NOTICE OF MEETING...NOTICE OF MEETING Dear Councillor, The next Ordinary Meeting of Council will be held in the Council Chamber at 6.30pm on Tuesday, 10 November 2020. The attached

30 October 2020

NOTICE OF MEETING

Dear Councillor,

The next Ordinary Meeting of Council will be held in the Council Chamber at 6.30pm on Tuesday, 10 November 2020. The attached agenda is presented for your consideration. Yours sincerely Jonathan Throssell CHIEF EXECUTIVE OFFICER PLEASE NOTE: There is limited capacity for members of the public to attend this meeting due to the COVID-19 public health emergency. Physical distancing restrictions will apply. Restricted viewing will be available from the Civic Area adjacent to the Council Chamber. The Civic Area is restricted to a maximum number of 48 members of the public.

Public Question Time and Deputations will be able to be made to Council from the Civic Area.

10.11.2020 COUNCIL MEETING AGENDA

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AGENDA

ORDINARY COUNCIL MEETING

10 NOVEMBER 2020

ATTENTION/DISCLAIMER

The purpose of this Council Meeting is to discuss and, where possible, make resolutions about items appearing on the agenda. Whilst Council has the power to resolve such items and may in fact appear to have done so at the meeting, no person should rely on or act on the basis of such decision or on any advice or information provided by an Elected Member or employee, or on the content of any discussion occurring during the course of the Meeting. Persons should be aware that regulation 10 of the Local Government (Administration) Regulations 1996 establishes procedures to revoke or change a Council decision. No person should rely on the decisions made by Council until formal written advice of the Council decision is received by that person. The Shire of Mundaring expressly disclaims liability for any loss or damage suffered by any person as a result of relying on or acting on the basis of any resolution of Council, or any advice or information provided by an Elected Member or employee, or the content of any discussion occurring during the course of the Council Meeting.


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CONTENTS

1.0 OPENING PROCEDURES 4

1.1 RECORD OF ATTENDANCE 4

2.0 ANNOUNCEMENTS BY PRESIDING MEMBER WITHOUT DISCUSSION 4

3.0 DECLARATION OF INTEREST 4

3.1 DECLARATION OF FINANCIAL INTEREST AND PROXIMITY INTERESTS 4

3.2 DECLARATION OF INTEREST AFFECTING IMPARTIALITY 5

4.0 RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE 5

5.0 PUBLIC QUESTION TIME 5

6.0 APPLICATIONS FOR LEAVE OF ABSENCE 5

7.0 CONFIRMATION OF MINUTES OF PREVIOUS MEETINGS 5

8.0 PRESENTATIONS 5

8.1 DEPUTATIONS 5

8.2 PETITIONS 6

8.3 PRESENTATIONS 6

9.0 REPORTS OF COMMITTEES 7

9.1 REPORTS OF BUSH FIRE ADVISORY COMMITTEE 28 OCTOBER 2020 7

10.0 REPORTS OF EMPLOYEES 10

10.1 REPEAL POLICY OR-08 - AUDIO RECORDING OF COUNCIL MEETINGS 10

10.2 RECOVER TOGETHER RELIEF & RECOVERY FUND - RESILIENCE GRANT

APPLICATION - PARKERVILLE COMMUNITY CARE 14

10.3 ANNUAL REVIEW OF LOBBYING AND ADVOCACY PRIORITIES 2020/2021 26

10.4 CORPORATE BUSINESS PROJECT REPORT - 1 JULY - 30 SEPTEMBER 2020 37

10.5 STATEMENT OF FINANCIAL ACTIVITY FOR PERIOD ENDED 30 SEPTEMBER

2020 43

10.6 LIST OF PAYMENTS MADE DURING SEPTEMBER 2020 59

11.0 ELECTED MEMBERS MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN 96

12.0 URGENT BUSINESS (LATE REPORTS) 96

13.0 CONFIDENTIAL REPORTS 96

14.0 CLOSING PROCEDURES 96

14.1 DATE, TIME AND PLACE OF THE NEXT MEETING 96

14.2 CLOSURE OF THE MEETING 96


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ORDINARY COUNCIL MEETING COUNCIL CHAMBER – 6.30 PM

1.0 OPENING PROCEDURES

Acknowledgement of Country

Shire of Mundaring respectfully acknowledges the Whadjuk people of the Noongar Nation, who are the traditional custodians of this land. We acknowledge Elders past, present and emerging and respect their continuing culture and the contribution they make to the region.

