COUNCILLOR INFORMATION BULLETIN€¦ · FB Poll. CDO Budget preparation – updating spreadsheets including formulas, data entry and analysis. Community Grants advertising and form

Councillor Information Bulletin April 2020 1 | P a g e

CO U N C I L L O R IN F O R M A T I O N BU L L E T IN

April 2020

1. CEO Status Report .............................................................................................................................................2

1.1. Key Performance Criteria .....................................................................................................................2

1.2. Other Focus Areas ................................................................................................................................2

1.3. Economic Development Update...........................................................................................................2

1.4. Community Development Update .......................................................................................................2

2. Technical Services Report .................................................................................................................................3

3. CEO Meetings of Significance............................................................................................................................4

4. Delegations .......................................................................................................................................................5

5. Council Resolution Status Report......................................................................................................................7

5.1 Outstanding Council Resolutions updated 30 April 2020.....................................................................7

6. Project List Report...........................................................................................................................................12

7. Works Requests...............................................................................................................................................15

7.1 Building Maintenance ........................................................................................................................15

7.2 Parks and Environment ......................................................................................................................15

7.3 Engineering / Works ...........................................................................................................................16

8. General Information........................................................................................................................................17

8.1 Facebook Posts...................................................................................................................................17

9.2 Appreciation .......................................................................................................................................20

9.3 Correspondence received...................................................................................................................20

Start of Containers for Change deferred due to COVID-19 ................................................................20

WALGA – Regional Road Group Report..............................................................................................22

Astro Tourism Quarterly Report.........................................................................................................24

WALGA Quarterly Report ...................................................................................................................34

WALGA Western Councillor................................................................................................................36


1. CEO Status Report

1.1. Key Performance Criteria

1.6 Operational Efficiencies – Continued assessment of budgeted items. We have decided not to proceed with the implementation of some software packages and other items as the efficiencies gained are outweighed by the implementation cost.

1.7 Integrated Planning and Reporting Framework – A vision poll was run for the budget. This will assist Council in completing the review of the Strategic Community Plan.

3.1 Stakeholder Relationships – Continued to communicate with important stakeholders including offices of State and Federal Government MP and residential and industrial developers.

3.2 Lobbying and Advocacy – Gave deputation to the Western Australian Planning Commission regarding the importance of the Muchea Industrial Park. Continued to work with the Northern Growth Alliance to advocate for greater resources in the area.

4.1 Facilities Masterplan – Preparation of a Business Case for the Muchea Change-rooms redevelopment continued.

4.2 Regional Sports and Recreation Facility in Lower Chittering – Preparation of a Business Case for the Chittering Community Centre continued.

4.4 Disposal of Surplus Properties – Continued toward the sale of one surplus property.

1.2. Other Focus Areas

COVID-19 continues to be a major focus though it has reduced in the past month. Attention has been placed on the recovery which is the Shire’s major role in the State Pandemic Plan.

1.3. Economic Development Update

Created and distributed a survey to Chittering businesses to gauge the economic impact of COVID-19. Continued to collate and distribute information on and for businesses in the Shire to assist with COVID-

19 activities. Replaced the old Chittering Business Directory, updating old features and monitoring it’s functionality. Promotional material including a video for “Have Your Say”, Chittering’s Community Engagement Page. Developed an Action Plan with the Museum to improve it and raise its profile. Continue to progress projects including Chittering Cemetery and Visitor Centre landscaping. Investigated Cost/Benefit Analysis and applying methodology to potential major Shire Projects for

deeper insights. Completed refurbishment of two Shire entry signs on Brand Highway and Bindoon-Dewars Pool Road.

1.4. Community Development Update

Progressing Community Recovery Plan. Appointed Cr Mary Angus as Chair and initial meeting for Subcommittee scheduled for 5 May 2020. Participated in online webinars conducted by WALGA, LG Pro and Department of Communities on 8, 28 and 29 April.

Development of report on Community Development Review. Facilitated ANZAC Service at the Bindoon War Memorial with two representatives from the Bindoon

RSL. Coordinated Year 12 Student Placement work placement 21–28 April. Continue to liaise with vulnerable people and registered volunteers in the provision of support and

services.


1.4 Community Development Update (continued)

Development Appraisals conducted on 22 and 30 April. Communications: Chatter, eChatter, and Weekly COVID-19 Postal updates. Input in to the report on Community Development Review, Analysis of Survey results. Preparation of

FB Poll. CDO Budget preparation – updating spreadsheets including formulas, data entry and analysis. Community Grants advertising and form preparation.

