Minutes of Community and Resources Committee - 25

Community and Resources Committee

25 September 2018

Minutes

To: The Mayor and Councillors

Here within the Minutes of the Community and Resources Committee

meeting of the City of Stirling held Tuesday 25 September 2018 in the

City of Stirling Parmelia Room, 25 Cedric Street, Stirling.

Michael Littleton | Acting Chief Executive Officer

Our Vision, Mission and Values

Vision

The City of Stirling will be a place where people choose to live, work, visit and invest. We will

have safe and thriving neighbourhoods with a range of housing, employment and

recreational opportunities. We will engage with our diverse community to help shape our

future into the City of Stirling – City of Choice.

Mission

To serve the City’s diverse community through delivering efficient, responsive and

sustainable services

Values

The City of Stirling’s core values are:

Integrity

Community Participation

Accountability

Respect

Environment

Diversity

Disclaimer

Members of the public should note that in any discussion regarding any planning or other

application that any statement or intimation of approval made by any member or officer of

the City during the course of any meeting is not intended to be and is not to be taken as

notice of approval from the City. No action should be taken on any item discussed at a

Council meeting prior to written advice on the resolution of the Council being received.

Any plans or documents contained in this document may be subject to copyright law

provisions (Copyright Act 1998, as amended) and the express permission of the copyright

owner(s) should be sought prior to the reproduction.

MINUTES OF THE COMMUNITY AND RESOURCES COMMITTEE MEETING 25 SEPTEMBER 2018

3

TABLE OF CONTENTS ITEM SUBJECT PAGE

1. OFFICIAL OPENING .................................................................................................. 5

2. ATTENDANCE AND APOLOGIES............................................................................. 5

3. APPROVED LEAVE OF ABSENCE ........................................................................... 6

4. MEMORANDUM OF OUTSTANDING BUSINESS ..................................................... 7

5. DISCLOSURES OF INTEREST ................................................................................ 13

6. CONFIRMATION OF MINUTES ............................................................................... 13

7. ANNOUNCEMENTS BY THE PRESIDING MEMBER .............................................. 13

8. COMMUNITY AND RESOURCES COMMITTEE ITEMS .......................................... 14

A1 LIVE STREAMING COUNCIL MEETINGS .................................................... 14

CUSTOMER AND COMMUNICATIONS

CC1 DELIVERY OF STAGE 2 OF THE RELATIONSHIP MANAGEMENT SYSTEM ....................................................................................................... 19

CC2 CORPORATE BRAND STYLE GUIDE ......................................................... 26

RECREATION AND LEISURE SERVICES

RL1 ANNUAL GRANT APPLICATION - COMMUNITY SPORTING AND RECREATION FACILITIES FUND ................................................................ 75

FINANCE

F1 SCHEDULE OF ACCOUNTS PAID FOR PERIOD 2 ENDING 31 AUGUST 2018 .............................................................................................. 81

F2 MONTHLY STATEMENT OF FINANCIAL ACTIVITY FOR THE MONTH ENDING 31 AUGUST 2018 ............................................................. 91

PROPERTY SERVICES

PRS1 NEW LEASE TO THE COASTAL RACING PIGEON CLUB INC OVER PORTION OF CROWN RESERVE 29155 BEING LOT 8310, HOUSE NUMBER 33, FERNHURST CRESCENT, BALGA........................ 121

PRS2 VARIATION OF LEASE TO JEP AXFORD PTY LTD OVER PORTION OF CROWN RESERVE 52931 BEING LOT 501, HOUSE NUMBER 109, PRINCESS ROAD, BALGA ................................................ 128

GOVERNANCE AND STRATEGY

GS1 SETTING OF ORDINARY COUNCIL AND COMMITTEE MEETING DATES, TIMES AND PLACES FOR 2019 .................................................. 134

ADMINISTRATION

A2 MONTHLY PETITION STATUS REPORT UPDATE ................................... 150


4

9. MATTERS BEHIND CLOSED DOORS .................................................................. 165

TENDERS

TE1 TENDER FOR THE REFURBISHMENT WORK AT HERB GRAHAM COMMUNITY CENTRE MIRRABOOKA ..................................................... 166

9.1 INGLEWOOD BOWLING AND SPORTS CLUB ......................................... 173

10. CLOSURE .............................................................................................................. 176


5

MINUTES OF THE COMMUNITY AND RESOURCES COMMITTEE MEETING OF TUESDAY 25 SEPTEMBER 2018 HELD IN CITY OF STIRLING PARMELIA ROOM,

25 CEDRIC STREET, STIRLING

1. OFFICIAL OPENING

The Presiding Member declared the Community and Resources Committee meeting open at 6.00pm.

2. ATTENDANCE AND APOLOGIES

ATTENDANCE

Presiding Member Councillor Andrew Guilfoyle Members Councillor David Boothman JP (deputy for Councillor Keith Sargent)

Councillor Mark Irwin (deputy for Councillor Karen Caddy) Councillor David Lagan (deputy for Councillor Bianca Sandri) Councillor Suzanne Migdale Councillor Elizabeth Re Councillor Adam Spagnolo

Observers Councillor Giovanni Italiano JP Councillor Karlo Perkov Councillor Stephanie Proud JP

Employees Acting Chief Executive Officer - Michael Littleton Director Community Development - Trevor Holland

Director Corporate Services - Ingrid Hawkins Manager City Building - Paul Kellick Manager Customer and Communications - Meriel Pickering Acting Manager Governance - John Beaton Acting Manager Recreation and Leisure Services - Simone Pastor Acting Coordinator Property Services - Lee Prior Acting Service Lead Leisure Services - Natasha Vale Governance Officer - Regan Clyde Governance Officer - Jaclyn Farrow

Public 4 Press 0

APOLOGIES

Councillor Bianca Sandri Chief Executive Officer - Stuart Jardine PSM


6

3. APPROVED LEAVE OF ABSENCE

Councillor Keith Sargent (granted a leave of absence for the period 14 September 2018 to 15 October 2018 inclusive). Councillor Karen Caddy (granted a leave of absence for the period 25 September 2018 to 2 November 2018 inclusive). Councillor Bianca Sandri (granted a leave of absence for the period 26 September 2018 to 1 October 2018 inclusive).


Item 4.1 - Attachment 1 - Memorandum of Outstanding Business 7

4. MEMORANDUM OF OUTSTANDING BUSINESS

# Item Resolution Meeting

Presented/Item

Council

Resolution

Responsible

Officer

Status

1. Reducing Helium Balloon Releases

"4. That a report be PRESENTED to Council in 12 months’ time reporting on any impacts and breaches."

6 February 2018

Item Number 10.2/PS1

Council Resolution

Number 0218/012

Manager Parks and

Sustainability

It is anticipated that a report will be presented to Council in February 2019.

2. Verge Permit and Bond Policy

"That the Item relating to Verge Permit and Bond Policy be REFERRED to a future Council meeting to allow one or more workshops to be held in which Councillors can consider all the local laws and policies relating to verges in a more holistic way, with a view to improving and streamlining them, and to allow the City to seek input and consult with the Building Industry as part of this process."

6 February 2018

Item Number 10.2/DS1

Council Resolution

Number 0218/014

Manager Development

Services

Preliminary stakeholder engagement has been held with the Housing Industry Association and Master Builders Association. A report will be provided following the adoption of the review of the Thoroughfares and Public Places Local Law 2009 (Council Resolution Number 0618/008).




Presented/Item

Council

Resolution

Responsible

Officer

Status

3. New Lease to Telstra Corporation Limited and Optus Mobile Pty Ltd over Portion of Crown Reserve 46963, Lot 14219, House Number 17, Hamer Parade, Inglewood

"That the item relating to the new lease over portion of Crown Reserve 46963, Lot 14219, House Number 17, Hamer Parade, Inglewood to Telstra Corporation Limited and Optus Mobile Pty Ltd be REFERRED to a future meeting of the Community and Resources Committee to allow for the assessment of the planning application to occur prior to consideration of the lease."

17 April 2018

Item Number 10.1/PRS2

Council Resolution

Number 0418/004

Director Infrastructure

At its meeting held 12 June 2018 Council resolved (Council Resolution Number 0618/019) to not endorse the application for the development of a telecommunications monopole at the property and that the Chief Executive Officer arrange a discussions with Telstra representatives to identify a more suitable location.

A meeting was held with representatives from Telstra on 26 July 2018 at which the City suggested alternative location further away from the residential area and outlined the processes if Telstra were to pursue relocation.

Telstra advised that they would review and provide a deputation at the Statutory Planning Committee (WAPC) which was held on 28 August 2018. The Statutory Planning Committee resolved to approve the development application for the telecommunications infrastructure and lighting pole at the premises with a condition that ‘the tower be positioned, as far as practicable, in the southern most portion of the lease area’.

It is anticipated that a report will be presented to the Community and Resources Committee meeting to be held 23 October 2018.




Presented/Item

Council

Resolution

Responsible

Officer

Status

4. Notice Of Motion - Councillor Bianca Sandri - Investments Policy

"That Council requires the City to monitor the outcomes of The Royal Commission into Misconduct in the Banking, Superannuation and Financial Services Industry and once completed PROVIDE a report to the Community and Resources Committee on the implications of changing the Investments Policy to move away from financial institutions which have been found to have acted below community standards and expectations."

22 May 2018

Item Number 12.1

Council Resolution

Number 0518/046

Director Corporate Services

A final report from The Royal Commission into Misconduct in the Banking, Superannuation and Financial Services Industry is due to be provided by 1 February 2019. A report on the implications of the findings of the report on the City's Investments Policy will be brought to the next available Community and Resources Committee meeting following publication of the report.

5. Notice of Motion - Councillor Suzanne Migdale - Recycling Household Organic Food Waste

"That Council PREPARES a report for the Community and Resources Committee meeting to be held 23 October 2018 to outline the following:-

a. The advantages and disadvantages of introducing a ‘Food Organics Garden Organics’ waste system;

b. The direction that the Mindarie Regional Council is taking with regards to future waste disposal; and

c. The best methodology to maximise waste diversion from landfill."

22 May 2018

Item Number

12.3

Council Resolution

Number 0518/048

Manager Waste and Fleet

Data is currently being gathered and a further report will be submitted to the Community and Resources Committee meeting to be held 23 October 2018.




Presented/Item

Council

Resolution

Responsible

Officer

Status

6. Notice of Motion - Councillor Bianca Sandri - Verge and Crossover Policy

"That a report be PRESENTED to the Community and Resources Committee to consider options for introducing further flexibility and discretion in the application and interpretation of the City’s Crossover Policy and Permits to Use Verge Areas and Protection of City Property during Building Works Policy."

12 June 2018

Item Number 14.3

Council Resolution

Number

0618/024

Manager Development

Services

The review of the City of Stirling Policy Manual is being finalised and will be presented to the Community and Resources Committee meeting to be held 23 October 2018.

7. Notice of Motion - Councillor Elizabeth Re - Street Tree Planting Policy

"That the Item relating to Item 13.2 - Notice of Motion - Councillor Elizabeth Re - Street Tree Planting Policy be REFERRED to a future workshop, following the winter planting season, to allow Councillors to discuss queries received and ways to avoid angst in the community, as well as providing City officers with feedback."

3 July 2018

Item Number 13.2

Council Resolution

Number

0718/027

Manager Parks and

Sustainability

The City is currently within the winter tree planting season. Officers will schedule a Councillor workshop to be held in October 2018.

