste service contracts. The driving vision behind this SWMP is to provide an affordable, efficient and environmentally sustainable range of waste management options to the communities of the Bunbury-Wellington Region through effective regional cooperation. The Plan is underpinned by the core principles of the Waste Avoidance and Resource Recovery Act.


CONSULTATION Consultation has taken place between the officers of the Wellington Waste Group, the Chief Executive Officer of the Bunbury Harvey Regional Council, Waste Education staff and internally with the Sustainability Officer, Community Development Officers and Health Service Officers. COMMENT The Regional Waste Education Plan is an important component of the Regional Waste Management Plan. The Waste Education program in the Wellington region has a modest budget. This is one of the contributors to the success of the program as high cost/promotion options are not available and projects are done on a scale that is more personal and tailored for the situation. Many people are aware of the need to manage waste so the focus of the program is behaviour change. Face-to-face engagement with residents is preferred as it provides residents with the opportunity to ask questions that are relevant to their situation, leading to higher levels of behaviour change. The Education Officers work at a number of levels: informing council officers; educating the general public about waste and recycling, particularly new services; promoting waste management in schools, assisting businesses and industry to deal with waste; waste management at events; and educating school children through the Waste Wise Schools Program. From a Capel perspective the Waste Education Officers have worked closely with Health Services staff during the implementation of the third bin system and in fact the introduction couldn’t have been carried out without their input, especially the monitoring of the bins for contamination during the first few months of the introduction. The officers have run education classes, organised waste education information at the Boyanup Farmers Markets and organised press articles. They are currently working with Health Services staff on the new domestic waste pickup calendars, survey questions regarding greenwaste and with Community Development officers on the Loose Parts Play program. Education Officers are useful in communicating operational changes and industry trends broadly through the community. The Education Officers have developed a sound understanding of the waste industry and the implications for local government in the region. Most staff responsible for waste in councils in the region have a focus on environmental health and do not have the capacity to attend many waste events. The Waste Education Officers often fulfil the role of informing local staff of waste initiatives through participation in waste meetings and workshops and the provision of summaries and implications for each shire in the region. The education officers represent and promote the interests of the six councils in the region at Western Australian Local Government Association (WALGA) waste management workshops, Waste Management Association of Australia (WMAA) events, public presentations to interested groups and meetings with the Waste Authority. VOTING REQUIREMENTS Simple majority


OFFICER’S RECOMMENDATIONS – 14.1 That Council: 1. agrees to sign a Memorandum of Understanding with the Bunbury Harvey

Regional Council, in conjunction with the City of Bunbury, Shires of Collie, Dardanup, Donnybrook Balingup and Harvey for the supply of Regional Waste Education Program for a five year period using Option 1, 1.5 Full Time Equivalent Officers with costs to be shared between the councils on a population basis.

2. allocates $23,495.00 in its 2015/16 Budget for a contribution towards the

Memorandum of Understanding with the Bunbury Harvey Regional Council.


14.2 Mallokup Road Trees - Petition

Location: Capel Applicant: Residents / electors of Capel File Reference: Disclosure of Interest: Nil Date: 13.05.15 Author: Executive Manager Engineering & Development Services, J Gick Senior Officer: Chief Executive Officer, P Sheedy Attachments: 1. Petition dated 14 April 2015 2. Table 4.1 Clear zone distances MATTER FOR CONSIDERATION Consideration of a petition, from residents / electors of Capel requesting all healthy mature Tuart trees at the northern end of Mallokup Road, near the corner of Roberts Road, be retained during the projected widening of Mallokup Road. BACKGROUND / PROPOSAL Background At the 22 April 2015 Council Meeting, a petition was lodged by Councillor S Manley on behalf of residents / electors of Capel requesting all healthy mature Tuart trees at the northern end of Mallokup Road, near (the) corner of Roberts Road, be retained during the projected widening of Mallokup Road. The petition follows on from questions raised by Mrs Bronwyn Mutton of the Capel Land Conservation District Committee (LCDC) and Ms Evelyn Taylor of the Capel Garden Club at the 25 March 2015 Council meeting, about the prospective removal of Tuart trees to accommodate road works on Mallokup Road. The project was adopted as part of the 2015/16 Program of Works – Roads at the 22 April 2015 Council meeting. The most northern end of Mallokup Road forms a right angle intersection with Roberts Road. The road has a narrow 6m formation and 3.0m seal, which is poor condition and has several edge failures. This section of road has been identified for reconstruction and widening for several years. The Shire in preparation for the project had obtained a vegetation Clearing Permit dated 4 November 2009 for these works and other works (now completed) on Weld Road. The Clearing Permit expired on 4 December 2014. Mr Les Mutton approached staff in December 2014 following survey markers being placed on the road centre line. Mr Mutton has met with the (then) Acting Director Engineering & Operations, Mr Shane Faber, to discuss the project and to gather information on the road design criteria and on-site conditions. Mr Mutton, Mrs Mutton and Ms Taylor met with the Executive Manager Engineering & Development Services on site on 9 March 2015, to further discuss the project and seek a confirmed position on the preservation of trees on the alignment. Mr Mutton has since met with the Executive Manager Engineering & Development Services and the Natural Resource Management Officer on 7 April 2015 to gather more information and further discuss the project impact on trees in the road reserve.


At the 22 April 2015 Council meeting, public questions were raised by Mrs Mutton, Mrs Janet Wells, Ms Kerri Rankin and Mrs Pat Worrell on the Shire’s willingness to introduce speed zoning at this section of Mallokup Road in an effort to preserve all Tuart trees along this section of road. Proposal The petition dated 14 April 2015 reads: “We are residents / electors of Capel humbly request that the Councillors of Shire of Capel will ensure that all healthy mature Tuart trees at the northern end of Mallokup Road, near corner of Roberts Road, be retained during the project widening of Mallokup Road.” The petition relates to advice given by staff that the road widening project is likely to require the removal of some trees to accommodate road works. The details of the road project are discussed in the comments below. STATUTORY ENVIRONMENT The Shire of Capel Standing Orders Local Law 2007 apply. Section 3.8 Petitions outlines the method of handling petitions and Clause (4) provides for the treatment of petitions in:

a) That the petition shall be acknowledged; or b) That the petition be acknowledged and referred to the CEO for a report; or c) That the petition be acknowledged and be dealt with by the Council in conjunction

with an item on the same agenda paper. POLICY IMPLICATIONS No Council Policies apply. FINANCIAL IMPLICATIONS Budget Consideration of the petition has no impact on the Council budget. Long Term Any long term financial implications are speculative on the outcome of the petition. Whole of Life Not applicable. SUSTAINABILITY IMPLICATIONS The requested outcome of the petition is to not clear any healthy, mature Tuart trees to accommodate proposed road widening works. Economically, the retention or removal of a tree makes little difference to the project. The cost of removing trees may add about $2,000 to the project cost. Longer term the retention of the tree may cause damage to the new road works. Socially, the retention of trees increases the risk of road side crashes. This matter is discussed more thoroughly in the comments below. Environmentally, the retention of the tree is beneficial, but its measure is difficult to quantify.


STRATEGIC IMPLICATIONS The following Strategic objectives apply: 1.3 Develop, support and implement innovative solutions 2.2 Encourage community engagement and participation 3.2 Maintain and enhance the quality of our unique natural environments 4.7 Promote tourist interests and provision of tourist accommodation 5.1 Provide and maintain a safe and efficient transport, cycle and pedestrian network

throughout the Shire 5.3 Improve connectivity throughout our communities and to the region 5.6 Effectively manage the Shire’s assets and resources. CONSULTATION Mr Les Mutton approached staff in December 2014 following survey markers being placed on the road centre line. Mr Mutton has met with the (then) Acting Director Engineering & Operations, Mr Shane Faber, to discuss the project and to gather information on the road design criteria and on-site conditions. Mr Mutton, Mrs Mutton and Ms Taylor met with the Executive Manager Engineering & Development Services on site on 9 March 2015, to further discuss the project and seek a confirmed position on the preservation of trees on the alignment. Staff met Main Roads WA on site to discuss the current situation, design options and desirable road safety outcomes. Main Roads WA understood the desire to retain some of the significant trees on the western verge, but outlined the need to improve the offset to remaining trees by as much as possible. Staff has met to discuss the tree priorities, which identified the ancient trees on the western verge as providing better fauna habitat. Mr Mutton has since met with the Executive Manager Engineering & Development Services and the Natural Resource Management Officer on 7 April 2015 to gather more information and further discuss the project impact on trees in the road reserve. At the 22 April 2015 Council meeting, public questions were raised by Mrs Mutton, Mrs Janet Wells, Ms Kerri Rankin and Mrs Pat Worrell on the Shire’s willingness to introduce speed zoning at this section of Mallokup Road in an effort to preserve all Tuart trees along this section of road. At the 22 April 2015 Council meeting, Mr Les Mutton presented to the Council commentary on the project outlining his calculations to the proposal. A copy of Mr Mutton’s presentation was given to Councillors. On 29 April 2015 Mr Mutton wrote to the Executive Manager Engineering & Development Services requesting advice on his calculations. A response was issued on 13 May 2015. COMMENT Comment on the Petition The petition includes 115 signatories made up of the following:

One signatory duplicated (E Taylor); 15 signatories with addresses listed outside the Shire of Capel; 15 signatories that share an address with another signatory;


18 signatories that gave incomplete addresses (but listed within the Shire of Capel); and

2 signatories that did not list an address, but listed a common phone number. Section 3.8 Petitions of the Shire of Capel Standing Orders Local 2007 states that in order for a petition to be effective it is to be addressed to the Council in the correct form, be made by electors of the district, contain the names, addresses and signatures of electors making the request, and other provisions. Based on the above summary, the petition contains 79 legitimate signatories, of which 15 signatories share an address with another signatory. Comment on the Road Project The northern section of Mallokup Road (SLK 7.15 to 7.60) remains the only section of the Roberts Road / Mallokup Road / Ludlow Road North route with a narrow seal. The project has been adopted as part of the 2015/16 Program of Works – Roads at the 22 April 2015 Council Meeting (OC0406). The scope of the project is to widen the existing nominal 5m formation and 3.6m seal to an 8.0m formation with 6.2m seal and associated batters. This is the only section of the Roberts Road / Mallokup Road / Ludlow Road North route that is not widened. The scope of the project includes provision to clear the verge space to introduce an improved clear zone. A clear zone is a universally accepted means of diminishing the risk of errant vehicle collision with roadside objects and of maintaining the effectiveness of traffic signage. The clear zone also improves the overall visibility of a road space. A table of recommended clear zone distances is attached. This section of road is not speed zoned as it is not of adequate width to meet speed zoning criteria. The legal travel speed is therefore unrestricted at 100km/h. Traffic volumes measured about 1 km south of this section of Mallokup Road in November 2014 indicate an average of 410 vehicles per day. Based on these parameters a clear zone of 5.5m from the edge of the travel lane is recommended. Several questions at the 22 April 2015 meeting queried whether the Shire would support the reduction of the speed zone in this area. Given the road geometry, the proposed road design, elevations, verge density, adjoining land use and traffic volumes it would be unlikely that the speed zoning for this section of road could reasonably be reduced below 90km/h. Based on this assumption and the same traffic volume, a clear zone of 4.5m is recommended. The minimum clear zone recommended for any road environment is 3.0m. Comment on tree clearing This project has been considered for some time and the Shire has previously obtained a Clearing permit for works on Mallokup Road. The Clearing permit was issued in December 2009 and expired in December 2014. Discussion with the Department of Environmental Regulation indicates that there is a good chance of this permit being reissued. The commentary associated with the Clearing Permit (issued by the then Department of Environment and Conservation) included the following conditions / statements:

The purpose of the Clearing Permit is for road reconstruction; The Clearing Permit allows for the clearance of native vegetation up to 1.15ha (over

two projects); Dieback control and fauna management conditions are to be in place; Offsets are to be established;


The Decision Report states that the vegetation along Mallokup Road is considered to be in completely degraded condition; and

The Peppermint and Tuart trees within the Mallokup Road reserve may provide possum habitat, however, no scats were observed (DEC 2009).

In an effort to explore ways of minimising tree clearing, the Shire has undertaken eight (8) designs introducing various shifts in alignment. The following table summarises the impact of each design on the trees: Design Option

Western Trees (7) Offset range

Eastern Trees (3) Offset range

Comment

1 0.7m – 1.4m 1.8m – 3.4m Based on equal widening from centre line 7 x western trees are very close to edge of seal

2 0.8m – 2.2m 1.2m – 2.8m Based on very large radius reverse curves >9,000m 3 x western trees are very close to edge of seal 1 x eastern tree is very close to edge of seal

3 1.4m – 2.6m 0.7m – 2.2m Based on very large radius reverse curves >9,500m 3 x western trees very close to edge of seal 1 x eastern tree dangerously close to edge of seal

4 1.2m – 2.2m 1.1m – 2.6m Based on extremely large radius reverse curves >20,000m 3 x western trees very close to edge seal 1 x eastern tree very close to edge of seal

5 0.6m – 2.3m 1.2m – 3.0m Based on extremely large radius reverse curves >23,000m 2 x western trees dangerously close to edge of seal 1 x eastern tree very close to edge of seal

6 1.2m – 2.2m 1.0m – 2.5m Based on extremely large radius reverse curves >23,000m 3 x western trees very close to edge of seal 1 x eastern tree dangerously close to edge of seal

7 1.6m to 2.6m 0.6m – 2.1m Based on combination very large (>11,000m) and extremely large (>18,000m) radius reverse curves 3 x western trees uncomfortably close to edge of seal 1 x eastern tree dangerously close to edge of seal

8 1.9m – 2.9m 1.9m Based on removal of two trees on eastern side Offset centre line by 1.5m to increase distance to all trees 1 x western tree near edge of seal 1 x eastern tree near to edge of seal

As is demonstrated above, the design concept in Option 8 improves the offset to the nearest tree by removing two trees on the eastern verge.


The trees on the western verge are more desirable to be retained as they are ancients with significant nooks and hollows for fauna habitat. There are two trees on the eastern verge which can be removed to improve the road design. The first is an excellent specimen, but does not appear to offer any hollows for fauna habitat. The second is an ill tree exhibiting signs of dieback infection. As an aside, it should be noted that Main Roads WA has recently released a Crash Location Report – Fatal (30 January 2015) to the Shire of Capel for information. The report documents the findings of a fatal crash on Boyanup West Road, which occurred on 14 November 2014, when a motorcyclist collided with a tree, which was located in the clear zone. Although the particular circumstances of that crash point towards driver behaviour as a contributing factor, the report also finds that “the rider was killed as a result of impact with this tree”. The report consequently recommends the “removal of non-frangible items from the clear zone or provide suitable protection for errant vehicles in accordance with Austroads guidelines.” VOTING REQUIREMENTS Simple majority OFFICER’S RECOMMENDATIONS – 14.2 That Council notes the requests in the petition dated 14 April 2015 for all healthy mature Tuart trees at the northern end of Mallokup Road, near corner of Roberts Road, be retained during the projected widening of Mallokup Road but with a view to balancing road safety outcomes with roadside vegetation amenity, Council endorses the delivery of the Mallokup Road widening project features in the 2015/16 Program of Works – Roads approved by Council at the meeting on 22 April 2015 (OC0406).


14.3 Tender 15/02 Collection of Wastes from the Capel Waste Transfer Station

Location: Capel Waste Transfer Station Applicant: Shire of Capel File Reference: Disclosure of Interest: Nil Date: 13.05.15 Author: Sustainability Officer, E Gray Senior Officer: Executive Manager Engineering & Development Services, J Gick Attachments: Price schedules submitted by competitive Tenderers (CONFIDENTIAL) MATTER FOR CONSIDERATION Tenders for the collection of wastes from the Capel Waste Transfer Station (WTS). BACKGROUND / PROPOSAL Background Since the WTS opened in 2011 Transpacific Cleanaway has collected most of the wastes taken there by residents. This has been an ongoing arrangement and the Shire does not currently have a contract in place with Transpacific Cleanaway for the Service. The cost of the Service was $180,798 in 2013/14 and is likely to be around $185,000 in 2014/15 (ex GST). At its meeting in December 2014 Council approved a recommendation of the Shire of Capel Waste Services Review to re-tender the collection of most wastes from the WTS. Accordingly, a Request for Tender was developed for the collection of the following wastes:

General waste

Cardboard

Rubble

Plastic

Glass

Wood

Hydrocarbon (mainly empty oil containers)

Tyres

Scrap Metal. Proposal Endorse a tender for:

The provision of an appropriate number and type of bins for each waste stream

The collection of wastes from the WTS and transport to disposal facilities

The landfill or recycling of wastes. at the Capel Waste Transfer Station. Other wastes received at the WTS, including Green Waste, Drum Muster and Waste Oil, are not included in the Request as there are existing and better methods of dealing with them. E-waste is not included in the Request because it is a difficult waste stream to deal with (due in part to Government policies) and the Shire has an existing recycling arrangement in place.


The Waste Services Review also recommended that the Shire takes other steps to reduce costs for operating the WTS. This Tender and negotiations between the Shire and the preferred Tenderer offer opportunities to further reduce costs, through the collection of Glass, Wood and Plastics as General Waste rather than as separate waste streams. However, this would result in less waste being recycled and is likely to be contrary to community expectations. STATUTORY ENVIRONMENT

Environmental Protection Act 1986

Environmental Protection (Controlled Waste) Regulations 2004

Environmental Protection (Unauthorised Discharges) Regulations 2004

The WA Department of Environmental Regulation (DER) has issued a Licence to the Shire to operate the WTS under this Act. The Licence sets out various conditions for the collection of wastes at the WTS.

Controlled Waste includes tyres and can include some hydrocarbon wastes, the collection of which is included in the Tender. Other Controlled Waste, such as asbestos and certain chemicals, may be encountered by the successful Tenderer even though these wastes are not permitted to be taken to the WTS.

Unauthorised discharges of certain materials to the environment, such as food wastes, oil and other hydrocarbons, paint, pesticides and stormwater contaminated by these materials, are not permitted. The types of bins used to collect some wastes could impact on the risks of these materials being discharged into the environment, e.g. whether the bins are sealed or have lids.

Dangerous Goods Safety Act 2004

Dangerous Goods Safety (Storage and Handling of Non‐explosives) Regulations 2007

Dangerous Goods can include some Hydrocarbon wastes, the collection of which is included in the Tender. Other Dangerous Goods, such as flammable liquids, gas bottles, pesticides and other chemicals, may be encountered by the successful Tenderer even though these wastes are no longer permitted to be taken to the WTS.

Waste Avoidance and Resource Recovery Act 2007

Waste Avoidance and Resource Recovery Levy Act 2007

Persons that collect wastes on behalf of a local government for fee or reward must do so under a written contract with the local government.

Landfilling of wastes generated in regional areas is not currently subject to the WARR Levy. The Levy could potentially be extended to regional landfill during the term of the Contract and if this occurred it would increase waste disposal costs to the Shire. The Levy for wastes generated in metropolitan areas is currently $55 per tonne and is set to increase to $70 per tonne in 2019.

Road Traffic Act 1974

Road Traffic Regulations 2014

Road Traffic Code 2000

The transportation of wastes from the WTS to disposal facilities by the successful Tenderer is subject to these Regulations.

Local Government (Functions and General) Regulations 1996

Sets out requirements for Local Governments carrying out tender processes.


POLICY IMPLICATIONS The Shire’s Policy 2.8 – Purchasing is intended to ensure that all purchases are made in compliance with relevant regulations, that Shire staff observe high standards of integrity in purchasing activities, that purchases are made primarily on the basis of value for money and that purchasing favours and does not disadvantage local businesses. FINANCIAL IMPLICATIONS Budget Financial allocation is included in the 2015/16 draft budget. Long Term This Contract is for a two year term with an option to extend for an additional two years. Over a four year period the Services are likely to cost the Shire around $600,000 (ex GST), based on prices offered by competitive Tenderers in this tender process and assuming similar amounts of wastes continue to be received at the WTS. Based on prices the Shire currently pays, the Services would cost about $765,000 over four years if the existing arrangement were continued. Note that actual costs to the Shire will depend on the amounts of wastes taken to the WTS by Shire residents each year and other factors. Whole of Life The Shire is likely to continue to operate the WTS and face ongoing costs for the collection and disposal of wastes from the WTS beyond the term of the Contract. SUSTAINABILITY IMPLICATIONS This Tender may impact on the quantities of wastes collected at the WTS that are landfilled or recycled. The Tender offers opportunities for additional recycling (compared to existing operations), but these opportunities may cost more than landfilling and may require the Shire to take additional steps to reduce the amounts of unacceptable wastes that are put in recycling bins by patrons. Further information is provided in the Comment section of this report. STRATEGIC IMPLICATIONS The Shire of Capel Waste Management Strategy 2004 was aimed at enabling the Shire to prepare and minimise the environmental impact of waste and meet new State legislative and policy requirements and other existing legislative requirements. The Shire of Capel Strategic Waste Management Plan 2009–2013 was developed in response to the State Government’s Towards Zero Waste 2020 Strategy. The Plan outlined the objectives the Shire wished to achieve with regards to waste minimisation goals and had an increased regional focus. The Shire of Capel Sustainability Strategy 2013-2018 includes an aim of helping the community to reduce their waste and improve recycling and includes a target for 30% of the Shire’s municipal waste to be diverted from landfill by 2014/15 and 50% by 2019/20 (consistent with the goals of the Towards Zero Waste 2020 Strategy). CONSULTATION Consultation took place between relevant staff in Engineering and Development Services and Corporate Services.


COMMENT Tender evaluation Five Tenders were received in response to the Request:

Bunbury Harvey Regional Council: Submitted a conforming tender.

Transpacific Cleanaway: Submitted a conforming tender.

Warren Blackwood Waste: Submitted a conforming tender, which included standard and alternative prices for the disposal of glass and rubble.

Also submitted a non‐conforming tender which was for the provision of bins and collection of wastes only, i.e. it excluded the disposal of wastes.

SITA / Suez Environmental: Submitted a conforming tender.

Also submitted a non‐conforming tender.

Solo Resource Recovery: Submitted a conforming tender.

The Tenders were evaluated by a Panel comprising Sylvia Maunder (Senior Finance Officer), Colin Dent (Manager Health Services) and Evan Gray (Sustainability Officer). Tenders were assessed against three qualitative criteria and on price and other schedules. Any contract between the Shire and the successful Tenderer would be based on price schedules for each waste stream. For example, for general waste the Shire may pay $5,000 a year for bin rental, $300 each time a bin is cleared and $50 for each tonne of waste disposed to landfill. However, the Request also required Tenderers to complete an Annual Price Scenario based on their price schedules and the typical quantities of wastes that need to be collected from the WTS each year. This provided an estimate of the total annual cost of each Tenderer’s services. Note the actual cost of the service to the Shire may be different from the estimate as it depends on the amounts of wastes taken to the WTS by residents each year. The results of the Panel’s assessment of Tenders against the qualitative criteria are shown below along with the estimated annual cost of services provided by each Tenderer. The Tenders submitted by Transpacific Cleanaway and Warren Blackwood Waste were clearly the most competitive and were assessed in more detail.


Qualitative Criteria

(and Weighting)

Bunbury Harvey Regional Council

Transpacific Cleanaway

Warren Blackwood Waste

SITA / Suez Environment

Solo Resource Recovery

Relevant experience (35%) 4.3 5.0 4.7 4.2 4.0

Key personnel & experience (30%)

4.3 4.7 4.7 4.3 3.3

Tenderer's resources (35%) 4.2 5.0 4.7 4.2 3.5

Average weighted score against Qualitative Criteria

(out of 5) 4.3 4.9 4.7 4.2 3.6

Annual cost based on Annual Price Scenario in Tender Request (excluding GST)

$194,473 A $144,702 A $142,397 A

$128,172 B

$358,486 A

$203,956 C $282,883 A

A Conforming Tender B Conforming Tender with alternative prices for the disposal of non-contaminated glass and

rubble C Non-conforming Tender Additional assessment of prices offered by competitive Tenderers The Annual Price Scenario results and Schedule 1 price lists for Transpacific Cleanaway and Warren Blackwood Waste are included in the Attachment (confidential). They indicate that:

There are some differences in the pricing methodologies used by each Tenderer

Overall bin rental costs are slightly lower for Warren Blackwood Waste

Bin clearance costs are generally lower for Warren Blackwood Waste

Waste disposal costs are generally lower for Transpacific Cleanaway. The lower waste disposal costs offered by Transpacific Cleanaway are partly due to it operating the closest landfill facility at Banksia Road, Dardanup. This situation increases the risks to other Tenderers (and in turn to the Shire) of being charged higher disposal fees or of fees being substantially or unexpectedly increased in the future. Changes to the quantities of different wastes taken to the WTS by residents could favour either Tenderer. For example:

If more General Waste is taken to the WTS the cost impact would be less with Transpacific Cleanaway than with Warren Blackwood Waste

If more Plastic or Cardboard is taken to the WTS the cost impact would be less with Warren Blackwood Waste than with Transpacific Cleanaway.

The Panel considered there were similar price risks for both Tenderers if the amounts of different wastes taken to the WTS changed significantly. Price sensitivities for the collection of Cardboard, Plastic, Glass and Wood are discussed in the following section. To enable the Shire to better deal with the large quantities of wastes that may be received at the WTS during busy periods, Tenderers were asked to provide rates for unscheduled clearances of General Waste and Cardboard on weekends and public holidays. As shown in the Attachment, Transpacific Cleanaway proposed a lower surcharge for such clearances than


Warren Blackwood Waste. However, the difference in the surcharge should only have a small impact overall as the Shire is unlikely to require many unscheduled clearances. In its Tender Warren Blackwood Waste proposed alternative and significantly lower prices for the disposal of non-contaminated Glass and Rubble. This could reduce disposal costs by around $1,200 per year for Glass and $13,000 per year for Rubble. This cost reduction could realistically be achieved for Glass, as this is already a fairly clean waste stream. However, the Rubble waste stream can often have significant levels of contamination. The savings that may be achieved with Warren Blackwood Waste through a non-contaminated Rubble waste stream are more likely to be in the order of $8,000 per year, assuming the Shire can keep contamination at a sufficiently low level. Disposal Options and Cost Impacts for Different Waste Streams The Tender Request asked Tenderers to provide a service similar to the existing service, i.e. with the same separate waste streams. The disposal methods proposed by Transpacific Cleanaway and Warren Blackwood Waste for each waste stream are described below.

Waste Type Transpacific Cleanaway Warren Blackwood Waste

General Waste

Landfilled at Banksia Road Landfill, Dardanup Landfilled at Banksia Road Landfill, Dardanup

Cardboard Recycled via Cleanaway Baling Facility, Davenport

Recycled at Warren Blackwood Waste facility

Plastic

Landfilled at Banksia Road Landfill, Dardanup

Recycling trial of hard plastics planned using Cleanaway Baling Facility

Landfilled at Banksia Road Landfill, Dardanup

May be able to sort & recycle at a later date if WBW builds a MRF in the Bunbury region

Glass Recycled (as an aggregate replacement) at Peel Resource Recovery (JW Cross), Australind

Landfilled at BHRC Stanley Road waste facility, Australind

Wood Recycled (as mulch) at Peel Resource Recovery, Australind

Recycled (as mulch) at Warren Blackwood Waste facility (non‐treated wood)

Landfilled at Banksia Road Landfill, Dardanup (treated wood)

Hydro Landfilled at Banksia Road Landfill, Dardanup Landfilled / recycled by Wren Oil

Rubble Recycled (as clean or back fill) at Peel Resource Recovery, Australind

Recycled (as clean or back fill) at BHRC Stanley Road waste facility, Australind

Tyres Storage infill for future recovery at Peel Resource Recovery, Australind

Storage infill for future recovery at Peel Resource Recovery, Australind

Scrap Metal Recycled via J&P Metal Group, Picton Recycled by Warren Blackwood Waste

Changing the way some waste types are collected or disposed of could lead to cost reductions. For example, because of relatively low landfill charges, the low value of some recycled materials and the costs of having separate bins and clearances, collecting some wastes as General Waste and tipping them to landfill can be cheaper than recycling.


Cardboard As per the recommendation of the Waste Services Review, the Shire intends to introduce a fee of $5 for loads of non‐flattened cardboard boxes. This is intended to reduce the number of bins that are ‘full’ of a few large, non‐flattened boxes. If this fee led to say a 30% reduction in the volume of bin clearances required for cardboard then this would reduce annual costs by around $6,000 (for Transpacific Cleanaway) or around $3,000 (for Warren Blackwood Waste).

Plastic At present the Plastic waste stream often has high levels of contamination and the quantity of contamination in the bins (e.g. black plastic, inflatable pools, PVC, foam, non‐plastic materials, etc) can sometimes be greater than the quantity of recyclable plastic (e.g. plastic bottles and containers, poly pipe, plastic chairs, etc). Because of this the Plastic wastes currently collected at the WTS are usually tipped to landfill. If collection of Plastic as a separate waste stream was ended and it was collected as General Waste instead this would reduce annual costs by around $9,000 (for Transpacific Cleanaway) or around $4,000 (for Warren Blackwood Waste).

Glass The Glass waste stream generally has little contamination but requires its own bins and clearances. If collection of Glass as a separate waste stream was ended and it was collected as General Waste instead this would reduce annual costs by around $3,000 (for Transpacific Cleanaway) or around $1,000 (for Warren Blackwood Waste).

Wood If collection of Wood as a separate waste stream was ended and it was collected as General Waste instead this would reduce annual costs by around $400 (for Transpacific Cleanaway) or $5,000 (for Warren Blackwood Waste).