2. Technical Services Report Flat Rocks Road bridge replacement completed. Archibald Street road reconstruction completed. Safety barriers installation on Chittering Road near complete. Motor bike rail still to be installed,

contractor waiting for delivery of the rail. Forest Hills Parade; Drainage, asphalt and kerbing installed. Concrete path to be installed early May. Ridgetop Ramble; Drainage works near complete. Cement stabilising of road surface to be done on the

5 May. Sealing works booked in for the 12 May followed by kerbing and installation of concrete footpath.

Patio extended out the front of the library so patrons have cover on hot or wet days. Tree pruning on various roads are ongoing. Reserve Road reconstruction has started with drainage works completed. Next stage is to realign S-

bend to improve sight distance and improve road safety. Technical Service admin staff working on budget for 20/21. Pump and BMX track at Sussex Bend upgraded to reduce maintenance costs. Replacement of ATU reticulation has been complete at the Bindoon Hall. Next stage is to install an

extra tank as current system cannot handle the amount of waste water going into the system. This is to reduce the amount of times we have to empty the tanks.

New lights and poles installed in Clune Park as old light poles were corroding, causing light poles to fall down.


3. CEO Meetings of Significance

MEETING DATE LOCATION ORGANISATION / COMMUNITY MEMBER PURPOSE

1 April eMeeting Local Emergency Management Committee Special meeting was to discuss COVID19

3 April Webinar WALGA COVID19 briefing

4 April eMeeting Hon Christian Porter MP Meeting with Pearce LGs

7 April Teleconference President and Deputy Weekly meeting

8 April Bindoon Bill Nobes Aged care

8 April Bindoon Council Information Session

Items discussed:1. 2020/21 Fees and Charges2. Community Resource Centre Investigation3. Financial Hardship Policy

8 April Bindoon Council Agenda Forum Discussion on April OCM Agenda items

9 April eMeeting Northern Growth Alliance / Wheatbelt Development Commission General discussion between WDC and NGA members

9 April eMeeting WALGA COVID19 briefing

9 April eMeeting Chittering Economic Subcommittee

14 April Teleconference President and Deputy Weekly meeting

15 April eMeeting Council Information Session

Items discussed:1. Retrospective Airfield, Community Purpose, Educational

Establishment and Incidental Buildings at 871 Brand Highway, Muchea

2. Wellness Hub @ Ferguson House – Resolution 150320)

15 April eMeeting Ordinary Meeting of Council



28 April Bindoon President and Deputy Weekly meeting


4. DelegationsDA1 – Acting Chief Executive Officer

Nil

DA5 – Signing of DocumentsUse of the Common Seal under Delegated Authority

DATE DOCUMENT TITLE PARTIES TO DOCUMENT FILE NO DELEGATED OFFICER

28/04/2020Transfer of Land – Lot 99 Santa Gertrudis Drive, Lower Chittering

Immaculate Heart CollegeA11560; 15/01/16; A11763

PresidentChief Executive Officer

28/04/2020Deed of Termination & Release – Lot 22 Great Northern Highway

Boral Bricks Western Australia Pty Ltd A11693 President

Chief Executive Officer

DA19 – Rates and Service Charges CaveatThe power to lodge a caveat to preclude dealings in land where rates or services charges are in arrears

Nil

DA37 – Rate and Service Charges RecoveryTo recover debt from rates or services charges

Nil

DA39 – Building PermitsBuilding application decisions under delegated authority

LODGED APPLICATION NO DESCRIPTION DELEGATED

DECISIONDECISION DATE

26/02/2020 B20/033 DWELLING Approved 21/04/2020

17/03/2020 B20/048 DWELLING Approved 16/04/2020

19/03/2020 B20/049 SHED Approved 02/04/2020

27/03/2020 B20/053 PATIO Approved 15/04/2020

23/03/2020 B20/054 DOME CARPORT Approved 15/04/2020

01/04/2020 B20/055 FIBREGLASS POOL Approved 09/04/2020

01/04/2020 B20/056 POOL BARRIER FENCE Approved 09/04/2020

06/04/2020 B20/058 SHED Approved 22/04/2020

14/04/2020 B20/059 SHED 300 M2 Approved 16/04/2020

14/04/2020 B20/061 HORSE SHELTER Approved 16/04/2020

15/04/2020 B20/062 WATER TANK Approved 16/04/2020

20/04/2020 B20/063 BELOW GROUND POOL- RETAINING WALL & POOL BARRIER Approved 29/04/2020

20/04/2020 B20/064 EARTHWORKS AND WATER TANK Approved 23/04/2020


LODGED APPLICATION NO DESCRIPTION DELEGATED

DECISIONDECISION DATE

17/04/2020 B20/065 RETAINING WALL Approved 23/04/2020

28/04/2020 B20/067 SHED Approved 30/04/2020

DA47 – Subdivision Subdivision referrals supported or opposed under delegated authority