8. Notice of Motion - Councillor Keith Sargent - Abandoned and Unowned Cats

"That a report be PRESENTED to the Community and Resources Committee meeting outlining service delivery options and associated costs to increase the City’s response to reported abandoned and unowned cats in the City"

21 August 2018

Item Number 14.1

Council Resolution

Number 0818/044

Manager Community

Safety

Development of the report to address the raised Notice of Motion has commenced. Available service delivery options and associated costs are currently being reviewed for inclusion in the report, which is expected to be prepared and presented to the 27 November 2018 Community and Resources Committee.




Presented/Item

Council

Resolution

Responsible

Officer

Status

8. Notice of Motion - Councillor David Lagan - Legal Advice and Counsel Expenditure

"That the Item relating to Item 14.3 – Notice of Motion – Councillor David Lagan – Legal Advice and Counsel Expenditure be REFERRED to a future Councillor Workshop to allow further discussion on the matter."

21 August 2018

Item Number 14.3

Council Resolution

Number

0818/046

Manager Governance

A Councillor workshop has been scheduled for Monday 22 October 2018.

9. On-street Parking - Main Street, Osborne Park

"That the Item relating to On-street Parking - Main Street, Osborne Park be REFERRED to a future Community and Resources Committee meeting to allow discussions with local businesses to take place and for further consideration by Councillors."

4 September 2018

Item Number 12.1/ED1

Council Resolution

Number

0918/003

Manager Engineering

Design

It is anticipated that the report will be presented to the 23 October 2018 Community and Resources Committee meeting to allow discussions with local businesses to take place.

10. Careniup Swamp Reserve Management Plan

"1. That Council ENDORSES the Careniup Swamp Reserve Management Plan for the purpose of public comment.

2. That a further report be PRESENTED to Council on the outcomes of the public consultation."

4 September 2018

Item Number 12.1/PS1

Council Resolution

Number

0918/009

Manager Parks and

Sustainability

The consultation period for the Careniup Reserve Management Plan has been scheduled for 16 October 2018 to 27 November 2018 (six week period). All consultation measures identified in the Council report will be undertaken. A further report will be presented to Council on the outcome of the public consultation period.




Presented/Item

Council

Resolution

Responsible

Officer

Status

11. Transfer of Management Order Over Portion of Crown Reserve 24890 being Lot 6370, House Number 6, Hamer Parade, Inglewood to the Department of Education

"That the Item relating to Transfer of Management Order over Portion of Crown Reserve 24890 being Lot 6370, House Number 6, Hamer Parade, Inglewood to the Department of Education be REFERRED to a future Community and Resources Committee Meeting to allow the City to investigate the house on the site and whether it can be heritage listed."

4 September 2018

Item Number 12.1/PRS1

Council Resolution

Number

0918/013

Director Infrastructure

The City is undertaking a review to identify any potential heritage value/requirements relating to the building on the Inglewood Pre Primary site. Following completion of these investigations, it is anticipated that a report will be presented to the Community and Resources Committee to be held 27 November 2018.


13

5. DISCLOSURES OF INTEREST

Nil.

6. CONFIRMATION OF MINUTES

Moved Councillor Migdale, seconded Councillor Lagan

That the Minutes of the Community and Resources Committee of 28 August 2018 be confirmed as a true and correct record of proceedings. The motion was put and declared CARRIED (7/0). For: Councillors Boothman, Guilfoyle, Irwin, Lagan, Migdale, Re and Spagnolo. Against: Nil.

7. ANNOUNCEMENTS BY THE PRESIDING MEMBER

Nil.


Item A1 14

8. COMMUNITY AND RESOURCES COMMITTEE ITEMS

Councillor Mark Irwin left the meeting at 6.38pm during consideration of Item A1 and returned to the meeting at 6.40pm.

A1 LIVE STREAMING COUNCIL MEETINGS

Report Information

Location: Not Applicable

Applicant: Not Applicable

Reporting Officer: Director Corporate Services

Business Unit: Corporate Information Services

Ward: Not Applicable

Suburb: Not Applicable

Authority/Discretion

Definition

☐ Advocacy when Council advocates on its own behalf or on behalf of its community to another level of government/body/agency.

☒ Executive the substantial direction setting and oversight role of the Council. e.g. adopting plans and reports, accepting tenders, directing operations, setting and amending budgets.

☐ Legislative includes adopting local laws, town planning schemes and policies. It is also when Council reviews decisions made by Officers.

☐ Quasi-Judicial when Council determines an application/matter that directly affects a person’s right and interests. The judicial character arises from the obligation to abide by the principles of natural justice. Examples of Quasi-Judicial authority include town planning applications, building licences, applications for other permits/licences (e.g. under Health Act, Dog Act or Local Laws) and other decisions that may be appealable to the State Administrative Tribunal.

☐ Information Purposes

includes items provided to Council for information purposes only, that do not require a decision of Council (i.e. - for 'noting').

Moved Councillor Migdale, seconded Councillor Re

THE COMMITTEE RECOMMENDS TO COUNCIL

That Council PROCEEDS with live streaming of Council meetings following adoption of a Live Streaming Policy, including the issues around Public Question Time.

The motion was put and declared CARRIED (7/0). For: Councillors Boothman, Guilfoyle, Irwin, Lagan, Migdale, Re and Spagnolo. Against: Nil.


Item A1 15

Recommendation

That Council PROCEEDS with live streaming of Council meetings following adoption of a Live Streaming Policy.

Report Purpose

Following a Councillor workshop on 20 August 2018, this report provides analysis in relation to the implementation and cost of live streaming future Council meetings.

Relevant Documents

Attachments

Nil.

Available for viewing at the meeting

Nil.

Background

At its meeting held 12 June 2018, Council resolved (Council Resolution Number 0618/014) as follows:-

"That Council PROCEEDS with Option One within the body of the report with regards to live streaming, with approval of a subsequent workshop, and a report to be PRESENTED to a future Community and Resources Committee meeting."

Option One referred to in the Council Resolution was that Council determines that live streaming is feasible and move forward. On determining to move forward, a Councillor workshop would be held to assess detailed requirements. Once detailed requirements have been gathered, a vendor selected and equipment purchased, it would be reasonable to assume a live stream within three months.

Comment

To 'live stream' is to transmit or receive live video and audio coverage of an event over the internet; the content is simultaneously recorded and broadcast in real time to the viewer. The City currently audio records Council meetings with the audio made available on site at the City's Administration Centre. This service was last accessed by an individual in September 2017. A Councillor workshop on live streaming was held on Monday 20 August 2018. The following points were raised and information gathered as a result of the workshop. 1. Purpose of live streaming

To communicate, educate and share

To make Council decisions more accessible

To provide a greater level of openness


Item A1 16

2. Points ‘for’ live streaming

Attract more people to attend meetings

Make Council meetings more accessible, increasing the potential for participation

Enhance current audio recordings

Other local governments have successfully implemented live streaming

3. Points ‘against’ live streaming

Possibility of malicious use

Scope for video to go viral

Council process not being widely understood and harder to follow on screen

Scale and cost of potential storage

4. Decisions on the set up of live streaming

Use of four cameras and split screen - similar to the City of Greater Geraldton where one screen is dedicated to the agenda

Video and audio to be streamed (link to current audio)

Record and archive

Hold archived records for three meetings only on the City's website

Do not record Public Question Time

Use a specialist streaming service

Implement a time delay

Reduce storage requirement

Ensure continued high quality of audio and now video

Testing and training to be undertaken with Councillors

5. Roll out of live streaming

Policy development

Vendor selection

Equipment purchase

Configuration of existing audio system to work with streaming device

Pilot of two to three meetings prior to go-live

Pilot available within three months of equipment purchase

Policy Development If Councillors determine to proceed with live streaming, the City would develop a Policy setting out how live streaming would operate, this would cover areas such as:-

Recording

Accessing

Archiving

Informing the public that meetings are being live streamed

Copyright

Powers of presiding member in relation to live streaming at the meeting

Consultation/Communication Implications

No community consultation has been undertaken. The City's Officers have consulted with other local governments who have implemented live streaming.


Item A1 17

Policy and Legislative Implications

Freedom of Information Act 1992. The City of Stirling Meeting Procedures Local Law 2009, which contains the rules that apply to the conduct of meetings of Council and its committees, and to meetings of electors. Section 9.56 of the Local Government Act 1995 gives certain persons protection from liability for wrongdoing. Section 1.3(2) of the Local Government Act 1995 provides the broad objectives of the Act.

Financial Implications

The one-off costs of a four camera option, configured with the current audio system and with use of a specialist streaming service, would be $53,920, with recurring costs of $33,000 per annum. The table below provides more detail on these costs.

A budget of $95,000 was adopted in 2018/2019 for the implementation of live streaming.

Strategic Implications

Theme 4: Accessible and Connected City Objective 4.5: Connected City

Item

$

One-off Costs

Installation, Testing and Set Up 2,500

Cameras 24,920

Streaming System 16,000

Reprogram existing control system 7,000

Cables, Connectors and Convertors 2,000

Ethernet Router 1,500

Total One-off Costs 53,920

Recurring Costs (per annum) 18 Meetings

Content Delivery Network Licence 13,500

Content Delivery Network 24/7 Support 1,500

Remote Control and Streaming ($1,000 p/meeting) 18,000

Total Recurring Costs 33,000


Item A1 18

Sustainability Implications

The following tables outline the applicable sustainability issues for this proposal:-

ENVIRONMENTAL

Issue Comment

Nil.

SOCIAL

Issue Comment

Community engagement The community can view the meeting regardless of their ability to attend the physical meeting in person, increasing inclusivity and ensuring openness.

ECONOMIC

Issue Comment

Nil.

Conclusion

This report has been prepared to provide information from the Councillor workshop on live streaming held on 20 August 2018. The report provides information with regards to the implementation and cost of proceeding with live streaming of Council meetings from the workshop discussions.


Item CC1 19

CUSTOMER AND COMMUNICATIONS

CC1 DELIVERY OF STAGE 2 OF THE RELATIONSHIP MANAGEMENT SYSTEM

Report Information



Reporting Officer: Manager Customer and Communications

Business Unit: Customer and Communications

Ward: City Wide



Definition







Moved Councillor Lagan, seconded Councillor Migdale

1. That Council NOTES the report on the Stage 1 - Paid Proof of Concept Implementation.

2. That Council ENDORSES the progression of the Relationship Management System to Stage 2 (Detailed Implementation Analysis and Design).

At the request of Committee, the Presiding Member put the items separately.


Item CC1 20





2. That Council ENDORSES the progression of the Relationship Management

System to Stage 2 (Detailed Implementation Analysis and Design).

The motion was put and declared CARRIED (6/1). For: Councillors Boothman, Guilfoyle, Irwin, Lagan, Migdale and Spagnolo. Against: Councillor Re.

Recommendation


2. That Council ENDORSES the progression of the Relationship Management System to Stage 2 (Detailed Implementation Analysis and Design).

Report Purpose

To report on the results of the Stage 1 (Paid Proof of Concept Implementation) and seek Council endorsement to progress the Relationship Management System project to Stage 2 (Detailed Implementation Analysis and Design).

Relevant Documents

Attachments

Nil.


Nil.

Background

A Relationship Management System is a cloud-based software solution that provides a 360 degree view of the customer, showing on one intuitive display, customer information from multiple sources including the Property and Rating system, Library Management System, Recreation Management System, e-newsletters etc. The system will also link in with the City’s existing telephony, new website and core systems to produce the following:-

Web-forms with full backend integration;

Ability for customers to track requests;


Item CC1 21

Management data about Customer Requests;

Ability to group and contact customers quickly and through a channel of the customer's preference (email, SMS); and

Mobility for field officers and customers to lodge requests and report issues on-site. In addition the knowledge management system with Artificial Intelligence capability will enable the relevant City information to be automatically brought to the finger-tips of officers managing the customer enquiry. The benefits of the Relationship Management System include:-

Significantly reduced handling time for customer enquires;

Drastic improvements in efficiency across the entire organisation;

Substantial reduction in response times for customers;

Ability for customers to self-serve and reduced need to contact the City;

Ability for officers and customers to track customer work requests; and

Reduced number of customer call transfers resulting in vastly improved service levels and improved internal efficiency for technical officers.