Untreated and unpainted wood could be collected with Green Waste at the WTS and turned into mulch. This would reduce annual costs by around $2,000 (for Transpacific Cleanaway) or $4,000 (for Warren Blackwood Waste), after some additional costs for disposing of treated wood are included.

Based on current operations at the WTS, achieving sufficiently low levels of contamination to enable recycling of some wastes could be a challenge. Unfortunately some patrons have no regard for the types of wastes they put in different bins or do not know what materials are acceptable in each waste stream. The Shire intends to improve signage and education so patrons better appreciate what they can put in the different bins, but may also need to enforce penalties for non-compliance. While not included as a recommendation of this report, Council could consider whether the collection of Plastic, Glass or Wood as separate waste streams should be continued or whether these wastes should be collected along with General Waste due to the cost savings that may be achieved. Plastic in particular has proved to be a difficult waste stream to deal with and currently incurs additional costs with no or limited benefits. Alternative Tender from Warren Blackwood Waste The non-conforming Tender submitted by Warren Blackwood Waste was for the provision of bins and collection of wastes only, i.e. it excluded the disposal of wastes. The estimated annual cost of this service (based on the Annual Price Scenario) was $70,059. If this amount was added to Transpacific Cleanaway’s waste disposal costs of $49,288 the total annual cost to the Shire would be just under $120,000. However, acceptance of this non-conforming Tender would require that the Shire:

Separately organises and manages up to nine contracts for waste disposal

Takes significant risks of disposal costs being higher than those offered by Transpacific Cleanaway (or by other Tenderers) and of costs increasing substantially in the future.


Due to the extra work involved in managing additional contracts and the risks of the Shire facing higher costs for waste disposal in the future, the Panel considered that a single contract for the collection and disposal of wastes from the WTS was preferred. The Panel considered this offered a reasonable balance of practicality, cost and risk. Transpacific Cleanaway Non-attendance at Mandatory Site Briefing The Tender Request required Tenderers to attend a mandatory site briefing. The purpose of the site briefing was to make Tenderers aware of how the facility operated and the Shire’s requirements. No representative from Transpacific Cleanaway attended the site briefing. The reason given for non-attendance was that the person scheduled to attend was taken ill at the start of the week and their Outlook Calendar was not transferred successfully to another staff member. The Panel considered it could accept the Tender submitted by Transpacific Cleanaway on the basis that:

Transpacific Cleanaway has a thorough understanding of the site’s operation and the Shire’s requirements, given that it has collected wastes from the WTS for some years

The reason given by Transpacific Cleanaway for not attending was reasonable

The Request stated that “Failure to attend this Briefing/Site Inspection may render the Tenderer ineligible to Tender”.

Overall assessment The Panel considered the Tender submitted by Transpacific Cleanaway offered the best value based on capability, price and risk:

Tenders submitted by Transpacific Cleanaway and Warren Blackwood Waste clearly offered the best value for money compared to Tenders submitted by other Tenderers

The estimated total costs of the Services offered by Transpacific Cleanaway and Warren Blackwood Waste were very close (based on the Annual Price Scenario)

Differences in the ways different waste streams are dealt with or changes in the quantities of different wastes that need to be removed from the WTS could similarly affect the costs for either Tenderer

There is less risk of the Shire facing higher waste disposal costs, partly due to Transpacific Cleanaway also operating the closest landfill site

Transpacific Cleanaway has provided services to the Shire for some time now and there is less risk of problems or additional costs arising due to any misunderstandings of the site’s operation or the Shire’s requirements.

VOTING REQUIREMENTS Absolute majority OFFICER’S RECOMMENDATIONS – 14.3 That Council: 1. accepts the Tender submitted by Transpacific Cleanaway for the collection of

wastes from the WTS – based on the price schedules submitted by Transpacific Cleanaway the Services are estimated to cost around $145,000 in 2015/16 and $600,000 over the maximum four year term of the contract; and

2. delegates authority to the Chief Executive Officer to extend the Contract for two years subject to a review of Transpacific Cleanaway’s performance of the Services during the initial two year term of the Contract, as per the Tender Request.


14.4 Capel Civic Precinct – Implementation Budget for Stages 1 and 2

Location: Capel Applicant: Nil File Reference: C5.81.6 Disclosure of Interest: Nil Date: 30.04.15 Author: Manager Strategic Projects, C Burwood Senior Officer: Executive Manager Engineering and Development Services, J Gick Attachments: Table – costs for Capel Civic Precinct MATTER FOR CONSIDERATION This report seeks Council’s adoption of a revised budget estimate in the Long Term Financial Plan (LTFP) in relation to Stages 1 and 2 of the Capel Civic Precinct improvement project to enable development to proceed in 2015/16. The LTFP currently allocates a budget of $1.1 million in 2015/16 and it is proposed that this be increased to $2 million. BACKGROUND/PROPOSAL Background The formulation of a master plan for the Capel Civic Precinct (the ‘Precinct’) was identified as a ‘High’ priority action in the endorsed Capel Townsite Strategy. November 2011 (OC1112) – Council resolved to adopt the Capel Civic Precinct Master Plan for final approval as a guide to the more detailed planning, development and use of the Precinct. April 2013 – Council adopted the Capel Civic Precinct Detailed Landscape Design and Development Plan as a more detailed guide to the improvement and landscaping of the Precinct. Costings were undertaken at this time at a Master Plan level with input from landscape architects and an engineering consultant. January 2015 – MPM engineering consultants engaged to undertake various detailed engineering works design for the precinct and in particular to deliver drawings and specifications for Stages 1 and 2 of the precinct. Designs will also include infrastructure positioning for services such as power and CCTV throughout the total precinct. Location The Precinct generally comprises the land between Forrest Road, Capel Drive, Buchanan Road and Roe Road, including Reserves 4621 and 7574, the Saint John’s Anglican church site and the former service station site. Reserve 4621 comprises an area of 1.57ha and is vested for the purpose of ‘Municipal Offices and Community Purposes’ with a management order in the Shire of Capel. Reserve 7574 comprises Erle Scott Reserve, an ‘A’ class reserve 1.62ha in area vested with the Shire of Capel for the purpose of ‘Recreation’ and with power to lease for 21 years subject to the Minister’s consent. Proposal The adopted Detailed Landscape Design and Development Plan outline proposals for the use, landscaping, development and staging of the Capel Civic Precinct.


The original cost estimates for Stages 1 and 2 of the project require review in response to the availability of more recent detailed costings. It is recommended that Council agree in principle to the revised budget items to be adopted to achieve implementation of the initial Stages 1 and 2 of the development, subject to the final budget being capable of accommodating the additional costs and associated interest repayments. A Staging Plan is shown below:

STATUTORY ENVIRONMENT Town Planning Scheme No. 7 The land in the Precinct adjacent to Forrest Road is zoned ‘Town Centre’ and Reserve 7574 is reserved for ‘Recreation’ pursuant to Town Planning Scheme No. 7 (the Scheme). The use and development outcomes identified in the Plan are not anticipated to conflict with any Scheme provisions or policies. POLICY IMPLICATIONS Capel Townsite Strategy The Capel Townsite Strategy 2008 is an adopted planning policy pursuant to Town Planning Scheme No. 7 and required the preparation of a Master Plan for the Civic/Town Centre Precinct.


Capel Civic Precinct Master Plan The 2011 Master Plan comprises an organisational position which establishes strategies and objectives for improvement and development of the Precinct. Capel Civic Precinct Detailed Landscape Design and Development Plan This 2013 Plan refines and develops the Master Plan, identifies more detailed landscaping and development outcomes and identifies budget requirements. FINANCIAL IMPLICATIONS Budget There are no 2014/2015 budget implications. This budget provides an allocation of $100,000 to undertake the detailed design of Stages and 1 and 2, review costings and produce documentation suitable for tendering processes. Consultant engineers MPM were engaged to undertake this work. The Debt Reduction Reserve is used to fund the repayment of principal and interest repayments on Council loans. The 2014/15 budget includes a transfer to the Debt Reduction Reserve of $600,000 from the Light Industrial Area Reserve, and there will be a transfer from the Debt Reduction Reserve of $130,352 to fund 50% of interest expenses. The year-end balance of the Debt Reduction Reserve is projected at $469,649. Interest on future loans would be half funded by this reserve if it continues to operate as set out in the 2014/15 budget. Long Term The Long Term financial Plan (LTFP) currently proposes that the Civic Precinct be developed in four stages consisting of the following time lines: Stages 1 and 2 Design – 2014/15

Stages 1 and 2 Development – 2015/16

Stages 3 and 3a Design – 2016/17

Stages 3 and 3a Development 2018/19

Stage 4 Design 2021/22

Stage 4 Development 2023/24 An additional allocation of $120,000 in the LTFP is provided for a public toilet in 2015/16 to align with the 2015/16 development of Stages 1 and 2. Funding of the overall precinct is to consist of a combination of general revenue, regular annual allocation of funds into the Capel Community Facilities Reserve, securing of loan funding and grant funding. Options for funding of the project will be dependent on the project and financial priorities set by Council and generally through the Corporate Plan and LTFP. Overview The intent of Council’s Long Term Financial Plan is to deliver the development of Stages 1 and 2 of the Capel Civic Precinct as one development project. The LTFP provides for two separate allocations being $120,000 for a new public toilet within Stage 1 and $1.1M for other development within Stages 1 and 2. This other work includes civil works, landscaping and servicing. These budget amounts were based on broad costings undertaken in 2013.


Detailed design and the review of costings has identified that the $120,000 is adequate for the new public toilet facility, however, revised costs to develop Stages 1 and 2 together amounts approximately $2,030,000. The original $1.1M was to be funded in 2015/16 by borrowings and has been modelled on a 5.4% interest rate over 25 years (with interest amounting to $917,453) and with capital and interest repayments of $80,698 per annum. Reviewed Costings Estimated Costings for Stages 1and 2 developments as separate stages are $990,000 for Stage 1 and $890,000 for Stage 2. An additional cost of $105,000 is required to provide ground water for reticulation to both stages, although there is a cheaper installation option that is less sustainable and is explained further within the report. $45,000 is allocated for the car recharge station. Total cost therefore is $2,030,000. Reviewed Funding Implications To proceed with the development in 2015/16 requires Council to agree to increase its loan borrowings, or source alternative funding sources. At the time of the Council briefing in April 2015 the loan interest rates reduced significantly to 3.54% below the original LTFP modelled interest rate of 5.4%. This lower interest rate is, however, based on a 20 year term whereas the previous modelling is based on a 25 year term. For comparison purposes three scenarios are described below based on a 5.4%, 3.54% and the 4.1% rate expected at this time:

Capel Civic Precinct Loan Table

Loan Amount $1,100,000 $1,100,000 $2,000,000 $1,100,000 $2,000,000 Interest Rate 5.40% 3.54% 3.54% 4.10% 4.10% Term in years 25 20 20 20 20

Total Interest Repayment $917,453 $444,284 $807,790 $522,590 $950,165 Total Principal Repayment $1,100,000 $1,100,000 $2,000,000 $1,100,000 $2,000,000 Total Repayment $2,017,453 $1,544,284 $2,807,790 $1,622,590 $2,950,165

Repayment per annum $80,698 $77,214 $140,389 $81,130 $147,508

It is apparent that if a loan was secured for the $2M at the reduced rate of 3.54%, the overall interest amount would be less than that originally modelled for $1.1M. It is to be noted, however, that the annual capital and interest repayments increase significantly. It is apparent that if a loan was secured for the $2M at the reduced rate of 4.1%, the overall interest amount would exceed the original model for $1.1M by approximately $32,712. It is to be noted, however, that the annual capital and interest repayments increase approximately 83%. Interest rates for borrowing over a 20 year term have moved as follows; 3.67% on 25th February 2015, 3.54% on 26th March 2015 and 4.10% on 6th May 2015. Interest rate movements for long term borrowing are primarily influenced by the direction of inflation and movements in the U.S. bond market. The RBA target cash rate has a diminished effect on long term interest rates. The drawdown date for borrowings is usually May/June in the financial year. A firm quote for the loan interest rate is given at this time.


Notwithstanding the above loan repayment scenarios Council needs to consider its overall loan program and how the options fit the Council’s ability to service debt (referred to as Debt Service Cover Ratio). This ratio is determined in conjunction with the budgets calculated Annual Operating Surplus. At the time of writing the draft budget had not been finalised. The surplus is unknown and therefore the ratio cannot be determined. Other Funding Options Grant Funding Meetings have been held with the following parties concerning grant funding opportunities:

Campervan Motor Home Club of Australia – Caravan Sullage Facility; Regional Development Australia – Funding Application National Stronger regions Fund. South West Development Commission – Funding Application Southern Investment

Fund. RAC – Electric car charging station. LotteryWest.

Funding opportunities are unfortunately limited for Stages 1 and 2 due to the actual components of the development. Further funding opportunities are available for future stages. Councillors should note that funding applications will be submitted under the National Stronger Regions Fund and the Southern Investment Fund, however, discussions with representatives guiding this funding have clearly indicated the funding application will need to be for the development of the total project (all stages) to demonstrate the best economic development outcomes. Should this funding be successful, it would be necessary for Council to review the LTFP. Climate Change Budget In respect to the provision of the electric car charging station, Council may wish to consider funding this facility through the climate change budget allocation in conjunction with a funding application. If this was to be considered for 2015/16 it would require a review of some elements of the Climate Change Committee’s recommendations currently being considered by Council. This represents a minor component of the project scope. Whole of Life Costs Estimates for whole of life costs were not available for inclusion in this item due to the scale of the project and the relative complexity of the components. There will be ongoing costs associated with the maintenance of all implemented elements of the Civic Precinct plans. SUSTAINABILITY IMPLICATIONS A Civic Precinct that is sustainable is critical to its effectiveness and value to the community. The Plan incorporates the following sustainability characteristics. The Plan seeks to achieve sound environmental outcomes, including: retention of established native trees to provide shade, character and natural context.

provision for sustainable display gardens, providing vegetation that is attractive with low

water usage requirements and a showcase for these outcomes.

targeted turf areas for reticulation achieving a balance between community desire for ‘green spaces’ for recreation and the need to manage long-term water use.


provision of drainage and native vegetation areas, including rain gardens, with the potential to significantly contribute to local water management and water harvesting outcomes.

Implementation of the Plan will have a number of economic attributes including: attraction of more people to the town centre benefiting business.

town square and amphitheatre will accommodate community events such as markets,

concerts and other attractions to residents and visitors.

proposed caravan/motor home parking area, combined with the new playground, picnic areas, public toilet and sullage dump point is likely to attract additional visitors to the town.

multi-purpose resource centre for community and government agencies increases opportunities for additional services to locate in the town e.g. WA Police.

retaining key infrastructure such as the Shire office, community centre/library and skate-park which would be costly to relocate or replace.

The extent of facilities and improvements proposed in the Plan will provide significant social benefits to the residents of Capel and the Shire generally. The multi-purpose community resource centre will be designed to address the broad long-term user needs of the town and will be large enough to have the flexibility to accommodate a range of uses. This could include a community policing facility, government agencies and other community resources. The benefits to the community relate to significant enhancement of the usability of the Precinct in terms of the proposed additional features and facilities. The outcomes of the Plan will ultimately create an important civic space that is a focal point for the community and where a range of recreation and other activities can be undertaken with significant social and cultural benefits. STRATEGIC IMPLICATIONS Shire of Capel Strategic Plan 2009-2020 The Plan responds to a number of strategies in the Shire of Capel Strategic Plan 2009-2020 including the following “Community Objectives”:

2.1 Provide social, recreational and cultural opportunities for our communities. 2.2 Provide facilities and services which recognise the diverse needs of the community. 2.3 Encourage, facilitate and support local community spirit, networks and cohesiveness. Capel Townsite Strategy 2008 The Capel Townsite Strategy was adopted in 2008 and subsequently endorsed by the WA Planning Commission in October 2009. It forms the primary policy framework for land use and development in the town of Capel over strategic time frames. A range of actions are designed to support and reinforce the land use and development strategies. One of the most significant actions from a community and administrative perspective is Action (iv) of the ‘Community Facilities and Recreation’ strategy (which is identified as a ‘High’ priority): “Prepare a master plan for the Civic/Town Centre Precinct incorporating the existing Shire Administration and Community Centre Site, Erle Scott Reserve and vacant Lot 243 (former Reserve for Police Station). This Master Plan should investigate the future use of the Precinct and aim to accommodate long term civic and community needs of the Shire including


administration, town centre car parking and potential government uses (including a community policing facility).” CONSULTATION Considerable consultation with the community has been undertaken previously in relation to the formulation of the Master Plan and the proposed development/landscaping outcomes. Project Working Group A working group of staff was formed from representatives of divisions within the Shire with the role of managing the project and providing information, guidance and advice to the project consultants. The importance of the working group has been significant in view of the limited budget available for consultants, and extensive knowledge and background of staff members on the relevant issues. The group continued to meet during 2012 and 2013 in relation to the preparation of the more detailed Plans for the Precinct. Mail Out and CapelFest A flyer showing an aerial photo of the Precinct was sent out to all Capel residents in early 2011 inviting comment on why the Precinct is important to them. In addition, a display was provided at CapelFest in 2011 and flyers were available for written comments to be made, with thirty six submissions received. There was a general consensus that something has to be done to improve the Precinct in view of its location and importance in the centre of the town. Formal Consultation Following adoption of the draft Master Plan by Council in July 2011, a formal consultation process was carried out during August and September 2011 and twenty five submissions were received from the public. The issues raised by the community were addressed on the Master Plan when it was adopted in November 2011. There was no impetus for additional community consultation in relation to the more detailed Plan adopted in 2013 as it comprises an operational plan to guide the future use, development, landscaping and improvement of the Precinct consistent with Council’s adoption of the Master Plan. The RAC has been consulted in relation to an electric vehicle charging station in the Capel Civic Precinct and indicated that it would be keen to extend the coverage of the RAC Electric Highway. The RAC anticipates that it will be in a position to consider whether it can accommodate other participants’ involvement e.g. Shire of Capel once the costs of installing the already committed fast charging stations have been established (likely in mid-late 2015). COMMENT Overview The intent of Council’s Long Term Financial Plan is to undertake the development of Stages 1 and 2 of the Capel Civic Precinct as one development project. The LTFP provides for two separate allocations being $120,000 for a new public toilet within Stage 1 and $1.1 million for other development within Stages 1 and 2, which includes civil works, landscaping and servicing. These budget amounts were based on costings undertaken in 2013. Detailed design and the review of costings has identified that the $120,000 is adequate for the new public toilet facility however the costs to develop Stages 1 and 2 amounts to approximately $2.2M. The original $1.1M is funded in 2015/16 by borrowings and has been modelled on a 5.4% interest rate over 25 years (with interest amounting to $917,453) and with capital and interest repayments of $80,698 per annum.


Reviewed Costings Estimated Costings for Stages 1 and 2 as separate stages are $990,000 for Stage 1 and $890,000 for Stage 2. An additional cost of $105,000 is required to provide ground water for reticulation to both stages although there is a cheaper installation option that is less sustainable and is explained further. $45,000 is allocated for the car recharge station. Total cost therefore is $2,030,000. It is to be noted that staff have reduced the contingency allowance for civil works from 15% to 10%, which has reduced the consultants’ costings by $151,000. Detailed design is identifying that risks are reduced, and therefore the standard contingency of 10% for civil works should be adequate. Explanation for increased costings since the original 2013 Estimates Level of Planning and Design Costings were previously done from a Master Plan level of design. Detailed design and costings are now being produced giving more accuracy and clarification on development standards (roads and drainage) that are required and elements not included previously in costings. The detailed design exercise has resulted in modifications to the original Master Plan to improve better traffic management in respect to school buses and the movement of children to and from the buses, improved arrangements for the caravan sullage point and deletion of the original intent for significant road works on Capel Drive. The positioning of the electric car charging point is also proposed to be relocated from Stage 1 to the community centre for cost and use practicalities. Additional Precinct Elements not previously included in Master Plan or Costed. There are a number of other elements or features of the development that were not originally provided with a costing including: Business Promotional Shelter – Council has resolved to consider this element and a costing

has been provided, but does not include the advertising device;

Bus Shelters – these were to be included in the Capel Drive bus drop off upgrade no longer happening;

Water Bore Filter Shed;

Water Bore – see comments below in respect to options for provision of a water supply;

Caravan sullage facility;

BBQ (Electric);

Signage – various park signage.

Imported fill – landscape beds – it is likely that some of the clay soils will need a better planting medium.

Electric car charge station;

Reconstruction of the full length of Buchanan Street adjacent to the precinct as opposed to progressive stage upgrading; and

CCTV provision.


The above elements have been included within the costings, however, Council may wish to consider the following additional comments on costs, reasoning and options. Electric Vehicle Charging Station The electric vehicle (EV) charge point was originally identified in Stage 1, however, recent investigations are proving it would be better located near the existing transformer at the community centre from a setup, cost benefit and usage point of view. The costs of the charging station are: Cost of station - $40,000. Installation of charging point - $5,000. Annual maintenance - $1,000. Annual electricity cost - $1,000. It is possible that a less expensive charging unit may be sourced and the RAC is aware that the Shire is seeking funding assistance. The Shire is proposing that an EV charging unit in Capel could augment, or provide an alternative to, charging stations in Bunbury and Busselton, particularly in the future with the development of the Bunbury Outer Ring Road. The RAC has indicated that it would be keen to extend the coverage of the RAC Electric Highway and is working to a budgeted allocation for the project. The RAC anticipates that it will be in a position to consider whether it can accommodate other participants’ involvement once the costs of installing the already committed fast charging stations have been established. Road Upgrades Adjacent to the Civic Precinct It is to be acknowledged that the section of Capel Drive from Buchanan Road to Forrest Road is to be widened for the bus stop relocation and this was expected to be a significant road upgrade cost in addition to the Precinct costs. Concerns over the safety of children and discussions with bus drivers caused a review of this intent and design adjustments have now achieved a better outcome not requiring Capel Drive road works. It should be noted that the Buchanan Road upgrading, kerbing, drainage, parking bays is still included in the design and costings for the full length of Buchanan Road adjacent to the Precinct have now been included in Stage 1 as it is not practical to stage this work. The redevelopment of Buchanan Road is planned for and will be in place for improved use at the end of the construction of Stages 1 and 2 which will benefit the caravan parking demand. Landscape Reticulation Water Supply In respect to the provision of reticulation for landscaping, three options have been explored in respect to providing a water supply. A water supply was not previously costed into the project as it was not known whether a ground water licence would be available. This has now been confirmed. Water Supply Options are: Option 1 - Scheme Water Use existing 40mm water meter; This would require a plastic storage tank of about 150,000 litres at a cost of about $13,000; This would require a pump – approx. $2,000; Water to the park would then be pumped from the tank; Water Corporation supply charge cost estimated to be $25,000 per annum; Power supply for pump – estimated to be $1,250; and Fencing of infrastructure - $5,000. Option 1 – Total Construction Cost - $20,000 and annual running/maintenance cost of $26,500.


Option 2 -Scheme Water Upgrade water meter to 50mm – cost $55,700; No tank required or pumps; Water Corporation supply charge cost estimated to be $25,000 per annum; and Additional Water Corporation charge of $1,500 per annum. Option 2 – Total Construction Cost - $55,700 and annual running/maintenance cost of $26,500. Option 3 - Ground Water Install 60metre deep bore - $14,400; Bore pump (submersible) and electrics $15,600; Filtration system – iron content will need treating - $60,000; Shed to house filter system – $15,000; Annual power cost - $1,250; and Allow $6,000 per annum for bore maintenance and pump replacement. Option 3 – Total Construction Cost - $105,000 and annual running/maintenance cost of $7,250. It should be noted that the iron filter would require periodic cleaning by staff so labour costs are additional. At this time Option 3 described above is included in the Stage 1 and 2 costings. The reticulation lines and controllers etc. have been costed at $45,000 for Stages 1 and 2 ($150,000 for the total precinct). It is noted that a number of Councillors have previously sought sustainable water use outcomes and it is possible that there would be some concern about using scheme water. There is also some community interest/expectation in achieving a green look and feel to the park. It is also to be noted that Option 1 requires a tank; however, placement of a tank of the size required may be difficult to locate and be visually intrusive. Option 3 will have a higher initial establishment cost, but the ongoing cost may be less. Conclusions At this point it is clear that the LTFP budget allocation will be inadequate with cost implications being almost double to what was originally planned. Council has a number of options which it can consider, however it is also advised that information indicates that the civil works industry is very competitive at this present time and it is anticipated that reasonable tendering outcomes may be available: Option 1 – Proceed with Both Stages 1 and 2 Given the current low interest rate climate, Council may wish to continue as planned and increase its borrowings next year, if the financial explanation provided above fits Council’s overall Shire loan borrowings and its revenue to debt ratio. There are cost savings (approximately $20,000-30,000) and practical work implication benefits to be gained by undertaking both projects at once. Option 2 – Defer Proceeding with Stages 1 and 2 This option to defer proceeding with project until next year or an alternative year could be considered in the review of the Long Term Financial Plan taking place later this year however the uncertainty of this outcome does not provide confidence to the community and


government funding agencies that have been consulted over the project under the current time lines. This is likely to shift other projects out in current planned time frames. It also means that the proposed new public toilet would not be able to be progressed as services would not be in place. Option 3 – Separate the development into two Development stages The detailed design and costings have been undertaken as separate design exercises, so it is possible to undertake development of either stage separately. The preferred stage would be to complete Stage 2, involving the works around the administration centre, which would complete the administration centre redevelopment project. Proceeding with this stage could also include cost cuttings for elements such as the start of the new pedestrian path into the park and the emphasis being on completion of the staff car parking area and some landscaping of the building surrounds. These reductions would need to be costed. Notwithstanding this option it is not desirable to remove elements as it results in implementation and additional documentation costs. Splitting the stages will also result in increased construction costs. More significantly undertaking Stage 2 will not have any community benefit and may result in community dissatisfaction with this long awaited project. Option 4 – Reduce the Development Scope Council may wish to withdraw some of the elements of the development design, however, the practicality of this is limited, as this relates to the hard landscape elements (seats, shelters, bike racks etc.) which are minimal. A reduction in the quality of paving may be considered but this is not desirable if the precinct is to achieve its desired landscape improvement. The most significant costs are in respect to the civil works, which cannot be reduced. Consideration could be given to the deferral of the Electric Car Charge Station as this has little public benefit at the moment, but does have significant publicity benefit. If this item was taken out of the project it also affects any future opportunity to obtain grant funding. As described above the Council may be of the opinion that a different approach to the provision of a water supply should be pursued which would also reduce the establishment cost of this infrastructure. It is not generally desirable to delete components that fetter the original intent and it is important that the first two stages provide an excellent example to the community, visitors and funding agencies of the quality of the development to be achieved. It will also be noted that costings reflect a development value of $2,030,000, however, there is some professional comment that competitive tenders will be received. Tenders can be structured to provide cost break downs that allow provisional cost elements. Staff recommend that Council includes $2,000,000 in the draft 2015/16 budget subject to the debt service ratio being acceptable. VOTING REQUIREMENTS Simple majority


OFFICER’S RECOMMENDATIONS – 14.4 That Council accepts in principle to consider the inclusion of $2 million in the draft 2015/16 budget deliberations for the implementation of Stages 1 and 2 of the Capel Civic Precinct Detailed Landscape Design and Development Plan, with the final outcome being dependent on the ability of Council to meet the guidelines relating to what is an acceptable Debt Service Cover Ratio.


14.5 Unbudgeted Expenditure - SynergySoft Town Planning Program

Location: Capel Applicant: Shire of Capel Disclosure of Interest: Nil Date: 04.05.15 Author: Manager Planning Services, C Muller Senior Officer: Executive Manager Engineering and Development Services, J Gick Attachments: Nil MATTER FOR CONSIDERATION Council is requested to consider the approval of unbudgeted expenditure to allow the purchase and implementation of the SynergySoft Town Planning program to support the functions of the Planning Services Division. BACKGROUND / PROPOSAL Background The Planning Services Division currently relies on hard copy files for the purpose of record keeping, and Microsoft Outlook for the purpose of work flow management. Whilst some documents are contained in Dataworks there is a strong reliance on staff to diligently manage paper based registers. The purpose of the Unbudgeted Expenditure is to shift Planning Services record keeping, data and workflow management to a centralised digital medium. The Shire currently uses Synergy software in Building, Health, Rates, and Purchase Ordering for day to day operation and the implementation of the SynergySoft Town Planning program represents a natural progression toward increased efficiency. Proposal That Council authorises the purchase of the SynergySoft Town Planning program which is to be implemented to support the functions of the Planning Services Division. STATUTORY ENVIRONMENT Local Government Act 1995 Section 6.8 Expenditure from municipal fund not included in annual budget (1) A local government is not to incur expenditure from its municipal fund for an additional

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

government; or (b) is authorised in advance by resolution*; or (c) is authorised in advance by the mayor or president in an emergency.