REFERRAL RECEIVED WAPC # DELEGATED DECISION DATE SUBMITTED

11/03/2020 159041 SUPPORT 29/04/2020

DA53 – Occupancy Permits or Building Approval CertificateApproval of occupancy permits or building approval certificates issued under delegated authority

Nil

DA60 – Multiple DogsMultiple dog applications approved under delegated authority

Nil

DA61 – Withdrawal Rates and Service Charges CaveatWithdrawal of caveats that have been lodged for unpaid rates and service charges approved under delegated authority

Nil


5. Council Resolution Status Report

5.1 Outstanding Council Resolutions updated 30 April 2020

Meeting date Report title Resolution Resolution

No. Current Status

19-Jun-19 RFT SC19-001 Assessment - Provision of Architectural Services – Lower Chittering Sport and Recreation Facility Project

That Council:1. Selects the tender from Hodge Collard Preston for provision

of architectural services for the design and supervision of the Lower Chittering Sports & Recreation Facility for the estimated sum of $433,890 (ex GST) as the preferred tender;

2. Enter into the proposed contract for Architectural Services (SC19-001) with Hodge Collard Preston, subject to satisfaction of the following conditions precedent:a. the Immaculate Heart College and the Shire of Chittering

signing the Loan Agreement; andb. suitable quantities and qualities of water being located

for potable and grounds reticulation use, or a modified agreement with the Federal Government’s Building Better Regions Fund Grant coordinator.

300619 Principal Building Surveyor to obtain quotes for a contract to be prepared.

CURRENT - Condition 2a is no longer valid.


4. Delegates authority to the Chief Executive Officer to negotiate the terms and to enter into a contract with Hodge Collard Preston;

300619 CURRENT - report being presented to March OCM


5. Authorises the Chief Executive Officer to manage the Hodge Collard Preston contract, including the provision of possible variations (provided the variation is necessary in order for the goods or services to be supplied, does not change the general scope of the contract, and is managed within the Professional Fees component of the Facility’s budget);



6. Authorises the Shire President and/or Chief Executive Officer to sign the Contract and affix the Shire’s Common Seal (if required); and




No. Current Status


7. In acknowledging that (a) securing confirmation of suitable quantities and qualities of water (as outlined in (2b) above) might take several weeks, and (b) that the grant condition requires the project’s completion by 30 June 2022, that the Council authorised the Chief Executive Officer to negotiate with Hodge Collard Preston, a short term arrangement where initial engagement for the provision of architectural services can commence (within the parameters of the proposed head contract for $433,890) to a maximum of $25,000.


17-Jul-19 Wear Ya Wellies Event held on Sunday 26 May 2019

4. Reviews current major events with a view to developing a policy and strategy for Shire supported events.

090719 CDC & CDO have been holding workshops on the Community Development Services review. Presenting to Council on 15 May 2020.

20-Nov-19 Register of Policies: Amendments That Item 9.4.1 Register of Policies: Amendments be laid on the table to allow Council to have the opportunity to workshop the policies

121119 Workshopped held on 4 December 2019. Updated officer report being tabled at the OCM on 11 December 2019. Item was not raised from the table, therefore needs to be carried over the 2020 calendar.

20-Nov-19 Disposal of Property: Lot 14 Wells Glover Road, Bindoon

That Council authorise the Chief Executive Officer to dispose of Lot 14 Wells Glover Road, Bindoon by public auction in accordance s5.38(2) of the Local Government Act 1995.

141119

20-Nov-19 Bendigo Bank Overdraft That Council cancels the overdraft facility that currently exists with the Bendigo Bank.

241119 Bendigo has also advised that two signatures must attend in person. This is being arranged. The overdraft was opened in April 2011, no interest has or will be charged under the current arrangement, and the $10/month account keeping fee was waived. It will cost $350 to close the account, and if the account is required to be re-opened it will cost $800, plus a $15/month account keeping fee, plus a valuation for the rates notices. Getting the valuation performed would also take considerable time.

11-Dec-19 Rental Charges on Shire Owned Commercial Buildings

That the item be laid on the table to ensure that members can be fully informed by the Chief Executive Officer of all details of the present arrangements, prior to the next Ordinary Meeting of Council.