At its meeting held 8 May 2018, following a public invitation to tender process, Council resolved (Council Resolution Number 0518/024) as follows:-

"That the tender from Deloitte Pty Ltd for the Provision of Relationship Management System within the City of Stirling be ACCEPTED under the following contractual arrangements:-

a. delivery of Stage 1 (Paid Proof of Concept Implementation and software licensing) at a fixed cost of $224,400 (excluding GST); and

b. delivery of Stage 2 (Detailed Implementation Analysis and Design), and Stage 3 (Implementation of Relationship Management System), after securing Council approval to proceed, as per the hourly tendered rates as detailed in Appendix A to this report."

This report provides information on the delivery of Stage 1 (Paid Proof of Concept Implementation) and recommends that Council consider the progression of the Relationship Management System project to Stage 2 so that more detailed costing can be provided for Stage 3 (Implementation of Relationship Management System) and Stage 4 (Relationship Management System Support and Maintenance). It is anticipated that the costings for Stages 3 and 4 will be reported to Council in February 2019.

Comment

Stage 1: Paid Proof of Concept Implementation

Stage 1 of the Relationship Management System – the Paid Proof of Concept Implementation formally commenced on Monday 23 July 2018. The City expected that the Paid Proof of Concept would be completed within three months with the following requirements:-


Item CC1 22

Digitalisation of the Abandoned Vehicles Process including:-

The integration of the Relationship Management System into Technology One

Property Ci (noting the Tenderer is responsible for managing and delivering the

integrations);

Creation of relevant on-line forms;

Reporting;

Dashboards;

Knowledge Management;

Single portal view of the City’s customers; and

Employee training.

Development of a Reporting/Analytics solution including:-

The data extraction direct from the City’s cores systems (i.e.: not a data warehouse)

listed in the key success criteria;

Creation of reports, dashboards; and

Employee training.

The Paid Proof of Concept was completed within six weeks, significantly earlier than anticipated with all tender requirements listed above being met. Salesforce was demonstrated as an intuitive, easily configurable platform with widespread use across the City including enabling field officers to lodge service requests and process field-based workflows (i.e.: pool inspections, graffiti, building inspections, blocked drains etc.) using a handheld mobile device. Proving successful integrations with the City’s core systems, in particular Technology One, officers are also able to complete the workflow without the need to manually re-enter data into the City’s core systems. The Salesforce interface was also demonstrated to provide visibility for the City’s Customer Service team over the progress of service requests without the need to transfer a customer to another part of the organisation for updates. The single-portal view of the customer and management of the work request means that the City’s officers are not having to constantly open and close different systems (i.e.: Property and Rating, spreadsheets, Outlook, Works and Assets, Finance One) to process a service request and handle a customer enquiry. This drastically improves the efficiency of managing service requests for the City and saves the customer time when reporting or following up on service requests. Knowledge articles that intuitively appear depending on the nature of the service request or the history of the customer's interactions with the City provide consistent information at City officers' fingertips to ensure that the correct information is provided every time to the customer. The analytics and reporting that are produced from Salesforce can be configured so that Supervisors, Managers and/or Directors are immediately notified if a milestone for completing a service request is not met so that remedial action can be undertaken as soon as possible.


Item CC1 23

The reporting/analytics solution within the Salesforce Platform was configured by Deloitte to produce a management dashboard aligned with the City’s balanced scorecard. Extracting data direct from the City’s cores systems means that management reports can be generated in real-time with the most up-to-date information available (i.e.: live data). Missed targets can trigger a notification prompting remedial action. From a customer perspective, the on-line portal allows customers to report and track their request on any device and view all existing requests across the City on a mapping interface. This makes interacting with the City quicker, reduces the number of calls received and reduces the number of duplicate service requests. By creating an account with the City the customer can have full visibility over all their personal interactions with the City, such as dog registration, rates payments, building approvals etc. Notably, the resourcing effort required to manage the 'abandoned vehicles' process was calculated at the start of Stage 1 (i.e.: prior to digitisation) and again at the end of Stage 1 (after digitisation with Salesforce). The result being that digitalisation through Salesforce has improved the efficiency of managing this process by at least 37%. Likewise the reporting/analytics solution has significantly improved the efficiency of producing Executive and Council performance reports. The data is extracted live from the City’s core systems and therefore the quality of these reports has been vastly improved. Further work on the Relationship Management System was undertaken by Deloitte (within the approved Stage 1 budget) to prove additional functionality of the Salesforce product namely:-

CTI – integration with the City’s telephone system so that customer information is presented in front of officers when the customer phones the City;

Project management capability – software with dashboard reporting and analytics; and

Field Service Lightening – additional functionality for field officers including enabling customers to schedule appointments and the field officers to generate, sign and email reports and letters.

Therefore through the successful delivery of Stage 1 (Paid Proof of Concept Implementation and software licensing), the City’s officers have gained confidence in both the Salesforce platform and Deloitte Pty Ltd and strongly recommend that the project be progressed to Stage 2 (Detailed Implementation Analysis and Design). A further report will be provided to Council following Stage 2 with the full implementation costs including ongoing licensing. Stage 2: Detailed Implementation Analysis and Design

Stage 2 of the Relationship Management System project (Detailed Implementation Analysis and Design) includes a full examination of the City’s existing systems and reconfirmation of the City’s expectations from the project. Subsequently, a statement of work will be developed that will outline the project approach, project plan, prioritisation and resource allocation for the delivery of the Relationship Management System and reporting and analytics solution across the City. During Stage 2 the features and functionality required of the Relationship Management System and reporting and analytics solution will be detailed and an overall architecture provided to the City. This will enable a firm estimation of costs for Stage 3 (Implementation of Relationship Management System) and Stage 4 (Relationship Management System Support and Maintenance) for the project.


Item CC1 24

The specific deliverables as part of Stage 2 are:-

Detailed cost estimate for Stage 3 (implementation and licensing costs);

Detailed cost estimate for Stage 4 (support and licensing for five years);

Prioritisation for implementation based on type, complexity and implementation approach;

Release roadmap detailing release targets dates for different customer requests;

Solution architecture; and

Organisation change plan.

Following Stage 2 the City’s officers will provide a report to Council detailing the estimated costs for Stage 3 (Implementation of Relationship Management System) and Stage 4 (Relationship Management System Support and Maintenance) and seeking approval to further progress the Relationship Management System project.


Nil.


Nil.


Using the hourly rates provided as part of the tender process, Deloitte Pty Ltd have provided a fixed lump sum quotation for Stage 2 (Detailed Implementation Analysis and Design) of $200,467.50. The breakdown of the costs are as follows:-

Role Rate (hourly) Rate (7.5 hour day)

Days Total

Partner $507 $3,802.50 4 $15,210.00

Director $347 $2,602.50 3 $7,807.50

Manager $320 $2,400.00 41.5 $99,600.00

Consultant $173 $1,297.50 60 $77,850.00

There is an allocation of $858,000 for the Relationship Management System in the 2018/2019 budget. There has been no expenditure against this budget in 2018/2019 (Stage 1 costs were paid against the 2017/2018 budget) and the cost of Stage 2 can be adequately covered within the existing project budget.

An analysis of the tendered process from other vendors provided as part of the original tender process indicates that the average estimate for Stage 2 was $220,000.


Theme 4: Accessible and Connected City

Objective 4.5: Connected City

Theme 6: Making It Happen

Objective 6.1: Customer Focus


Item CC1 25



ENVIRONMENTAL

Issue Comment

Waste generation The Relationship Management System will result in less reliance on paper documents. On-line forms, letters and reports will be created reducing the need for printed documentation.

SOCIAL

Issue Comment

Community engagement The new Relationship Management System will enable a two-way dialogue with the community and customers and promote greater participation in decision-making as the community have greater awareness of the City’s plans, activities, initiatives and projects.

ECONOMIC

Issue Comment

Nil.

Conclusion

Stage 1 (Paid Proof of Concept Implementation and software licensing) of the Relationship Management System project has been highly successful with the implementation partner, Deloitte Pty Ltd completing all of the requirements of Stage 1 in only six weeks (six week earlier that anticipated by the City). In addition, Deloitte also delivered additional functionality over and above was what within the Stage 1 scope. The digitisation of the Abandoned Vehicle process has increased the efficiency of this workflow by at least 37% and likewise, it is estimated that the analytics and reporting functionality will significantly improve the efficiency and quality of collecting, reporting and analysing corporate data. Stage 2 (Detailed Implementation Analysis and Design) will enable the City to gain a firm cost for progressing the Relationship Management System project to Stage 3 (Implementation of Relationship Management System) and Stage 4 (Relationship Management System Support and Maintenance). Following Stage 2 a report will be provided to Council detailing these costs and seeking approval to continue with the Relationship Management System project.


Item CC2 26

CC2 CORPORATE BRAND STYLE GUIDE

Report Information



Reporting Officer: Manager Customer and Communications

Business Unit: Customer and Communications




Definition







Moved Councillor Irwin, seconded Councillor Boothman


That Council ENDORSES the City of Stirling 2018 Corporate Brand Style Guide.


Recommendation

That Council ENDORSES the City of Stirling 2018 Corporate Brand Style Guide.


Item CC2 27

Report Purpose

To present the City of Stirling 2018 Corporate Brand Style Guide for Council's review.

Relevant Documents

Attachments

Attachment 1 - City of Stirling 2018 Corporate Brand Style Guide ⇩

Available for viewing at meeting

Nil

Background

A brand is a singular representation of everything a company stands for in the marketplace. It identifies who the City is as an organisation and how the City is perceived. The City of Stirling has a high public profile; to maintain and further develop this profile, it is imperative that the images representing the City are visible, clearly recognisable and unambiguous. In order to build and sustain a dynamic brand, consistency is everything. Every decision the City makes, no matter how small, must be considered in terms of its impact on the public perceptions of the brand. Over time, a clear brand identity begins to shape in the mind of customers and the public. At its meeting held 5 July 2016, Council resolved (Council Resolution Number 0716/003) as follows:-

“That Council ENDORSES the City of Stirling 2016 Corporate Brand Style Guide - Version 2 with the following amendments:-

All instructional / directional signs on reserves that can be purchased off the shelf be standard signs without a City logo attached.

That the current Councillor letterhead remain as an option - with/without photo.” Following this resolution, the City of Stirling 2016 Corporate Brand Style Guide - Version 2 was updated and implemented across the City. However, with the development of the City’s new Strategic Community Plan there is an opportunity to review and update the Strategy and Report Documents section of the Style Guide. The Strategy and Report Documents section of the Style Guide is created using the Strategic Community Plan as the ‘parent’ style. Once the style is developed for the Strategic Community Plan, this style is then cascaded to all subsequent and/or informing corporate strategies and reports. In doing so, a visual parent-child relationship is created between the Community Strategic Plan and related documents for the four year life of the Community Strategic Plan. As such, a new style will be developed again in 2022 for the Strategy and Report Documents section of the Style Guide in-line with the development of the next Community Strategic Plan (and so forth).