* Absolute majority required. POLICY IMPLICATIONS There are no policies relevant to this issue. FINANCIAL IMPLICATIONS Budget As the SynergySoft Town Planning program is unbudgeted it is intended that funding be sourced from account 104020.22. The cost of the Planning program, implementation and


training amount to $10254.75 (ex GST) and is affected by cost savings in other IT based expenses. Long Term There is an annual licence fee of approximately $780.12 (ex GST) that will be charged pro rata in the first year from installation. This entitles Shire staff ongoing use of the software, unlimited telephone support and upgrades to the software as these become available. Whole of Life There are no whole of life costs relevant to this item as no specific assets/infrastructure are being created. SUSTAINABILITY IMPLICATIONS Given the steady increase in the number of enquiries, applications and general work load experienced by the Planning Services Division the continued improvement of planning processes through procedural efficiencies such as the implementation of software is needed to ensure a high level of customer service and compliance with tight statutory time frames that assist economic development. Implementation of the program will reduce the paper usage within the Shire office resulting in a reduced environmental impact. STRATEGIC IMPLICATIONS The Strategic Community Plan 2013 to 2031 vision is to “establish a community of diverse lifestyle experiences accommodating progressive growth, sharing in prosperity, and using the unique environment”. The implementation of the software is considered to progress the Shire towards meeting the following objectives: 1: The Leadership Experience Ensure open, transparent, effective good governance and communication within the organisation and the community. 1.1 Ensure continuous improvement of the organisation 1.3 Develop, support and implement innovative solutions 1.5 Ensure the effective management of Council’s resources CONSULTATION Following initially consultation with the Executive Management Team the Shire IT staff member assisted with the investigation and confirmed that the SynergySoft Town Planning program will link with the Central Records Programs of SynergySoft which is a planned upgrade intended for Dataworks to be implemented within the next financial year and thus improve integration with records. The program will also integrate with Intramaps which relies on data input from Synergy. COMMENT Based on the information contained in the SynergySoft Town Planning User Guide the Town Planning System is used to enter Town Planning Applications, monitor an Application’s progress through each Stage to its satisfactory completion and record Planning approvals. Advantages of using the SynergySoft Town Planning program are summarised as follows:

Consistency with other service areas within the organisation such as Building Services, Health Services, Rates and Purchase Ordering already operating via SynergySoft;

Greater transparency gained between Building, Health and Planning once they are operating on the same system;


Ability to obtain file numbers applicable to a property from one central source;

Maintain stats on development application processing and time frames;

Ability to upgrade to include online application systems at a later stage;

Using ‘stages’ a standard workflow is generated, and the status of active applications

can be monitored;

Templates are generated for approvals/letters/reports/checklists;

Double handling to be minimised as Synergy merges key information from property mapping;

Staff members can easily and precisely locate file numbers, correspondence, application status, background information for enquiry response and reporting;

A useful tool in researching other related application examples within the Shire, finding background information and precedents etc to help with decision making;

Planning decisions are easily located for reference purposes;

Integration with Intramaps, where information is currently being captured through the SynergySoft Building program but no planning information is available on Intramaps due to the lack of having a similar program for Planning Services at this point in time. Given there is no planning data in Synergy we are not able to fully utilise the range of operational efficiencies gained from a GIS system such as Intramaps;

When an application is assessed, conditions and/or comments can be progressively applied by separate service areas (e.g. Health, Engineering, Building) and the assessing officer or any other officer can review this information straight from locating the property on Intramaps.

Although the set up and implementation stage of the SynergySoft Town Planning program may generate an additional administrative burden within the Planning Services Division initially, greater efficiencies gained will likely result in long term resource savings as staff will work more effectively and efficiently with increased accuracy. Implementation of the program is in line with the strategic objectives of the Leadership Experience as contained in the Strategic Community Plan 2013 to 2031 ensuring open, transparent, effective good governance and communication within the organisation and the community. VOTING REQUIREMENTS Absolute majority OFFICER’S RECOMMENDATIONS – 14.5 That Council approves unbudgeted expenditure of up to $10,254.75 (GST exclusive) from account 104020.22 for the purchase and implementation of the SynergySoft Town Planning program that supports the function of Planning Services.


14.6 4 Year Program of Works – Paths (2015/16 to 2018/19)

Location: Capel Applicant: Internal File Reference: Disclosure of Interest: The author declares a proximity interest in a project near his home. Date: 13.05.15 Author: Executive Manager Engineering & Development Services, J Gick Senior Officer: Chief Executive Officer, P Sheedy Attachments: Program of Works – Paths 2015/16 to 2018/19 MATTER FOR CONSIDERATION Formal adoption of a four year Program of Works – Paths 2015/16 to 2018/19. BACKGROUND / PROPOSAL Background At its 20 March 2013 the Council endorsed a recommended Path Strategy 2013 – 2018, which included a recommended eight year program of works (OC0308). At its 21 May 2014 meeting, the Council endorsed a recommended 10 Year Pathway Strategy (2014/15 to 2023/24) and allocated funds in the 2014/15 budget to implement the first year of that program (OC0809). At its 17 December 2014 meeting the Council decided to adopt the draft Boyanup Under normal circumstances the development of a subsequent 10 Year Program of Works for paths should build on the work identified in the previous plan and add new projects for the new tenth year, being 2024/25 (OC1212). Proposal There are a variety of projects in each of these strategies that need further prioritisation in the context of an overall Program of Works – Paths. This report seeks to:

Discontinue with the existing 10 Year Pathway Strategy (2014/15 to 2023/24); Adopt a suitable 4 Year Program of Works – Paths (2015/16 to 2018/19); and Develop a provisional 10 year program of works for consideration in early 2016.

STATUTORY ENVIRONMENT Section 5.56 – Planning for the future, of the Local Government Act 1995 applies. POLICY IMPLICATIONS Council Policy 7.1: Asset Management applies. FINANCIAL IMPLICATIONS Budget The following table provides a summary of the proposed 2015/16 budget and funding arrangements proposed for the 4 Year Program of Works – Paths (2015/16 to 2018/19):


Item Description $

Background

10 Year Pathways Program 2015/16 Works expenditure 110,205

2015/16 Budget

Construction Asset expansion & renewal 117,500

Long Term Financial Plan

Long Term Financial Plan (LTFP) 2015/16 General purpose revenue allocation for road works

136,215

2015/16 Savings to LTFP 18,215 A reconfigured 4 Year Program of Works – Paths (2015/16 to 2018/19) delivers a moderate saving of $18,215 to the Council’s general purpose revenue in 2015/16. Long Term This report has been structured to deliver a sensible and balanced four year Program of Works - Paths (2015/16 to 2018/19). The report identifies some projects that may be eligible for external funding, but these require further analysis and scoping to determine their relative priority for external funding agencies (Main Roads WA, Department of Transport and Public Transit Authority). The 4 Year Program of Works (PoW) – Paths (2015/16 to 2018/19) provides a balanced approach to creating new assets and renewing existing assets. The Program identifies needs within the population centres at Capel, Boyanup, Gelorup and Dalyellup. One of the decision making parameters in formulating the proposed Program is to ensure it fits within the Council’s existing financial framework, as shown in the table below:

$ 10 Year PoW

4 Year PoW (Proposed)

LTFP 10 Yr / 4 Yr Diff

10 Yr / LTFP Diff

4 Yr / LTFP Diff

2015/16 110,205 117,500 136,215 7,295 26,010 18,715

2016/17 129,669 163,000 141,670 33,331 12,001 -21,330

2017/18 124,995 152,500 147,370 27,505 22,375 -5,130

2018/19 138,787 140,000 153,326 1,213 14,539 13,326

Total 503,656 573,000 578,581 73,628 74,925 5,581 The 4 Year Program of Works – Paths (2015/16 to 2018/19) fits neatly within the projected expenditure as depicted in the Long Term Financial Plan. The Program does not at this stage make provision for anticipated funding, except for the Jules Road project, which includes a $33,500 contribution expected from Holcim and an anticipated $25,000 funding provision through the Regional Road Group program for the adjoining roadworks, anticipated to be delivered in the 2016/17 period. At the time of writing there are some external funding opportunities that may prove fruitful with some application:

Norton Promenade – main thoroughfare may attract contributory funding for path access to bus stops through the Public Transport Authority;

South Western Highway crossings at Boyanup may be eligible for Blackspot funding under the findings of a Road Safety Audit; and


Hornibrook Road (Norton to Samrose) may be eligible for Blackspot funding under the

findings of a Road Safety Audit. Whole of Life The projects identified in this Program of Works – Paths (2015/16 to 2018/19) are a sensible blend of asset expansion and asset renewal projects that each attract different whole of life costs. No detailed analysis of the whole of life costs has been undertaken for this exercise. Typically, however, concrete path construction projects may attract an annual increase in maintenance expenditure in the order of 1% to 2% of the capital cost of the project. That is, for every $100,000 spent on capitalisation, a corresponding $1,000 to $2,000 should be assigned to ongoing maintenance and future asset renewal. This idealised arrangement is based on good industry practice, but is typically not achieved in most organisations managing paths. Industry feedback regularly demonstrates examples where the gap between asset renewal demand and asset maintenance capacity is increasing over time. SUSTAINABILITY IMPLICATIONS The proposed Program of Works – Paths (2015/16 to 2018/19) addresses community expectations and addresses the Councils Asset Management Policy. All projects are expected to have minimal environmental impacts, except for the Merritt Road path, which will require some tree pruning to open up the path corridor. STRATEGIC IMPLICATIONS The proposed Program of Works – Paths (2015/6 to 2018/19) addresses the following Strategic Objectives: 1.4 Provide efficient and effective financial management to ensure the long term

sustainability of the organisation; 5.1 Provide and maintain a safe and efficient transport, cycle and pedestrian network

throughout the Shire; 5.3 Improve connectivity throughout our communities and to the region; and 5.6 Effectively manage the Shires assets and resources. CONSULTATION The Manager Engineering & Operations developed the draft Program consideration. There has been some internal consultation to identify path projects that warrant attention and to inform the proposed 2015/16 Program of Works, including the Manager Engineering & Operations, Engineering Coordinator and Supervisors. Staff met with Main Roads WA on 20 March 2015 to discuss a number of issues including bridges, State initiated projects, funding opportunities for the future, transport and land use planning and more. The meeting identified some common interests and highlighted additional design works required to accommodate any road or path projects on South Western Highway, Boyanup. The Shire of Capel is represented on the Greater Bunbury Bicycle Master Plan Working Group, and has recently been asked to Chair the next meeting. The Working Group considers large network linkages which can have impacts on the local path network. Internal consultation has taken place to ensure the expenditure, funding and budget impacts are understood.


On 7 May 2015 the Executive Manager Engineering & Development Services, the Manager Strategic Projects, the Manager Engineering & Operations, and the Coordinator Engineering met to review the draft program and consider the following strategies:

Path Strategy Report (2013 – 2018) – adopted by Council on 20 March 2013 (OC0308)

10 Year Pathway Strategy (2013/2013) – adopted by Council on 21 August 2013 (OC0809)

Boyanup Transport Infrastructure Study – adopted by Council for advertising on 17 December 2014 (OC1212).

COMMENT The following commentary is structured around three proposed recommendations to progress the path program to a more suitable structure, being:

Discontinue with the existing 10 Year Pathway Strategy (2014/15 to 2023/24) Adopt a suitable 4 Year Program of Works – Paths (2015/16 to 2018/19); and Develop a provisional 10 year program of works for consideration in early 2016.

PART 1 – Discontinue the existing 10 Year Pathway Strategy (2014/15 to 2023/24) A preliminary review of the 10 Year Pathway Strategy (2014/15 to 2023/24) has identified some anomalies in proposed project scope, funding arrangements and project sequencing. Also, the previous Pathway Strategy identified few renewal projects over the 10 Year forecast period. Example 1: Jules Road North The Plan identifies a new path to be installed from Hasties Road to Frances Road (630m) in 2014/15. This project adjoins a proposed road widening on the same section of Jules Road North which was scheduled to occur the following year in 2015/16. The road project should precede the path project to ensure the road formation widening can be constructed without compromising the path alignment. As discussed at the 22 April 2015 meeting, the Program of Works – Roads (2015/16) identifies this section of Jules Road as eligible for Regional Road Group funding. Given the multiple factors associated with the road and path project (road safety, heavy haulage, bus route, pedestrian access) it may be possible to couple the projects and seek RRG funding for both. Example 2: Limited Asset Renewal The 10 Year Pathways Strategy identifies few projects that may be classified as an asset renewal. In 2021/22 the Strategy identifies a replacement of the existing bitumen path along Bridge Street, Boyanup (Hurst Road to Tavern), and some limited path upgrades in Capel in 2023/24. Whilst these renewal projects have merit, the Manager Engineering & Operations has also identified several other projects that require renewal, including:

Payne Street, Boyanup (South Western Highway to George Street) Spurr Street, Capel (Goodwood Road to Prowse Road) Upson Road, Capel (Goodwood Road to ROW) Properjohn Road, Capel (Forrest Road to West Road)

There are several other paths that should be also considered for renewal, but the condition of these has not been thoroughly inspected to prioritise them at this time.


Example 3: Discontinuities and isolated links The Plan identifies several projects that need to be questioned and their validity verified. These are projects that may have historically had merit or may form part of a larger network development ideal, but in isolation appear to have limited merit. Some projects include:

Hasties Road (existing path to Bussell Highway) o This project needs to be reviewed in the context of work being undertaken by the

SWDC (Bussell Highway path) and MRWA (Hasties / Bussell intersection upgrade); Trigwell Road (Bridge Street to Bussell Highway

o This project needs to be reviewed in the context of the recommendations made in the draft Boyanup Transport Infrastructure Study. The lack of a distinct connection at either end also requires further investigation;

Roe Road (Forrest Road to Challenge Dairy) o This project needs to be reviewed in the context of less road traffic and fewer

pedestrian movements since reduced activity at the Dairy. PART 2 – Develop a 4 Year Program of Works – Paths (2015/16 to 2018/19) Historically, the 10 Year Pathway Strategy has been prepared for Council by the Director Engineering & Operations (or equivalent). This practice has taken place since 2009/10 and each subsequent year the 10 Year Road Management Plan has been updated by one year, with new projects introduced into year 10, and earlier years updated to reflect the changing nature of the path program. The substantive Director Engineering & Operations position has been vacant since June 2014 and the (then) Manager Works (Shane Faber) acted in the role until the commencement of the Executive Manager Engineering & Development Services in early February 2015. The Manager Works has since that date been assigned the role of Manager Engineering & Operations. The lag in the appointment of the Executive Manager has resulted in insufficient time for a thorough and proper review of the existing 10 Year Pathways Strategy, nor adequate time to prepare a substantially completed replacement Plan. The Executive Manager Engineering & Development Services has collaborated with Manager Engineering & Operations, Manager Strategic Projects and Coordinator Engineering to prepare a 4 Year Program of Works – Paths (2015/16 to 2018/19), for Council’s consideration. The rationale behind the program formulation is based on a number of path network management principles, including: 1. Overview review of the 10 Year Pathway Strategy (2014/15 to 2023/24), with a view on

works in 2015/16;

2. Overview review of the Path Strategy Report (2013 – 2018), with a view on works in 2015/16;

3. Consideration of the recommendations in the draft Boyanup Transport Infrastructure Study;

4. Introducing principles of asset renewal as a balance to network expansion projects (e.g. Spurr Road; Upson Road);

5. Salvaging and / or re-scoping projects from that have merit (e.g. South Western Highway, Railway Crossing);

6. Bringing forward projects that have or are likely to have higher pedestrian patronage (e.g. Wave Walk); and

7. Addressing road safety and bringing forward known network hazards (e.g. South Western Highway crossing).


The development of a draft 4 Year Program of Works – Paths (2015/16 to 2018/19) prompted several preliminary investigations into other path projects, many of which have merit based on one or more of the above listed criteria. Unfortunately, the volume of path works required to renew and expand the asset to accommodate community aspirations exceeds the current path funding allocations. Paths not included in this 4 Year Program of Works may be considered in a subsequent 10 Year Program of Works. The following table provides a summary of the reasoning for the inclusion of paths in the proposed 4 Year Program of Works – Paths (2015/16 to 2018/19):

Path Description Project Justification 2015/16

Payne Street, Boyanup (George to SW Highway)

Asset Renewal The project adjoins a proposed road project. The project can be coupled to ensure the road works and the path works are delivered efficiently and without compromising each other.

South Western Highway crossing, Boyanup (South of Simmons)

New Asset New project identified. The Boyanup Transport Infrastructure Study (BTIS) has recommended the installation of three (3) pedestrian refuge islands on South Western Highway. This project is for the installation of a pedestrian refuge south of Simmons Street. The project is considered a high priority based on community feedback and ongoing discussion within the Council. The project will require MRWA approval.

Thomas Street, Boyanup (Charlotte to Oval)

New Asset Project retained from 10 Year Pathway Strategy.

West Road, Capel (Roe to Access Housing)

New Asset New project identified to provide path access to Access Housing and to complete existing path network on West Road.

Wave Walk, Peppermint Grove Beach (Peppermint Grove to beach carpark)

New Asset This is a popular pedestrian access to the beach. The geometry and elevation of the road alignment introduces pedestrian / vehicle conflict potential, especially during peak times.

2016/17

Upson Road, Capel (Goodwood to ROW)

Asset Renewal New project identified. Brought into the program to address popular school pedestrian route. The project is a precursor to the Spurr Street project.

Jules Road, Gelorup (Hasties to Frances)

New Asset This project has been deferred to ensure the path project can be delivered in conjunction with the adjoining road project, and therefore be eligible for RRG funding. The project also attracts contributory funding from Holcim.

Hornibrook Road, Dalyellup (Norton to Samrose)

New Asset Project deferred to accommodate higher priorities.


Path Description Project Justification

2017/18

Spurr Street, Capel (Goodwood to Prowse)

Asset Renewal The project upgrades an old bitumen path and continues the Spurr Road path to Goodwood Road. The project allows for some geometric improvements and can tie in with a previous project on Upson Road.

Norton Promenade, Dalyellup (Hornibrook to Maidment)

New Asset Possible opportunities for RBN and/or PTA bus stop access funding.

South Western Highway, Railway Crossing (Turner to Bridge)

Asset Renewal This is a project that has been deferred to allow time to obtain formal approvals from PTA and MRWA. The project will require PTA and MRWA approval.

2018/19

Roe Road, Capel (Merritt to West)

New Asset Project deferred to accommodate higher priorities. The project links with the Merritt Street project.

Merritt Street, Capel (Tucker to Roe)

Asset Expansion Project deferred to accommodate higher priorities. The project links with the Roe Road project.

Hornibrook Road, Dalyellup (Samrose to Maidment)

New Asset Project deferred to accommodate higher priorities and to ensure the program expenditure fits with the parameters of the LTFP. This section has some geometric design constraints.

Future Years

Properjohn Road, Capel (Forrest to West)

Renewal Upgrade and widen existing bitumen path to concrete.

Barlee Road, Capel (House to Jamison Footbridge)

Asset Expansion The route is a strategic link between the northern side of town and the Capel Primary School, and as such may be eligible for Regional Bike Network funding through DoT.

Trigwell Road, Boyanup (Bridge to SW Highway)

New Asset Project modified from previous 10 Year path program.

South Western Highway crossing, Boyanup (South of Bridge)

New Asset New project identified. The Boyanup Transport Infrastructure Study (BTIS) has recommended the installation of three (3) pedestrian refuge islands on South Western Highway. This project is for the installation of a pedestrian refuge south of Simmons Street. The project has been scheduled for 2018/19 as there are several broader recommendations in the BTIS that impact on the deliverability of the project. These include the main street design framework, proposed channelisation of three intersections affecting the pedestrian refuge


layouts, MRWA approval, outcomes of the BTIS community consultation process.

South Western Highway crossing, Boyanup (South of Charlotte)

New Asset New project identified. The Boyanup Transport Infrastructure Study (BTIS) has recommended the installation of three (3) pedestrian refuge islands on South Western Highway. This project is for the installation of a pedestrian refuge south of Simmons Street. The project has been scheduled for 2018/19 as there are several broader recommendations in the BTIS that impact on the deliverability of the project. These include the main street design framework, proposed channelisation of three intersections affecting the pedestrian refuge layouts, MRWA approval, outcomes of the BTIS community consultation process.

The draft 4 Year Program of Works – Paths (2015/16 to 2018/19) is attached for Councillors information and consideration. As a separate budget item, staff has included a separate line item for a $10,000 contribution towards the Bussell Highway (Washington Ave to Hasties Road) planning and design project initiated by the City of Bunbury. The project is subject to a separate funding application for Regional Bicycle Network (RBN) funding through the Department of Transport. If successful, the project will be funded $10,000 from the Shire of Capel, $10,000 from the City of Bunbury and $20,000 from Department of Transport (RBN). Separate to this program, the Shire is also represented on the Greater Bunbury Bicycle Master Plan Working Group. The Group is chaired by the South West Development Commission and attended by the City of Bunbury, the Shires of Capel, Dardanup and Harvey, the Department of Transport (DoT), Main Roads WA, the Department of Sport and Recreation and community members. The Group has prepared a prioritised list of projects that have been identified through the Greater Bunbury Bicycle Master Plan (2013). The current prioritised GBBMPWG list is summarised as:

1. Bussell Highway (Washington to Hasties) – RBN funding application lodged through City of Bunbury

2. Estuary Drive (Broadway to Venezia) – RBN funding application lodged through City of Bunbury

3. Eaton Drive / The Boulevard (Bridge over Collie River) – RBN funding application lodged through Shire of Dardanup

4. Minninup Road (Harewoods to Minninup) – Yet to progress 5. Minninup Road (Minninup to Mangles) – Yet to progress 6. Clifton Road / Leisure Road (Australind to Brunswick) – Yet to progress 7. New Link (Myalup to Cathedral Avenue) – Yet to progress 8. South Western Highway (Roelands to Burekup) – Design in progress, funding being

considered 9. Uduc Road to Myalup Beach Road (Harvey to Myalup) – Yet to progress.

There are two cycleway projects identified in the Greater Bunbury Bicycle Master Plan (2013) that affect the Shire of Capel. These projects are eligible for RBN funding through DoT and are identified as the next highest priority projects to be progressed after the current highest priority projects are progressed. PART 3 – Develop a provisional 10 year Program of Works - Paths Following the adoption of the 4 Year Program of Works – Paths (2015/16 to 2018/19), work will commence on preparing a longer term 10 Year Program of Works – Paths (2016/17 to


2025/26). The formulation of a 10 Year Program will include consideration of the following assessment criteria:

Review of the previously adopted 10 Year Pathways Strategy (2014/15 to 2023/24) to identify projects of merit;

Review of the previously adopted 8 Year Path Strategy Report (2013 – 2018) to identify projects of merit;

Review of internal and external customer request for works to identify projects of merit;

Asset condition data to determine a priority of asset need (mainly focusing on surface condition);

Review of Strategic Planning documents to identify path projects;

Identification of external funding opportunities including Regional Bicycle Network, Roads to Recovery, State and Australian Government Blackspot projects, developer funded works, private works etc;

Introduction of path project assessment criteria to assist with path programming prioritisation (e.g. pedestrian volumes, cycle volumes, school routes, road safety criteria, adjoining road traffic volumes, strategic links in identified growth centres etc.); and

Align path projects with drainage projects and / or road projects to optimise outcomes. The outcome of a 10 Year Program of Works should result in the following outcomes:

Increased external funding opportunities; Prioritisation of asset preservation projects; Bring urgent works forward; and Alignment with Corporate Business planning.

VOTING REQUIREMENTS Simple majority OFFICER’S RECOMMENDATIONS – 14.6 That Council:

1. Discontinues the existing 10 Year Pathway Strategy (2014/15 to 2023/24). 2. Endorses the 4 Year Program of Works – Paths (2015/16 to 2018/19) as

attached; and

3. Allocates $117,500.00 in the draft 2015/16 Budget for paths.


14.7 Extractive Industry - Lots 12 and 13 Capel-Tutunup Road

Location: Ludlow Applicant: Rumenos Civil Pty Ltd File Reference: C5.2.D.44 Disclosure of Interest: Nil Date: 06.05.15 Author: Engineering Technical Officer, D McKenna Senior Officer: Executive Manager Engineering and Development Services, J Gick Attachments: 1 – Location Plan 2 – Draft Licence and Conditions 3 – Schedule of Submissions MATTER FOR CONSIDERATION Applications for issuing of a Planning Consent and Extractive Industry Licence for the extraction of sand from Lots 12 and 13 Capel-Tutunup Road, Ludlow. BACKGROUND / PROPOSAL Background Lots 12 and 13 Capel-Tutunup Road, Ludlow are 50.67 ha and 46.24 ha Rural zoned lots that have previously been harvested for Blue Gum trees. The site is located approximately 3.7km south of Capel. The land is currently owned by Capel Meadows Pty Ltd. The site and all surrounding lots are zoned Rural. To the north, Lot 11 contains an EPP Wetland which is fed by a seasonal wetland through Lots 12 and 13. The Ludlow River is located 300m to the south of the site. The site is currently degraded pasture land used for grazing with scattered Blue Gum regrowth. October 2012 - An application was received from Griffin Civil Pty Ltd to extract sand from Lots 12 and 13 Capel-Tutunup Road. A response was sent with a number of items to be addressed. August 2014 – Rumenos Civil Pty Ltd resubmit the application. A response was sent with a number of items to be addressed. December 2014 – The final application was submitted. Initial Proposal The applicant has submitted an Excavation-Rehabilitation Management Plan, a Noise Study and a Water Management Plan. A summary of the proposal is: Two separate sand mounds have been selected for the proposed extraction areas with a

minimum floor level of 26.0m AHD; A five (5) year licence has been requested; The existing vegetation on site comprises of limited pasture;

The site was previously used as a Blue Gum plantation. All stumps have now been

removed; The post excavation landform is designed with maximum batters of 1:4;


The proposed rehabilitation will lower the level of the sand mounds closer to the water table to improve conditions for pasture growth;

Access to the site will be via Capel-Tutunup Road onto Goodwood Road; The expected amount of material to be removed annually is 50,000 tonnes. It is

anticipated that a maximum of 6 trips per day can be expected from the site; There also may be the potential for a large contract to be won. This for example may

require 200,000 tonnes of sand to be moved in three months. This will require 5,000 laden semi movements at say 50 days which equates to 10 per hour; and

The hours of operation are proposed to be between 6.00am to 5.00pm Monday to

Saturday. Adjusted Proposal After considering the schedule of submissions, post advertising, the applicant agreed to modify the proposal with the following changes: Due to the uncertainty of the groundwater level following advice from The Department of

Water, the minimum floor level will be raised from 26.0m AHD to 27.0m AHD; Due to concerns raised by the Shire and the community, access to the site will be limited to

Plantation Road and Hutton Road; and Due to concerns raised by the Shire and the community, the applicant acknowledges that

large contracts requiring campaign carting will not be supported by Council. The allowance to exceed the 6 trucks a day for short term transport tasks may still be considered by Council.

STATUTORY ENVIRONMENT Town Planning Scheme No. 7 (TPS No. 7) Lots 12 and 13 are zoned Rural and have an area of 50.67 and 46.24 hectares respectively. An Extractive Industry is not permitted unless Council grants Planning Consent (AA use). Public advertising of the matter may be undertaken prior to making a determination of the application pursuant to clause 8.2.2 of the Scheme. Public and government consultation has been undertaken and comments are made in respect to this matter under the Consultation Section of this report. The following clauses of the Scheme apply to the consideration of this application: 1.6 Scheme Objectives 1.6.1 To direct and control the development of the Scheme area in such a way as shall promote and safeguard the health, safety, economic and general welfare of its inhabitants and shall conserve the natural values of the District. 1.6.4 To provide standards to secure and maintain the orderly and properly planned development of land with the Scheme Area. 5.7 Rural Zone 5.7.1 Council's objective in part in the management of land uses in the Rural Zone is to preserve the character of the rural area, discourage the removal of prime agricultural land from


agricultural production and prevent adverse effects on the continuation of established or potential agricultural industries. 5.7.2 Council’s policy in assessing applications for Planning Consent is in part to have regard to:

(d) The adequacy of roads, existing or proposed in the area, which may be needed to support the amount of road traffic expected to be generated by the development;

(e) The need to impose such conditions as Council deems appropriate in order to

minimise any adverse effect the development may have on the environment of the area.

8.3.2 In determining an application for planning consent the Council shall have regard to, in part the following;

(a) The purpose for which the subject land is reserved, zoned or approved for use under the Scheme;

(b) Any approved Statement of Planning Policy of the Western Australian Planning

Commission; (c) Any policy of the Western Australian Planning Commission or any planning policy

adopted by the Government of the State of Western Australia; (d) The size, shape and characteristics of the land, and whether it is subject to

inundation by floodwaters; (e) The provisions of the Scheme and any Council policy affecting the land; (f) Any comments received from any authority consulted by the Council; (g) Any relevant submissions received in response to giving public notice of the

application; (h) The orderly and proper planning of the locality; (i) The preservation of the amenity of the locality; and (j) Any other planning considerations which the Council determines to be relevant.

8.3.3 In determining an application for planning consent the Council may refuse its consent or grant its consent subject to such conditions as it deems fit. 8.3.5 States in part that, where the Council grants planning consent, it (the planning consent):

(a) Continues in force for two years, or such other period as specified in the planning consent, after the date on which the application is approved; and

(b) Lapses if the development has not substantially commenced before the expiration

of the period. 8.3.6 Where the Council grants planning consent, the Council may impose conditions limiting the period of time for which the development is permitted to continue. 8.3.8 The Council may decline to deal with an application requiring later approval of details or call for further details if it thinks fit.