161219 Presented to Council on 8 April 2020.



No. Current Status

11-Dec-19 Prosecution of Ratepayers That Council requires all proposed prosecutions of ratepayers to be referred to Council before legal action is commenced.

181219 Commenced.

19-Feb-20 Donation to the Australian Red Cross That Council donate $5,000 for the purpose of assisting those affected by bushfire's in the eastern states of Australia.

200220 CURRENT – waiting on Council's decision.

18-Mar-20 Disposal of Property: Lot 7 (RN 131) Muchea East Road, Muchea

That Council accept the offer from Alan Barnes of $325,000 (plus GST) for Lot 7 (RN 131) Muchea East Road, Muchea, and proceed with the disposal of land.

110320 Purchase order raised and issued to KDD Conveyancing to undertake settlement.

15-Apr-20 Policy Register Update: Financial Hardship – Collection of Rates and Service Charges

That Council adopts:1. The Financial Hardship – Collection of Rates and Services

Charges Policy as per Attachment 1; and2. The amended Delegated Authority 18 Rates and Service

Charges Agreements as per Attachment 2.

060420

15-Apr-20 Financial Management Review Requirement

That Council defer the engagement of Butler Settineri (Audit) Pty Ltd to fulfil our regulatory requirements pursuant to the Local Government (Financial Management) Regulations 1996, Section 5.2 to carry out the requisite Financial Management Review until 2020/21 financial year.

070420 WALGA eQuotes system updated. EMCS to include in the 2020/21 budget.


6. Project List Report

Project Status

Implementation

Project Description

Planning/Design 25% 50% 75% 100% Finalise/Review

Comments

ImplementationMuchea BMX / Skate Park located at John Glenn Park

Delayed due to CSRFF funding. Will be included in 2020/21 budget to try and apply for funding.

Muchea Amenities - Upgrade ATU / Renovate Change rooms

ATU has been upgraded. Temporary change room has been completed.

Brockman Centre - Stage 2 $52,000 Council. There is no disability access grant currently available. Purchase Order for paths has been issued.

Clune Park Upgrade Lights have been replaced. Purchase order to be raised to cover the playground.

Chittering Community Centre BBRF74244; CSRFF for football oval. Currently waiting on BBRF outcome.

Bindoon Walking Trail (Design of Trail to Brockman Centre) (2yr project)

Been approved. Will be included in the 2020/21 Annual Budget for implementation.

Review of Landfill Operations Presented to EMIS before end of financial year

Astro Tourism Joined network. MOU has been signed; awaiting final back into the office. Community evening scheduled for late March. Shire on the website.

Bindoon Place Making / Town Beautification Project

Peter to consult with specialists to consider whether a model for Town Teams would be applicable in a rural setting. Small projects flagged however, such as Bindoon Bakehaus and Locavore Store common area. VISITOR CENTRE: Front garden upgrade progressing well. LOCAVORE COMMON AREA: Design completed, sent to Dept Biodiversity for approval. Money to be spent from Dept Biodiversity, getting quotes from local builders.


Project Status

Implementation

Project Description


Comments

Shire Entry Statements Waiting on NorthLink Project to be completed. Waiting on practical completion.

Chinkabee Complex Masterplan On hold pending outcome of Muchea & Lower Chittering grants and progress. Allow for 21/22

Lower Chittering Masterplan On hold pending outcome of Muchea & Lower Chittering grants and progress. Allow for 21/22

Redevelopment of Clubrooms and Change rooms, Muchea

On hold pending outcome of Muchea & Lower Chittering grants and progress. Allow for 21/22

Facilities Review Pending Council workshop

Ferguson House Met with Sally; no outcome from council.

Aquilla Park - shade sail structure over the playground

Waiting on quotes for the construction as per design. Purchase order has been raised.

Chittering Cemetery Upgrade Planning finalised. Inform residents. Contract with supplier signed. Purchase order for Cemetery Building Issued.

ALTUS - Asset Finda Second round of training onsite. Planned go live end May. Installing on servers

ALTUS - Fleet Management New module in development

ALTUS - Payroll ITVision in process of configuring awards. Final hand-over meeting 18 March. Parallel payruns 15 April and 3 May. Go-Live 27 May

Tourism App EDC and EMDS are assessing.

ALTUS - Bank Reconciliation Finalised

Intranet (including Facilities Bookings, Advanced Forms, Business Listing, Mail Chimp

Collation of information underway - all team members uploading the aspects they are individually responsible for.