Item CC2 28

Comment

The proposed design for the Strategy and Report Documents section of the Style Guide can be reviewed within the City of Stirling 2018 Corporate Brand Style Guide (refer to Attachment 1) and is also presented below, along with the current design for the Strategy and Report Documents for ease of reference:-

Current Strategy and Report Documents design

Front cover Back cover

Proposed Strategy and Report Documents design

Front cover Back cover


Item CC2 29

The proposed style provides a visual differentiation from the current ‘checkerboard’ design whilst still enabling a variety of photos to be used on the front and back cover. The ability to select a variety of images for strategies and reports is important as often these documents encompass many topics, audiences, activities, services, goals and objectives of the City. In addition, the contemporary look of the proposed style and the use of bold colours provides excellent contrast, definition and interest for the City’s strategies and reports. The circular concept highlights different areas of the City using a ‘spotlight’ device. The ability to also use block colours within the design instead of all photos, adds versatility.


Nil.


Nil.


Like the current Style Guide, the City of Stirling 2018 Corporate Brand Style Guide will continue to result in cost-savings and resourcing efficiencies to the City of Stirling. The change to the design of the Strategy and Report Documents will not increase the cost of producing these documents.


Theme 3: Engaged Communities Objective 3.1: Inclusive and Harmonious City



ENVIRONMENTAL

Issue Comment

Nil.

SOCIAL

Issue Comment

Community engagement The City of Stirling 2018 Corporate Brand Style Guide will enable the community to more clearly recognise communications from the City of Stirling.


Item CC2 30

ECONOMIC

Issue Comment

Nil.

Conclusion

The Council-endorsed City of Stirling 2016 Corporate Brand Style Guide was developed in line with best practice and enables cost effective reproduction of the City’s logo and crest. The Guide provides employees, marketing officers and designers with the relevant information to ensure that the City’s logo is used in a consistent manner that maximises the image of City as being innovative and progressive. With the development of the City’s new Community Strategic Plan there is an opportunity to update the Strategy and Report Documents section of the Style Guide. The proposed design of the Strategy and Report Documents section of the Style Guide is a contemporary, fresh approach providing versatility to the wide range of documents that form part of this section of the Style Guide.


Item CC2 - Attachment 1 - City of Stirling 2018 Corporate Brand Style Guide 31
























































































Item RL1 75

RECREATION AND LEISURE SERVICES

RL1 ANNUAL GRANT APPLICATION - COMMUNITY SPORTING AND RECREATION FACILITIES FUND

Report Information

Location: Des Penman Memorial Reserve, Nollamara


Reporting Officer: Manager Recreation and Leisure Services

Business Unit: Recreation and Leisure Services

Ward: Balga

Suburb: Nollamara


Definition







Moved Councillor Lagan, seconded Councillor Boothman


1. That Council ENDORSES the Community Sporting and Recreation Facilities Fund application for consideration by the Department of Local Government, Sport and Cultural Industries:-

Project City of Stirling

State Government

(CSRFF)

Australian Government

Total Estimated Project Cost (GST incl.)

Des Penman Memorial Reserve – Sports Pavilion Upgrade

$500,000 $500,000 $700,000 $1,700,000


Item RL1 76

2. That Council APPROVES funding of $500,000 in 2019/2020 for the Des Penman Memorial Reserve central sporting pavilion upgrade subject to receipt of successful grant funding to enable the acceptance of State and Federal grants for the project.

3. That Council DELEGATES authority to the Chief Executive Officer to approve the grant agreements should the Community Sporting and Recreation Facilities Fund (CSRFF) grant application and/or Federal Funding applications be successful.


Recommendation

1. That Council ENDORSES the Community Sporting and Recreation Facilities Fund application for consideration by the Department of Local Government, Sport and Cultural Industries:-

Project City of Stirling

State Government

(CSRFF)

Australian Government

Total Estimated Project Cost (GST incl.)

Des Penman Memorial Reserve – Sports Pavilion Upgrade

$500,000 $500,000 $700,000 $1,700,000

2. That Council APPROVES funding of $500,000 in 2019/2020 for the Des Penman Memorial Reserve central sporting pavilion upgrade subject to receipt of successful grant funding to enable the acceptance of State and Federal grants for the project.

3. That Council DELEGATES authority to the Chief Executive Officer to approve the grant agreements should the Community Sporting and Recreation Facilities Fund (CSRFF) grant application and/or Federal Funding applications be successful.

NB. Absolute Majority Vote Required at Council.

Report Purpose

To seek endorsement of the grant application submission to the Department of Local Government, Sport and Cultural Industries Community Sporting and Recreation Facilities Fund (CSRFF) 2019/2020 annual and forward planning grant round to upgrade the Des Penman Memorial Reserve sports pavilion.


Item RL1 77

Relevant Documents

Attachments

Nil


1. Des Penman Memorial Reserve Community Sporting and Recreation Facilities Fund Application (ECM Doc No: 10193905)

Background

Local government authorities and not-for-profit sport/recreation organisations are eligible to apply for Community Sporting and Recreation Facilities Fund (CSRFF) grants aimed towards increasing participation through the development of basic sustainable infrastructure that are well planned and designed. There is $12 million available for allocation within the 2019/2020 funding round. The maximum grant awarded will be no greater than one-third of the total cost of the project, up to a maximum of $2 million. CSRFF assessment principles and guidelines, as well as the City’s relevant strategic plans and policies, are utilised to assess the need, viability and priority of applications. After consideration by Council, the CSRFF application will be considered by the Department of Local Government, Sport and Cultural Industries. Announcements on application outcomes usually occur in February/March each year.

Comment

One CSRFF grant application is being submitted for Council’s consideration as part of the annual grant round. This application is requesting funding to support the upgrade of the central sporting pavilion (the sporting pavilion) on Des Penman Memorial Reserve, Nollamara. Improved access to sporting clubroom amenities will address changing sporting and participation trends, community needs and will facilitate improved sporting and recreational opportunity for the existing users and the local community. Des Penman Memorial Reserve is located in Nollamara and is one of the City’s major district public open spaces and provides high sporting and recreational value to the local community. The Nollamara community comprises 5.47% of the City of Stirling’s total population, catering for 1,568 residents. It is culturally diverse with 58.3% of residents being born overseas and is one of the most populated suburbs in the City, catering for over 2,961 families. The median age of residents is 32 years and there is a large number of children within the 0 to 14 age group along with people over the age of 65. Residents in Nollamara have a lower than national average median household income and the suburb also has a higher than average unemployment rate.


Item RL1 78

The existing sporting pavilion was constructed in 1984 and has supported local sports at the reserve for over 34 years. The pavilion is home to a number of local sporting clubs including Australian rules football and turf cricket. Australian football and cricket are within the top 10 club sports played by children and adults combined. Australian football remains within the top two club sports currently played by children across the nation. The reserve serves as an important recreational and sporting destination for the surrounding community, and the City has delivered improved recreational amenities in recent years including the provision of a new sports multi-court, outdoor exercise equipment, new path networks and a new playground and picnic area. The existing sporting pavilion is aged and does not meet the current needs of the local sporting community. Upgrades to the pavilion are required and would provide improved sporting and recreational opportunities that support positive community sports and recreational participation. The Des Penman Memorial Reserve Master Plan was adopted in 2012 and provides an overarching vision for the reserve. This vision recognises the need and importance of providing functional public open space for local communities to deliver sustainable sporting and recreational opportunities now and into the future. The Master Plan identified the need for a multi-purpose community pavilion to accommodate football, cricket, tennis, bowling and other sport and recreation clubs, however since the Master Plan was endorsed there have been changes in trends and community needs, which indicate there is a need to focus the scope of this project on the delivery of improving the central reserve sporting pavilion building to improve sporting and recreational opportunity for the existing users and local community. Female participation in sport is increasing, with both cricket and Australian football seeing increases in participation rates; the age and design of the building can no longer support the functional sporting and recreational participation needs. It is proposed to upgrade the existing sporting pavilion to accommodate a shared-use, contemporary pavilion on the existing site. It will accommodate current and anticipated future growth while helping to foster positive growth for not only women’s participation in sport, but for indigenous players and players with a disability. Given the high number of young children, cultural diversity and an aging population, there is a need to support improving community behaviours and opportunities to deliver access to functional, affordable and accessible sporting and recreational choices at Des Penman Memorial Reserve. A CSRFF application for the upgrade of the sporting pavilion has been developed and is considered a high priority given anticipated membership and participation trend increases, the age of the existing asset, and the value provided to the community by this sporting pavilion.


Consultation with the relevant sporting clubs has occurred over the last year. Any consultation with residents surrounding the reserve will be completed as part of the proposed project implementation. There has also been extensive dialogue with state and federal members of parliament who are supportive of seeking state and federal grants to support the project.


Item RL1 79


Nil


$50,000 is currently allocated on the 2018/2019 budget to deliver designs and costings for the project. The City has allocated a preliminary amount of $500,000 in the City's asset renewal program in 2019/2020 to deliver improvements to the sporting pavilion. Approval remains subject to Council's consideration of the 2019/2020 capital works budget. The City believes it would be prudent to submit an application for the project to seek partnership funding to foster improved sporting and participation outcomes for the community. The design will ensure that the operational needs of the club are also considered and support effective ongoing operational cost management. The proposed capital funding model is as follows:-

Proposed Funding Provider

Financial Contribution Requested (GST inc.)

Comments

City of Stirling

City of Stirling $500,000

$50,000 is allocated in 2018/2019 for design.

$500,000 is allocated in the draft asset renewal program for 2019/2020 to deliver the pavilion upgrade.

State Government

Dept. of Local Government, Sport and Cultural Industries

$500,000

Community Sporting and Recreation Facilities Fund (CSRFF) Grant.

One-third funding contribution.

Subject to successful grant allocation.

Federal Government

Community Sport Infrastructure Program

$500,000 One-third funding contribution.


Community Safety – Round Three

$200,000

This funding will support the provision of increased safety and security aspects.


Total Estimated Project Cost

1,700,000


Theme 1: Liveable City and Thriving Neighbourhoods Objective 1.6: Active and Vibrant City


Item RL1 80



ENVIRONMENTAL

Issue Comment

Nil.

SOCIAL

Issue Comment

Health, wellbeing and safety The project will contribute to improving health and well-being through providing infrastructure that supports physical activity by sporting clubs and the local community. Mental health and wellbeing is also a key consideration given design outcomes which will support positive social interactions within the community.

Amenity The project includes the development of a community sporting pavilion which will provide improved amenity such as improved accessible unisex change room facilities, improved event space, enhanced kitchen facilities, and new accessible unisex public toilets.

Equity The project seeks to improve accessibility to the sporting pavilion and to recreational activities through improved accessible unisex change room facilities, improved event space, enhanced kitchen facilities, and new accessible unisex public toilets.

ECONOMIC

Issue Comment

Nil.

Conclusion

The CSRFF application for upgrades to the existing central reserve sports pavilion at Des Penman Memorial Reserve is considered a high priority given anticipated membership and participation trend increases, the age of the existing asset, and the value provided to the community by this sporting pavilion. The assessment of the application by local government is an essential element of the CSRFF application process. Following endorsement by Council, the application will be progressed in accordance with Council’s resolution. The project scope and timeframe will be subject to grant funding outcomes and may be subject to a staging plan.


Item F1 81

FINANCE

F1 SCHEDULE OF ACCOUNTS PAID FOR PERIOD 2 ENDING 31 AUGUST 2018

Report Information



Reporting Officer: Manager Finance

Business Unit: Finance Services




Definition


☐ Executive the substantial direction setting and oversight role of the Council. e.g. adopting plans and reports, accepting tenders, directing operations, setting and amending budgets.

☒ Legislative includes adopting local laws, town planning schemes and policies. It is also when Council reviews decisions made by Officers.