Extractive Industry Local Laws Under the Shire of Capel Extractive Industry Local Laws (clause 5): ‘A person shall not carry out an extractive industry – (a) unless the person is the holder of a valid and current licence; and (b) otherwise than in accordance with any terms and conditions set out in, or applying in

respect of the licence.’ Under the Shire of Capel Extractive Industry Local Laws (clause 6): Limits On Excavation Near Boundary 6.1 Subject to any licence conditions imposed by the local government, a person shall not, without the written approval of the local government, excavate within – (a) 20 metres of the boundary of any land on which the excavation site is located; (b) 20 metres of any land affected by a registered grant of easement; (c) 40 metres of any thoroughfare; (d) 50 metres of any watercourse, wetland, swamp or other water reserve; or (e) 2 vertical metres of the estimated water table level as determined from time to time by

the Waters and Rivers Commission or otherwise as adopted by the local government. POLICY IMPLICATIONS There are no current Policies relevant to this item. FINANCIAL IMPLICATIONS Budget The applicants’ proposal will have no implications to Council’s budget if the recommended improvements to Plantation Road and Hutton Road are implemented at the cost of the applicant as detailed in the Comments Section of this report. Long Term Road Deterioration Extractive Industries within the Shire of Capel create a concentration of heavy vehicles accessing local roads to traverse from the site entrance to the closest arterial main road. This concentration of heavy vehicles causes considerable road damage to the local roads and the cost of the deterioration must be passed on to the Extractive Industry as they are the source of the heavy traffic. The Shire of Capel Extractive Industries Local Laws 3.1(5) (q) require the licensee to enter into an agreement with the local government by which it agrees to pay any extraordinary expenses incurred by the local government in repairing damage caused to thoroughfares in the district by heavy or extraordinary traffic conducted by or on behalf of the licensee under the Licence. In order to provide a consistent and transparent process the Shire has reviewed the agreement to include industry standard formulas that can be used to calculate the value of deterioration of the pavement for a given number of truck movements. The value of the surface damage is calculated by subtracting the agreed average surface repair cost from the actual cost to the Shire for the section of road for a 12 month period.


An agreement signed between the applicant and the Shire based on these calculations will result in a road damage contribution of approximately $9,039 for every 33,696m³ of material trucked along Plantation Road and Hutton Road. Rehabilitation Extraction industries are required to lodge a rehabilitation bond. The intent of the retention bond is an incentive to rehabilitation performance, or should the licensee fail to rehabilitate, the bond may be used by the Shire to undertake works. The Shire’s Schedule of Fees and Charges 2014/15 lists the minimum bond per hectare for sand extraction sites as $15,629. A rehabilitation bond for the first two stages will be required before a licence is issued, which equates to 4 Ha x $15,629 = $62,516. These requirements (road deterioration and rehabilitation) should be imposed on the applicant as a condition of approval should the proposal receive Council approval. Whole of Life There are no whole of life financial implications to Council. SUSTAINABILITY IMPLICATIONS Extractive industries can have impacts on the community by way of noise, dust and traffic. The current EPA buffer distance guidance notes consider that an acceptable buffer distance between a sand pit of this nature and a residence should be 300-500 metres. The site has been set out with an adjusted buffer of approximately 300m from the nearest resident to the south with a proposed 2.5m high noise bund to be placed between the nearest residence and the active pit. Truck traffic impacts are to be limited to Plantation Road and Hutton Road with this being the only permissible route in and out of the site. Due to the condition of Plantation Road and Hutton Road and the safety concerns involved, measures must be taken when considering increasing heavy traffic volumes along this section of road. These are discussed further in the Comments Section of this report. Fill sand is an essential material in the construction of residential housing. Having a good supply of sites from which sand may be obtained assists in reducing the cost of the material principally by reducing transport distances and associated costs. STRATEGIC IMPLICATIONS State Planning Strategy 2050 This strategy identifies the Greater Bunbury Area progressing toward becoming a conurbation (continuous urban area) with the Perth and Peel regions. The strategy highlights the importance of mining in the region, noting that ‘mining and downstream processing continues to be a key economic driver for the South West sector’. The Strategy references a number of strategic documents that underpin the State Planning Strategy such as the Greater Bunbury Strategy, Greater Bunbury Region Scheme and the South West Framework, of which are discussed in further detail below. The State Planning Strategy identifies six key principles to guide land use planning and development. Of these principles the following relate generally to the proposed development: Economy: Facilitate trade, investment, innovation employment and community betterment; Environment: Conserve the State’s natural assets through sustainable development; Regional Development: Build the competitive and collaborative advantages of the regions.


It is important to note that these principles are broad, and are provided at a macro level to be used to guide the preparation of the planning policy framework used in decision making. In this regard the proposal has been considered in accordance with the policy framework prepared under the guidance of these principles. Greater Bunbury Strategy 2013 The Greater Bunbury Strategy is the primary strategic document prepared by the Department of Planning to guide the urban, industrial and regional land use within the City of Bunbury and Shires of Capel, Dardanup and Harvey. The strategy sets the guiding principles which underpin the Greater Bunbury Region Scheme and guide any subsequent amendments. The strategy also broadly identifies future urban and industrial areas as well as residual Rural areas generally not subjected to any change in land use. The subject site is located within this residual area, and no changes from the existing Rural zoning are anticipated as a part of this Strategy. Additionally, the land is situated to the north of an Environmental Significance Area/Corridor. In regard to Rural land, the strategy states that rural land is to be “retained for primary production, natural resource management and its landscape characteristics that define the rural character of the Greater Bunbury sub-region”. Additionally the strategy notes that no Special Rural or similar development will be permitted unless already identified in pre-existing strategic frameworks. It is noted that that no such development is planned for the site or vicinity of Lots 12 and 13 Capel-Tutunup Road. Finally, the strategy outlines the challenges for sustainable Greater Bunbury, which specifically identifies the lack of suitable fill for new greenfield development with drainage issues. The Department of Planning’s Response to this matter is to identify and safeguard resources required for extractive industry, future fill requirements and construction. This is of particular relevance to the subject application, but also underpins the basis for the Strategic Minerals and Basic Raw Materials policy area being identified as a part of the Greater Bunbury Region Scheme. Given the limited extent of works and measures to ensure no adverse impacts on landscape values and adjoining landowners, the proposal is consistent with the intent of the plan. Greater Bunbury Region Scheme 2008 (GBRS) The GBRS identifies Lots 12 and 13 as rural. The Strategic Minerals and Basic Raw Materials Policy under the GBRS refer to the site as being identified within a Titanium-Zircon referral area. The intent of the policy is to provide appropriate planning policy measures to ensure resources of state or regional importance are not sterilised by incompatible development or land uses. The extraction of sand does not compromise the objectives of the policy provided it does not remove mineral sands. In the event that any mineralisation is encountered during extraction, works will cease in that area and the Department of Mines and Petroleum will be notified. Strategic Minerals and Basic Raw Materials Resource Policy (2005) This policy assisted in informing the Greater Bunbury Region Scheme mapping and methodology in defining areas that require long term security and access of minerals and basic raw materials. The subject land is located within an identified titanium zircon mineralisation buffer area under the Strategic Minerals and Basic Raw Materials Resource Policy area. Statement of Planning Policy No. 2 Environment and Natural Resources Policy The objectives of this policy are:


To integrate environment and natural resources management with broader land use planning and decision making;

To protect, conserve and enhance the natural environment; and

To promote and assist in the wise and sustainable use and management of natural resources.

Section 5.7 of the policy focuses on minerals, petroleum and basic raw material resources. This section states that planning strategies, schemes and decision making should: Identify and protect important and economic mineral resources; Identify and protect important basic raw material resources and provide for their

extraction. The Greater Bunbury Region Scheme reflects the intent of this policy through the identification of The Strategic Minerals and Basic Raw Materials Resource Policy Area. This proposal reflects the intent to extract raw materials from a locality that has been strategically identified for promoting and protecting such activity. Shire of Capel Land Use Strategy (1999) The subject land is contained within Planning Unit CA4 of the Shire of Capel Land Use Strategy. The objective for the CA4 Planning Unit is to protect prime agricultural land and manage the location of competing land uses. The Strategy notes the characteristics of the unit, specifically the presence of mineral sands mining and associated processing factories, additionally, the mineral sands mining and processing is included in the desirable uses for this unit. Strategic Community Plan 2013 – 2031 The Strategic Community Plan establishes the long-term directions for the Shire in terms of administration and development, focusing on matters which are important to the community. The Strategic Plan ‘Vision’ is to establish “a community of diverse lifestyle experiences accommodating progressive growth, sharing in prosperity, and valuing the unique environment”. Environmental Experience – preserve and enhance the natural and built environment to ensure it is liveable, sustainable and adapts to our communities’ needs and expectations. One of the intended outcomes is to maintain and enhance the quality of our unique natural environments. Economic Experience – foster and support responsible and progressive economic development opportunities within the Shire. The intended outcomes for this strategic objective include encouraging business development and whilst this may not be the intent in this case, the provision of fill sand contributes to business development. Outcomes also include supporting the retention of the mining industry. Infrastructure Experience – plan and facilitate safe, sustainable and efficient infrastructure and transport networks to meet the needs of the community. The intended outcomes for this include ensuring safe and efficient transport routes. CONSULTATION The proposal was referred to the Department of Environment Regulation, Department of Parks and Wildlife, Department of Planning, Department of Water, Department of Aboriginal Affairs, Department of Mines and Petroleum, Western Power, Telstra, Main Roads WA and the local Land Care District Committee (LCDC). A public notice was also placed in the South Western


Times as well as appearing on the Shire of Capel website. An advertising sign was also prominently placed outside Lot 13 Capel-Tutunup Road, Ludlow. 17 letters were initially sent to property owners along Capel-Tutunup Road and Plantation Road (within 500m of Lots 12 and 13 or any property along the initially proposed haulage route to Goodwood Road). The information regarding campaign carting included in the application caused significant concern for residents along Goodwood Road and Spurr Street prompting a second mail-out consisting of 106 letters and an attachment illustrating two proposed haulage routes for comment. This letter covered property owners along Plantation Road, Hutton Road, Capel-Tutunup Road, Goodwood Road and residents along Spurr Street. The Shire received submissions from most of the government agencies and from 78 residents including two objection petition letters signed by 6 and 295 residents respectively. The letters were not submitted to any Councillor so have not been presented as petitions under the Standing Orders. A Schedule of Submissions was prepared and forwarded to the applicant for consideration and response. A full copy of the Schedule of Submissions and responses is shown as Attachment 3 – Schedule of Submissions. The submissions received, raised the following concerns: Road Safety Spurr Street runs between a residential area and the children’s playground and sports

precinct where there are a lot of road crossings by pedestrians and in particular children. This section of road should be for residential use only in light of the road safety implications;

Large number of school children walk along Spurr Street to access the bus stop and the local primary school;

Difficulty in residents leaving or turning into their driveways along Spurr Street;

Footpath along Spurr Street is against the kerb which gives little protection to path users from the trucks and the wind passing behind them;

Many elderly pedestrians along Spurr Street;

There is already a safety issue along Spurr Street with the existing traffic. Traffic calming devices need to be investigated to slow vehicles in this pedestrian rich area;

The Goodwood Road and Spurr Street intersection and the Spurr Street and Bussell Highway intersection would be very difficult to pass through due to the large quantity of trucks;

Intersection of Spurr Street and Bussell Highway would become more dangerous with additional truck traffic as in close proximity to end of dual carriageway would tempt vehicles to excessively speed to overtake trucks before lanes ended;

No footpath between the end of the residences and Reid Road along Spurr Street. Any pedestrians would have to walk on the road along this stretch;

Capel-Tutunup Road – single lane, blind corners, crests make road unsafe for use by additional trucks;

Corner of Capel-Tutunup and Goodwood Road has poor sightlines. Main Roads WA requested a condition that the intersection be upgraded to the specifications and satisfaction of Main Roads WA;


School Buses along route;

Plantation Road would need extensive upgrading to make it safe;

Plantation Road gets boggy in spots in winter;

It would be very dangerous for trucks trying to turn into Bussell Highway from Hutton Road as there is a bend 100 metres from the intersection;

Goodwood Road is not to the standard that can manage many more trucks per day – sharp shoulders; and

Spurr Street was never intended to be main access point to the Bussell Highway from Goodwood Road.

Environmental The access to Capel-Tutunup Road should be at a cleared point to minimise damage to

roadside vegetation;

Fragile flora and fauna and wetland environment should preclude sand mining from this area. In immediate vicinity of several Ecological Threatened Communities;

Impact on water table to surrounding properties from abstraction to control dust; and

Department of Water advice that the subject area is located within the Busselton-Capel Groundwater Area and the maximum permitted depth of the pit floors should be 27.0m AHD. Any approvals deeper than 27.0m AHD will need to be supported by detailed hydrogeological investigation of the groundwater beneath the proposed area of operation.

Amenity Trucks along Spurr Street will cause vibration damage to houses.

House values along Spurr Street will drop;

Dust in rainwater tanks and on solar panels along Spurr Street;

Truck movements during campaign carting will be very noisy to residences along route;

Use of the bowling, hardcourt and oval facilities will be much less pleasurable with large

trucks moving past every 3 minutes; and

In the past Catalano’s or Carbone used Spurr Street as a route which was a nightmare for the residents due to the speeding and exhaust brakes.

These concerns are discussed further along with recommendations in the Comment section of this report. COMMENT Road Safety

The initial haulage route proposed in the application proposed Capel-Tutunup Road to Goodwood Road. As demonstrated by the large public response during consultation, this option caused major public concern due to the high number of vehicles proposed with the campaign carting provisions and associated impact on the residents and road users. An assessment was undertaken utilising Main Roads WA document Standard Restricted Access Vehicles (RAV) – Route Assessment Guidelines. This helped Shire officers to evaluate the roads for the proposed additional traffic.


Capel-Tutunup Road – the section of Capel-Tutunup Road that is proposed for the site access has an un-posted speed limit (100km/h), and is made up of two different sections. From the proposed gateway there is 1800 metres of 3.3m wide bitumen on a 6.0 m wide road formation which then widens to 6.2m wide bitumen on an 8.0 m wide formation for 2200m to Goodwood Road. In accordance with the guidelines the narrow section of road is only suitable for additional heavy traffic at reduced speeds in the order of 40km/h. Heavy vehicles travelling at 40km/h on Capel-Tutunup Road will pose a danger to other vehicles trying to overtake on the unsealed shoulder. Capel-Tutunup Road is currently considered unsuitable for the proposed transport task for this reason. Goodwood Road – although this is a main road it was included in the assessment and found to be suitable for the additional traffic. Spurr Street – has a posted speed limit of 50km/h and is a 7.4m wide asphalt kerbed residential road. Spurr Street runs adjacent to the Hardcourts, playground and bus shelters and is accessed daily by school children and seniors. There is community pressure to maintain Spurr Street as a residential street only and not be used for additional truck use in relation to this proposal. Plantation and Hutton Road – is a 6.3m wide unsealed road with a combined length of 5,250m. In accordance with the guidelines, the road is only suitable for additional heavy traffic at reduced speeds in the order of 60km/h. Due to the narrow width of the pavement a maximum of 75 vehicles per day total is suitable to use this road. Both roads have vegetation encroaching onto the road space, which encourages vehicles to travel down the middle of the road. To increase the suitability of these roads to truck traffic, verge pruning will be required to create a reduced clear zone of 1.5m from the edge of the road to a height of 5.5m. The intersection of Plantation Road and Hutton Road is currently a right angle bend without adequate clearance for semi-trailer trucks to turn, while remaining in their lane. In order for this route to be suitable for additional truck traffic, upgrading of the intersection is necessary to ensure trucks could manoeuvre through the bend whilst remaining lane correct. The intersection of Hutton Road and Bussell Highway is sealed, has adequate sightlines and has been widened to accommodate turning vehicles off Bussell Highway. Main Roads has indicated no issues with this intersection being used by additional trucks. The unsealed nature of the road could result in dust emissions to nearby residences along the route with additional truck traffic. A combination of limiting the truck speed to 60km/h and periodic water truck use in dry conditions is likely to reduce dust along the road. The above mentioned upgrades and conditions are likely to address the concerns raised by adjacent landowners and create a suitable route, having the least number of residential properties and being the shortest route to the Bussell Highway. The following proposed conditions have been agreed to by the applicant;

All truck access to the sand pit is restricted from using Capel-Tutunup Road or Spurr

Street. The proponent to ensure that trucks do not exceed 60km/h along Plantation Road and

Hutton Road, at any time.

The proponent is to utilise a water truck along Plantation Road and Hutton Road to prevent excessive dust.


No truck operations on road sections during excessively wet weather and, in the opinion of the Shire of Capel, is likely to damage the road or lead to a safety issue.

Headlights must be switched on at all times. The proponent is to submit plans for approval to the Shire for the upgrading of the

intersection of Plantation and Hutton Roads to ensure the design vehicle (semi-trailer) can safely traverse the intersection without crossing the centreline to an asphalt sealed standard and implementation of the approved plan to the satisfaction of the Shire.

The applicant is agreeable to limiting truck movements to 6 per day as long as there is some flexibility for consideration of any short term market driven requirement to exceed the allowed limits, from time to time. Demand for sand supply is not steady and often periods of little or no demand are interrupted by short periods of high demand. The Shire is prepared to limit the average number of truck movements over a six working day period to 6 trucks leaving per day. This will allow the applicant to transport up to 36 trucks of sand per week on whichever days are most suitable. To ensure compliance with the imposed truck limits, the applicant will be expected to furnish to the Shire on a quarterly basis a summary of daily truck movements from the site. The Council may conditionally agree to the truck limits exceeding this for short durations upon receiving a written request from the applicant. The Shire will ensure that the maximum total vehicles per day not exceed 75, both loaded and unloaded. The Staff consider the addition of the following conditions would address any concerns:

Verges to be pruned 1.5m from the edge of the road to a height of 5.5m at the applicants cost.

The average number of trucks leaving the site is not to exceed 6 per day over the period of 6 working days without prior Council approval.

The submission of a quarterly truck movement report to verify compliance of the above

condition.

Council delegate authority for the Executive Manager Engineering and Development Services to issue conditional approval for increased truck movements for specified periods.

The proponent will be required to “Self-Regulate” the above conditions, ensuring that all drivers and staff are informed of the conditions. Any reports of non-compliance will be assessed by Shire staff and may require the proponent to cease all extraction and haulage works until the issues have been resolved. Environmental The applicant provided ground water information from a bore approximately 1.0 – 1.5km north east of the site indicating the groundwater level was at approximately 20.0m AHD. The initial proposed floor level of the extraction area was 26.0 - 26.5m AHD, theoretically providing a 6.0m buffer between the ground water table and the finished pit floor. There were some apprehensions regarding the provided ground water table information in relation to the local ‘sump’ that runs through the property. These concerns were backed by the Department of Water (DoW) as the ‘sump’ is subject to inundation to a level of 26.0m AHD. With the limited information provided, DoW recommended the following conditions be considered by Council:


DoW is of the view that 27.0m AHD represents the maximum permitted floor level of the two pits; and

If the Shire is of the disposition to approve the extractive industry with pit floor depths of deeper than 27.0m AHD, then it is strongly recommended that a more detailed hydrogeological investigation of the groundwater beneath the proposed areas of operation be undertaken.

The applicant has since agreed to limit the depth of excavation to 27.0m AHD and will resubmit plans and details accordingly. The applicant has indicated that it would be utilising the existing water abstraction allocation from the property owner’s farm for obtaining water for dust suppression, which will have no additional impact on groundwater levels within the immediate area. The increased pit floor level will reduce the footprint of the excavation area and increase the buffer between the pit and any surrounding areas containing possible sensitive flora, fauna and wetland environments. The proposal to restrict trucks from Capel-Tutunup Road will result in the access entry being constructed off Plantation Road. The location of the crossover will be determined onsite with approval to be given by Shire officers and regard to vegetation will also be given. The rehabilitation measures for this sand pit include establishment of pasture. The initial proposal was to reduce the ground level to 26.0m AHD which would bring the surface closer to the perched water level thus increasing the moisture content of the soil. Due to the lack of groundwater investigation results, and the annual inundation of surrounding low areas of approximately 26.0m AHD, the Shire with the support of Department of Water, consider that the minimum ground level should be raised to 27.0m AHD to ensure that there is no impact to the existing surface water regime for the area. The adjustment of the minimum floor level of the extraction to 27.0m AHD will create a finished surface where slopes of 1:10 are more easily achievable rather than the previously proposed slopes of 1:4 which would not be acceptable. The amended slopes will be shown on a revised finished contours plan. Amenity The lifting of the minimum pit floor level results in the footprint of the extraction area being reduced which affords the surrounding residences with an increased buffer which now is within the EPA guideline buffer distances of 300-500m for a small scale operation as is proposed. The inclusion of noise bunds to the east and south of the pit areas will also reduce any site noise to the surrounding residences. Extractive industry licences have generally been approved with operating times being 7am to 6pm, Monday to Saturday inclusive, unless noise impacts are likely to surrounding sensitive receptors, in which case Saturday work has not been permitted. The pit and haulage route are surrounded by rural zoned properties which are not considered sensitive receptors in comparison to urban residences. The applicant has requested operating hours of 6am to 5pm Monday to Saturday. The noise regulations have different acceptable noise levels for different hours of the day, with the highest acceptable level being daylight hours which start at 7am till 7pm for amenity reasons. The noise assessment prepared for the site indicates that the noise levels created during low volume operations such as 6 trucks per day will comply with the noise regulations for all hours of the day.


Shire Officers accept the noise assessment, but are mindful of the flat topography of the area and the number of surrounding residences which are not currently subjected to noise before 7am generally. The haulage route is on an unsealed road, with a condition recommending truck traffic be limited to daylight hours only. With this in mind, limiting the hours of operation to 7am to 5pm Monday to Saturday will ensure neighbouring properties amenity is not unduly impacted and should ensure that there are no trucks on the road in the dark when days become shorter. The draft licence conditions include hours from 7am to 5pm Monday to Saturday. No operations are permitted on Sundays or public holidays. Boundary Setbacks As mentioned above in the Statutory Environment the Extractive Industries Local Law sets a setback of 40m for any extraction from a road boundary. Any approval to reduce this setback must be given in writing by the Local Government. The proposal is for a 20m setback from the western boundary of Pit-1, which borders the unmade road reservation of Prowse Road. This setback area within Lot 13 contains no vegetation and the impact of relaxing the 40m buffer is nil. Shire officers consider a relaxed setback from a 40m to a 20m buffer along the western boundary that borders a section of road reservation would be acceptable. Conclusion The proposal is what would be considered a low impact operation as there is no requirement to clear existing vegetation, the landform will only be changed slightly by the removal of mound tops and the haulage route is surrounded by rural properties. The extraction of the white sand mounds will result in a more productive landform for pasture growth and future farming with higher water retention properties. The main impact of the operation is likely to be the transporting of the materials along unsealed roads. The conditions discussed should manage the transport task within reason to allow for development of this extractive industry close to Capel while minimising impacts to other road users and the community. Shire staff consider that the proposal is appropriately conditioned to manage all of the concerns raised by the community, whilst still being considered viable by the applicant. VOTING REQUIREMENTS Simple majority OFFICER’S RECOMMENDATIONS – 14.7 STAFF RECOMMENDATION That Council resolves the following regarding the application from Rumenos Civil Pty Ltd to extract sand from Lots 12 and 13 Capel-Tutunup Road, Ludlow:

1. To advise the applicant that it is prepared to consider granting conditional

Planning Consent for Pits 1 and 2 of the proposed sand extraction for Lots 12 and 13 Capel-Tutunup Road, Ludlow on the receipt of acceptable revised


documentation relating to the following additional details required pursuant to Clause 8.3.8 of Town Planning Scheme No. 7, to the satisfaction of Executive Manager Engineering and Development Services: (a) The submission of revised overall Development Plans that modifies

extraction Pits 1 and 2 to demonstrate stages no larger than 2.0ha in area and minimum floor levels of 27.0m AHD;

(b) The Proposed Development Plans being modified to demonstrate that

batter slopes of the extraction area will achieve a minimum slope of 1:10 and revised locations of noise bunding;

(c) Access to the development site to be restricted to Plantation Road only;

2. Subject to satisfactory completion of resolution 1 above, authorises the

Executive Manager Engineering and Development Services to grant Planning Consent Pursuant to Clause 8.3.3 of Town Planning Scheme No. 7 subject to the following conditions:

(a) All development being in accordance with the approved Development

Plan. (b) The approval being limited to 5 years from the date of issue of the

Extractive Industry Licence. (c) The issue of an Extractive Industry Licence in accordance with the Shire

of Capel Extractive Industry Local Laws – February 2001 and compliance with the conditions of that licence;

(d) The applicant to provide a Rehabilitation Bond for not less than $62,516

and such bond or bank guarantee to be unconditional (no expiry date) prior to commencement of works;

(e) Transport route utilised on a regular basis not to include Capel-Tutunup

Road or Spurr Street.

(f) The average number of trucks leaving the site is not to exceed 6 per day over the period of 6 working days without prior Council approval.

(g) The submission of a quarterly truck movement report to verify

compliance of condition (f). (h) The proponent to ensure that trucks do not exceed 60km/h along

Plantation Road and Hutton Road at any time. (i) The verges of Plantation Road and Hutton Road to be pruned 1.5m from

the edge of the road to a height of 5.5m at the applicants cost to the satisfaction of Executive Manager Engineering and Development Services prior to commencement of works.

(j) The proponent is to utilise a water truck along Plantation Road and

Hutton Road to prevent the creation of excessive dust. (k) The proponent is to submit plans for approval to the Shire for the

upgrading of the intersection of Plantation and Hutton Roads to ensure the turning vehicle (semi-trailer) can safely traverse the intersection without crossing the centreline to an asphalt sealed standard and implementation of the approved plan to the satisfaction of the Shire prior to commencement of works.


(l) No operation on road segment when excessively wet or in the opinion of

the Shire of Capel is likely to damage the road or lead to a safety issue. (m) The hours of operation of the site shall be from 7.00am to 5.00pm

Monday to Saturday. No operations are permitted on Sundays or public holidays.

(n) Headlights must be switched on at all times.

3. On the granting of Planning Consent, agrees to issue an Extractive Industry

Licence pursuant to the Shire of Capel Extractive Industry Local Laws – February 2001 subject to, but not necessarily limited to, the conditions as detailed in the pages 1 to 4 of the attachments to this item report.

4. That in regards to condition (f), Council delegates authority for the Executive

Manager Engineering and Development Services to issue conditional approval for increased truck movements for specific periods.

5. To advise the applicants that on satisfactory resolution of the matters

identified under resolution 1 and granting of the conditional Planning Consent resolution 2, Council through its delegated authority to Executive Manager Engineering and Development Services would be prepared to give consideration to issuing conditional approval under the Greater Bunbury Region Scheme.


15 CORPORATE SERVICES REPORTS

15.1 2015/16 Budget – Donations to Charitable Organisations

Location: Capel Applicant: Shire of Capel File Reference: Disclosure of Interest: Nil Date: 04.05.15 Author: Executive Manager Corporate Services, S Stevenson Senior Officer: Chief Executive Officer, P Sheedy Attachments: Nil MATTER FOR CONSIDERATION Council to review donations to charitable organisations for inclusion in the 2015/16 draft Budget. BACKGROUND / PROPOSAL Background As part of the budget development process, Elected Members are to consider donations to charitable organisations for the forthcoming budget. Council Policy 2.7 (former Policy 11.1) was amended and approved by Council at its meeting on 19 February 2014 (refer Council minute OC0211). The policy specifies that donations be limited to charitable organisations operating within the Shire of Capel or neighbouring local governments with priority given to those that operate within the Shire. Donations are to be reviewed in April each year and paid after the Budget has been adopted and prior to December. Proposal That Council reviews the proposed list of donations to charitable organisations to be included in the 2015/16 Budget. STATUTORY ENVIRONMENT Local Government Act 1995, Section 6.2 6.2 Local Government to prepare Annual Budget

(1) During the period from 1 June in a financial year to 31 August in the next financial year, or such extended time as the Minister allows, each local government is to prepare and adopt*, in the form and manner prescribed, a budget for its municipal fund for the financial year ending on the 30 June next following that 31 August.

*Absolute Majority required (2) In the preparation of the annual budget the local government is to have regard to the

contents of the plan for the future of the district made in accordance with section 5.56 and to prepare a detailed estimate for the current year of –

(a) The expenditure by the local government; and (b) The revenue and income, independent of general rates, of the local government;

and


(c) The amount required to make up the deficiency, if any, shown by comparing the estimated expenditure with the estimated revenue and income.

POLICY IMPLICATIONS The budget is based on the principles contained in the Strategic Community Plan and Corporate Business Plan. Policy 2.7 – Preparation of Integrated Financial Plan and Annual budget applies. Policy 2.5 Donations applies. FINANCIAL IMPLICATIONS Budget Any donations approved by Council will be included in the 2015/16 draft Budget. It is proposed total donations be increased slightly to $18,810 from $18,640 in 2014/15. Council in its 2014/15 Budget has included $7,500 of donations in Account 0222 broken down into discretionary donations of $1,500, donations to representatives in State/National sports of $5,000, $500 for the Lord Mayor of Perth’s Distress Relief Fund and $500 for minor donations of $400 or lower. It is proposed that this funding remain the same in 2015/16. $5,000 was allocated as part of a donation of $25,000 over 5 years towards St John of God Hospital Chemotherapy Chair. This is a Council commitment and $5,000 is included in the 2015/16 draft budget. A further $6,310 was included in Account 1602 as donations to community groups and St John Ambulance. This has increased from $6,140 in 2014/2015 based on a forecast CPI of 1.4% (rounded up to the nearest $10). Long Term Approved expenditure is covered in the budget allocation. There are not considered to be any long term financial implications. Whole of Life As no assets/infrastructure is being created, there are no whole of life costs relevant to this item. SUSTAINABILITY IMPLICATIONS Many of the recipients of Council’s donations provide a social role within the community and the provision of a donation recognises this largely voluntary role. Whilst not financially significant, the individual donations provided by Council do provide some of the recipients with a degree of economic sustainability. STRATEGIC IMPLICATIONS The Strategic Community Plan 2013 to 2031 includes the following strategic objectives which have relevance:

Provide efficient and effective financial management to ensure the long term financial sustainability of the organisation.