Recording of Meeting

Members of Council and members of the gallery are advised that this meeting will be livestreamed and audio-recorded.

1.1 Record of Attendance

Elected Members

Staff Apologies Leave of Nil Absence Absent Guests Nil Members of the Press

2.0 ANNOUNCEMENTS BY PRESIDING MEMBER WITHOUT DISCUSSION

3.0 DECLARATION OF INTEREST

3.1 Declaration of Financial Interest and Proximity Interests

Elected Members must disclose the nature of their interest in matters to be discussed at the meeting (Part 5 Division 6 of the Local Government Act 1995). Employees must disclose the nature of their interest in reports or advice when giving the report or advice to the meeting (Sections 5.70 and 5.71 of the Local Government Act 1995).


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3.2 Declaration of Interest Affecting Impartiality

An Elected Member or an employee who has an interest in a matter to be discussed at the meeting must disclose that interest (Shire of Mundaring Code of Conduct, Local Government (Admin) Reg. 34C).

4.0 RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE

Nil

5.0 PUBLIC QUESTION TIME

15 minutes (with a possible extension of two extra 15 minute periods) are set aside at the beginning of each Council meeting to allow members of the public to ask questions of Council.

Public Question Time is to be conducted in accordance with Shire of Mundaring Meeting Procedures Local Law 2015.

6.0 APPLICATIONS FOR LEAVE OF ABSENCE

7.0 CONFIRMATION OF MINUTES OF PREVIOUS MEETINGS

RECOMMENDATION

That:

1. the Minutes of the Ordinary Council Meeting held 13 October 2020 be confirmed; and

2. the Minutes of the Special Council Meeting held 27 October 2020 be confirmed.

8.0 PRESENTATIONS

8.1 Deputations

(1) Members of the public may, during the deputations segment of the order of business and with the consent of the Presiding Member, make a public statement on any matter that appears on the agenda for that meeting provided that – a) the deputation is limited to a maximum of 3 minutes, unless otherwise

determined by the Presiding member; b) the deputation is not offensive or defamatory in nature, providing that the

Presiding Member has taken all reasonable steps to assist the member of the public to phrase the statement in a manner that is not offensive or defamatory; and

c) no discussion or questions relating to the deputation are permitted, unless otherwise determined by the Presiding Member.

(2) Fifteen minutes is to be allocated for deputations. (3) Once all statements have been made, nothing prevents the unused part of the

deputation time period from being used for other matters. (4) If the 15 minute period set aside for deputations is reached, Council may resolve by

resolution that statement time be extended for no more than two 15 minute extensions.


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8.2 Petitions

(1) A petition is to – a) be addressed to the President; b) be made by electors of the district; c) state the request on each page of the petition; d) contain the legible names, addresses and signatures of the electors making the

request; e) contain a summary of the reasons for the request; f) state the name of the person to whom, and an address at which, notice to the

petitioners can be given; and g) not contain offensive or insulting language.

(2) On the presentation of a petition – a) the member presenting it or the CEO is confined to reading the petition; and b) the only motion that is in order is that the petition be received and that it be

referred to the CEO for action.

(3) At any meeting, the Council is not to vote on any matter that is the subject of a petition presented to that meeting, unless – a) The matter is the subject of a report included in the agenda; and b) The Council has considered the issues raised in the petition.

8.3 Presentations

Nil


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9.0 REPORTS OF COMMITTEES

9.1 Reports of Bush Fire Advisory Committee 28 October 2020

Please note: The ‘ATTACHMENTS’ referred to in the following Committee report refers to the unconfirmed minutes of the Bush Fire Advisory Committee meeting and not the Council meeting. (see BFAC Minutes).

Amended Terms of Reference - Bush Fire Advisory Committee

File Code GV.MTG 6.5

Author Adrian Dyson, Manager Community Safety and Emergency Management

Senior Employee Mark Luzi, Director Statutory Services

Disclosure of Any Interest

Nil

Attachments 1. Proposed BFAC ToR

2. Adopted BFAC ToR Dec 17

SUMMARY

An amendment to theTerms of Reference (ToR) for the Bush Fire Advisory Committee (BFAC) primarily to reduce the number of meetings from 6 per year to 4 per year was discussed in Corporate Discussion following the 26 February 2020 meeting proper of BFAC.