Item F1 82

Moved Councillor Irwin, seconded Councillor Migdale


That the schedule of cheques drawn and payments made for Period 2, 1 August – 31 August 2018 amounting to:-

Municipal Fund $114,249,373.03

Trust Fund 6,138.26

Reserve Fund 546,916.46 _____________

TOTAL $114,802,427.75

be RECEIVED


Recommendation

That the schedule of cheques drawn and payments made for Period 2, 1 August – 31 August 2018 amounting to:-

Municipal Fund $114,249,373.03

Trust Fund 6,138.26

Reserve Fund 546,916.46 _____________

TOTAL $114,802,427.75

be RECEIVED.

Report Purpose

To inform the Council of funds disbursed for the period 1 August to 31 August 2018.


Item F1 83

Relevant Documents

Attachments

Attachment 1 - Schedule of Accounts - August 2018 ⇩

Attachment 2 - Cheque Listing Attachment - August 2018 - (ECM Doc No: 10147358) (previously circulated to Councillors under separate cover)* ⇨


Nil *(Please note the Cheque Listing Attachment can be viewed as a separate document to the Agenda on the City of Stirling website).

Background

Nil.

Comment

The reported schedules are submitted in accordance with Regulation 13(1) of the Local Government (Financial Management) Regulations 1996. Of the, $114m payments from the municipal fund, $91m were related to placements in investments in short term deposits as rates and service charges were settled by ratepayers.


Nil.


Regulation 13 of the Local Government (Financial Management) Regulations 1996 requires that a list of accounts paid by the Chief Executive Officer is to be prepared each month and presented to the Council at the next ordinary meeting of Council after the list is prepared.


Nil.


Nil.

../../RedirectToInvalidFileName.asp?FileName=CR_20180925_ATT_2042_EXCLUDED.PDF#PAGE=4


Item F1 84



ENVIRONMENTAL

Issue Comment

Nil.

SOCIAL

Issue Comment

Nil.

ECONOMIC

Issue Comment

Nil.

Conclusion

The schedule of cheques drawn and payments made during the reporting period be presented.


Item F1 - Attachment 1 - Schedule of Accounts - August 2018 85












Item F2 91

F2 MONTHLY STATEMENT OF FINANCIAL ACTIVITY FOR THE MONTH ENDING 31 AUGUST 2018

Report Information



Reporting Officer: Manager Finance

Business Unit: Finance Services




Definition



☒ Legislative includes adopting local laws, town planning schemes and policies. It is also when Council reviews decisions made by Officers.




Moved Councillor Migdale, seconded Councillor Boothman


That the monthly Statement of Financial Activity and other relevant Financial Reports for the month ending 31 August 2018 be RECEIVED.



Item F2 92

Recommendation

That the monthly Statement of Financial Activity and other relevant Financial Reports for the month ending 31 August 2018 be RECEIVED.

Report Purpose

To apprise Council of the financial position of the City at 31 August 2018 in compliance with the provisions of Section 6.4 of the Local Government Act 1995 and Regulation 34 of the Local Government (Financial Management) Regulations 1996 as amended.

Relevant Documents

Attachments

Attachment 1 - A Statement of Financial Activity in the form of a Rate Setting Statement ⇩

Attachment 2 - A Statement of Comprehensive Income by Programme - City Wide ⇩

Attachment 3 - An Operating Statement by Nature - City Wide ⇩

Attachment 4 - An Operating Statement by Nature - Directorate ⇩

Attachment 5 - A Statement of Financial Position ⇩

Attachment 6 - Current Assets Less Restricted Assets ⇩

Attachment 7 - A Statement of Cash Flows ⇩

Attachment 8 - A Statement of Capital Transactions - Summary ⇩

Attachment 9 - A Statement of Capital Transactions - Detail by Business Unit ⇩

Attachment 10 - An Investment Summary ⇩

Attachment 11 - An Investment Report ⇩

Attachment 12 - A Statement of Financial Performance of City Services ⇩


Nil

Background

The City's Financial Reports are produced in accordance with the Local Government Act 1995 and Local Government (Financial Management) Regulations 1996 as amended. Regulation 34 of the Local Government (Financial Management) Regulations 1996 requires that local governments produce a monthly statement of financial activity and such other supporting information as is considered relevant by the local government. The City of Stirling (City) produces a number of reports to assist in the understanding of its operations and financial position. The City's financial reporting framework provides Council, management and employees with a broad overview of the City Wide financial position. The format for the financial report is in two parts:-


Item F2 93

1. A financial summary comprising a Statement of Financial Activity and an explanation of the composition of net current assets, less committed assets (Attachment 1) and restricted assets plus an explanation of each material variance in accordance with the requirements of Regulation 34.

The financial information presented is mandated and the previous year-end adjustments are yet to be accounted for as the audit is still underway and planned to be completed in September 2018.

2. A package of other relevant financial reports as detailed above (Attachment 2 – 12).

Comment

To comply with the requirements of Regulation 34, a Statement of Financial Activity in the form of a Rate Setting Statement is attached. A summary of this statement follows:- Comments are required for variances that are more than 10% of budget and $50,000. Part 1 Monthly Statement of Financial Activity for period ending 31 August 2018

It should be noted that this statement only includes transactions as they relate to the Municipal Fund and it removes the non-cash items to allow an assessment of the City's dependency on rate levies. A summary of this statement follows:-

YTD Actual $'000

YTD Budget $'000

Full Year Budget $'000

Opening Funds Operating Revenue Operating Expenditure Net Operating Surplus/(Deficit) Operating Activities Excluded Amount Attributed to Operating Activities Investment Activities Grants & Subsidies Equity Share of Investment Proceeds from Disposal of Assets Profit / (Loss) on Disposals Capital Expenditure Amount attributed to Investment Activities Funded From Transferred to/from TPS’s Transferred to/from Accumulated Funds

28,170

46,067

(33,181)

12,886

8,119

21,005

575 -

262 (534)

(3,864)

(3,562)

- (23)

18,974

45,771

(37,227)

8,544

7,604

16,148

200 -

186 16

(6,302)

(5,900)

(10) 10

18,974

89,400

(236,119)

(146,719)

45,110

(101,609)

8,333 2,333 2,328 (476)

(69,163)

(56,645)

(60) 1,990


Item F2 94

YTD Actual $'000

YTD Budget $'000

Full Year Budget $'000

Total Amount Raised from General Rates Closing Funds Net Current Assets at End of Period - Surplus/(Deficit)

136,939

182,529

136,003

165,225

137,351

0

August is traditionally a month with significant variances as most activities are reliant on the budget being approved and the issuance of the Rates Notices (25 August 2018). The Finance department is working closely with the larger business units to improve on phasing of the budget. In addition, it should be noted that the opening funds position is subject to year-end audit adjustments. An explanation of major variances between YTD Actual and YTD Budget for the period ending 31 August 2018 is as follows:- Operating Revenue

1. Other Rates Revenue

This revenue item has a negative variance of 79% of YTD Budget. This can be attributed to the phasing of the instalment interest charges on rates in the budget.

2. Grants & Subsidies

This revenue item has a negative variance of 21% of YTD Budget. This can mainly be attributed to the phasing of funds from the Western Australian Government Department of Heath for HACC Program and the Commonwealth Government Home Support Program as compared to budget, this is deemed to be a timing issue only.

3. Contributions, Reimbursements and Donations

This revenue item has a positive variance of 79% of YTD Budget. This can mainly be attributed to revenue from insurance recovered and utility charges recovered being higher than forecast in budget. 4. Interest

This revenue item has a negative variance of 16% of YTD Budget. This is the result of funds invested in August being lower than forecast in budget. 5. Registration, Licences & Permits

This revenue item has a negative variance of 14% of YTD Budget. This is the result of lower revenue from inspection fees, development application fees and building licences compared to budget.


Item F2 95

Operating Expenditure 6. Employee Costs

This expenditure item has a positive variance of 16% of YTD Budget. This can be attributed to vacant positions yet to be filled contributing to lower salaries and wages than forecast in budget. 7. Material and Contracts Direct MTC of NCA

This expenditure item has a positive variance of 25% of YTD Budget. This is mainly due to lower cost for maintenance for buildings, reserves, roads and drainage than forecast in budget.

8. Material and Contracts Other Works

This expenditure item has a positive variance of 12% of YTD Budget. This is mainly attributed to lower than expected costs in the areas of waste and cleaning charge, computer software and furniture and office equipment expenses than forecast in budget. 9. Insurance

This expenditure item has a negative variance of 57% of YTD Budget. This is mainly due to higher cost of insurance than forecast in budget.

10. Other

This expenditure item has a negative variance of 38% of YTD Budget. This can be attributed to donation to the Red Cross and other local charities and organisations. Non - Operating Activity 11. Profit or Loss on Disposal of Assets and Proceeds from Disposal of Assets

Loss on disposal of assets is mainly the result of the disposal of several waste trucks during August where the price that was received for the disposal of these trucks was very low compared to their book value; this resulted in large losses on these vehicles.

12. Grants & Subsidies

This revenue item has a positive variance of 187% of YTD Budget. This can be attributed to grant funding being received from the Department of Transport which was budgeted to be received in 2017/2018 and capital grant from the Lotteries Commission.

13. Capital Expenditure

See separate report for details on variances in capital expenditure “A Statement of Capital Transactions – Detail by Business Unit”. Regulation 34 also requires an explanation of the composition of the Net Current Assets less committed assets and restricted assets. The following table provides this information: -


Item F2 96

CURRENT ASSETS

Cash and Cash Equivalent

Receivables

Stock on Hand

Total Current Assets

CURRENT LIABILITIES

Payables and Other Provisions

Cash Back Leave Provisions

Total Current Liabilities

$’000

204,299

88,596

310

293,205

(44,412)

(12,631)

(57,043)

NET CURRENT ASSETS 236,162

Less Restricted Assets

(66,264)

Net Current Assets adjusted for Committed and Restricted Assets

Add Cash Backed Leave Provisions

CLOSING FUNDS

169.898

12,631

182,529

Part 2 Other Relevant Financial Reports Other supporting information considered relevant to this financial report is attached. The report comprises:-

A Statement of Financial Activity in the form of a Rate Setting Statement;

A Statement of Comprehensive Income by Programme - City Wide;

An Operating Statement by Nature - City Wide;

An Operating Statement by Nature - by Directorate;

A Statement of Financial Position;

Current Assets less Restricted Assets;

A Statement of Cash Flows;

A Statement of Capital Transactions - Summary;

A Statement of Capital Transactions - Detail by Business Unit;

An Investment Summary;

An Investment Report; and

A Statement of Financial Performance of City Services.


Item F2 97

The following table summarises the City's operations as reported by the Operating Statement by Nature (Attachment 3). These are more traditional accrual-based Operating Statements consolidating all Council operations except Trust Fund transactions. They contain both cash and non-cash (e.g. depreciation) transactions.

YTD

Actual

$'000

YTD

Budget

$'000

Full Year

Budget

$'000

Operating Activity

Revenue

Expenditures

Change in Net Assets

Resulting from Operations

Non-Operating Activity

Total Non-Operating Activity

Net Result

Capital

183,006

(33,181)

149,825

48

149,874

(3,925)

181,774

(37,227)

144,547

216

144,763

(6,302)

221,811

(230,968)

(9,157)

9,956

799

(70,612)


Each month Business Units are issued detailed management reports for their review and a budget control meeting is held with the CEO, Executive Team and Finance to discuss significant variances and status of capital works programs.


Regulation 34 of the Local Government (Financial Management) Regulations 1996 as amended requires all local governments to prepare each month a Statement of Financial Activity reporting on the revenue and expenditure for the month in question. Financial Management Regulation 34 also requires this statement to be accompanied by:- a. An explanation of the composition of the net current assets, less committed assets and

restricted assets. b. An explanation of material variances; and c. Such supporting information that is relevant to the Local Government.