Ensure the effective management of Council’s resources.


CONSULTATION No dedicated consultation has been undertaken other than reference to earlier donations provided by Council. COMMENT The donations to external organisations suggested for 2015/16 compared to the amounts provided in 2014/15, are shown in the following table, and are based on a forecast 3.0% increase in the Perth CPI, rounded to the nearest $10:

Organisation 2015/16

Donation $

2014/15 Donation

$

Difference

$

Comment

St John Ambulance Fund 1,680 1,650 30 Increase of 1.4% - CPI Capel RSL 790 770 20 Increase of 1.4% - CPI Boyanup CWA 320 310 10 Increase of 1.4% - CPI Boyanup Lions Club 320 310 10 Increase of 1.4% - CPI Boyanup Senior Citizens 320 310 10 Increase of 1.4% - CPI Capel Senior Citizens 320 310 10 Increase of 1.4% - CPI Capel Apex Club 0 310 (310) Removed for 2015/2016

as the organisation has disbanded

Capel CWA 320 310 10 Increase of 1.4% - CPI Capel Girl Guides 320 310 10 Increase of 1.4% - CPI Capel Tuart Girl Guides 320 0 320 Addition as there are 2

girl guide groups. To be allocated directly to the local club and not to be part of Perth funding

Capel Lions Club 320 310 10 Increase of 1.4% - CPI Dalyellup Lions Club 320 310 10 Increase of 1.4% - CPI Dalyellup Over 50s 320 310 10 Increase of 1.4% - CPI Salvation Army 320 310 10 Increase of 1.4% - CPI

Not a local organisation but due to their role, donation is appropriate.

Royal Flying Doctors Service

320 310 10 Increase of 1.4% - CPI Not a local organisation but due to their role, donation is appropriate.

Donation of $25k over 5 years towards St John of God Hospital Chemotherapy Chair (OC1002 17/10/12)

5,000 5,000 0 5 year commitment starting in 2013/14.

Total 11,310 11,140 170 (forecast Perth CPI increase for 2015/16 is 1.4% - rounding up to nearest $10 used)

The total value of the proposed donations is $11,310, which is an increase of $170 compared to the amount included in the 2014/15 Budget. This is based on an increase to other donations equivalent to the forecast Perth CPI increase of 1.4% for 2015/16.


In addition to the above, $7,500 will be allocated in Governance account 0222 for donations to be allocated at Council’s discretion. This is the same amount included in the 2014/15 Budget and is proposed to be allocated as follows:

$500 will be available to be allocated for the Lord Mayor’s Distress Relief Fund $1,500 will be available for donations at Council’s discretion. $5,000 will be available for donations to representatives in State/National Sport $500 will be available for minor donations less than $400 each.

The total amount proposed to be included in the 2015/16 draft Budget as donations is $18,810 and is a marginal increase of $170 compared to the 2014/15 budget amount of $18,640. VOTING REQUIREMENTS Simple majority OFFICER’S RECOMMENDATION – 15.1 That Council approves donations totalling $18,810 in the 2015/16 draft Budget and that the donations to specific organisations be those detailed in this report.


15.2 Write Off Sundry Debtors

Location: Capel Applicant: Shire of Capel File Reference: Disclosure of Interest: Nil Date: 06.05.15 Author: Customer Service Officer, J Riedmann Senior Officer: Executive Manager Corporate Services, S Stevenson Attachments: Nil MATTER FOR CONSIDERATION Council to consider writing off a number of sundry debtors that are considered to be unrecoverable. PROPOSAL / BACKGROUND Background Requests to write off bad debts are normally provided to Council every six months. The last write off approved by Council was on 17 December 2014 (minute reference OC1213) when 4 debtors to the value of $106.40 were approved for write off. Proposal Invoices have been raised for the recovery of various amounts owed to Council. Action to collect these amounts has proven to be unsuccessful for a variety of reasons. It is proposed that Council write off the Sundry Debtors itemised within this report. STATUTORY ENVIRONMENT Local Government Act 1995, Section 6.12 (1) (c) Section 6.12 (1) (c) – Power to defer, grant discounts, waive or write off debts (1) Subject to subsection (2) and any other written law, a local government may — (a) when adopting the annual budget, grant* a discount or other incentive for the early payment of any amount of money; or (b) waive or grant concessions in relation to any amount of money; or (c) write off any amount of money, which is owed to the local government. * Absolute majority required. (2) Subsection (1)(a) and (b) do not apply to an amount of money owing in respect of rates and service charges. (3) The grant of a concession under subsection (1)(b) may be subject to any conditions determined by the local government. This section allows a local government to write off any amount of money owed to the local government.


POLICY IMPLICATIONS There are no Policies applying to the matter. FINANCIAL IMPLICATIONS Budget The total of outstanding debts proposed to be written off is $378.00 including GST. The amount of the write off to be expensed within the financial report excludes GST and is $343.63. Long Term There are not considered to be any long term financial implications. Whole of Life As no assets/infrastructure is being created, there are no whole of life costs relevant to this item. SUSTAINABILITY IMPLICATIONS The write off of sundry debtors is not expected to have any environmental impact. In some cases the social situation of customers may have contributed to these minor debts having to be written off. The write off of these minor debts will have a minor economic impact upon the Shire. STRATEGIC IMPLICATIONS The Strategic Community Plan 2013 to 2031 includes the following strategic objective which has relevance:


Ensure the effective management of Council’s resources. CONSULTATION Despite written and verbal communication with the outstanding debtors no payments have been received. COMMENT The fees and charges as detailed below cannot be recovered and the reasons for their non-recovery are detailed. Each debt has been followed up with statements and final letters of demand and visits from a Community Ranger where appropriate. Some of the debtors have now moved and their forwarding address is unknown. The outstanding debt could be followed up through Debt Recovery at an estimated cost, per Debtor, of a minimum of $77.00 for initial lodgement plus 10% Commission and then any further costs for a civil summons, bailiff service fee and travel. These costs are added to the outstanding debt and would be recoverable from the debtor. However, it is essential a current address for the debtor is available so the summons can be served. In all of the cases the value of the outstanding debt is low and it is not considered appropriate to follow up the matter through the issuing of a court summons.


In the case of debts associated with library books and fees, the member and all members of their immediate family living at the same address have been banned from being able to use the library facilities in the Shire. Should these library users attempt to borrow books in the future they will need to pay any outstanding fees before their borrowing privileges are reinstated. In the following table, the details of the debtor’s name have not been included for privacy reasons. Debtor Amount Description of

Debt Write Off Reason

D191 $56.10 Charge for lost library items plus account fee

Outstanding since 16/12/2014. Amount is minor compared to any further effort required to follow up debt. Borrowing privileges revoked.

C273 $146.55 Charge for lost library items plus account fee


T141 $53.00 Home and Community Care fees

Outstanding since 30/9/2014. HACC Clients are not required to pay for services although if they can then it is accepted. There have been numerous attempts to follow up payment with this client to no avail.

B345 $60.35 Charge for lost library items plus account fee


C271 $62.00 Charge for lost library item plus account fee


In total 5 debtors are recommended to be written off and 4 of the debtors are or were library customers, the other is a Home and Community Care Client. VOTING REQUIREMENTS Simple majority OFFICER’S RECOMMENDATION – 15.2 That Council writes off the following amounts of outstanding Sundry Debtor accounts that total $378.00:

D191 Lost library items plus account fee $ 56.10 C273 Lost library items plus account fee $146.55 T141 Home and Community Care Client Fees $ 53.00 B345 Lost library items plus account fee $ 60.35 C271 Lost library item plus account fee $ 62.00


15.3 2015 Local Government Election

Location: Capel Applicant: Shire of Capel File Reference: Nil Disclosure of Interest: Nil Date: 06.05.15 Author: Executive Assistant, A Evans Senior Officer: Executive Manager Corporate Services, S Stevenson Attachments: Nil MATTER FOR CONSIDERATION Council is requested to consider the method it wishes to adopt for the 2015 Local Government Elections, either postal or in person voting, and if it determines postal voting is the preferred method then it is required to:

Appoint the Western Australian Electoral Commissioner as the person responsible to conduct the October 2015 elections; and

Determine that the method of election for the October 2015 Local Government elections

will be a postal election. BACKGROUND / PROPOSAL Background Since 1999 Council has supported the local government elections being conducted by the Western Australian Electoral Commissioner and the method of elections being by postal voting. The Western Australian Electoral Commission is seeking an indication from Local Government of its intentions for the October 2015 elections. This indication is for the Commission’s own internal planning but will also assist Council staff in preparing the 2015/16 draft budget. Proposal Council to declare in accordance with section 4.20(4) of the Local Government Act 1995, the WA Electoral Commissioner to be responsible for the conduct of the October 2015 ordinary election together with any other elections or polls which may also be required; and Council to decide, in accordance with section 4.61(2) of the Local Government Act 1995 that the method of conducting the October 2015 election will be as a postal election. STATUTORY ENVIRONMENT Local government Act 1995 section 4.61(2) indicates that the local government may decide to conduct the election as a postal election. Local government Act 1995 section 4.20(4) indicates that the Electoral Commissioner shall be responsible for the conducting of the election where a local government chooses the postal voting method. POLICY IMPLICATIONS There are no policy implications associated with this matter.


FINANCIAL IMPLICATIONS Budget Funding required to conduct the 2015 elections will be included in the 2015/2016 budget to be adopted in July 2015. An amount of $38,000 (including GST) has been quoted and provided for in the 2015/16 draft budget. For comparison, the equivalent budgeted amount for 2013/2014 was $35,200 however actual expenditure was $11,162.33 for the returning officers costs and advertising. The Long Term Financial Plan provision was $36,854. Costs not incorporated in the Electoral Commission estimate include: Non-statutory advertising (i.e. additional advertisements in community newspapers and

promotional advertising); Any legal expenses other than those that are determined to be borne by the Western

Australian Electoral Commission in a Court of Disputed Returns; and One local government staff member to work in the polling place on election day.

Any additional postage rate increases by Australia Post Long Term There are no long term financial costs associated with this matter. Whole of Life There are no long term financial costs associated with this matter. SUSTAINABILITY IMPLICATIONS There are no sustainability implications associated with this matter. STRATEGIC IMPLICATIONS While there is no specific action within the Shire’s Strategic Plan in relation to the conduct of Council elections, parts of the following objectives within the Leadership Experience of the 2009 – 2020 Strategic Plan could be viewed as having some application to this issue. Ensure open, transparent, effective and good governance for the community Achieve effective communication within the organisation and the community Continually seek, support and implement innovative solutions. CONSULTATION Consultation has occurred with the Electoral Commission on the matter and Council has received written advice that the Electoral Commissioner has agreed to conduct the postal election in 2015. COMMENT The Electoral Commissioner has indicated his agreement to be responsible for the conduct of the October 2015 elections as required by section 4.20(4) of the Local Government 1995 and has provided an estimate of $38,000 (including GST) to conduct the 2015 election based on:

10,500 electors A response rate of 33%


Five vacancies The count being conducted at the Shire of Capel Administration Office Appointment of a local Returning Officer Standard Australia Post delivery service to apply.

Under the Local Government Act 1995, the only person allowed to conduct postal elections is the Western Australian Electoral Commissioner. Local governments or the Federal Electoral Commissioner are not allowed to conduct postal elections. Whilst the cost to participate in a postal election conducted by the Electoral Commission is significantly more than the “in person method”, the benefits of participating are seen as:

Greater elector participation is expected (42% in 2001, 38% in 2003, 41.2% in 2005, 35.5% in 2007, 35.4% in 2009, 29.2% in 2011). For 2013, the Shire had the same number of vacancies as councillor nominations therefore there was no need for a vote to be held.

It does free up staff time, especially the Chief Executive Officer (CEO), to attend to

other duties.

It does eliminate, to a large degree, the perception of bias, especially by the returning officer (usually the CEO), towards any candidates or the existing Councillors.

The greater costs of postal voting over “in person” voting are due to the additional printing, postage and administrative costs of the WA Electoral Commission. The quotation received represents an increase of 7.95% on that quoted for the 2013 election. It also allows for an increase of 14.1% in the number of voters participating. Despite the additional costs, it is considered that postal elections are a better method of conducting elections as they generally provide an increased voting participation over “in person” elections. As such Council is encouraged to continue to support this method for the 2015 local government elections. Finally the recommendation also includes wording that approves the Electoral Commissioner also conducting any other elections or polls that may be required up to or after October 2015. Whilst there currently are no indications that these may be required, by including it as part of the resolution now will assist in the smooth administration process should one of these instances occur. VOTING REQUIREMENTS Absolute majority OFFICER’S RECOMMENDATIONS – 15.3 That Council: 1. Declares, in accordance with section 4.20(4) of the Local Government Act 1995,

the WA Electoral Commissioner to be responsible for the conduct of the October 2015 ordinary election together with any other elections or polls which may also be required; and

2. Decides, in accordance with section 4.61(2) of the Local Government Act 1995

that the method of conducting the October 2015 election will be as a postal election.


15.4 Accounts Due and Submitted for Authorisation

Location: Capel Applicant: Shire of Capel File Reference: Disclosure of Interest: Nil Date: 07.05.15 Author: Finance & Accounts Payable Officer, S Searle Senior Officer: Executive Manager Corporate Services, S Stevenson Attachments: Nil MATTER FOR CONSIDERATION Adoption of accounts to be paid. BACKGROUND / PROPOSAL Background Accounts for payment are required to be submitted each month for authorisation. Proposal The list of accounts listed for payment have been checked and certified by staff as being correct and are submitted for the endorsement of Council. STATUTORY ENVIRONMENT Local Government Act 1995, section 6.10 6.10. Financial management regulations

(d) The general management of, and the authorisation of payments out of- (i) the municipal fund; and (ii) the trust fund, of a local government.

Local Government (Financial Management) Regulations 1996, regulation 13, 1 & 2 13. List of accounts

(1) If the local government has delegated to the CEO the exercise of its power to make payments from the municipal fund or the trust fund, a list of accounts paid by the CEO is to be prepared each month showing for each account paid since the last such list was prepared- (a) the payee’s name; (b) the amount of the payment; (c) the date of the payment; and (d) sufficient information to identify the transactions.

(2) A list of accounts for approval to be paid is to be prepared each month showing-

(a) For each account which requires council authorisation in that month- (i) The payee’s name; (ii) The amount of the payment; and (iii) sufficient information to identify the transactions;

and (b) the date of the meeting of the council to which the list is to be presented.


POLICY IMPLICATIONS There are no current policies relevant to this matter. FINANCIAL IMPLICATIONS Budget Payment from Council’s Municipal Fund. There are no financial implications relevant to this matter in the annual budget. Long Term There are no long term financial implications relevant to this matter. Whole of Life As no asset/infrastructure is to be created there are no whole of life costs relevant to this matter. SUSTAINABILITY IMPLICATIONS The Shire provides monetary funds to suppliers in exchange for goods and services received. Where possible it is preferred to pay suppliers by electronic funds transfer; with remittances emailed thereby reducing the amount of paper used, lessening the environmental impact. STRATEGIC IMPLICATIONS Objective 4.1 “Provide efficient and effective financial management to ensure long term financial viability of the organisation” under Key Focus Area 4 “The Economic Experience” in the Shire of Capel Strategic Plan is relevant to this matter. CONSULTATION Relevant staffs have been consulted and authorised the payments. Documents have been reviewed by Manager Finance, A Mattaboni. COMMENT Accounts due and submitted for authorisation are as follows: EFT18879 28/05/2015 BUNBURY TYREPOWER 2 TYRES 70CP

908.00 EFT18880 28/05/2015 BUNBURY HOLDEN 120,000 SERVICE AND FRONT

GLOBE CP1160 954.93 EFT18881 28/05/2015 BUNNINGS BUILDING

SUPPLIES PTY LTD STORAGE UNITS, RATCHET TIE DOWNS, PINE DAR, INDICATOR BOLT, GOGGLES, DISCS, PAINT ENAMEL AND SHELVING 844.96

EFT18882 28/05/2015 BULLIVANTS PTY LTD DRUM LIFTER STRAP 198.00

EFT18883 28/05/2015 BUSSELTON CIVIL PTY LTD 8 TONNE DIGGER HIRE TO CLEAN DRAIN AT ELGIN RD 3190.00

EFT18884 28/05/2015 DEPARTMENT OF PREMIER & CABINET

AMENDMENT 51 FINAL APPROVAL NOTICE 597.04


EFT18885 28/05/2015 EATON HARDWARE 14/15 HACC-HARDWARE SUPPLIES 57.89

EFT18886 28/05/2015 FENNESSY'S 60,000 KM SERVICE 60CP 397.55

EFT18887 28/05/2015 GEOGRAPHE CIVIL INSTALLATION OF 4 X 1050MM CULVERT ON CLOVERDALE ROAD. ILUKA TO CONTRIBUTE $15,000 TOWARDS WORKS 56229.40

EFT18888 28/05/2015 STATE LIBRARY OF WESTERN AUSTRALIA

2014/15 RECOVERY OF LOST/DAMAGED BOOKS 27.50

EFT18889 28/05/2015 LANDGATE GRV INTERNS VAL COUNTRY 1428.79

EFT18890 28/05/2015 FULTON HOGAN INDUSTRIES PTY LTD

RESEAL - LUDLOW ROAD NORTH 23036.24

EFT18891 28/05/2015 TOTALLY WORKWEAR ASSORTED STAFF WORK SHIRTS 492.90

EFT18892 28/05/2015 TRAFFIC FORCE TRAFFIC MANAGEMENT FOR FRIDAY 24 APRIL GUTMANN PARKWAY AND KILLERBY DR AND ANZAC DAY MARCH 829.88

EFT18893 28/05/2015 WORK CLOBBER BUNBURY WORK BOOTS AND EMBROIDERED SHIRT 212.38

89405.46 OUTSTANDING CREDITORS AS AT 30th APRIL 2015: $41,308.48 CERTIFICATE OF CHIEF EXECUTIVE OFFICER This schedule of accounts to be passed for payment, covering vouchers as detailed above which was submitted to each member of Council on 27th May 2015 have been checked and are fully supported by vouchers and invoices which are submitted herewith and which have been duly certified as to the receipt of goods and services and as to prices, computations, and costings and the amounts shown are due for payment.

CHIEF EXECUTIVE OFFICER VOTING REQUIREMENTS Simple majority OFFICER’S RECOMMENDATIONS – 15.4 That Council authorises the Schedule of Accounts covering vouchers EFT18879 to EFT18893, a total of $89,405.46 for payment.


15.5 Accounts Paid During the Month April 2015

Location: Capel Applicant: Shire of Capel File Reference: Disclosure of Interest: Nil Date: 07.05.15 Author: Finance & Accounts Payable Officer, S Searle Senior Officer: Executive Manager Corporate Services, S Stevenson Attachments: Nil MATTER FOR CONSIDERATION Authorisation of accounts paid during the month. BACKGROUND / PROPOSAL Background Accounts paid are required to be submitted each month. Proposal The list of accounts listed for payment have been checked and certified by staff as being correct and are submitted for the endorsement of Council. STATUTORY ENVIRONMENT Local Government Act 1995, section 6.10 6.10. Financial management regulations

(d) The general management of, and the authorisation of payments out of- (iii) the municipal fund; and (iv) the trust fund, of a local government.

Local Government (Financial Management) Regulations 1996, regulation 13, 1 & 2 13. List of accounts

(1) If the local government has delegated to the CEO the exercise of its power to make payments from the municipal fund or the trust fund, a list of accounts paid by the CEO is to be prepared each month showing for each account paid since the last such list was prepared- (a) the payee’s name; (b) the amount of the payment; (c) the date of the payment; and (d) sufficient information to identify the transactions.

(2) A list of accounts for approval to be paid is to be prepared each month showing-

(a) For each account which requires council authorisation in that month- (i) The payee’s name; (ii) The amount of the payment; and (iii) sufficient information to identify the transactions;

and (b) the date of the meeting of the council to which the list is to be presented.


POLICY IMPLICATIONS There are no current policies relevant to this matter. FINANCIAL IMPLICATIONS Budget Payment from Council’s Municipal Fund. There are no financial implications relevant to this matter in the annual budget. Long Term There are no long term financial implications relevant to this matter. Whole of Life As no asset/infrastructure is to be created there are no whole of life costs relevant to this matter. SUSTAINABILITY IMPLICATIONS The Shire provides monetary funds to suppliers in exchange for goods and services received. Where possible it is preferred to pay suppliers by electronic funds transfer; with remittances emailed thereby reducing the amount of paper used, lessening the environmental impact. STRATEGIC IMPLICATIONS Objective 4.1 “Provide efficient and effective financial management to ensure long term financial viability of the organisation” under Key Focus Area 4 “The Economic Experience” in the Shire of Capel Strategic Plan is relevant to this matter. CONSULTATION Relevant staffs have been consulted and authorised the payments. Documents have been reviewed by Manager Finance, A Mattaboni. COMMENT Payments made during the month of April 2015 are as follows: EFT18572 01/04/2015 AUSTRALIAN INDIRECT

TAX SPECIALISTS PTY LTD

REVIEW OF RECORDS AND DETERMINATION FUEL TAX CREDITS ROAD TRANSPORT & OFF ROAD

962.78

EFT18573 01/04/2015 ALL WEST BUILDING APPROVALS PTY LTD

ANNUAL ORDER - ASSISTANCE WITH THE ASSESSMENT OF BUILDING PERMITS & CUSTOMER SERVICES PROVISIONS

522.50

EFT18574 01/04/2015 BUSSELTON REFRIGERATION & AIRCONDITIONING

DE-GAS 159 FRIDGES AT TIP

1749.00

EFT18575 01/04/2015 BUNBURY HOLDEN 30000 KM SERVICE AND RECALL CP747

337.81

EFT18576 01/04/2015 BUNNINGS BUILDING SUPPLIES PTY LTD

STORAGE CONTAINERS AND SHADE CLOTH

376.42


EFT18577 01/04/2015 BRIDGESTONE TYRE CENTRE BUNBURY

REPAIR TYRE FOR STIRLING 2.4

1556.62

EFT18578 01/04/2015 BAREFOOT BOOKS LOCAL BOOKSTOCK PURCHASES

298.77

EFT18579 01/04/2015 DANIEL BUSWELL CROSSOVER CONTRIBUTION

300.00

EFT18580 01/04/2015 STAPLES AUSTRALIA PTY LTD

14/15 STATIONERY 470.32

EFT18581 01/04/2015 COMMUNITY WORK CENTRES

GARDENING AT SLEAFORD DVE GELORUP

70.00

EFT18582 01/04/2015 CULTURAL INFUSION CULTURAL PERFORMANCES FOR DALYELLUP FAMILY FUN DAY - CULTURAL FIESTA

2432.44

EFT18583 01/04/2015 DELRON CLEANING MARCH CLEANING FOR DALYELLUP COMMUNITY AND SEAL FLOOR GELORUP COMMUNITY

9803.56

EFT18584 01/04/2015 DIRT DESIGN 14/15 CONTRACT WORKS IN DALYELLUP

23925.15

EFT18585 01/04/2015 DORMA AUTOMATICS PTY LTD

4X SERVICE AUTOMATIC DOORS AT CAPEL LIBRARY

132.00

EFT18586 01/04/2015 DONALD VEAL CONSULTANTS

BOYANUP TOWNSITE INFRASTRUCTURE STUDY VARIATIONS TO FINALISE STUDY

5706.25

EFT18587 01/04/2015 DEPARTMENT OF TRANSPORT

VEHICLE SEARCHES 52.55

EFT18588 01/04/2015 SUSAN DALGLEISH REIMBURSEMENT FOR ANZAC EXPENSES

37.40

EFT18589 01/04/2015 EATON HARDWARE 14/15 HACC-HARDWARE SUPPLIES

50.45

EFT18590 01/04/2015 GOLDEN WEST PLUMBING & DRAINAGE

UNBLOCK TOILETS AND ROD OUT MAIN DRAINS AT DALYELLUP CENTRAL LAKES AND CLEAN AND RE-ASSEMBLE DRINK UNIT AT GELORUP SKATE PARK

965.25

EFT18591 01/04/2015 GEOVET BUSSELTON CONTRACT POUND - BOARDING AND VOUCHER STERILISATION

1045.00

EFT18592 01/04/2015 GREENWAY ENTERPRISES

FELCO 2 CLASSIC SECATEURS

426.64

EFT18593 01/04/2015 THERESA GOULD REFUND FOR FUEL CP9378 30.37

EFT18594 01/04/2015 DEPARTMENT OF THE STATE HERITAGE OFFICE

2015 HERITAGE MANAGEMENT & PLANNING SEMINAR

385.00

EFT18595 01/04/2015 INSIGHT CCS PTY LTD CALL CENTRE CHARGE FEB 2015

227.41

EFT18596 01/04/2015 UDAYA KHAREL REIMBURSEMENT OF STUDY FEES FOR TWO SEMESTERS

1000.00


2014/15 RECOVERY OF LOST/DAMAGED BOOKS

39.60


EFT18598 01/04/2015 LD TOTAL CONTRACT WORK - AS PER DALYELLUP PUBLIC OPEN SPACES (POS) MAINTENANCE

32529.29

EFT18599 01/04/2015 METAL ARTWORK CREATIONS

NAME BADGES X 4 48.40

EFT18600 01/04/2015 NIGHTGUARD SECURITY SERVICE PTY LTD

SECURITY FOR FAMILY FUN DAY IN DALYELLUP AS PART OF HARMONY WEEK

661.10

EFT18601 01/04/2015 OFFICEWORKS SUPERSTORES PTY LTD

STATIONERY REQUIREMENTS LIBRARIES

64.54

EFT18602 01/04/2015 PRIME INDUSTRIAL PRODUCTS PTY LTD

REPLACE WORK SHOP TOOLS - DEPOT BREAK-IN

1434.03

EFT18603 01/04/2015 AUSTRALIA TAXATION OFFICE

24.3.15 GROSS $249947.23, TAX $47600.00

47600.00

EFT18604 01/04/2015 SOUTH WEST TREE SAFE

REMOVE DEAD FALLEN TREES AND PRUNE - STRATHAM PARK, GELORUP AND BOYANUP

8910.00

EFT18605 01/04/2015 TOTAL BUSINESS TECHNOLOGY-TOTALITY

VIPRE - VIRUS PROTECTION RENEWAL 21/2/2015 - 20/2/2016

1882.40

EFT18606 01/04/2015 TOTALLY SOUND SOUND EQUIPMENT FOR DALYELLUP FAMILY FUN DAY - CULTURAL FIESTA

2293.50

EFT18607 01/04/2015 WALJIN CONSULTANCY TRADITIONAL WELCOME TO COUNTRY AT DALYELLUP FAMILY FUN DAY MULTICULTURAL EVENT

500.00

EFT18608 01/04/2015 THE PRINT SHOP 500 BUSINESS CARDS 73.00

EFT18609 01/04/2015 WOOLWORTHS LIMITED (WA)

HACC-DAY CENTRE SHOPPING

643.97

EFT18610 08/04/2015 WESTNET PTY LTD SHIRE OF CAPEL ADSL SERVICE - 12 MONTHS

274.84

EFT18612 08/04/2015 AMITY SIGNS W1-3 - 750 X 750 - L 498.96 EFT18613 08/04/2015 ADVANCED BARNS &

SHEDS CONSTRUCTION OF CHEMICAL SHED

5368.39

EFT18614 08/04/2015 AUSMIC PEST CONTROL COCKROACH TREATMENT FOR KITCHEN

110.00

EFT18615 08/04/2015 BOYANUP HALL ADVISORY COMMITTEE

DONATION 210.00

EFT18616 08/04/2015 BUNBURY MOWER SERVICE

1 NEW OIL CAP FOR STIHL MS 192T CHAINSAW

96.00

EFT18617 08/04/2015 BELL FIRE EQUIPMENT COMPANY

ANNUAL SERVICING OF FIRE INDICATOR PANEL CAPEL LIBRARY (MONTHLY SERVICE)

137.50


3X LENGTHS OF JARRAH 150.59

EFT18619 08/04/2015 COASTAL HIRE T/AS GCS SECURITY SCAFFOLD

HIRE OF OFFICE AT TIP - FEBRUARY 2015

424.60


EFT18620 08/04/2015 CAPELBERRY COUNCIL MEETING DINNERS FOR 14 PEOPLE FOR MARCH 2015

350.00

EFT18621 08/04/2015 CAPEL BOWLING CLUB COMMUNITY GRANT - UNDERCOVER VIEWING AREA WITH SECURITY FENCING AROUND BOWLS GREENS

16546.00

EFT18622 08/04/2015 GELORUP COMMUNITY MANAGEMENT COMMITTEE

MANAGEMENT FEES 105.00

EFT18623 08/04/2015 CHILD SUPPORT AGENCY

PAYROLL DEDUCTIONS 890.46

EFT18624 08/04/2015 DATA #3 2 X ADOBE ACROBAT PROFESSIONAL V11 LIC. WITH MAINTENANCE (RECORDS)

617.94

EFT18625 08/04/2015 LEWIS EVANS-THOMSON

SPORTS PARTICIPATION SCHEME RECIPIENT

300.00

EFT18626 08/04/2015 FENNESSY'S CARRY OUT 30,000KM SERVICE 46CP

358.34

EFT18627 08/04/2015 GOLDEN WEST PEST & WEED CONTROL

SPRAY ANT NEST AT REAR OF FETTLERS PARK BOYANUP (ADJACENT TO 29 BRIDGE ST)