This report recommends that BFAC endorses the attached (Attachment 1) amended ToR and recommends that Council adopt same.

BACKGROUND

BFAC is establsihed in accoradnce with the provisions of the Bush Fires Act 1954 (the BF Act) and was first established within the Shire of Mundaring in May 1963.

The current BFAC ToR was endorsed by BFAC on 4 October 2017 and adopted by Council on 12 December 2017, a copy of same is attached. (Attachment 2).

The number of BFAC meetings per year has been 6 since the iteration of BFAC ToR that were adopted in May 2007.

STATUTORY / LEGAL IMPLICATIONS

Bush Fires Act 1954:

67.Advisory Committees

(1) A local government may at any time appoint such persons as it thinks fit as a bush fire advisory committee for the purpose of advising the local government regarding all matters relating to the preventing, controlling and extinguishing of bush fires, the planning of the layout of fire breaks in its district, prosecutions for breaches of this Act, the formation of bush fire brigades and the grouping thereof under group brigade officers, the ensuring of co-operation and


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co-ordination of brigades in their efforts and activities, and any other matter relating to bush fire control whether of the same kind as, or a different kind from, those specified in this subsection

(2) A committee appointed under this section shall include a member of the council of the local government nominated by it for that purpose as a member of the committee, and the committee shall elect one of their member to be chairman thereof.

(3) In respect to a committee so appointed, the local government shall fix the quorum for the transaction of business at meetings of the committee and may-

a) make rules for the guidance; and

b) accept the resignation in writing of, or remove, any member of the committee; and

c) where for any reason a vacancy occurs in the office of a member of the committee, appoint a person to fill that vacancy

(4) A committee appointed under this section –

a) may from time to time meet and adjourn as the committee thinks fit;

b) shall not transact business at a meeting unless the quorum fixed by the local government is present;

c) is answerable to the local government and shall, as and when required by the local government, report fully on its activities.

POLICY IMPLICATIONS

Nil

FINANCIAL IMPLICATIONS

Nil

STRATEGIC IMPLICATIONS

Mundaring Strategic Community Plan 2020 - 2030

Priority 1 - Community

Objective 1.1 – Healthy, safe, sustainable and resilient community

Strategy 1.1.7 – Provide emergency management planning, disaster management and disaster recovery, and associated community liaison and education

SUSTAINABILITY IMPLICATIONS

Nil


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RISK IMPLICATIONS

Risk: A reputation risk exists within the Shire’s Volunteer Bush Fire Service if brigade officers are required or obliged to attend an execessive number of meetings.

Likelihood Consequence Rating

Possible Minor Moderate

Action / Strategy

Adopt BFAC ToR that includes the number of meetings deemed appropraite by BFAC

EXTERNAL CONSULTATION

This matter has been the subject of consultation with the Shire’s Volunteer Bush Fire Brigades through meetings of BFAC.

COMMENT

As provided for within the BF Act (see STATUTORY/LEGAL IMPLICATIONS above) Council is able to make rules for the guidance of BFAC and the committee (BFAC), may from time to time meet and adjourn as the committee thinks fit.

Iti s noted that the Shire of Mundaring Bush Fire Service (through its Volunteer Bush Fire Brigades) has through continuous operation and community service and continuous improvement (noting that its BFAC was established in 1963) developed an effective working relationship with Council and the Shire administration.

It is thus therefore considered that the BFAC terms of reference be amended to stipulate at least four meetings per year in the months of February, May, August and November.

It should, however, be noted that the ToR will continue to provide for the holding of an ordinary or special meeting at other times if required.

VOTING REQUIREMENT

Simple Majority

Amended Terms of Reference - Bush Fire Advisory Committee

COMMITTEE RECOMMENDATION

That the Committee recommends:

2. that Council adopts the amended Terms of Reference of the Bush Fire AdvisoryCommittee


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10.0 REPORTS OF EMPLOYEES

10.1 Repeal Policy OR-08 - Audio Recording of Council Meetings

File Code GV.OPP 1

Author Danielle Courtin, Governance Coordinator

Senior Employee Garry Bird, Director Corporate Services


Nil

Attachments 1. Policy OR-08 to be repealed ⇩

SUMMARY

During its meeting on 14 April 2020 Council adopted the new policy OR-27 – Live Streaming and Recording of Meetings, to cover the live streaming of Council meetings which commenced in September 2020.