Nil.


Item F2 98


Theme 6: Making It Happen Objective 6.3: Prudent Financial Management



ENVIRONMENTAL

Issue Comment

Nil.

SOCIAL

Issue Comment

Nil.

ECONOMIC

Issue Comment

Nil.

Conclusion

Local Government (Financial Management) Regulation 34 requires local governments to prepare each month a Statement of Financial Activity, reporting on revenue and expenditure for the month in question. This report demonstrates responsible financial management in line with the City’s strategic priorities to ensure that the City remains in a solid financial position.


Item F2 - Attachment 1 - A Statement of Financial Activity in the form of a Rate Setting Statement 99


Item F2 - Attachment 2 - A Statement of Comprehensive Income by Programme - City Wide 100


Item F2 - Attachment 3 - An Operating Statement by Nature - City Wide 101


Item F2 - Attachment 4 - An Operating Statement by Nature - Directorate 102


Item F2 - Attachment 5 - A Statement of Financial Position 103


Item F2 - Attachment 6 - Current Assets Less Restricted Assets 104


Item F2 - Attachment 7 - A Statement of Cash Flows 105


Item F2 - Attachment 8 - A Statement of Capital Transactions - Summary 106


Item F2 - Attachment 9 - A Statement of Capital Transactions - Detail by Business Unit 107


Item F2 - Attachment 9 - A Statement of Capital Transactions - Detail by Business Unit 108


Item F2 - Attachment 10 - An Investment Summary 109






Item F2 - Attachment 11 - An Investment Report 112


Item F2 - Attachment 12 - A Statement of Financial Performance of City Services 113
















Item PRS1 121

PROPERTY SERVICES

PRS1 NEW LEASE TO THE COASTAL RACING PIGEON CLUB INC OVER PORTION OF CROWN RESERVE 29155 BEING LOT 8310, HOUSE NUMBER 33, FERNHURST CRESCENT, BALGA

Report Information

Location: Portion of Crown Reserve 29155 being Lot 8310, House Number 33, Fernhurst Crescent, Balga

Applicant: Coastal Racing Pigeon Club Inc.

Reporting Officer: Director Infrastructure

Business Unit: Property Services

Ward: Balga

Suburb: Balga


Definition








Item PRS1 122

Moved Councillor Boothman, seconded Councillor Migdale


1. That Council APPROVES a new lease over portion of Crown Reserve 29155 being Lot 8310, House Number 33, Fernhurst Crescent, Balga to the Coastal Racing Pigeon Club Inc. with the following essential terms:-

a. An initial term of five years;

b. One further term of five years; and

c. Annual rent at the commencement of the lease be set at $300 plus GST per annum.

2. That AUTHORITY be given to the Mayor and Chief Executive Officer to sign and affix the Common Seal to the necessary documentation to effect the lease


Recommendation

1. That Council APPROVES a new lease over portion of Crown Reserve 29155 being Lot 8310, House Number 33, Fernhurst Crescent, Balga to the Coastal Racing Pigeon Club Inc. with the following essential terms:-

a. An initial term of five years;

b. One further term of five years; and

c. Annual rent at the commencement of the lease be set at $300 plus GST per annum.

2. That AUTHORITY be given to the Mayor and Chief Executive Officer to sign and affix the Common Seal to the necessary documentation to effect the lease

Report Purpose

To seek Council approval to enter in to a new lease with the Coastal Racing Pigeon Club Inc. (club) over portion of Crown Reserve 29155 being Lot 8310, House Number 33, Fernhurst Crescent, Balga (Crown Reserve 29155).


Item PRS1 123

Relevant Documents

Attachments

Attachment 1 - Locality Plan ⇩

Attachment 2 - Aerial Photograph ⇩


Nil

Background

Crown Reserve 29155 is owned by the State of Western Australia and is managed by the City of Stirling under the terms of a management order for the purpose of Public Recreation. The club leases a building on Crown Reserve 29155 comprising of a club room, basketing room and change rooms since 1985 (the premises). The clubs current lease expired in June 2015 and has been holding over as a monthly tenant whilst the City has been undertaking a review of tenancy documentation for sporting and community clubs. The City is now in a position to proceed with entering into a new lease with the club.

Comment

The City has reviewed the new lease requirements which are in line with the City’s standard lease terms and will form part of the agreement:-

Lessee Coastal Racing Pigeon Club Inc.

Lease Purpose Recreation Club and purposes ancillary to the operation of a Racing Pigeon Club.

Annual Commencing Rent $300 plus GST

Initial Term Five years

Further Term Five years

Rent Review In line with Council approved community leasing fees

Outgoings The club is to pay all rates and taxes (if any) and all outgoings including, but not limited to:-

Local or Public Authority Rates including but not limited to the Fire and Emergency Services Levy.

Water rates

Water, Gas and Electricity consumption; Fuel Telephone and Waste Removal;

Building insurance (taken out by the City for the value of the building).

Maintenance The club is to be responsible for maintenance and repair obligations to be in line with the terms of the City’s standard lease agreements.

The above conditions are in line with the current standard lease terms offered to similar community groups. The current annual rent paid by the club for the premises is $300 plus GST, the same as the current proposed rent.


Item PRS1 124


Nil.


A local government may dispose of property, including by way of a lease, in accordance with Section 3.58 of the Local Government Act 1995. Leasing of Crown Land is to be undertaken in accordance with Section 18 of the Land Administration Act 1997.


The City will be responsible for the preparation of the initial lease document which will be undertaken in house at no-charge to the club. The club will be responsible for its owner legal costs as well as any legal costs incurred by the City for any substantial amendments initiated by the club. The City will receive an annual rent from the lease commencing at $300 plus GST.


Theme 3: Engaged Communities Objective 1.6: Active and Vibrant City



ENVIRONMENTAL

Issue Comment

Nil.

SOCIAL

Issue Comment

Community Engagement Granting a new lease to club will secure future tenure for the club and allow its members to continue with the current actives from the premises as well as encourage new members to participate.

ECONOMIC

Issue Comment

Nil.


Item PRS1 125

Conclusion

It is considered appropriate to enter into a new lease agreement with the Coastal Racing Pigeon Club Inc. over portion of Crown Reserve 29155 being Lot 8310, House Number 33, Fernhurst Crescent, Balga as it:-

Will allow the club to continue providing a services to its current and future members; and

Secures tenure for the club to undertake longer term planning.


Item PRS1 - Attachment 1 - Locality Plan 126


Item PRS1 - Attachment 2 - Aerial Photograph 127


Item PRS2 128

PRS2 VARIATION OF LEASE TO JEP AXFORD PTY LTD OVER PORTION OF CROWN RESERVE 52931 BEING LOT 501, HOUSE NUMBER 109, PRINCESS ROAD, BALGA

Report Information

Location: Portion of Crown Reserve 52931 being Lot 501, House Number 109, Princess Road, Balga

Applicant: JEP Axford Ltd trading as Café Karina

Reporting Officer: Director Infrastructure

Business Unit: Property Services

Ward: Balga

Suburb: Balga


Definition








Item PRS2 129



1. That Council APPROVES a Variation of Lease between the City and JEP Axford Pty Ltd over portion of Crown Reserve 52931 being Lot 501, House Number 109, Princess Road, Balga with the following revised terms:-

a. Annual rent to be set at $8,750 plus GST per annum;

b. Rent to be reviewed annually by fixed increase of 2.5%; and

c. Rent review date to commence from 12 March 2020.

2. That AUTHORITY be given to the Mayor and Chief Executive Officer to sign and affix the Common Seal to the necessary documents to affect the variation of lease.


Recommendation

1. That Council APPROVES a Variation of Lease between the City and JEP Axford Pty Ltd over portion of Crown Reserve 52931 being Lot 501, House Number 109, Princess Road, Balga with the following revised terms:-

a. Annual rent to be set at $8,750 plus GST per annum;

b. Rent to be reviewed annually by fixed increase of 2.5%; and

c. Rent review date to commence from 12 March 2020.

2. That AUTHORITY be given to the Mayor and Chief Executive Officer to sign and affix the Common Seal to the necessary documents to affect the variation of lease.

Report Purpose

To seek Council approval to vary the current lease between the City and JEP Axford Pty Ltd trading as Café Karina (Café Karina) over portion of Crown Reserve 52931 being Lot 501, House Number 109, Princess Road, Balga.

Relevant Documents

Attachments

Nil.


Nil.


Item PRS2 130

Background

At its meeting held 6 March 2018, Council resolved (Council Resolution 0318/018) as follows:-

‘That Council APPROVES a new lease of the Leisurepark Balga Café located on portion of Crown Reserve 52931, Lot 501, House Number 109, Princess Road, Balga to JEP Axford Pty Ltd, with the following essential terms:- a. an initial term of five years; b. one further term of five years; and c. rent at the commencement of the lease be set at $21,800 plus GST plus

outgoings.’ The recommendation to Council was based on the offer presented by Café Karina at an annual rent of $21,800 plus GST. The City obtained a market rent valuation for the premises at the time which determined the current annual rent to be $15,000 plus GST. Café Karina entered into a lease agreement in line with the above terms and has been operational for the past five months. The café is located inside the Stirling Leisure Centres - Leisurepark Balga (Leisurepark Balga) overlooking the indoor pool and services customers or spectators of Leisurepark Balga. Café Karina wrote to the City in July 2018 advising that the customer base at Leisurepark Balga was not sufficient to sustain a commercial café during the winter and fringe months. Café Karina informed the City that their ability to meet the financial demands of the current lease would not be achievable long term and have requested that the City review the rent charged taking into consideration the viability of commercial operations during the winter season.

Comment

The City has reviewed the current service provision, commercial limitations, Café Karina’s current financial position and implications on the operation of Leisurepark Balga. On commencement, Café Karina offered a full range of food, beverage and meal options which were made fresh that morning and available for sale during the day. Café Karina has since tailored their service provision to meet the demands of the customer base. Café Karina has made numerous attempts to promote their café at their own cost by:-

distributing flyers to local residents;

offering half price coffee promotions;

diversifying its menu;

installing signage to signal passing traffic; and

reduced operating hours during the winter period. The location of the café does not allow Café Karina to source its own customers and is essentially limited to paying customers of Leisurepark Balga. Additionally, the access to the gym area bypasses the café (further reducing ability to draw in customers).


Item PRS2 131

Patrons are permitted to bring outside food into Leisurepark Balga and Café Karina have acknowledged that the City cannot restrict outside food from being consumed within Leisurepark Balga. Café Karina have advised the City that patrons often bring outside takeaway food (from surrounding fast food restaurants) and are therefore not purchasing comparable items for sale at the café.

As part of the March 2018 negotiations, Café Karina offered a rental above market value ($21,800 plus GST) based on visitation numbers provided by the City. Visitation numbers during the winter period are not sufficient to sustain a commercial business at the current rent.

Café Karina has requested that to make the café sustainable, the City consider adjusting the rent payable to the market value ($15,000 plus GST per annum) payable for the seven months a commercial café is viable. Cafe Karina advised that if the above rent is acceptable they would still operate during the Winter season so a services is still operational at the centre.

The City as part of these discussions with Café Karina generally agrees that a commercial café at Leisurepark Balga is only viable for seven months’ of the year (October – April) excluding the Winter and fringe months, this is due to:-

limitation for Café Karina to source its own customer base;

limited passing customer traffic;

availability of outside food sources; and

demographic of the customer base.

The operation of a café has undeniably improved the amenity at Leisurepark Balga and in the short time that Café Karina has opened has formed a respectable connection with some of the regular customers attending the facility.