205.00

EFT18628 08/04/2015 GRESLEY ABAS CAPEL ADMIN REFURBISHMENT PROJECT NO 0811-B- REMAINING AMOUNTS

2372.43

EFT18629 08/04/2015 GEO SPREAD MULCH GREEN WASTE 15400.00 EFT18630 08/04/2015 HENDERSON

PHOTOGRAPHICS FRAMED PHOTO OF COUNCIL WITH WORDING

440.00

EFT18631 08/04/2015 UHY HAINES NORTON (WA) PTY LTD

MANAGEMENT REPORTING AND FINANCIAL REPORTING WORKSHOP

3630.00

EFT18632 08/04/2015 A INGRAM REIMBURSEMENT BOOKSTOCK PURCHASES

395.00

EFT18633 08/04/2015 INSTANT RACKING & STEEL SHELVING

SUPPLY LOCK FOR TOOL BOX

33.00



24.20

EFT18635 08/04/2015 LOCAL GOVERNMENT MANAGERS AUSTRALIA LGMA

LGMA EXECUTIVE MANAGEMENT PROGRAM

1850.00

EFT18636 08/04/2015 PERKINS (WA) PTY LTD ALTERATIONS AND ADDITIONS TO SHIRE ADMINISTRATION BUILDING

368196.95

EFT18637 08/04/2015 PRESTIGE PRODUCTS-BUSSELTON

HACC 14/15 AMENITIES-TOWELS TISSUE ETC

84.48


31/3/15 GROSS 1249.39, TAX 267.00

267.00



TREE PRUNING - CLEAN UP AFTER TREE DOWN - CAPEL TUTUNUP RD (+TRAFFIC MANAGEMENT)

2750.00

EFT18640 08/04/2015 SOUTHERN LOCK & SECURITY

1X MORTICE LOCK 281.42

EFT18641 08/04/2015 SELECTUS PAYROLL DEDUCTIONS 1517.46 EFT18642 08/04/2015 JEANA VALASTRO REIMBURSEMENT OF WORK

CONFERENCE COSTS 1090.00

EFT18643 08/04/2015 WORK CLOBBER BUNBURY

PAIR OF STEEL CAP BOOTS 139.50

EFT18644 08/04/2015 WESTRAC EQUIPMENT SERVICE AT THE SHIRE OF CAPEL DEPOT - FRIDAY 27/2/15

3691.05

EFT18645 08/04/2015 WESTERN AUSTRALIAN TREASURY CORPORATION

LOAN NO. 70 FIXED COMPONENT - CAPEL SPORTS PAVILLION

82795.67



291.91

Agenda 23 April 18647-18665

0.00

EFT18666 09/04/2015 WEST COAST PROPERTY DEVELOPMENTS P/L

APRIL - JUNE 2015 RENT HACC BUILDING

28151.30

EFT18667 10/04/2015 BENDIGO BANK BUSINESS CREDIT CARD

ACCOMMODATION & BREAKFAST CEO LGMA SW CONFERENCE

233.42

EFT18668 15/04/2015 AMITY SIGNS 9 X RURAL STREET NUMBER PLATES

183.15

EFT18669 15/04/2015 JOHN ANDERSON ELECTRICIAN

CHECK FAULT IN LIGHTS GELORUP COMMUNITY CENTRE INFANT HEALTH ROOM

413.87



992.75

EFT18671 15/04/2015 AUSQ TRAINING WORKSITE TRAFFIC MANAGEMENT COURSE X 3

4470.00

EFT18672 15/04/2015 AECOM AUSTRALIA PTY LTD

CRISTAL CLOSURE PLAN - DALYELLUP

4400.00

EFT18673 15/04/2015 BUNBURY 2ND SEA SCOUTS

REGISTRATION KIDSPORT 200.00

EFT18674 15/04/2015 BUNBURY MOWER SERVICE

REPAIR DRIVE SPROCKET AND CLUTCH CONNECTION ON STIHL POLE SAW, SHARPEN HEDGE TRIMMER AND CHECK GEAR BOX AND REPLACE BOLTS AND WASHERS

700.50

EFT18675 15/04/2015 BELL FIRE EQUIPMENT COMPANY

REPLACE FIRE EXTINGUISHER

181.50


SEALANT FOR CONCRETE 307.80


EFT18677 15/04/2015 BRAD SCOTT ELECTRICS

CONNECT UP TO DOME, REMOVE TEMP POWER CONNECTION AND RE ENERGISE SOUTH TOILET BLOCK AT DALYELLUP SPORTS PAVILION

1600.00

EFT18678 15/04/2015 BUNBURY CITY GLASS REPAIR BROKEN WINDOWS AT BOYANUP FIRE STATION

420.32

EFT18679 15/04/2015 BUNBURY HARVEY REGIONAL COUNCIL

WASTE MAGEMENT EDUCATION PART COST

3637.80

EFT18680 15/04/2015 BUNBURY TRUCKS 70000KM SERVICE FOR CP 9477.

816.15

EFT18681 15/04/2015 BP AUSTRALIA 20 LITRE LC2 - T GREASE 1108.00 EFT18682 15/04/2015 STAPLES AUSTRALIA

PTY LTD 14/15 STATIONERY 3.92

EFT18683 15/04/2015 CLEANAWAY COLLECTION AND DISPOSAL OF WASTES FROM CAPEL WASTE TRANSFER STATION JANUARY TO JUNE 2015

29579.54

EFT18684 15/04/2015 DM & S CURTIN CARRY OUT QUARTERLY AIR CONDITIONER SERVICE SHIRE OFFICES

3036.00

EFT18685 15/04/2015 C & D CUTRI CARRY OUT PREVENTATIVE MAINTENANCE, INSTALL BULL NOSES, INSTALL MARKERS, BRIDGE 3500, 3499, 3448, ELGIN ROAD

37785.00

EFT18686 15/04/2015 CAPEL HARDWARE & FARM SUPPLIES

MATERIALS FOR MAINTENANCE

2399.12

EFT18687 15/04/2015 COMPLETE CORPORATE HEALTH CITY

WP - FLU VACCINATIONS FOR 17 EMPLOYEES

825.00

EFT18688 15/04/2015 CARBONE BROS PTY LTD

266 TONNE GRAVEL DELIVERED TO SHIRE DEPOT

4920.63

EFT18689 15/04/2015 DALYELLUP BEACH COMMUNITY ASSOCIATION INC

DALYELLUP FAMILY FUN DAYS - PROMOTION OF NHW AND DALYELLUP COMMUNITY WATCH

1000.00

EFT18690 15/04/2015 DELL AUSTRALIA PTY LTD

COMPUTER TERMINALS RON MAIDMENT ARCHIVES ROOM AND PLANNING

2541.00


112.84

EFT18692 15/04/2015 FIT 2 WORK.COM.AU NATIONAL POLICE CHECK 40.59 EFT18693 15/04/2015 GCS HIRE PTY LTD -

BUNBURY DAY HIRE OF MINI EXCAVATOR FROM 3/3/15 - VARIOUS ROADS

1621.13

EFT18694 15/04/2015 GRACE RECORDS MANAGEMENT

14/15 RECORD FOR STORAGE & DESTRUCTION

227.85

EFT18695 15/04/2015 HARVEY FARM SERVICE REQUEST 3 REPLACEMENT KEYS FOR JOHN DEERE 5820 SERIES TRACTOR

48.97


EFT18696 15/04/2015 LD TOTAL AS PER DALYELLUP PUBLIC OPEN SPACES (POS) MAINTENANCE AND REPLACE VANDALISED SPRINKLERS

4673.02

EFT18697 15/04/2015 LINDA'S LAWNMOWING 14/15 MOWING OF BOYANUP MUSEUM AND BOYANUP HALL

225.00

EFT18698 15/04/2015 FAT BIRDIE CAFE LUNCH FOR DISABILITY ACCESS & INCLUSION COMMITTEE MEETING 1/4/15

145.00

EFT18699 15/04/2015 CR GREG NORTON REIMBURSEMENT CAR RENTAL SEACHANGE COUNCILS CONFERENCE 10-13 MARCH 2015

468.06

EFT18700 15/04/2015 FULTON HOGAN INDUSTRIES PTY LTD

HOT MIX FOR POT HOLES 443.52

EFT18701 15/04/2015 PRESTIGE PRODUCTS-BUSSELTON

SUPPLY 1 CTN TOILET ROLLS AND PAPER TOWELS

124.19

EFT18702 15/04/2015 PJ & EV PAGE WAXING AND BUFFING BOYANUP HALL FLOOR MONTHLY 2014/15

70.00


7.4.15 GROSS $251969.50, PAYGW $48784.00

48784.00

EFT18704 15/04/2015 SJ ROADWORKS TRAFFIC MANAGEMENT INCLUDING 3 TRAFFIC CONTROLLERS, VEHICLE AND SIGNS 9 HRS

1376.10

EFT18705 15/04/2015 RAY GLEN FENCE REPAIR AT PEPPI GROVE BEACH

534.60

EFT18706 15/04/2015 ST JOHN AMBULANCE ASSOCIATION - CAPEL

FIRST AID STANDBY FOR CULTURAL FIESTA

100.00

EFT18707 15/04/2015 SOUTHERN'S WATER TECHNOLOGY

SERVICE UV FILTERS GELORUP COMMUNITY CENTRE

428.81


REPAIR SCREEN DOOR AND REAR DOOR LOCKS U5 RIVERSIDE VILLAS

192.50

EFT18709 15/04/2015 SOS OFFICE EQUIPMENT

METERBILLING - PHOTOCOPIERS

1971.84

EFT18710 15/04/2015 D & K THOMAS ELECTRICAL

CHECK/REPAIR FAULT IN POWER CIRCUIT CAPEL PAVILION

541.48

EFT18711 15/04/2015 TOTALLY WORKWEAR CORPORATE WORKWEAR 235.40 EFT18712 15/04/2015 TRAFFIC FORCE TRAFFIC MANAGEMENT -

WELD ROAD & JAMIESON ROAD

396.00

EFT18713 15/04/2015 THINKWATER BUNBURY MISC RETIC PARTS FOR DEPOT PLANTING

721.45


SUPPLY 2 PAIRS BLUE COTTON DRILL CARGO PANTS WITH LOGO

112.20


EFT18715 15/04/2015 WESTERN AG PTY LTD MISC PARTS FOR FRONT WHEEL ASSEMBLY CP578

73.14

EFT18716 15/04/2015 WARREN BLACKWOOD WASTE

COLLECTION OF HOUSEHOLD WASTE, ORGANIC & RECYCLING

65659.32

EFT18717 15/04/2015 ZETTANET PTY LTD (FORMERLY HIGHWAY 1 (AUST) PTY LTD)

HACC-ADSL QUARTERLY 3: 1/2/15-31/04/15

75.90

EFT18719 08/04/2015 FUJI XEROX AUSTRALIA PTY LTD

14/15 RENTAL REPAYMENT FOR FUJI XEROX DCC2263

132.00

EFT18720 21/04/2015 CALTEX AUSTRALIA FUEL 6613.07

EFT18721 22/04/2015 ADVANCED BARNS & SHEDS

CONSTRUCTION OF CHEMICAL SHED

1437.39


ASSISTANCE WITH THE ASSESSMENT OF BUILDING PERMITS & CUSTOMER SERVICES PROVISIONS.

470.25

EFT18723 22/04/2015 BUNBURY TOYOTA REPLACE TAIL LIGHT CP5685

173.35

EFT18724 22/04/2015 B & B STREET SWEEPING

CLEAN OUT GPTS THROUGHOUT DALYELLUP POS AND RESERVES AND EMERGENCY OIL SPILL CLEAN UP WOODS ROAD

4158.00

EFT18725 22/04/2015 BUSSELTON CIVIL PTY LTD

BOBCAT HIRE FOR GREEN WASTE PICK UP - 2 DAYS, 8 TONNE DIGGER HIRE

2882.00

EFT18726 22/04/2015 KORONG VENDING (BCM VENDING)

HACC-MACHINE RENTAL $190X12

498.00

EFT18727 22/04/2015 CLARE BONNIE REIMBURSEMENT HERITAGE CONFERENCE MEAL AND PARKING

32.00

EFT18728 22/04/2015 BUNBURY HARVEY REGIONAL COUNCIL

WASTE MAGEMENT EDUCATION PART COST

1870.36

EFT18729 22/04/2015 DANIEL BERGLUND REIMBURSEMENT PRESCRIPTION SAFETY GLASSES

250.00

EFT18730 22/04/2015 BRANDICOOT WEBSITE PACKAGE AS PER 12 MONTH CONTRACT

238.00

EFT18731 22/04/2015 BP AUSTRALIA DISTILLATE MARCH 10184.24 EFT18732 22/04/2015 CAPEL NEWSAGENCY TOW ABANDONED HOLDEN

COMMODORE FROM FENNEL STREET CAPEL TO DEPOT AND VARIOUS PURCHASES

403.08

EFT18733 22/04/2015 CAPEL HORSE & PONY CLUB

REGISTRATIONS 615.00

EFT18734 22/04/2015 CRANEY'S LUNCHBAR HACC -ANNUAL ORDER FOR VOLUNTEER LUNCHES 14/15

670.70

EFT18735 22/04/2015 C & D CUTRI REPAIR DAMAGED GUARD RAIL

2310.00


EFT18736 22/04/2015 CASTROL AUSTRALIA PTY LIMITED

GREASE FOR PLANT MAINTENANCE

279.59

EFT18737 22/04/2015 CARBONE BROS PTY LTD

185 TONNE GRAVEL TO SHIRE DEPOT

3428.79

EFT18738 22/04/2015 COLROYS COUNTRY KITCHEN

14/15 HACC VOLUNTEER'S FUEL

80.00

EFT18739 22/04/2015 COLES HACC DAY CENTRE SHOPPING

782.45

EFT18740 22/04/2015 DELRON CLEANING INCREASE IN CONTRACT PRICE OF CLEANING EFFECTIVE FEB 2015

238.34

EFT18741 22/04/2015 DAPCO REPLACE TWO TYRES CP5704

280.00

EFT18742 22/04/2015 ELGIN HALL COMMITTEE

POWER CONSUMPTION REIMBURSED TO ELGIN HALL

211.00

EFT18743 22/04/2015 EASIFLEET MANAGEMENT

14/15 LEASE REPAYMENT FOR SUZUKI SWIFT -CEO- $773.23 EACH MONTH

773.23

EFT18744 22/04/2015 GOLDEN WEST PLUMBING & DRAINAGE

REPLACE BROKEN HOT WATER UNIT AND ELEMENTS AT DALYELLUP SPORTS PAVILION, REPAIR WATER LEAK AND INSTALL 2 MTR COPPER PIPE AND FITTINGS AT CAPEL REC GROUND, REPLACE AUTO REG AND HOOD AND FLEXI CONNECTORS TO GAS BOTTLES AT PEPPI BEACH COMM HALL, REPLACE PUMP AT DALYELLUP SPORTS PAVILION AND SUPPLY AND INSTALL HOT WATER UNITS AT RIVERSIDE VILLAS

4290.55

EFT18745 22/04/2015 UHY HAINES NORTON (WA) PTY LTD

LOCAL GOVT RATES COMPARISON REPORT 2014/2015

203.50

EFT18746 22/04/2015 CITY OF JOONDALUP LIBRARY BAGS - CITY OF JOONDALUP

360.00

EFT18747 22/04/2015 KELLERS BED & BREAKFAST

ACCOMMODATION 15 & 16 APRIL HERITAGE MANAGEMENT SEMINAR

320.00

EFT18748 22/04/2015 LOCAL GOVERNMENT MANAGERS AUSTRALIA LGMA

REGISTRATION TO 360 DEGREES SPOTLIGHT SERIES - COMMUNITY DEVELOPMENT STRUCTURES

55.00

EFT18749 22/04/2015 FAT BIRDIE CAFE LIGHT LUNCH FOR COUNCILLOR RATING WORKSHOP ON 25TH MARCH 2015

104.50

EFT18750 22/04/2015 MJB INDUSTRIES 2X375 CLASS 2 PIPES / 1 HEAD WALL TO MATCH LILLYDALE RD

550.77


EFT18751 22/04/2015 MPM DEVELOPMENT CONSULTANTS

CIVIL DESIGN WORKS FOR STAGE 1 & 2 CAPEL CIVIC PRECINCT

25274.70

EFT18752 22/04/2015 CEILIA MULLER REFUND FOR ACCOMMODATION AND BREAKFAST FOR 2 DAY TRAINING

194.00

EFT18753 22/04/2015 PERTH MANAGEMENT SERVICES

RENTAL DALYELLUP LIBRARY

1522.75

EFT18754 22/04/2015 RAY GLEN REPAIR FOOTPATH BOLLARD.

16.50

EFT18755 22/04/2015 SOUTH WEST RUBBER STAMPS

NEW /ALTERATIONS - 5 X STAMPS WITH AUTHORISED OFFICER

187.65

EFT18756 22/04/2015 STEANN PTY LTD GREEN WASTE COLECTION 21903.42 EFT18757 22/04/2015 STRATHAM BOBCAT

HIRE REMOVE AND INFILL SOFTFALL IN CAPEL PLAYGROUP PLAYGROUND

731.50

EFT18758 22/04/2015 TRADE HIRE HIRE OF COMPACTOR - 14/4/15

122.20

EFT18759 22/04/2015 WA POLICE SERVICE VOLUNTEER CHECK 14.70 EFT18760 22/04/2015 WORKFORCE

INTERNATIONAL PTY LTD

SUPPLY AND INSTALL TWO WAY BARRIER LINE

2688.07

EFT18761 22/04/2015 WEST COAST PROPERTY DEVELOPMENTS P/L

BUILDING INSURANCE AND POWER

4709.21



233.28

EFT18763 24/04/2015 DEPARTMENT OF PLANNING

DAP APPLICATION FEE 3503.00

EFT18764 24/04/2015 SOUTH WEST IT ACCESS DATABASE TRAINING SERVICES WORKFORCE PLAN SKILLS MATRIX DEVELOPMENT

500.00

EFT18765 30/04/2015 AMITY SIGNS SINGLE SIDED BRACKETS - TD1 AND VARIOUS SIGNS

9793.30

EFT18766 30/04/2015 AUSTRALIA POST POSTAGE FOR APRIL 3370.14 EFT18767 30/04/2015 SAI GLOBAL LIMITED BCA ONLINE SUBSCRIPTION

RENEWAL 2350.54

EFT18768 30/04/2015 ALIA WA NSS 2015 MERCHANDISE 188.00 EFT18769 30/04/2015 AUSTRAL MERCANTILE

COLLECTIONS P/L 14/15 SUMMONS COSTS 3654.39



539.00

EFT18771 30/04/2015 ALTIFORM PTY LTD TABLE - PMD:TBL-1; ABOVE GROUND FITTINGS - COLOUR-BLACK

2490.40

EFT18772 30/04/2015 BUNBURY TYREPOWER PUNCTURE REPAIR OF STEERING WHEEL ON ISEKI MOWER

30.00


EFT18773 30/04/2015 BADGERS EMBROIDERY STAFF UNIFORM EMBROIDERY

26.40

EFT18774 30/04/2015 B & B STREET SWEEPING

ROAD SWEEPING - CONTRACT - TENDER 14/01 1/7/14 TO 30/6/15

18700.00

EFT18775 30/04/2015 BUNBURY HOLDEN 90,000 SERVICE CP5704 386.74 EFT18776 30/04/2015 BUNNINGS BUILDING

SUPPLIES PTY LTD PPE & OTHER EQUIPMENT FOR SORTING HHW AT WASTE TRANSFER STATION

265.21

EFT18777 30/04/2015 BUNBURY SWIMMING CLUB INC

REGISTRATIONS KIDSPORT 225.00

EFT18778 30/04/2015 BULLIVANTS PTY LTD VARIOUS TIE DOWN STRAPS AS PER NEW GUIDELINES

191.40

EFT18779 30/04/2015 BUNBURY CITY GLASS REPLACE DAMAGED WINDOW DALYELLUP COMMUNITY CENTRE MEETING ROOM

419.91

EFT18780 30/04/2015 BUSSELTON CIVIL PTY LTD

BOBCAT HIRE FOR GREEN WASTE PICK UP

4793.25

EFT18781 30/04/2015 BUNBURY BASKETBALL ASSOCIATION


EFT18782 30/04/2015 BSEWA DALYELLUP EMERGENCY LIGHTING TEST - SOUTH TOILET BLOCK

2218.15

EFT18783 30/04/2015 STAPLES AUSTRALIA PTY LTD

14/15 STATIONERY 362.84

EFT18784 30/04/2015 COATES HIRE SERVICE COMPLEX OFFICE 12X12 FOR 26 WEEKS HIRE

2445.31

EFT18785 30/04/2015 CAPEL NEWSAGENCY MARCH STATIONERY 1030.75 EFT18786 30/04/2015 COASTAL HIRE T/AS

GCS SECURITY SCAFFOLD

5 PORTABLE TOILETS (INCLUDING 1 DISABLED TOILET) CULTURAL FIESTA

1460.08

EFT18787 30/04/2015 CAPELBERRY COUNCIL MEETING DINNERS FOR 14 PEOPLE

350.00

EFT18788 30/04/2015 GEORGINIA CARTER REIMBURSEMENT 64.00 EFT18789 30/04/2015 CAPEL HARDWARE &

FARM SUPPLIES VARIOUS MAINTENANCE ITEMS

3384.09

EFT18790 30/04/2015 CHILD SUPPORT AGENCY


EFT18791 30/04/2015 DEPARTMENT OF PREMIER & CABINET

TPS NO. 7 AMENDMENT NO. 58 WA GOVERNMENT GAZETTE ADVERTISEMENT

248.48


29.40

EFT18793 30/04/2015 LGIS RISK MANAGEMENT

RISK MANAGEMENT FOUNDATIONS" PROJECT."

4638.70

EFT18794 30/04/2015 ERG ELECTRICS PTY LTD

QUARTERLY DALYELLUP LIGHTING INSPECTION AND REPAIRS

8266.50

EFT18795 30/04/2015 FENNESSY'S ROOF RACK CP81 AND 75,000 SERVICE FOR 42CP

707.71


EFT18796 30/04/2015 GANNAWAYS CHARTER SERVICE

BUS HIRE FOR INZONE APRIL 2015 PHOTOGRAPHY EXCURSION

285.20

EFT18797 30/04/2015 GEOVET BUSSELTON 14/15 DESTRUCTION OF ANIMALS

715.00

EFT18798 30/04/2015 GEOGRAPHE FORD - BUNBURY

OIL CHANGE REQUIRED (OIL LIGHT ON) 70CP

385.00

EFT18799 30/04/2015 GIRL GUIDES WA INC REGISTRATION KIDSPORT 166.00 EFT18800 30/04/2015 A INGRAM REIMBURSE BOOK STOCK

PURCHASE 256.96

EFT18801 30/04/2015 INSIGHT CCS PTY LTD MARCH CALL CENTRE CHARGE

365.37

EFT18802 30/04/2015 SOUTH WEST ISUZU SERVICE CP9112 2278.13 EFT18803 30/04/2015 LESLEY JACKES REIMBURSEMENT FOR

AUTHOR NIGHT 50.57

EFT18804 30/04/2015 PERTHWASTE GREEN RECYCLING

PROCESSING OF KERBSIDE RECYCLABLES

5238.60

EFT18805 30/04/2015 TAJ KEMPE PAYMENT FOR DJ FOR NATIONAL YOUTH WEEK/INZONE APRIL

200.00



36.30

EFT18807 30/04/2015 WESTERN AUSTRALIAN LOCAL GOVERNMENT ASSOCIATION WALGA

POLICY DEVELOPMENT AND PROCEDURE WRITING

935.00

EFT18808 30/04/2015 LD TOTAL CONTRACT WORK - AS PER DALYELLUP PUBLIC OPEN SPACES (POS) MAINTENANCE

32529.29

EFT18809 30/04/2015 LANDGATE MINING TENEMENTS 80.30 EFT18810 30/04/2015 MIRACLE RECREATION

EQUIPMENT PTY LTD GALVANISED CAPS 65X65 473.00

EFT18811 30/04/2015 THE WORKWEAR GROUP (NEAT N TRIM UNIFORMS PTY LTD)

14/15 UNIFORM 235.40

EFT18812 30/04/2015 NIGHTGUARD SECURITY SERVICE PTY LTD

ALARM RESPONSE X 3 DALYELLUP PARKS

923.19

EFT18813 30/04/2015 OFFICEWORKS SUPERSTORES PTY LTD

STORAGE ORGANSIERS 45.89

EFT18814 30/04/2015 ONSITE RENTAL GROUP HIRE OF MINI DIGGER TO CLEAR CULVERT DRAINS AROUND HEAD WALLS

2970.00

EFT18815 30/04/2015 PAGES MECHANICAL REPAIRS

REPAIR RUPTURED FUEL LINE ON ISEKI OUTFRONT MOWER

59.50


22.4.15 GROSS $254,455.03, TAX $49,654.00

49654.00

EFT18817 30/04/2015 PLANNING INSTITUTE AUSTRALIA

PLANNING INSTITUTE MEMBERSHIP

590.00

EFT18818 30/04/2015 RIDING FOR THE DISABLED SOUTH WEST



EFT18819 30/04/2015 SOUTHERN'S WATER TECHNOLOGY

SPRINKLERS AND NOZZLES FOR DALYELLUP MAINTENANCE.