Revegetation and Weed Control in the Shire of Chittering

Grant application approved. Project must be completed by 31 December 2020.


Project Status

Implementation

Project Description


Comments

PlanningWannamal Walking Trail Bridge Preliminary discussions had with Wannamal residents. Internal

meeting to discuss further. Reviewing different companies within budget and scope

MIP Marketing Plan Euan & Peter met with Harvis in December 2019. Also ongoing discussions with potential investors

Tourism / Visitor Strategy In progress

Bindoon Museum Bindoon Museum and AMaGA working on Collection Policy

ConceptLifestyle Village Market dependent - engineering study refers. Stakeholder

meetings with LASA and CRRA.

Caravan Park On hold due to negotiations for purchasing of Parkinson Hill

Mountain Bike Park Briefing on Project at February 2020 with consultants who undertook Feasibility Study. Final valuation received, council to consider options on Purchase of property.

Walking Trail at rear of commercial precinct Discussions had w/ Landcare. Path and retaining wall is being designed. Money allocated in 2020/21 budget to fix.

New Arts Building at Brockman Centre 20/21 Recommend Master planning process with Brockman Precinct as outcome of discussions at User Group meetings and Draft concept plans for pathways and disabled ramp.

Gyms 20/21 Pending Master Plan process.

Project Status Index Underway

Completed

Paused


7. Works Requests

7.1 Building Maintenance

19/20 FINANCIAL YEAR

Year to Date 176

Outstanding 8

Completed 165 20/21 Budget

Request 3

CURRENT MONTH LOCALITY OF NEW REQUESTS

New 8 Wannamal 1

Outstanding 4 Bindoon 5

Completed 4 Chittering 0

Muchea 2

7.2 Parks and Environment


Year to Date 268

Outstanding 16

Completed 24820/21 Budget

Requests 4


New 18 Wannamal 0



Muchea 2


7.3 Engineering / Works


Year to Date 202

Outstanding 15

Completed 18120/21 Budget

Requests 6


New 7 Wannamal 1



Muchea 0


8. General Information

8.1 Facebook Posts



9.2 Appreciation

Nil

9.3 Correspondence received

Start of Containers for Change deferred due to COVID-19Tuesday, 31 March 2020

The launch date for Containers for Change has been deferred Originally scheduled to start on June 2, the decision to defer is in response to the unprecedented impact of

COVID-19

The McGowan Government has deferred the launch of Western Australia's container deposit scheme Containers for Change.

Originally planned for launch on June 2, 2020, the decision to delay the scheme is due to the unprecedented impact of COVID-19 and its expected disruption to refund points.

The scheme's postponement is in accordance with advice from the scheme co-ordinator, WA Return Recycle Renew Ltd (WARRRL).

The State Government has also responded to calls from community, local government and businesses for the scheme launch to be postponed.

The McGowan Government will review the situation in August 2020 to determine whether the scheme's new start date will be November 2020 or June 2021.

Delaying the scheme until after the major impacts of COVID-19 are felt will eliminate the public health concerns such as potential risk of infection from handling containers, as well as over-the-counter refund points contravening social distancing.

A delayed launch would also avoid starting the scheme during a period which may be the potential peak of the pandemic.

The scheme focuses on employing people with disability, older people and Aboriginal people. These community groups are generally more vulnerable and their involvement in the scheme may place them at greater risk of infection.

Closures of pubs, clubs and many other venues, as well as schools, would have also impacted on the volume of containers.

WA Return Recycle Renew Limited, the Department of Water and Environmental Regulation (DWER) and the State Government will continue to work closely on developing a revised timeline for the launch of the scheme.

Comments attributed to Environment Minister Stephen Dawson:

"COVID-19 has resulted in significant global, national and State impacts and there has been disruption across the board for Government initiatives and services.

"The McGowan Government, in close consultation with WARRRL and DWER, determined that under the COVID-19 environment we are all faced with, there are too many potential health risks and logistical difficulties to start the scheme on June 2, 2020.

"The Government has also responded to calls from community, local government and businesses for the scheme launch to be postponed.


"Starting the scheme on June 2 would put the scheme's success at risk and place refund point operators under significant pressure.

"While it is disappointing to be deferring the scheme, we remain committed to delivering the most diverse and accessible scheme in Australia.

"We will continue to work together and update the community, operators and suppliers throughout this period of uncertainty."

Minister's office - 6552 5800


WALGA – Regional Road Group Report



Astro Tourism Quarterly Report











WALGA Quarterly Report



WALGA Western Councillor