Cafe Karina provides a valuable service to patrons visiting the facility and going forward adjusting the rent would be considered appropriate. The below terms will form part of a Variation of Lease between the City and Café Karina:-

Term/Clause Current Lease Proposed Variation of Lease Annual Rent $21,800 plus GST $8,750 plus GST payable in equal monthly

instalments.

Being:- An initial reduction in rent to the market rental valuation for the premises of $15,000 plus GST. And subsequently reduced by the equivalent of five months’ rent (or $6,250 plus GST (during which the business is not considered commercially viable). i.e. Market Rent $15,000 Less further five months’ rent reduction $ 6,250 New Annual Rent (ex GST) $ 8,750

Rent Review Annually by 3% fixed

increase Annually by 2.5% fixed increase

Rent Review Dates

12 March 2019 and annually thereafter

12 12 March 2020 and annually thereafter


Item PRS2 132

The above proposed variation to the current lease terms are considered suitable for a commercial café with limited access to external customers in the locality.


Nil.


A local government may dispose of property, including by way of a lease, in accordance with Section 3.58 of the Local Government Act 1995. The City and its lease are required to comply with the provisions of the Commercial Tenancy (Retail Shops) Agreements Act 1985 as the proposed business meets the definitions of a Retail Tenancy under this Act. Leasing of Crown Land is to be undertaken in accordance with Section 18 of the Land Administration Act 1997.


Café Karina will be responsible for payment of the legal costs incurred by the City in preparing the variation of lease documents which is estimated at $1,500. Entering into a Variation of Lease with Café Karina will reduce the expected revenue generated from the lease of the café at Leisurepark Balga by $13,050.


Theme 1: Liveable City and Thriving Neighbourhoods Objective 1.6: Active and Vibrant City



ENVIRONMENTAL

Issue Comment

Nil.

SOCIAL

Issue Comment

Nil.


Item PRS2 133

ECONOMIC

Issue Comment

Job creation The variation of lease will allow Café Karina to continue providing a service to the hospitality industry and create jobs opportunities.

Conclusion

Following negotiation it is considered appropriate to enter into a Variation of Lease with JEP Axford Pty Ltd (Café Karina) over portion of Crown Reserve 52931 being Lot 501, House Number 109, Princess Road, Balga which will have the following benefits:-

Provides additional amenity at Leisurepark Balga;

Realigns the rent charged taking into consideration limited customer access and seasonal limitations.


Item GS1 134

At the request of Committee, the Presiding Member deferred Item TE1 - Tender for the Refurbishment Work at Herb Graham Community Centre Mirrabooka for consideration under Item 9 - Matters Behind Closed Doors. GOVERNANCE AND STRATEGY

Councillor Mark Irwin left the meeting at 7.59pm prior to consideration of Item GS1 and returned to the meeting at 8.01pm. Councillor Suzanne Migdale left the meeting at 8.00pm prior to consideration of Item GS1.

GS1 SETTING OF ORDINARY COUNCIL AND COMMITTEE MEETING DATES, TIMES AND PLACES FOR 2019

Report Information



Reporting Officer: Acting Manager Governance

Business Unit: Governance




Definition








Item GS1 135

Moved Councillor Lagan, seconded Councillor Boothman


That Council ENDORSES the Council and Committee meeting dates, times and places proposed for 2019 as detailed within this report and its attachment, with the following amendment:-

a. That the start time of the Council meeting to be held 3 December 2019 be changed from '4.00pm' to '5.00pm'.

The motion was put and declared CARRIED (6/0). For: Councillors Boothman, Guilfoyle, Irwin, Lagan, Re and Spagnolo. Against: Nil.

Recommendation

That Council ENDORSES the Council and Committee meeting dates, times and places proposed for 2019 as detailed within this report and its attachment.

Report Purpose

To allow Council to review the Council and Committee meeting dates, times and places for the 2019 calendar year.

Relevant Documents

Attachments

Attachment 1 - Proposed Council and Committee Meeting Dates for 2019 ⇩


Nil

Background

The Local Government Act 1995 requires a local government, at least once a year, to give local public notice of the dates, times and places at which meetings of Committee and Ordinary Meetings of Council (which are required to be open to the public) are held within the next 12 months. All Committee and Council meetings are held at the City of Stirling Administration Building at 25 Cedric Street, Stirling. Council meetings are held in the Council Chambers and Committee meetings are held in the Parmelia Room.

Comment

It is proposed that all Committee and Council meetings for the 2019 calendar year continue to be held in the Parmelia Room and the Council Chambers respectively.


Item GS1 136

Following on from previous years, City officers have proposed a recess from 8 July 2019 to 21 July 2019. The meeting times of Committee and Council meetings will remain the same, with Committee meetings commencing at 6.00pm and Council meetings commencing at 7.00pm (with the exception of the 3 December 2019 Council meeting, which is to commence at 4.00pm). In 2019, Anzac Day falls the week after Easter and as such, no meetings have been scheduled for Tuesday 23 April 2019 or Tuesday 30 April 2019. The Audit Committee meets on a quarterly basis in February, May, August and November on a Monday evening at 6.00pm in the Parmelia Room. The Chief Executive Officer's Performance Review Committee meets in the Parmelia Room during the last week of May and August at 5.30pm, prior to the scheduled Council meetings. The Electors' General Meeting will be held at 6.00pm on Monday 18 November 2019 (the third Monday in November).


In accordance with Regulation 12 of the Local Government (Administration) Regulations 1996, an advertisement will be placed in the following local community newspapers: Eastern Reporter, Guardian Express and Stirling Times by December 2018. In addition, this advertisement will be placed on the City's website and on all notice boards in the City's Administration Centre, Recreation Centres and Libraries by December 2018.


Section 5.25(1)(g) of the Local Government Act 1995 provides for the giving of public notices of the date and agenda for Council or Committee meetings. Regulation 12(1) of the Local Government (Administration) Regulations 1996 provides:-

"(1) At least once each year a local government is to give local public notice of the dates on which and the time and place at which -

(a) the ordinary council meetings; and (b) the committee meetings that are required under the Act to be open to

members of the public or that are proposed to be open to the members of the public,

are to be held in the next 12 months."


The cost of advertising the meeting dates, times and places for 2019 in the local community newspapers would be approximately $4,500. This cost has been budgeted for in the Governance cost centre (A0275).


Item GS1 137


Theme 3: Engaged Communities Objective 3.3: Two Way Dialogue



ENVIRONMENTAL

Issue Comment

Nil.

SOCIAL

Issue Comment

Community engagement To provide an open and transparent Council decision-making process which enables members of the public to attend and make deputations or ask questions of Council.

ECONOMIC

Issue Comment

Nil.

Conclusion

In accordance with Section 5.25(1)(g) of the Local Government Act 1995 and Regulation 12 of the Local Government (Administration) Regulations 1996, Council is required to endorse the proposed meeting dates and give local public notice of the purpose, date and time of Committee and Council meetings to be held over the following 12 month period.


Item GS1 - Attachment 1 - Proposed Council and Committee Meeting Dates for 2019 138
























Item A2 150

ADMINISTRATION

Councillor Suzanne Migdale returned to the meeting at 8.07pm during consideration of Item A2.

Councillor Adam Spagnolo left the meeting at 8.09pm during consideration of Item A2.

A2 MONTHLY PETITION STATUS REPORT UPDATE

Report Information



Reporting Officer: Acting Manager Governance

Business Unit: Governance




Definition





☒ Information Purposes


Moved Councillor Re, seconded Councillor Boothman


That Council NOTES the Petition Status Report Update for the month of September 2018.

The motion was put and declared CARRIED (6/0).

For: Councillors Boothman, Guilfoyle, Irwin, Lagan, Migdale and Re. Against: Nil.


Item A2 151

Recommendation

That Council NOTES the Petition Status Report Update for the month of September 2018.

Report Purpose

To provide Council with an update on petitions for the month of September 2018.

Relevant Documents

Attachments

Attachment 1 - Petition Status Report - September 2018 ⇩


Nil

Background

At its meeting held 21 August 2018, Council resolved (Council Resolution Number 0818/047) in part as follows:-

"1. That Council RECEIVES a report submitted monthly to the Community and Resources Committee, with the following information to allow the public to see how their submitted petitions are to be tracked and the outcomes therein. The report tabled to show:-

Name and preamble of Petition;

Date petition submitted to Council/City of Stirling;

Action - if referred to a committee/workshop etc. if so date outcome - of petition (if Council resolution was required etc.); and

Date of completion of addressing the petition details."

Comment

As per the above Council Resolution, Attachment 1 contains all outstanding petitions as at 25 September 2018.

The Petition Status Report is available on the Councillors' Portal; it was implemented in February 2011, contains the full list of petitions raised since then, and has been updated regularly with details of the City's progress and outcomes.

By including the Petition Status Report Update within the Community and Resources Committee Agenda it allows members of public to view the details on the City's progress in dealing with outstanding petitions.

At its meeting held 21 August 2018, Council resolved (Council Resolution Number 0818/047) in part as follows:-

"2. This action is to be REVIEWED at the February 2019 meeting of Council, along with the report on the evaluation and uptake of the e-petition module."

As part of the ePetition module launched on Wednesday 19 September 2018 on the City's website, the Petition Status Report Update will be available to view electronically via the City's website (after further development of the module) so that members of the public will have access at all times.


Item A2 152


Nil.


Nil.


Nil.


Theme 3: Engaged Communities Objective 6.1: Customer Focus



ENVIRONMENTAL

Issue Comment

Nil.

SOCIAL

Issue Comment

Community engagement The status of outstanding petitions in the agenda keeps constituents informed on a monthly basis.

ECONOMIC

Issue Comment

Nil.

Conclusion

To provide Council with a monthly update on outstanding petitions (in addition to the Councillors' Portal updates). The Petition Status Report Update within the Community and Resources Committee Agenda allows members of the public to view outstanding petitions monthly. Councillors are also able utilise the Councillors' Portal to obtain updates when liaising with constituents in relation to any petition.


Item A2 - Attachment 1 - Petition Status Report - September 2018 153
























165

9. MATTERS BEHIND CLOSED DOORS

Moved Councillor Re, seconded Councillor Migdale

That Item TE1 - Tender for the Refurbishment Work at Herb Graham Community Centre Mirrabooka and Item 9.1 - Inglewood Bowling and Sports Club be CONSIDERED Behind Closed Doors in accordance with Section 5.23(2)(c)(e(iii)) of the Local Government Act 1995 , which permits the meeting to be closed to the public for business relating to the following:-

(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

(e(iii)) information about the business, professional, commercial or financial affairs of a person.

The motion was put and declared CARRIED (6/0). For: Councillors Boothman, Guilfoyle, Irwin, Lagan, Migdale and Re. Against: Nil.

At 8.10pm the meeting was closed to the public and all employees who were not required left the meeting for consideration of Item TE1.


Item CC1 166

TENDERS

Councillor Adam Spagnolo returned to the meeting at 8.13pm during consideration of Item TE1.

TE1 TENDER FOR THE REFURBISHMENT WORK AT HERB GRAHAM COMMUNITY CENTRE MIRRABOOKA

Report Information

Location: Herb Graham Recreation Centre


Reporting Officer: Manager Facilities Projects and Assets

Business Unit: Facilities, Projects and Assets

Ward: Balga

Suburb: Mirrabooka


Definition









That the Tender from Geared Construction Pty Ltd for the provision of Refurbishment Work at Herb Graham Recreation Community Centre Mirrabooka be ACCEPTED at the fixed price lump sum of $1,167,233.15 (excluding GST).

The motion was put and declared CARRIED (5/2).

For: Councillors Boothman, Guilfoyle, Irwin, Migdale and Spagnolo. Against: Councillors Lagan and Re.