270.60


REMOVE TUART AND STUMP GRIND. GRIND ROOTS THAT ARE DAMAGING KERB SO KERB CAN BE REPLACED. ADDRESS 13 QUONDAY ROAD DALYELLUP

1430.00

EFT18821 30/04/2015 CAPEL FRESH IGA WP : HEALTH ASSESSMENTS 2015 - BREAKFAST ITEMS (18/3/15)

192.63


SUPPLY DOOR HANDLE AND LOCK FOR FRONT DOOR AND WEEKLY ALARM MONITORING

1185.40

EFT18823 30/04/2015 SELECTUS PAYROLL DEDUCTIONS 1517.46 EFT18824 30/04/2015 SPRAYMOW SERVICES SPRAY LUTHERAN OVALS

FOR ANTS. 1083.50

EFT18825 30/04/2015 SMITH HIRE SUPPLY AND INSTALLATION OF RECYCLING SHED AT CAPEL WASTE TRANSFER STATION

27681.70

EFT18826 30/04/2015 T & P DESIGN 16.02.15 - CONVERT DESIGN AND SET OUT CENTRELINE

1322.75

EFT18827 30/04/2015 TRAFFIC FORCE TRAFFIC MANAGEMENT FOR DRAINAGE

1452.23

EFT18828 30/04/2015 TAMEIKA BRUMBY PHTOGRAPHER

PHOTOGRAPHY EXCURSION - PHOTOGRAPHER FACILITATE AND MATERIALS. APRIL INZONE 2015

400.00


WORK UNIFORMS 1369.69

EFT18830 30/04/2015 WESTRAC EQUIPMENT GRADER BLADES 2361.04 EFT18831 30/04/2015 WOOD & GRIEVE

ENGINEERS CONSULTING ENGINEERING SERVICES FOR ADMIN BUILDING REDEVELOPMENT

1626.35

EFT18832 30/04/2015 WESTERN AG PTY LTD ANTI SCALP ROLLER 212.87 EFT18833 30/04/2015 THE PRINT SHOP 1250 BUSINESS CARDS 1061.50 EFT18834 30/04/2015 WOOLWORTHS LIMITED

(WA) HACC-DAY CENTRE SHOPPING

441.04

EFT18835 30/04/2015 FUJI XEROX AUSTRALIA PTY LTD

ANNUAL PHOTOCOPIER RENTAL AND SERVICE AGREEMENT FOR ADMINISTRATION COPIERS

1369.61

47546 01/04/2015 COURIER AUSTRALIA INTERNATIONAL

FREIGHT, LIBRARY AND HEALTH

46.99

47547 01/04/2015 CALTEX CALSTORES REFUND OF OVERPAYMENT INVOICE 21038

66.00

47548 01/04/2015 PETER JOHN O GARCIA CROSSOVER CONTRIBUTION

300.00

47549 01/04/2015 TESSA PIKE CROSSOVER CONTRIBUTION

300.00


47550 01/04/2015 CITY OF MANDURAH CITY OF MANDURAH - LOST BOOK

11.00

47551 01/04/2015 VODAFONE MESSAGING EMERGENCY TEXT MESSAGE SYSTEM

250.32

47552 01/04/2015 JAMIE OAKEY CROSSOVER CONTRIBUTION

300.00

47553 01/04/2015 TRACY PEMBER STERILISED DOG REFUND 151857

15.00

47554 01/04/2015 SYNERGY ELECTRICITY FEB - MARCH 972.55 47555 01/04/2015 NATHAN & SARAH

SOULOS CROSSOVER CONTRIBUTION

250.00

47556 01/04/2015 WATER CORPORATION WATER USAGE 623.45 47557 08/04/2015 SHIRE OF CAPEL DALYELLUP LIBRARY

EXPENSES 32.15

47558 08/04/2015 FINES ENFORCEMENT REGISTRY

UNPAID INFRINGEMENTS 186.40

47559 08/04/2015 SYNERGY ELECTRICITY 25JAN - 25FEB 26830.30 47560 08/04/2015 MS B SIMS RATES REFUND FOR

ASSESSMENT A1361 200.44

47561 08/04/2015 TELSTRA CORPORATION LTD

MARCH TELEPHONE 4401.76

47562 08/04/2015 WATER CORPORATION WATER USAGE 261.39 47563 09/04/2015 AUSTRALIAN SERVICES

UNION PAYROLL DEDUCTIONS 50.20

47564 09/04/2015 THE AUSTRALIAN WORKERS UNION


47565 09/04/2015 SHIRE OF CAPEL PAYROLL DEDUCTIONS 3064.00 47566 09/04/2015 LGRCEU PAYROLL DEDUCTIONS 155.20 47567 15/04/2015 DAVID BOURNE RATES REFUND FOR

ASSESSMENT A8457 205.40

47568 15/04/2015 SHIRE OF CAPEL PETTY CASH RECOUP APRIL 233.50 47569 15/04/2015 SYNERGY ELECTRICITY 2200.30 47570 15/04/2015 WATER CORPORATION WATER USAGE 3905.78 47571 15/04/2015 WA COUNTRY

BUILDERS DONATION FOR TELETHON HOME

623.00


COURIER FEES-HEALTH 50.39

47573 22/04/2015 SHIRE OF CAPEL REIMBURSEMENT FOR REFRESHMENTS ROAD SIDE RUBBISH

100.00

47574 22/04/2015 VINCENT DEL-FANTE CROSSOVER CONTRIBUTION

300.00

47575 22/04/2015 DEPARTMENT FOR PLANNING AND INFRASTRUCTURE

PLATE ORDER 237CP 200.00

47576 22/04/2015 COMMISSIONER OF POLICE

REGISTRATION FOR 2X FIREARMS SERIAL NO:095004809396 & B063024

119.00

47577 22/04/2015 SYNERGY ELECTRICITY 24463.12 47578 22/04/2015 TELSTRA CORPORATION

LTD 14/15 HACC RENT & CALL 1132.21

47579 22/04/2015 TOWNSEND PAINT SUPPLIES

SUPPLY TIMBER TREATMENT STRIPPER

49.55


47580 22/04/2015 WATER CORPORATION WATER USAGE 300.47 47581 30/04/2015 AUSTRALIAN SERVICES

UNION PAYROLL DEDUCTIONS 50.20

47582 30/04/2015 THE AUSTRALIAN WORKERS UNION


47583 30/04/2015 BOYANUP LIONS CLUB INSTALLATION OF CONCRETE FLOOR TO LIONS STORAGE SHED

1130.00

47584 30/04/2015 CITY OF BUNBURY CLEAN UP OIL SPILL 59 MCMILLAN DRIVE DALYELLUP

220.00


FREIGHT CAPEL LIBRARY 162.97

47586 30/04/2015 CAPEL BASKETBALL ASSOCIATION

REGISTRATIONS KIDSPORT 505.00

47587 30/04/2015 LGRCEU PAYROLL DEDUCTIONS 155.20 47588 30/04/2015 SYNERGY ELECTRICITY 338.30 47589 30/04/2015 SIGN MANAGER PTY

LTD REFUND PLANNING CONSENT FEE

147.00

47590 30/04/2015 TELSTRA CORPORATION LTD

14/15 MOBILE RENT & CALLS MARCH

1788.27

47591 30/04/2015 WATER CORPORATION WATER USAGE 5668.22 505 08/04/2015 DEPARTMENT OF

COMMERCE - BUILDING COMMISSION

BSL LEVY COLLECTED MARCH 15

4226.91

506 08/04/2015 SHIRE OF CAPEL BSL LEVY COMMISSION COLLECTED MARCH 15

235.24

507 09/04/2015 IRONBRIDGE HOLDINGS PTY LTD

FENCING WORK BONDS 14081.25

508 15/04/2015 BUILDING & CONSTRUCTION IND TRAINING FUND

BCITF LEVY COLLECTED MARCH 2015

8694.08

509 15/04/2015 SHIRE OF CAPEL BCITF COMMISSION COLLECTED MARCH 2015

165.00

510 15/04/2015 KERRILYN GAFFNEY BOND REFUND 150.00 511 15/04/2015 BLAKE GIBBON BOND REFUND 1000.00 512 15/04/2015 GABRIELLE WIDMER REFUND BOND HALL HIRE 150.00 513 22/04/2015 RACHEL BROGAN BOND REFUND 500.00 514 22/04/2015 CPR OUTDOOR CENTRE BSL REFUND B/P 13366,

RECEIPT 199818 40.50

515 22/04/2015 DOMINOS PIZZA BCITF PAYMENT REFUND 206976

440.00

516 22/04/2015 LYNNE KING BOND REFUND 150.00 517 30/04/2015 JACINTA BOLITHO BOND REFUND 500.00 1357757.80


07.04.15 SHIRE OF CAPEL PAYROLL PAYMENTS $190,236.48 21.04.15 SHIRE OF CAPEL PAYROLL PAYMENTS $191,941.18 24.04.15 SHIRE OF CAPEL PAYROLL PAYMENTS $406.30

$382,177.66

08.04.15 TRANSFER FROM MUNICIPAL ACCOUNT $700,000.00 15.03.15 TRANSFER to MUNICIPAL ACCOUNT $330,000.00

$1,030,000.00 CERTIFICATE OF CHIEF EXECUTIVE OFFICER This schedule of accounts to be passed for payment, covering vouchers as detailed above which was submitted to each member of Council on 27th May 2015 have been checked and are fully supported by vouchers and invoices which are submitted herewith and which have been duly certified as to the receipt of goods and services and as to prices, computations, and costings and the amounts shown are due for payment.

CHIEF EXECUTIVE OFFICER VOTING REQUIREMENTS Simple majority OFFICER’S RECOMMENDATIONS – 15.5 That Council receives: 1 The Schedule of Accounts covering vouchers 505-517, EFT18572 to EFT18835,

CHQ47546 to CHQ47591 totalling $1,357,757.80 during the month of April 2015;

2 Payroll payments for the month of April 2015, totalling $382,177.66; and 3 Transfers to and from investments as listed.


15.6 Financial Statements for 30th April 2015

Location: Capel Applicant: Shire of Capel File Reference: Disclosure of Interest: Nil Date: 19.05.15 Author: Manager Finance, A Mattaboni Senior Officer: Executive Manager Corporate Services, S Stevenson Attachments: Financial Statements for April 2015 MATTER FOR CONSIDERATION Council to consider adopting the monthly financial statements for April 2015. BACKGROUND / PROPOSAL Background Local Government (Financial Management) Regulations 1996 prescribe the requirement to prepare financial reports on a monthly basis and also prescribe their format and content. Proposal The financial statements provided to Council satisfy the requirements. STATUTORY ENVIRONMENT Local Government Act 1995, Section 6.4 (1) & (2). 6.4 Financial Report Section 6.4 of the Local Government Act 1995 specifies that a local government is to prepare such other financial reports as are prescribed. (1) A local government is to prepare an annual financial report for the preceding financial

year and such other financial reports as prescribed. (2) The financial report is to –

(a) be prepared and presented in the manner and form prescribed; and (b) contain the prescribed information.

Local Government (Financial Management) Regulations 1996, Regulation 34 (1). Financial Activity Statement Report (1) A local government is to prepare each month a statement of financial activity reporting on

the revenue and expenditure, as set 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 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); (e) the net current assets at the end of the month to which the statement relates.


Sections 2, 3, 4, 5 and 6 prescribe further details of information to be included in the monthly statement of financial activity. POLICY IMPLICATIONS Policy 2.6 – Financial Reports, Policy 2.8 – Purchasing, Policy 2.9 – Budget Management – Capital Acquisition & Works, 2.10 – Fixed Asset Accounting, Policy 2.11 – Fair Value of Assets, Policy 2.12 – Investment of Funds. FINANCIAL IMPLICATIONS Budget Reports showing year to date financial performance allow monitoring of actual expenditure, revenue and overall results against budget targets. Long Term As all expenditure is covered in the current annual budget allocation, there are no long term financial implications from this item. Whole of Life As no assets/infrastructure is being created, there are no whole of life costs relevant to this item. SUSTAINABILITY IMPLICATIONS The Monthly Financial Report includes the financial details of a number of projects that have a positive environmental impact and a direct social benefit for the community. Many of the projects and items included in the Monthly Financial Report have or will generate a significant economic benefit for the State and some businesses within the Shire of Capel have already shared in this benefit. STRATEGIC IMPLICATIONS The Strategic Community Plan 2013 to 2031 includes the following strategic objectives which have relevance:


Ensure the effective management of Council’s resources. CONSULTATION The monthly Financial Statement was developed with the assistance and input of staff who determined expenditure needs and revenue expectations for the remainder of the financial year based upon actual performance compared against budget. COMMENT At 30th April 2015, Council’s net current assets position was a surplus of $2,541,691. The forecast year end net current asset position is a surplus of $276,238 which is an increase compared to last month’s $234,000 surplus. This amount will vary as the forecast figures are updated throughout the year. 95% of Operating Revenue has been invoiced and 76% of the Operating Expenditure has been spent.


A comparison of employee costs shows that 78% of the annual budget has been spent. The employee costs year to date actual amount is $272,387 or 4% below the year to date budget amount. The employee costs figure includes the leave provision expense calculation to December 2014. The following graphs compare actual Operating Revenue and Operating Expenditure against the approved budget on a year to date basis. Last year’s actual is also included for comparative purposes. The non-cash operating revenue has yet to be posted.

The liquidity graph compares the current year’s net current assets position against that of the two previous years.

- 2,000 4,000 6,000 8,000

10,000 12,000 14,000 16,000 18,000 20,000

July

Au

g

Se

p

Oct

No

v

De

c

Jan

Fe

b

Ma

r

Ap

r

Ma

y

Jun

$'000

Month

YTD Operating Revenue - Budget vs Actual

Last Year

Budget

Actual

- 2,000 4,000 6,000 8,000

10,000 12,000 14,000 16,000 18,000 20,000

July

Sep

Nov Jan

Mar

May

$'000

Month

YTD Operating Expenses - Budget vs Actual

Last Year

Budget

Actual


Council’s municipal cash and investments position has decreased by $1,052,060 compared to March 2015. The Municipal cash position is an amount of $11,407,283 of which $8,616,492 is restricted for specific purposes as shown at Note 3. Cash revenue came from Rates receipts and grant funding. Major cash expenses were for payroll, waste contractor payments, loan repayments and administration building refurbishment contractor payments. Total interest earned for the year is $334,196 which is 82% of the annual budget. The average investment rate of return has decreased from last month’s amount of 3.04% to 2.94% which exceeds the Reserve Bank’s cash reference rate of 2.25%. The decrease in the average investment rate is in-line with the target cash rate decrease. The average rate should fall further as existing term deposits mature and are reinvested. The Reserve Bank Board on 6th May 2015 reduced their target cash rate to 2.00%. The Shire has term deposits maturing from May 2015 to August 2015, investment terms ranging from 93 days to 182 days and interest rates from 2.85% to 3.59%.

Capital works expenditure of $402,740 was incurred during the month on: $1,049 Drainage upgrades, $1,288 Path construction, $6,543 Playground replacement programme,

(2,000)

0

2,000

4,000

6,000

8,000

10,000

12,000

July

Aug

Sep Oct

Nov

Dec Jan

Feb

Mar

Apr

May Jun

$'000

Month

Liquidity Over the Year

2012-13

2013-14

2014-15

0.00%

0.50%

1.00%

1.50%

2.00%

2.50%

3.00%

3.50%

4.00%

Investment Interest Rate on Cash vs Reserve Bank of Australia Cash Rate Target

Investment Rate


$25 Seat installation, $280 PGB Community Centre paving extension, $22,977 Capel Civic Precinct, $340,642 Administration building refurbishment, $25,165 Capel Transfer Station shed, $3,617 Dalyellup Sports Pavilion water modifications and $1,155 PC replacement program. The following graph compares actual capital expenditure against budget on a year to date basis. Last year’s actual is included for comparative purposes. Excluding non-cash infrastructure, 56% of the annual budget has been spent. The major increase for this month’s capital expenditure has been payments for the administration building refurbishment. There remains $2,104,950 of projected capital to be expended.

Council’s financial ratios are disclosed in Note 14. The following graph illustrates Council’s current level of general Debt recovery for 31-60 days, 61-90 days and greater than 90 days. The amount outstanding for greater than 90 days relates to a single debtor for subdivision assessment, supervision and community contributions with payment required before clearance of title for the related part of the subdivision. There was a part payment of this debt during April 2015.

- 1,000 2,000 3,000 4,000 5,000 6,000 7,000 8,000 9,000

$'000

Month

YTD Capital Expenses - Budget vs Actual

Last Year

Budget

Actual

020,00040,00060,00080,000

100,000120,000140,000160,000180,000200,000

$

Debtors Outstanding

Greater 30 days

Greater 60 days

Greater 90 days


The following illustrates Council’s current level of Rate Debtors recovery and compares this with previous years. The amount includes both current and in arrears rates & services debtor balance. The Rates Debtor balance continues to fall in line with previous years.

The following graph shows the level of rates and services in arrears for the last three years. The arrears figure is calculated at the end of the financial year meaning the arrears figure for rates and services raised in 2014/15 will be calculated 1st July 2015. Rates and Services in Arrears at the start of each financial year as a percentage of the Rates and Services Debtor Balance has been: 2014/15 2.98%, 2013/14 2.68%, 2012/13 2.77% and 2011/12 2.35%.

A review of the Statement of Financial Position and the attendant notes indicates there are no adverse trends evident in the year to date financial statements as at 30th April 2015. VOTING REQUIREMENTS Simple majority OFFICER’S RECOMMENDATION – 15.6 That Council adopts the financial statements for the period ending 30th April 2015 as attached.

0

2,000,000

4,000,000

6,000,000

8,000,000

10,000,000

12,000,000

$

Rates & Services Debtor Balance

14/15

13/14

12/13

0

50,000

100,000

150,000

200,000

250,000

300,000

350,000

$

Rates & Services in Arrears

14/15

13/14

12/13


15.7 Lease – Boyanup Bowling Club

Location: Boyanup Applicant: Shire of Capel File Reference: 366353 Disclosure of Interest: Nil Date: 04.05.15 Author: Governance Officer, A Handley Senior Officer: Executive Manager Corporate Services, S Stevenson Attachments: 1. Location Map 2. Draft Lease MATTER FOR CONSIDERATION Lease of the Boyanup Bowling Club premises on part Lot 40 (55) Thomas Street, Boyanup to the Boyanup Bowling Club Inc. BACKGROUND / PROPOSAL Background Council commenced leasing the Boyanup Bowling Club building to the Boyanup Bowling Club Inc in July 1995. The lease has been renewed every five (5) years since that date, and is again due for renewal on 30 June 2015. Proposal Council approve the lease of the Boyanup Bowling Club premises on part Lot 40 (55) Thomas Street, Boyanup to the Boyanup Bowling Club Inc for a period of five (5) years with an option for a five year extension. STATUTORY ENVIRONMENT Local Government Act 1995 s3.58 3.58. Disposing of property (1) In this section — dispose includes to sell, lease, or otherwise dispose of, whether absolutely or not; property includes the whole or any part of the interest of a local government in

property, but does not include money. (5) This section does not apply to — (a) a disposition of an interest in land under the Land Administration Act 1997

section 189 or 190; or (b) a disposition of property in the course of carrying on a trading undertaking as

defined in section 3.59; or (c) anything that the local government provides to a particular person, for a fee or

otherwise, in the performance of a function that it has under any written law; or (d) any other disposition that is excluded by regulations from the application of

this section.


Local Government (Functions and General) Regulations 1996 30. Dispositions of property excluded from Act s. 3.58 (1) A disposition that is described in this regulation as an exempt disposition is excluded

from the application of section 3.58 of the Act. (2) A disposition of land is an exempt disposition if — (a) the land is disposed of to an owner of adjoining land (in this paragraph called

the transferee) and — (i) its market value is less than $5 000; and (ii) the local government does not consider that ownership of the land

would be of significant benefit to anyone other than the transferee; Or (b) the land is disposed of to a body, whether incorporated or not — (i) the objects of which are of a charitable, benevolent, religious, cultural,

educational, recreational, sporting or other like nature; and (ii) the members of which are not entitled or permitted to receive any

pecuniary profit from the body’s transactions; POLICY IMPLICATIONS There are no policy implications relevant to this matter. FINANCIAL IMPLICATIONS Budget By offering the building for lease, Council can expect to receive continued rental income. Long Term There are no long term financial implications associated with this matter. Whole of Life As there are no assets being created there are no whole of life financial implications associated with this matter. SUSTAINABILITY IMPLICATIONS The Boyanup Bowling Cub is a small but active club situated in the Boyanup Memorial Park precinct. They maintain the building and grounds to their best of their ability and are very proud of their club rooms. Lawn bowls provides numerous health benefits, particularly for older people and members of the club play a role in driving social inclusion and community engagement in Boyanup and surrounding areas. Continuation of the lease will give the club members a secure base from which to continue their activities and contribute to the long term social sustainability of Boyanup. STRATEGIC IMPLICATIONS The lease of the Boyanup Bowling Club building to the Boyanup Bowling Club Inc is consistent with Strategic Direction 2 of the Shire of Capel Strategic Community Plan – The Community Experience. In particular, Items 2.1 – Provide social, recreational and cultural opportunities for our communities and 2.2 – Encourage community engagement and participation.


CONSULTATION The President of the Boyanup Bowling Club Inc has indicated verbally that the Club would like to enter into a further lease. COMMENT The proposed lease agreement with the Boyanup Bowling Club Inc is very similar to that previously agreed to by Council. The only differences are:

Commencement date

Insertions of a sentence into clause 7 requiring that areas containing asbestos are kept intact and sealed at all times

Updating reference to the Liquor Licencing Act to the Liquor Control Act

Minor spelling corrections

Changing Fire & Emergency Services Authority to Department of Fire & Emergency Services

A requirement for painting and redecorating to be completed every seven (7) years with the next occurrence to be completed before 30 June 2020.

Initial base rent. An annual rent of $804.26 (GST inclusive) payable yearly in advance on or before the 1st day of July. Note: Initial rent is equivalent to the rent charged in 2014/15 + CPI as calculated in Perth March 2014 to March 2015. In addition to the annual rent the lessee will be charged the Shire of Capel’s charges levied for Rubbish Collection, waste disposal and any other annual charges that would normally be included in the annual rate notice for the premises as well as the Department of Fire & Emergency Services Levy. VOTING REQUIREMENTS Simple majority OFFICER’S RECOMMENDATIONS – 15.7 That Council authorise the Shire President and Chief Executive Officer to sign and apply the common seal of the Shire of Capel to the lease agreement with the Boyanup Bowling Club Inc for the lease of the Boyanup Bowling Club premises for an initial term of five years from 1 July 2015.


15.8 Fees and Charges for 2015/16

Location: Capel Applicant: Shire of Capel File Reference: Disclosure of Interest: Nil Date: 04.05.14 Author: Executive Manager Corporate Services, S Stevenson Senior Officer: Chief Executive Officer, P Sheedy Attachments: 2015/16 Schedule of Fees and Charges MATTER FOR CONSIDERATION Council to consider the proposed Schedule of Fees and Charges for the 2015/16 financial year. BACKGROUND / PROPOSAL Background Council’s “Preparation of Integrated Financial Plan & Budget” timetable (Policy 2.7) provides for the review, preparation and approval of the draft schedule of Fees and Charges prior to the budget meeting. Once this schedule has been approved Council must adopt it, however this will not occur until the annual budget is adopted. Proposal Council consider the Schedule of Fees and Charges to be included in the forthcoming 2015/16 draft budget. STATUTORY ENVIRONMENT Local Government Act 1995, Section 6.2 6.2 Local Government to prepare Annual Budget

(1) During the period from 1 June in a financial year to 31 August in the next financial year, or such extended time as the Minister allows, each local government is to prepare and adopt*, in the form and manner prescribed, a budget for its municipal fund for the financial year ending on the 30 June next following that 31 August.

*Absolute Majority required (2) In the preparation of the annual budget the local government is to have regard to

the contents of the plan for the future of the district made in accordance with section 5.56 and to prepare a detailed estimate for the current year of – (a) The expenditure by the local government; and (b) The revenue and income, independent of general rates, of the local

government; and (c) the amount required to make up the deficiency, if any, shown by comparing the

estimated expenditure with the estimated revenue and income. Local Government Act 1995, Section 6.16 6.16 Imposition of Fees and Charges

(1) A local government may impose* and recover a fee or charge for any goods or service it provides or proposes to provide, other than a service for which a service charge is imposed. *Absolute Majority required


(2) A fee may be imposed for the following – (a) Providing the use of, or allowing admission to, any property or facility wholly or

partly owned, controlled, managed or maintained by the local government; (b) Supplying a service or carrying out work at the request of a person; (c) Subject to section 5.94, providing information from local government records; (d) Receiving an application for approval, granting an approval, making an

inspection and issuing a licence, permit, authorisation or certificate; (e) Supplying goods; (f) Such other service as may be prescribed.

(3) Fees and charges are to be imposed when adopting the annual budget but may be – (a) Imposed* during a financial year; and (b) Amended* from time to time during a financial year.

*Absolute Majority required Local Government Act 1995, Section 6.17 6.17 Setting Level of Fees and Charges

(1) In determining the amount of a fee or charge for a service or for goods a local government is required to take into consideration the following factors –

(a) The cost to the local government of providing the service or goods; and (b) The importance of the service or goods to the community; and (c) The price at which the service or goods could be provided by an alternate

provider Local Government Act 1995, Section 6.19 6.19 Local Government to give Notice of Fees and Charges If a local government wishes to impose any fees or charges under this Subdivision after the annual budget has been adopted it must, before introducing the fees or charges, give local public notice of –

(a) Its intention to do so; and

(b) The date from which it is proposed the fees and charges will be imposed. Other legislation (i.e. Freedom of Information Act 1992, Emergency Service Levy Act 2002, Caravan Park & camping Ground Regulations 1997, Health Act 1911, Waste Avoidance & Resource Recovery Act 2007, Planning & Development Act 2005, Building Services Act 2011) specifies certain fees and charges that may be adopted by Council, and the fee threshold. POLICY IMPLICATIONS Policy 2.7 – Preparation of Integrated Financial Plan & Budget. FINANCIAL IMPLICATIONS Budget The fees and charges when adopted will determine the amount of revenue to be received during the 2015/16 financial year for certain areas. This income has been forecast in the draft budget income projections. Long Term There will be minimal long term financial implications associated with adopting the fees and charges, other than the longer term affordability of certain services that incur a fee.


Whole of Life As no assets/infrastructure is being created, there are no whole of life costs relevant to this item. SUSTAINABILITY IMPLICATIONS There are no environmental impacts expected from the adoption of fees and charges, other than the potential for dumping of waste in areas other than designated rubbish disposal sites. The increased fees and charges are not expected to have any social impact on the use of Shire services. Increases to fees and charges will result in increased economic benefit to the Shire and whilst the increases will need to be paid by the users of the services, the extent of the increases are not expected to cause any undue economic hardship. STRATEGIC IMPLICATIONS The Strategic Community Plan 2013 to 2031 includes the following strategic objectives which have relevance:


Ensure the effective management of Council’s resources. CONSULTATION The Shire departments involved with the administration of the various services involved were consulted and provided their input to the proposed schedule of fees and charges. COMMENT The schedule attached shows the total fees including GST that was agreed for 2015/16. The proposed fee for 2015/16 is shown on the left hand side and is only shown if it is proposed it will differ from 2014/15. Strikethroughs are used to indicate the proposed deletion of fees or wording. Fees and charges that are set by other Government regulations are noted as such and the relevant legislation is also identified. These fees are only changed if it has been directed by the Government organisation. If a fee or charge is to be increased it is proposed that in general the starting point for the increase be in accordance with the Local Government Cost Index (LGCI). The assumption being that the cost of the service has increased by the LGCI and therefore to recover this cost, income must increase by at least the equivalent amount. The LGCI increase to be applied is 2.4% and represents the percentage change in the major cost areas including wages and salaries, road and bridge construction, non-residential building, consumer prices, machinery and equipment, and electricity and street lighting. To simplify the reporting and charging of fees, fee increases in many cases have been rounded up to the nearest dollar. A general Local Government Cost Index (LGCI) increase of 2.4% has been applied across all fee categories, other than those areas regulated by other legislation, or where comments to the contrary appear. This is to ensure that at a minimum, the cost increases forecast for 2015/16 and reflected across the board in all services are offset by an equivalent increase in service fee.


For some lease categories an increase has been based on the CPI for 2015/16 of 1.4% which relates to Perth CPI for the period March 2014 to March 2015. The following details are some of the more significant changes made to the Schedule of Fees and Charges: Law, Order & Public Safety At this stage, no notifications have been received for any changes to the statutory fees.

2015/2016 fees have therefore been maintained as per 2014/2015. All areas not covered by regulation have been uplifted for LGCI of 2.4%.

Governance A new fee of $0.70 has been introduced per sheet of A3 photocopy within Freedom of

Information. Health The Health Department has not yet prescribed the fee for offensive trades such as

piggeries and the current fee of $285.00 will continue to apply at this stage. The food vendor’s licence, lodging house licence and fees for keeping of birds have all

been increased by the LGCI and rounded up to the nearest $1.00. All fees associated with administration of the Food Act, including notification, registration,

inspection, assessment and report fees, have been increased by the LGCI and rounded up to the nearest $1.00.

Education & Welfare

Rents for Aged Homes have been maintained at 2014/2015 levels.

Fees and charges applicable to Home and Community Care (HACC) services have been

removed from the 2015/2016 schedule as this function will no longer be performed by the Shire.

Community Amenities

A number of fees under Sanitation have been amended within this area as agreed at

Council’s meeting in December 2014 (OC1221).

Per the Review of Waste Management Services in November 2014 and OC1221, a number of new fees have been added. The main fees are for disposal of fridges, cardboard, oil, E-waste, wood, hazardous household waste and rubble.

The annual refuse site levy is currently $80. This has been retained at 2014/2015 level. This charge is based on recovering budgeted costs for the transportation and disposal of waste from the Waste Transfer Site as well as the site’s net operating cost, rubbish site rehabilitation and the collection of rubbish from street and park bins. Any excess in funds raised are transferred to reserves for future waste management initiatives. Similarly, any shortfall in funds results in a drawdown from the reserve.

The cost per organic bag has increased from $5.00 in 2014/2015 to $6.60 in 2015/2016 to reflect the purchase.

Unless specified by OC1221 or legislation, all other fees have been increased by LGCI.


Statutory Town Planning Fees are set by the Department of Planning and the maximum fees that are applicable are currently included within the Schedule.

Fees 16 and 17 for Town Planning are to be deleted as they are covered within other fees.

Cemetery Fees have been increased by the LGCI and rounded up to the nearest $1.00. Recreation & Culture

Fees for the hire of halls and community centres will increase by the LGCI and have been rounded up to the nearest $1.00. The hourly hire rate, prior to any concessions, will increase by $1.40 from $62.80 to $64.20 and the daily hire rate will increase by $14.00 to $642.00.

The fees introduced for the Gelorup and Peppermint Grove Beach Community Centres to allow their respective Community Associations to use the centres on a regular basis for meetings, coffee mornings, markets and fundraising events have been increased by the LGCI. The fee will now be $565.00 for each Community Centre and brief conditions are included in the table of Fees and Charges.

A further exemption has been included in the Special Hire Category, which enables Not for Profit community groups, charitable, welfare or community service organisations who are conducting annual Christmas functions to recognise the support of their volunteers, to hire the facilities at no charge (i.e. Boyanup CWA, Senior Citizens, etc).

Fee 3 (25% Concession Hire Category) has been removed for 2015/2016 as it ceased on 31st December 2014.

The account allocation for Fees 6 and 7 has been changed from 2403 to 2683.

The fee for use of lighting at the Capel, Boyanup and Dalyellup Recreation Grounds has been increased by the LGCI and will now be $10.00 per tower per hour (was $9.00). This fee takes into account electricity usage and replacement of light bulbs.

Hire of grounds for Dog Obedience Classes have been referred to Other Law Order A/C 0963.

Recreation facilities and ground usage have been increased by the LGCI.

In libraries, there has been a change to the fees for internet usage. It is proposed that the first 30 minutes usage is no longer free and attracts the standard rate of $2.80 per half hour. Websites such as Centrelink, internet banking, job seeking sites and rental/real estate sites will remain exempt from any charges.

A new Archive research charge, of $5.00 per hour, is being proposed to contribute towards staff time retrieving information in the Ron Maidment Archives Room. Currently, there is no charge for this service.

The Library plans to sell USB’s (max 3GB) for $5.00 each which is new for 2015/2016.

All other charges are uplifted by LGCI.

The lease charge for various reserves has been amended as per their lease agreements.

Transport

The rural property numbering fee has been increased by the LGCI and rounded up to the nearest $1.00.


The sale of Number Plates – Police Licensing Fee has been retained at the 2014/2015

rate of $200.00. This was increased in 2014/2015.

Economic Services

The various building control fees have been amended as per the schedule notes. In the main, they are either governed by regulation or increased by LGCI.

Extractive Industry fees and Rehabilitation Bonds have been increased by the LGCI and

rounded up to the nearest $1.00.

The Saleyards and Markets fee has been amended to reflect the 2015/2016 lease.

Other Property & Services

Standpipe, Private Works, Supervision and Other Fees have been increased by the LGCI and rounded up to the nearest $1.00 to better reflect the cost of providing these services.

Overall, the changes to fees and charges proposed for 2015/16 will result in a forecast increased revenue of approximately $110,583 when compared to the 2014/15 budget forecast. However, these projections also include projections of increased or decreased service provision as well and changes in charges. VOTING REQUIREMENTS Simple majority OFFICER’S RECOMMENDATION – 15.8 That Council approves the proposed Fees and Charges as outlined in the attachment for inclusion in the 2015/16 Budget.