This report recommends that Council repeals policy OR-08 – Audio Recording of Council Meetings (Attachment 1), which is superseded by the live streaming policy.

BACKGROUND

Council Policy OR-08 - Audio Recordings of Council Meetings established the process by which the audio of a meeting is recorded and how it is used. This policy has become redundant since live streaming was introduced in September 2020 and a new policy adopted for live streaming.

STATUTORY / LEGAL IMPLICATIONS The Local Government (Administration) Regulations 1996 were amended in March 2020 to incorporate provisions for live streaming of meetings.

POLICY IMPLICATIONS

Policy OR-08 is proposed to be repealed and is replaced by policy OR-27.


Nil



Priority 4 - Governance

Objective 4.4 – High standard of governance and accountability

Strategy 4.4.8 – Compliance with the Local Government Act 1995 and all relevant legislation and regulations


Nil


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RISK IMPLICATIONS

Risk: Compliance – Redundant policies, if not repealed, may cause public confusion and may contain clauses no longer supported by legislation.


Unlikely Minor Low

Action / Strategy

Undertake a regular review of all policies and repeal redundant policies.


Nil

COMMENT

Since live streaming has been introduced the Shire’s Meeting Procedures Local Law requires minor amendments to certain clauses. This will be undertaken in 2021, when a review of all local laws is scheduled.

VOTING REQUIREMENT

Simple Majority

RECOMMENDATION

That Council repeals policy OR-08 – Audio Recording of Council Meetings.

Attachment 1 to Report 10.1


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10.2 Recover Together Relief & Recovery Fund - Resilience Grant Application - Parkerville Community Care

File Code EM.IMT 3

Author Tracey Peacock, Community Capacity Building Officer

Senior Employee Megan Griffiths, Director Strategic & Community Services


Nil

Attachments 1. Resilience Grant Application - Parkerville Community Care ⇩

SUMMARY

An application has been received from Parkerville Community Care for a Resilience Grant of $26,316.90, which is the first application to be received at this level.

The applicant is seeking funds to run a weekly program creating a safe and inviting community space that will enable vulnerable parents and carers to meet for social connection, improved confidence in parenting and improved mental health resilience.

All activities fall within the grant guidelines.

It is recommended that a Resilience Grant to the value of $26,316.90 be awarded to the applicant as outlined in Attachment 1.

BACKGROUND

At the Special Council Meeting held on 22 July 2020, Council endorsed the guidelines and structure of the Recover Together COVID-19 Relief & Recovery Fund (SC2.07.20). The 2020/2021 Recover Together COVID-19 Relief & Recovery Fund budget is $232,500. The budget for the Resilience Grant level is $65,000.

The Recover Together COVID-19 Relief & Recovery Fund was developed to financially assist incorporated not-for-profit groups, unincorporated community groups (under the auspices of an incorporated group), businesses, and business groups located and operating within the Shire.

The aim of the Fund is to build community and local business and industry resilience and connectedness, through support for community networks and business and community-led initiatives, which address the impacts of COVID-19. The grants are funded at four levels:

Restart Grants to the value of $500 for small initiatives and items that will assist in recovery and ‘restarting’.

Reconnect Grants to the value of $501 to $2500 for initiatives that benefit community groups and their members and local business and industry. Business applications at this level must demonstrate a collective benefit to their sector and the broader community.

Rebuild Grants to the value of $2501 to $10,000 that support initiatives that are of wider community or economic benefit.

Resilience Grants to the value of $10,000 plus that support large-scale initiatives that will generate broad community or economic benefit.


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In addition to meeting the selection criteria, the Council, as outlined in the program guidelines, will also take into consideration:

How the initiative addresses the impacts of COVID-19;

How the initiative targets community members most impacted by COVID-19;

The rebuilding of the arts and culture sector;

The number of community members reached;

Involvement of local organisations or groups;

Duplication of existing services; and

Value for money.