Item CC1 167

Recommendation

That the Tender from Geared Construction Pty Ltd for the provision of Refurbishment Work at Herb Graham Recreation Community Centre Mirrabooka be ACCEPTED at the fixed price lump sum of $1,167,233.15 (excluding GST).

Report Purpose

To report on the results from public Invitation for Tender (IFT) and the evaluation of tenders, in accordance with Regulation 18 of the Local Government (Functions and General) Regulations 1996.

Relevant Documents

Attachments

Attachment 1 - Weighted Scores ⇩

Attachment 2 - Schedule of Tenders Received (previously circulated to Councillors under confidential separate cover)


Nil

Background

The inception of the Herb Graham Refurbishment Project in 2017 was intended to improve the condition of the facilities and meet the community expectations of the multicultural centre. The primary brief was to improve the aesthetics of the sports courts, entrance and mezzanine, and to expand the use of the areas to become multi-purpose. The courts are currently used for public, local and state government events such as concerts, market stalls, religious and multicultural events, citizenship ceremonies and local member public speaking. As part of the 2017 Labour Party State Election Campaign, Mirrabooka State Member Janine Freeman MLA offered the City an election funding commitment of $400,000 to support the refurbishment of the minor and main stadiums at Herb Graham on the condition that the City would match the funding amount. In October 2017, the commitment was accepted by the City and designs to provide sport impact, acoustic and fire rated cladded panels to the sports stadiums were included to meet the needs and use of the multi-purpose centre. The project also details the provision of a lift from the major stadium to the mezzanine floor to comply with the National Construction Code and Disability (Access to Premises – Buildings) Standards.


Item CC1 168

Tender Details

IFT Number 19.009.S.IFT

IFT Title Refurbishment Work at Herb Graham Community Centre Mirrabooka

Recommended Tenderer(s) Geared Construction Pty Ltd

Expenditure under this Contract is not capped or fixed. The estimated Contract award value is based on estimated expenditure at this time but may vary depending on budget availability.

Contract Term Initial: 32 weeks.

Extension Options: Nil.

Defects Liability Period: 52 weeks from the completion date of each separable portion.

Tendered Rates/Cost Provided in Attachment A to this report (confidential) Advertising: Wednesday 15 August 2018 The West Australian

Tender Deadline: Wednesday 5 September 2018 1.00pm

Tender Opening: Wednesday 5 September 2018 3.00pm

Tender Submissions

Six tenders were received, including alternative and non-conforming Tenders:-

AE Hoskins and Sons;

Byte Construct Pty Ltd;

FDC Construction and Fitout (WA) Pty Ltd;

Geared Construction Pty Ltd;

LKS Constructions (WA) Pty Ltd; and

Molivi Construction Pty Ltd. Contract

Commencement Date of New Contract: October 2018

Reason for gap between Contracts: Nil.

Completion Date of New Contract: May 2020

Estimated Value of New Contract: $1,167,233.15 (excluding GST)

Price Basis of New Contract: Fixed Price Lump Sum Tender Evaluation Panel

The tender evaluation panel comprised of four members, including a Business Unit Manager (Chairperson) and Officer(s). Process and probity advice during evaluation was provided by a City Procurement Officer. Evaluation of Tenders

The objective of the evaluation panel is to recommend a suitably qualified and experienced Contractor or Contractors to satisfy the requirement of the above mentioned IFT.


Item CC1 169

Based on evaluation of the received submissions and subsequent compliance assessments, the Evaluation Panel recommend that the Respondent(s) recommended in this report be accepted at the estimated Contract value and Contract term provided, from the anticipated commencement date. Evaluation Justification

Upon considering the results generated from the selection criteria matrix and value for money application displayed in the consensus meeting, the submission by Geared Construction Pty Ltd is recommended, as this will provide the City of Stirling with the best outcome and value for money.

Comment

All members of the evaluation panel have made a conflict of interest declaration in writing confirming that they have no relationships with any of the tenderers. It is confirmed that the following checks have been undertaken:-

Has the recommended Tenderer(s) undergone Reference Checks successfully?

YES

Has the recommended Tenderer(s) undergone Probity assessment and been deemed compliant?

YES

Has the recommended Tenderer(s) undergone Financial Viability assessment and been deemed acceptable?

YES

Has the recommended Tenderer(s) undergone an Occupational Safety and Health assessment and been deemed acceptable?

YES

Was a Conflict of Interest declared? If yes, please specify how it was managed

YES

Tenderer has made the following statement:-

Although not directly involved with the Invitation for Tender process, Geared Construction would like to disclose a personal relationship (spouse) between the Operational Director (Geared Construction Director) and the City of Stirling's Facilities Project and Assets Business Support Officer. The Managing Director (Geared Construction Director) was also employed by the City of Stirling between September 2013 and December 2014. Geared Construction does not believe this to be a conflict of interest; however Geared Construction believes it to be in the best interests of all parties for this information to be disclosed.


In accordance with Section 1.8 of the Local Government Act 1995 and Regulation 14(1) of the Local Government (Functions and General) Regulations 1996 the Tender was advertised in a state wide publication. A link to the Tender documents was also made available via the City’s website.


Item CC1 170


The Tender has been conducted in accordance with Part 4 of the Local Government (Functions and General) Regulations 1996.


Account Number: G0879 – INT0024

Budget Item: Herb Graham Regional RC – Stadium Upgrade

Budget Amount: $1,347,302 (excluding GST)

Amount Spent to Date: $23,784 (excluding GST)

Proposed Cost: $1,167,233.15 (excluding GST)

Balance: $156,284.85 (excluding GST) All figures quoted in this report are exclusive of GST.


Theme 3: Engaged Communities

Objective 1.6: Active and Vibrant City



ENVIRONMENTAL

Issue Comment

Energy consumption The project includes LED lighting, thermal insulation and passive ventilation improvements.

SOCIAL

Issue Comment

Amenity The refurbishment will improve asset condition and appearance to meet community expectations, in line with the Multicultural Centre recently constructed.

Equity The proposal meets multicultural needs by providing a space that allows for a wider range of cultural events over and above single use sports courts. The area also includes the provision of a lift to enable equal access to the mezzanine floor area.


Item CC1 171

ECONOMIC

Issue Comment

Nil.

Conclusion

The Evaluation Panel recommends that the contract for the Refurbishment Work at Herb Graham Community Centre Mirrabooka be awarded to Geared Construction Pty Ltd at the rates listed in Attachment A at a total fixed price lump sum contract cost of $1,167,233.15 (excluding GST).


Item TE1 - Attachment 1 - Weighted Scores 172


Item 9.1 173 CONFIDENTIAL

9.1 INGLEWOOD BOWLING AND SPORTS CLUB

Confidentiality

This report is CONFIDENTIAL in accordance with Section 5.23(2)(e(iii)) of the Local Government Act 1995 , which permits the meeting to be closed to the public for business relating to the following:-

(e) a matter that if disclosed, would reveal - (iii) information about the business, professional, commercial or financial

affairs of a person

Report Information

Location: Inglewood Oval, Mount Lawley


Reporting Officer: Manager Recreation and Leisure Services

Business Unit: Recreation and Leisure Services

Ward: Lawley

Suburb: Mount Lawley


Definition

☐ Advocacy when Council advocates on its own behalf or on behalf of its community

to another level of government/body/agency.

☒ Executive the substantial direction setting and oversight role of the Council. e.g.

adopting plans and reports, accepting tenders, directing operations,

setting and amending budgets.

☐ Legislative includes adopting local laws, town planning schemes and policies. It is

also when Council reviews decisions made by Officers.

☐ Quasi-Judicial when Council determines an application/matter that directly affects a

person’s right and interests. The judicial character arises from the

obligation to abide by the principles of natural justice. Examples of

Quasi-Judicial authority include town planning applications, building

licences, applications for other permits/licences (e.g. under Health Act,

Dog Act or Local Laws) and other decisions that may be appealable to

the State Administrative Tribunal.

☐ Information

Purposes

includes items provided to Council for information purposes only, that do

not require a decision of Council (i.e. - for 'noting').



Moved Councillor Lagan, seconded Councillor Migdale 1. That Council RECEIVES the outcomes of the City of Stirling's Bowls Review.

2. That Council APPROVES a new lease over portion of Crown Reserve 26132 being Lot 7366, House Number 1, Stancliffe Street, Mount Lawley to Inglewood Bowling and Sports Club Inc. with the following essential terms:-

a. An initial term of three years;

b. A further term be reviewed prior to the expiration of the initial term;

c. Annual rent at the commencement of the lease be set at $1,000 plus GST per annum; and

d. Rent to be reviewed annually on the anniversary of the commencement date by CPI.

3. That AUTHORITY be given to the Mayor and Chief Executive Officer to sign and affix the Common Seal to the necessary documentation to effect the lease.

4. That Council NOTES that maintenance and repair obligations will be in line with the terms of the City’s standard lease agreement.

5. That Council NOTES that the provision of shade sails will be subject to the Club obtaining relevant external grants (e.g. CSRFF) with assistance from the City and subsequent budget submission for the 2019/2020 financial year.

Moved Councillor Migdale, seconded Councillor Re That the meeting be EXTENDED by one hour. The motion was put and declared CARRIED (7/0). For: Councillors Boothman, Guilfoyle, Irwin, Lagan, Migdale, Re and Spagnolo. Against: Nil. At 9.00pm during Item 9.1, the meeting was extended. Discussion ensued. Procedural Motion Moved Councillor Boothman, seconded Councillor Spagnolo That the motion be PUT in accordance with Clause 10.8 of the City of Stirling Meeting Procedures Local Law 2009. The motion was put and declared CARRIED (4/3). For: Councillors Boothman, Lagan, Migdale and Spagnolo. Against: Councillors Guilfoyle, Irwin and Re.





1. That Council RECEIVES the outcomes of the City of Stirling's Bowls Review.

2. That Council APPROVES a new lease over portion of Crown Reserve 26132 being Lot 7366, House Number 1, Stancliffe Street, Mount Lawley to Inglewood Bowling and Sports Club Inc. with the following essential terms:-

a. An initial term of three years;

b. A further term be reviewed prior to the expiration of the initial term;

c. Annual rent at the commencement of the lease be set at $1,000 plus GST per annum; and

d. Rent to be reviewed annually on the anniversary of the commencement date by CPI.

3. That AUTHORITY be given to the Mayor and Chief Executive Officer to sign and affix the Common Seal to the necessary documentation to effect the lease.

4. That Council NOTES that maintenance and repair obligations will be in line with the terms of the City’s standard lease agreement.

5. That Council NOTES that the provision of shade sails will be subject to the Club obtaining relevant external grants (e.g. CSRFF) with assistance from the City and subsequent budget submission for the 2019/2020 financial year.

The motion was put and declared CARRIED (6/1). For: Councillors Boothman, Irwin, Lagan, Migdale, Re and Spagnolo. Against: Councillor Guilfoyle.

25 SEPTEMBER 2018

176

Moved Councillor Boothman, seconded Councillor Re

That the Meeting be REOPENED to the public. The motion was put and declared CARRIED (7/0). For: Councillors Boothman, Guilfoyle, Irwin, Lagan, Migdale, Re and Spagnolo. Against: Nil.

At 9.13pm the meeting was reopened to the public. As no members of the public returned to the meeting, the resolutions passed behind closed doors were not read out by the Presiding Member.

10. CLOSURE

The Presiding Member declared the meeting closed at 9.14pm. These minutes were confirmed as a true and correct record of proceedings on:- ………/…………/ 2018 SIGNED:- Councillor Name: …………………………………….. _____________________________

PRESIDING MEMBER