15.9 2015/16 Budget - Councillor and Community Requests

Location: Capel Applicant: Shire of Capel File Reference: Disclosure of Interest: Nil Date: 04.05.15 Author: Executive Manager Corporate Services, S Stevenson Senior Officer: Chief Executive Officer, P Sheedy Attachments: Nil MATTER FOR CONSIDERATION Council to review requests from Councillors and the community for inclusion in the draft 2015/16 budget. BACKGROUND / PROPOSAL Background As part of the budget development process, Councillors and the Community are invited to submit budget requests for the forthcoming budget. It has been Council’s previous practice and Policy to include requests from Councillors and the Community as an agenda item for an Ordinary Meeting, rather than convene a special Council meeting. Proposal Council consider the requests received from Councillors and the Community to determine which items are to be included in the forthcoming 2015/16 draft budget or Corporate Business Plan. STATUTORY ENVIRONMENT Local Government Act 1995, Section 6.2 6.2 Local Government to prepare Annual Budget (1) During the period from 1 June in a financial year to 31 August in the next financial

year, or such extended time as the Minister allows, each local government is to prepare and adopt*, in the form and manner prescribed, a budget for its municipal fund for the financial year ending on the 30 June next following that 31 August.

*Absolute Majority required (2) In the preparation of the annual budget the local government is to have regard to

the contents of the plan for the future of the district made in accordance with section 5.56 and to prepare a detailed estimate for the current year of – (a) The expenditure by the local government; and (b) The revenue and income, independent of general rates, of the local government;

and (c) The amount required to make up the deficiency, if any, shown by comparing the

estimated expenditure with the estimated revenue and income. POLICY IMPLICATIONS The budget is based on the principles contained in the Strategic Community Plan and Corporate Business Plan. Policy 2.7 – Preparation of Integrated Financial Plan and Annual budget applies.


FINANCIAL IMPLICATIONS Budget Any requests approved by Council will be included in the 2015/16 draft Budget. Whether the item is included in the final budget depends upon the magnitude of the financial expenditure of the individual items and their impact in the context of the overall draft budget. Currently the draft budget has allowed for:- - $50,000 allocated as a provision sum for Councillor and Community requests (per LTFP); - $ 2,000 for Carried over Projects - $25,070 for continued contribution requests to groups or organisations

Total requests are $115,480 and is made up as follows: - Carried Over Projects $ 2,000 - Community Requests $29,340 - Councillor Requests $58,300 - New Contribution Requests $ 770 - Existing prior year supported contribution requests $25,070

________ $115,480

Council needs to determine whether it wishes to prioritise the requests supported by the Executive Management Team so that the total expenditure does not exceed $77,070, change the mix and number of requests received or whether is wishes to support all the requests and allocate additional funds in the 2015/16 Draft budget. Council officers are currently predicting a very tight budget. At this time Council Executive are continuing to review operating and capital expenditure requirements to identify cost savings to avoid the possibility of a budget deficit. There is a financial impact if Council wishes to allocate more than the provision allocation of $77,070. Other expenditure areas will need to be reduced or additional rates will need to be raised. Long Term Approved expenditure is covered in the budget allocation. The nature of the individual expenditure item will determine whether there are any long term financial implications. Where possible, the budget consideration items have been categorised to identify whether it is an Asset Renewal, Upgrade or New Asset, or if there is an ongoing cost implications. This is the principle established when considering items in the Long Term Financial Plan and guides Council in determining the priority of expenditure. Within the Long Term Financial Plan, an annual provision of $50,000 has been made to fund Councillor and Community Requests, with $25,070 allocated as current ongoing contributions to various organisations and events. Whole of Life A number of the budget requests would be classified as assets/infrastructure, and would therefore have whole of life costs relevant to these specific items.


SUSTAINABILITY IMPLICATIONS A number of the requests received may have some minor environmental sustainability implications. The majority of the requests received will have a positive social impact. The requests received will in some cases result in an economic benefit for residents and businesses within the Shire of Capel. STRATEGIC IMPLICATIONS The Strategic Community Plan 2013 to 2031 includes the following strategic objectives which have relevance:


Ensure the effective management of Council’s resources. CONSULTATION An article inviting budget requests from the community was placed in the Capel Snippets insert distributed in February 2015 with the local community newsletters in Boyanup, Capel, Dalyellup, Gelorup, Peppermint Grove Beach and Stratham. All of the Community and Councillor requests have been reviewed by the Executive Management Team to recommend support for or against the request being considered in the draft 2015/16 budget. The Executive Management Team’s recommendation is noted on the attached Budget Consideration table. COMMENT Community Requests Submissions from the community were invited to be received until Monday 16th March 2015 and nine requests were received or considered. Details of these requests are included in the attached table, and are summarised below. As noted on this table, a number of these requests have been supported and will be included in the draft budget once endorsed. Group

Details Amount EMT Recommendation

Cr B Smith Signs for Michael Tichbon Reserve

$2,000 Supported - Carried Over project

TOTAL $2,000

Group


Capel BFAC

Seal entrance to Capel Fire Brigade

$10,000 EMT supported. Input to roads maintenance operating expenditure

Capel Basketball

Retro fitting of 2 x junior backboards

$1,610 EMT supported

Capel Tuart Girl Guides

Funding of operating expenses approximately $2,000

EMT not supported as is the responsibility of the organisation

Dalyellup Scrabble Club/Over 50's group

Request for a carpet sweeper

EMT not supported

Capel LEMC

Switchboard upgrades at Gelorup and PGB Community Centres

$7,730 EMT supported as part of ongoing programme


Liz Watkins

Shade sails Capel Town Playground

EMT not supported as due to the Civic Precinct the park will be relocated

Jenny Hake

Development of vacant land bounded by Range Road/Prowse Street/Spurr Road as an Arboretum with a jungle gym

EMT not supported as plan to make this freehold and use the funds for the recreation ground in Capel

Clare Kirke

$10,000 contribution to design phase for cycle path along Bussell Highway

10,000 EMT supported as Council has already indicated support

Peppermint Grove Beach Community Association

Purchase & install 2 x outdoor gym equipment

EMT supported but defer until the PGB masterplan is developed

TOTAL $29,340 Councillor Requests A memorandum inviting budget requests from Councillors was sent on 5th February 2015 and requested responses by 27th February 2015. The requests received have been detailed on the table below. All of the Community and Councillor requests have been reviewed by the Executive Management Team. Comments relevant to each request and a recommendation for funds to be allocated within the 2015/16 budget are also included within this table based on this review. Only additional requests not included elsewhere have a value noted below. Councillor


Cr S Manley Capel Chamber of Commerce - Horse Theme. Capel Entry Sign for Bussell Highway towards Busselton

$22,500 Please refer to Council minutes for 25th March 2015. Due to be brought back to Council for the June 2015 meeting.

Cr J Scott Replacement of woodchips in high use playgrounds with soft fall matting

EMT supported but needs scoped and costed. Consider for 2016/2017 budget

Cr J Scott Consideration to be given to give archivist and volunteers in the RM Maidment archives room a voucher to spend on a shared lunch or similar

$500 EMT supported. Add to Libraries Christmas lunch

Cr B Smith Assist Capel Guides to have premises that they can leave set up

$2,000 Supported and funding to be provided when expense occurs.

Cr B Smith Plan a cycle way from Minninup Road to Mangles Road

EMT recommendation. Undertake alignment planning in 2015/16 and investigate design for 2016/17. Please refer to Agenda item 14.6

Cr B Smith Improve drainage at Capel sports ground

EMT supported but as part of long term development. In LTFP for 2016/2017

Cr B Smith Dalyellup Surf Life Saving Club concept development plans

EMT not supported in 2015/2016 budget as in LTFP for 2016/2017

Cr B Smith Additional bus shelter Parade Road EMT not supported in 2015/2016 budget as in LTFP for 2016/2017


Cr B Smith Cross walk in Boyanup SW EMT supported as this in in the 4 year path plan in 2015/2015.

Cr B Smith Replace tables and chairs at the Jack and Mary Kitchen Community Centre

$3,000 EMT supported – Cost of materials. Men’s shed to build

Cr B Smith Help Apex club EMT not supported as group plans to fold

Cr B Smith Drain puddle at the corner of SW Highway and Bridge Street in Boyanup

EMT supported. Main Roads have agreed to carry out the works.

Cr B Smith Additional grass weed spraying in Diggers reserve, Boyanup

$1,800 EMT supported. Staff to liaise with LCDC

Cr B Smith Street lighting on Bridge Street (SWH to Thomas Street)

$5,000 EMT supported. To be input to street light maintenance budget

Cr McCleery Dalyellup Surf Life Saving Club - Beach toilet water supply - staining and blocking at Dalyellup

EMT not supported as in 2017/2015 LTFP

Cr McCleery Verge clearing on section of Dalyellup Boulevard between beach car park and development

$2,000 EMT supported – add to ongoing maintenance

Cr McCleery Investigate options for boat ramp at either Stratham or Peppy Beach and identify potential funding. City of Busselton have gone through something similar in Dunsborough

EMT not supported as this section of coastline is open to the ocean and would therefore require substantial structures to facilitate this. This would be an expensive project requiring significant funding

Cr McCleery Hire of beach cleaning tractor to rake both Dalyellup and Peppy beaches

EMT not supported as this would attract a substantial cost.

Cr McCleery Plan a cycle way from Minninup Road to Mangles Road

EMT recommendation. Undertake alignment planning in 2015/16 and investigate design for 2016/17. Please refer to Agenda item 14.6

Cr McCleery Additional bins including recycle at the beach area

$500 EMT supported. To look at increased collection and timing.

Cr McCleery Develop the cycle path plan so we are shovel ready for grants

Bike plan eligible for DOT funding under the RBN program. Defer 2016/2017

Cr McCleery Seek royalties for regions funding to extend sewer in Capel

EMT Supported – part of SWIF Plan and feasibility study

Cr McCleery Allow fund of $20,000 to fund events in the Shire of Capel.

$20,000 EMT supported as part of the general allocation subject to 50% grant funding

Cr McCleery Variable message and events sign at the entrance of each town starting at Dalyellup

EMT not supported as there are already some available for use

Cr McCleery Movie in the park event at Peppy, Capel and Boyanup perhaps in school holidays

EMT supported as part of the $20,000 general allocation above

Cr McCleery Fix or add items at Gelorup Hall $1,000 EMT supported as part of on-going maintenance programme

TOTAL $58,300


New Contribution Requests Group


Bunbury Community Radio

Requesting either $5,000 or $10,000 towards fitting out another studio for training and production whist the other studio is being used for live broadcast.

EMT not supported due to financial constraints but council to review

Geographe Wine Show Contribution

Annual contribution to October $770 EMT not supported (was removed from budget in 2014/2015). Retained for Council to review

TOTAL $770 Continued Contribution Requests The items below reflect those community requests which have previously been included in the budget and are assumed to continue, however these can be changed by Council. Group


Bunbury Sea Rescue Seeking annual contribution towards marine rescue services

$320 Supported for 2015/2016 – $320 included in budget

South West Group of Affiliated Agricultural Associations

Annual support Perth Royal Show display

$250 Supported for 2015/2016 – $250 included in budget

Bunbury Wellington Small Business Centre

Support to service Capel businesses $6,000 Supported for 2015/2016 – $6,000 included in budget

South West Academy of Sport

Annual support $6,000 Supported for 2015/2016 – $6,000 included in budget

Regional Tourism Strategy


Bunbury Regional Entertainment Centre


TOTAL $25,070 VOTING REQUIREMENTS Simple majority


OFFICER’S RECOMMENDATION – 15.9 1. That the following Councillor and Community budget requests not already

incorporated into the draft budget as existing operating expenditure, or carried over projects, be included in the 2015/16 draft budget:

$10,000 to seal the entrance to the Capel Fire Brigade; $1,610 for retro fitting of 2 junior basketball back boards; $7,730 for switchboard upgrades at the Gelorup and PGB Community

Centres; $10,000 contribution towards the design phase for a cycle path along Bussell

Highway; $500 for a shared lunch for the archivist and volunteers in the RM Maidment

room; $2,000 to assist Capel Guides to have permanent premises; $3,000 to replace tables and chairs at the Jack and Mary centre; $1,800 for additional grass weed spraying in Diggers Reserve Boyanup; $2,000 for verge clearing on the section of Dalyellup Boulevard between the

beach car park and the development; $20,000 for a general fund to finance events in the Shire of Capel; $1,000 to fix and add items at Gelorup Hall; $5,000 for street lighting on Bridge Street (South West Highway to Thomas

Street);

2. That Council support those other requests listed and supported in the attached table of ‘Councillor and Community Requests for 2015/16’, requiring further investigation or reports to Council in the future.


16 COMMUNITY SERVICES REPORTS

16.1 Disability Access and Inclusion Advisory Committee

Location: Capel Applicant: Shire of Capel File Reference: Disclosure of Interest: Nil Date: 04.05.15 Author: Community Development Officer, D Sims Senior Officer: Executive Manager Community Services, M Plume Attachments: 1. Notes of Disability Access and Inclusion Advisory Committee

Meeting 2. Disability Access & Inclusion Reference Group Terms of Reference MATTER FOR CONSIDERATION To consider accepting Notes of the Shire of Capel Disability Access & Inclusion Committee meeting held on 1 April 2015 and note the agreed actions. Council to consider dissolving the formal Committee of Council and replacing the Committee with a Disability Access & Inclusion Reference Group. Council to consider accepting the attached Disability Access & Inclusion Reference Group Terms of Reference. BACKGROUND / PROPOSAL Background The Disability Access and Inclusion Advisory was formed back in July 1995 to consider and assist with the identification of issues related to disability access and inclusion in the Shire. Over the years it has become increasingly difficult to obtain a quorum, and therefore Council has not been able to consider the minutes of the last few meetings. A Reference Group doesn’t require a quorum, and will allow those present to formalise recommendations to Council and to make decisions regarding the implementation of the Disability Access and Inclusion Plan. Proposal That Council accepts the notes of the Disability Access and Inclusion Advisory Committee meeting held Wednesday 1st April 2015 and adopts the recommendations. STATUTORY ENVIRONMENT Local Government Act 1995 – Section 5.8. Establishment of committees – provides that a local government may establish committees of 3 or more persons to assist the council and to exercise the powers and discharge the duties of the local government that can be delegated to committees. Subdivision 3 5.19 Quorum for Meetings – The quorum for a meeting of a council or committee is at least 50 % of the number of offices (whether vacant or not) of member of the council or the committee.


Section 28 of the Disability Services Act 1994 requires each public authority (including local governments) to prepare and adopt a disability access and inclusion plan to ensure that in so far as its functions involve dealings with the general public, the performance of those functions furthers the principles in Schedule 1 and meeting the objectives in Schedule 2. POLICY IMPLICATIONS Policy 21.13 states that the Shire of Capel are committed to achieving the desired outcomes of the Disability Services Regulations 2004, as per the six key outcome areas outlined in the DAIP. FINANCIAL IMPLICATIONS Budget Whilst the 2014/15 budget includes provision of $500 for specialist support for Disability Access & Inclusion Plan meetings, specific items identified in the Plan are included in the appropriate line items in the budget. Long Term Items identified in the Plan have been incorporated into the Long Term Financial Plan. Whole of Life There is no whole of life cost implication in regards to this matter. SUSTAINABILITY IMPLICATIONS The enhancement of service levels and community infrastructure for people with a disability has significant social benefit for the community in making our Shire a welcoming and accessible place in which to live. There are no environmental or economic implications relevant to this matter. STRATEGIC IMPLICATIONS Consideration of this matter is consistent with Key Focus Area 2 – Objective 2.2 – Provide facilities and services which recognise the diverse needs of the community, and 2.5 – To ensure that all Community Plans are diverse, of best practice, innovative and appropriate to demographics. Key Focus Area 5 – Objective 5 – Maintain and improve safe and sustainable infrastructure to meet the community needs of the Shire of Capel Strategic Plan 2009 – 2020. CONSULTATION Consultation in regards to how other Local Governments’ committees run was undertaken with the City of Busselton and the Shire of Augusta Margaret River. COMMENT Whilst there was no quorum the group still discussed the following items: Winding up Committee of Council The Disability Access and Inclusion Advisory Committee meets on a quarterly basis to provide access and inclusion feedback to Council and to review progress made on the Disability Access and Inclusion Implementation Plan 2012 – 2017. The quarterly meetings provide an opportunity for Committee members to provide updates


from their communities/agencies in regards to access issues and raise any concerns/priorities that have been presented to them by community members. Over the years it has become increasingly difficult to obtain a quorum, and therefore Council has not been able to consider the minutes of the last few meetings. A Reference Group doesn’t require a quorum, and will those present to formalise recommendations to Council and to make decisions regarding the implementation of the Disability Access and Inclusion Plan. It is intended that the purpose of the quarterly meetings will remain the same with the dissolving of the formal Committee of Council and the formation of a Disability Access & Inclusion Reference Group. Desktop Review of Disability Access & Inclusion Plan and Audit of Facilities Infrastructure A desktop CONCLUSION As per the Shire of Capel Standing Order 6.1 (Quorum to be Present), the Chairperson indicated at 12.00 noon that there were insufficient members present for a quorum to be formed (7 required). The Committee was therefore unable to make any formal decisions at this meeting. Due to the difficulties in obtaining a quorum it is therefore proposed that the Committee of Council be dissolved and a Reference Group be formed. VOTING REQUIREMENTS Simple majority OFFICER’S RECOMMENDATION – 16.1 That Council resolves to:

1. dissolve the Disability Access and Inclusion Advisory Committee and form a Disability Access and Inclusion Plan Reference Group to implement the Disability Access and Inclusion Plan;

2. support the Community Development Officer to conduct a desktop review of the Disability Access & Inclusion Plan and an audit of Shire facilities and infrastructure;

3. support the investigation of the Recharge Scheme at the Dalyellup Shopping Centre, Dalyellup Community Centre, Jack and Mary Kitchen Community Centre, Capel Iluka Public Library and Capel Senior Citizens Centre; and

4. support the Chief Executive Officer to request that the developers of the Dalyellup Shopping Centre provide a seat near the Home and Community Care bus pull-in bay at the shopping centre.


16.2 Bush Fire Advisory Committee Minutes

Location: N/A Applicant: Shire of Capel File Reference: Nil Disclosure of Interest: Nil Date: 08.05.15 Author: Emergency Management Coordinator, D Collins Senior Officer: Executive Manager Community Services, M Plume Attachments: 1 Minutes of the meeting of the Shire of Capel Bush Fire Advisory

Committee held on 4 May 2015 2 Policies – Bush Fire (revised) MATTER FOR CONSIDERATION To consider the minutes of the meeting of the Shire of Capel Bush Fire Advisory Committee held on 4 May 2015. BACKGROUND / PROPOSAL Background The Bush Fire Advisory Committee meets a minimum of twice each year to advise Council on matters relating to its responsibilities under the Bush Fires Act 1954. Proposal The minutes of the meeting of the Shire of Capel Bush Fire Advisory Committee held on 4 May 2015 be received and the recommendations therein be adopted. STATUTORY ENVIRONMENT Bush Fires Act 1954 Section 33 - Local government may require occupier of land to plough or clear fire-break – provides that: (1) Subject to subsection 2) a local government at any time, and from time to time, may,

and if so required by the Minister shall, as a measure for preventing the outbreak of a bush fire, or for preventing the spread or extension of a bush fire which may occur, give notice in writing to an owner or occupier of land situate within the district of the local government or shall give notice to all owners or occupiers of land in its district by publishing a notice in the Government Gazette and in a newspaper circulating in the area requiring him or them as the case may be within a time specified in the notice to do or to commence to do at a time so specified all or any of the following things –

(a) to plough, cultivate, scarify, burn or otherwise clear upon the land fire-breaks in

such manner, at such places, of such dimensions, and to such number, and whether in parallel or otherwise, as the local government may and is hereby empowered to determine and as are specified in the notice, and thereafter to maintain the fire-breaks clear of inflammable matter;

(b) to act as and when specified in the notice with respect to anything which is upon

the land, and which in the opinion of the local government or its duly authorised officer, is or is likely to be conducive to the outbreak of a bush fire or the spread or extension of a bush fire.

Section 67 of the Bush Fires Act 1954 provides that a local government may at any time appoint such persons as it thinks fit as a bush fire advisory committee for the purpose of


advising the local government regarding all matters relating to the preventing, controlling and extinguishing of bush fires and any related matters. Section 5.22 of the Local Government Act 1995 specifies that the minutes of a committee are to be submitted to the next Ordinary Meeting of the Council for confirmation. POLICY IMPLICATIONS Policy 4.1 – Bush Fire Advisory Committee Meetings provides that the Committee shall meet a minimum of twice each year to advise Council on matters relating to its responsibilities under the Bush Fires Act 1954. FINANCIAL IMPLICATIONS Budget There are no financial implications associated with this policy review. Long Term There are no long term financial implications associated with the recommendations at this stage. Whole of Life There are no whole of life financial implications associated with this matter. SUSTAINABILITY IMPLICATIONS The activities of bush fire brigades, including hazard reduction burning, are an essential safeguard against potentially disastrous fire events and their related impact on the natural environment. The community gains comfort from the knowledge that fire safety is important to the Council and is being appropriately addressed. The provision of emergency services is essential to the safety of our community. For those communities that do not have sufficient population or sources of risk to justify professional emergency services, they are reliant on the good will of community members to take on those roles in a volunteer capacity. There are no economic implications associated with this matter. STRATEGIC IMPLICATIONS The Strategic Community Plan 2013 to 2031 includes the following strategic objectives which have relevance:

Strategic Outcome 3.4 – promote emergency risk awareness. CONSULTATION Nil, however membership of the Bush Fire Advisory Committee comprises representatives of all bush fire brigades within the Shire of Capel, a Council delegate and representatives from the Department of Fire and Emergency Services and the Department of Parks and Wildlife. COMMENT The minutes of the meeting are generally self-explanatory however Council’s attention is drawn to the following items of significance:


BF0502 - The Bushfire Policies have been reviewed and amended. Major changes have been to align training of members with DFES Pathways, to remove Shire staff from carrying out hazard reduction burns on Council land mainly due to the fact that if the fire did get away from them, they do not have the appliances to contain it, and to allow Brigades to spend their funds on what they want as long as it does not include or pertain to bush fire appliances or Personal Protective Equipment. It should be noted that due to changing the Training Policy, Council has been asked to accept that officers serving in current positions who don’t have the qualifications required be given 12 months to obtain them whilst remaining in the position. Council should also be aware that in the report tabled by Ms Deb Peachey on behalf of DPAW – Blackwood District included details of 5 prescribed burns carried out during the 2015 autumn season mainly in the Shire’s of Nannup and Donnybrook Balingup areas. There is still 1 burn planned for the Capel Shire on Hurst Road – Donnybrook / Capel Boundary, and 1 burn planned for Capel Shire depending on what is completed in the rest of the season for spring 2015 – Argyle west of Goodwood Road. Mr Brad Slater tabled a Bushfire Advisory report for the Department of Fire & Emergency Services (DFES) which included information regarding the South West Regional Training Calendar and training projects for 2015 which were discussed at a meeting on 22 April 2015. Now that the DFES High Threat Period has finished the South West Regional Response Zone for Aerial Suppression has been postponed and will be reviewed for reinstatement in October 2015, and the High Season Light Tanker at Elgin will be returned to DFES Bunbury to be serviced in preparation for deployment to the Pilbara/Kimberley to support those Regions during heightened bushfire risk periods. VOTING REQUIREMENTS Simple majority OFFICER’S RECOMMENDATIONS – 16.2 That Council receives the minutes of the Bush Fire Advisory Committee held on 4 May 2015, and adopts the Committee’s recommendations: BF0502 It be recommended that Council: 1 endorses the following updated policies as detailed in the attachment:

Policy 4.1 – Bush Fire Advisory Committee Meetings Policy 4.2 – Standard Operating Procedures Policy 4.3 – Bush Fire Control Officer Appointments Policy 4.4 – Authority of Chief & Deputy Chief Bush Fire Control Officers Policy 4.5 – Authorising Officers – Request to Burn Policy 4.6 – Firebreak Order – Exemptions & Variations Policy 4.7 – Personal Protective Equipment Policy 4.8 – Fire Appliances – Repairs, Servicing & Modifications Policy 4.9 – Duties of Rangers at Fires Policy 4.10 – Hazard Reduction on Council Land Policy 4.11 – Fires Outside the Shire of Capel Policy 4.12 – Use of Council Plant – Fire Service Incidents/Civil Emergencies Policy 4.13 – Training Arrangements Policy 4.14 – Fire Fighters Meals – Fire Service Incidents Policy 4.15 – Use of Fuel Cards by Bush Fire Brigades Policy 4.16 – Payment to Chief Deputy & Chief Bush Fire Control Officers


Policy 4.17 – Minimum Driver Training Shire of Capel Fire Appliances Policy 4.18 – Use of Brigade Appliances Policy 4.19 – Purchase of Equipment for Bush Fire Brigades Policy 4.20 – Brigade Members – Competence at Fire Grounds Policy 4.21 – Use of Warning Lamps and Audible Warning Systems Policy 4.22 – Brigade Officer Qualifications

2. accepts that current serving officers who do not hold the DFES recommended

qualifications be allowed to serve while being given 12 months to obtain those qualifications.

BF0503 It be recommended to Council that: 1. The Draft 2015/16 Bush Fire Order, as attached to this agenda be adopted. 2. All pre-season fire prevention promotion is to include advice to landowners that

due to the serious risk of fires within our district, the Shire will not be issuing warning notices for properties that fail to comply with the conditions of the Order.

BF0504 It be recommended to Council that the following minutes be received and their comments noted:

a) Minutes of the Annual General meeting of the Boyanup Bush Fire Brigade b) Minutes of the Annual General meeting of the Capel Bush Fire Brigade c) Minutes of the Annual General meeting of the Elgin Bush Fire Brigade d) Minutes of the Annual General Meeting of the Gelorup Bush Fire Brigade e) Minutes of the Annual General Meeting of the Stirling Bush Fire Brigade.

BF0405 That it be recommended to Council that the Report of the Chief Bush Fire Control Officer be received and the comments therein noted. BF0506 That it be recommended to Council that the report of the Shire’s Bush Fire Training Co-ordinator be received and the comments therein noted.


17 NEW BUSINESS OF AN URGENT NATURE 18 PUBLIC QUESTION TIME 19 MOTIONS WITHOUT NOTICE (ABSOLUTE MAJORITY BY COUNCIL) 20 NOTICES OF MOTION FOR CONSIDERATION AT THE NEXT ORDINARY

MEETING OF THE COUNCIL 21 ITEMS FOR CONSIDERATION BEHIND CLOSED DOORS It is recommended that the following item be heard behind closed doors. Shire of Capel Standing Orders (12.7) & Local Government Act 1995 Section 5.23 (2) (a) – Matters for Which Meeting May Be Closed. Standing Order 12.7 and the Local Government Act 1995 provides for Council to resolve to close the meeting to the public and proceed behind closed doors for matters: Local Government Act 1995 Section 5.23 5.23. Meetings generally open to public (1) Subject to subsection (2), the following are to be open to members of the public – (a) all council meetings; and (b) all meetings of any committee to which a local government power or duty has

been delegated. (2) If a meeting is being held by a council or by a committee referred to in subsection (1)(b),

the council or committee may close to members of the public the meeting, or part of the meeting, if the meeting or the part of the meeting deals with any of the following –

(a) a matter affecting an employee or employees; and (b) the personal affairs of any person; and (c) a contract entered into, or which may be entered into, by the local government

and which relates to a matter to be discussed at the meeting; and (d) legal advice obtained, or which may be obtained, by the local government and

which relates to a matter to be discussed at the meeting; and (e) a matter that if disclosed, would reveal – (i) a trade secret; or (ii) information that has a commercial value to a person; or (iii) information about the business, professional, commercial or financial affairs

of a person, where the trade secret or information is held by, or is about, a person other than the local government; and

(f) a matter that if disclosed, could be reasonably expected to – (i) impair the effectiveness of any lawful method or procedure for preventing,

detecting, investigating or dealing with any contravention or possible contravention of the law; or

(ii) endanger the security of the local government’s property; or (iii) prejudice the maintenance or enforcement of a lawful measure for

protecting public safety; and (g) information which is the subject of a direction given under section 23(1a) of the

Parliamentary Commissioner Act 1971; and (h) such other matters as may be prescribed. (3) A decision to close a meeting or part of a meeting and the reason for the decision are to

be recorded in the minutes of the meeting. OFFICER’S RECOMMENDATION That in accordance with the Local Government Act 1995, S 5.23 (2) (a), the Council go behind closed doors to discuss a matter affecting an employee or employees.


21.1 Capel Dardanup HACC Transference of Sponsorship

Location: N/A Applicant: Shire of Capel File Reference: Disclosure of Interest: Nil Date: 20.04.15 Author: Executive Manager Community Services, M Plume Senior Officer: Chief Executive Officer, P Sheedy Attachments: Nil MATTER FOR CONSIDERATION The transference of sponsorship of the Capel Dardanup Home and Community Care (HACC) to Harvey Health and Community Services Group. VOTING REQUIREMENTS Absolute majority OFFICER’S RECOMMENDATIONS – 21.1 That Council endorses the transference of the Sponsorship of the Capel Dardanup Home and Community Care (HACC) service delivery to the Harvey Health and Community Services Group and in doing so agrees to the transference of:

1. All Health Department funded HACC assets and equipment including but not limited to vehicles and IT equipment; and

2. Council approved unbudgeted expenditure to Harvey Health and Community Services Group being for staff annual and long service leave entitlements (50%) and funds currently held for the Men’s Shed grant funds plus interest ($156,939).

OFFICER’S RECOMMENDATION That the meeting be reopened to the public. VOTING REQUIREMENTS Simple majority


22 MEETING CLOSURE