The Recover Together COVID-19 Relief & Recovery Fund provides the Shire with opportunities for positive promotion. The Grant Guidelines and associated Funding Agreement outline the requirement, on acceptance of funding, that the groups acknowledge the support they receive from Shire of Mundaring. This helps people understand one of the ways Shire revenue is spent in the local community. It may also encourage other community organisations undertaking similar activities to consider approaching the Shire for a grant. The types of promotion include:

Provide a written invitation to a Council representative to attend the project launch.

Publicise the Shire’s financial support for the project through:

o At least one media article;

o Including the Shire’s name or logo on any promotional or program material;

o Displaying Shire of Mundaring signage during events;

o Verbally acknowledging the Shire’s support during speeches; and

o Promoting events on the event calendar on the Shire’s website.

The Recover Together COVID-19 Relief & Recovery Fund was promoted widely in the community through advertising in the local newspaper, Shire website, Community Connect newsletter, community presentations, community group email network, social media and posters at Shire sites and community noticeboards.

The application to be considered by Council is from Parkerville Community Care for the amount of $26,316.90.


Recover Together COVID-19 Relief and Recovery – Resilience Grants are awarded by Council as per its decision SC2.07.20.

POLICY IMPLICATIONS

The grant is in line with the Shire’s Community Funding Policy CD-02.


There is $266,500 listed in the 2020/21 annual budget and corporate business plan for the Shire’s Recover Together – COVID-19 Relief and Recovery Fund. This amount comprises a $232,500 grant pool. The funding application recommended for approval is within the allocated budget.


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Strategy 1.1.4 – Support community collaboration and community-led initiatives and activities

Strategy 1.1.6 – Promote and recognise volunteering within the Shire

Objective 1.3 – Everyone belongs

Strategy 1.3.3 – Provide and support family and children’s facilities and activities

Strategy 1.3.4 – Encourage opportunities for interaction between generations


Social

The Fund will:

Assist community groups to reconnect with their membership and adapt to the ‘new normal’;

Assist local business and industry to adapt and be sustainable;

Rebuild local arts and culture;

Increase community connectedness;

Promote and improve the health and wellbeing of residents;

Support socially isolated and vulnerable people;

Provide financial planning advice and support;

Provide employment and training programs and activities; and

Support food programs and activities to people in need.

Governance

The Fund will deliver outcomes consistent with the strategic goals and objectives of the Shire;

Under the Emergency Management Act 2005, managing recovery following an emergency affecting the community in its district, is the function of a local government; and

The grant guidelines ensure clarity around the purpose of the fund and manage community expectation. The guidelines and assessment process ensure equitable distribution of funds to a diverse range of community groups and businesses to achieve wide community benefit.

Economic

The Fund will:

support tourism and economic development initiatives; and

support development and re-establishment of artistic and cultural activities.


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RISK IMPLICATIONS

Risk: Reputation – Council faces a reputational risk if the Recover Together COVID-19 Relief and Recovery Fund budget is not expended in an effective, strategic and equitable manner.


Unlikely Moderate Moderate

Action / Strategy

The risk is mitigated through ongoing and periodic review of the program.

Risk: Financial – The risk of funds mismanagement by grant recipients.


Unlikely Minor Low

Action / Strategy

The risk is mitigated through the eligibility and assessment process, whereby applicants must provide evidence of their capacity to complete and acquit the program/activity and sign a service agreement with the Shire.


Consultation was undertaken with applicant groups and referees as required.

COMMENT

The application has been reviewed and a report compiled (refer Attachment 1).

A summary of the application is noted below:

Parkerville Community Care seeks funds to run a facilitated program that will create a safe and inviting community space for vulnerable parents and carers to meet for social connection, improved confidence in parenting and mental health resilience. The community space will provide a safe, secure crèche to occupy pre-kindergarten aged children, whilst parents and carers enjoy adult contact over morning tea and share challenges in a safe space.

The program addresses current gaps in service delivery in the Shire and has community support, including from local health professionals looking for ‘referral’ pathways for their patients.

VOTING REQUIREMENT

Simple Majority

RECOMMENDATION

That Council awards a Resilience Grant to Parkerville Community Care to the value of $26,316.90.



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10.3 Annual Review of Lobbying and Advocacy Priorities 2020/2021

File Code OR.IGR

Author Michael Pengelly, Strategic Projects Advisor



Nil

Attachments 1. Lobbying and Advocacy Strategy 2018/19 ⇩

2. Table 1, Lobbying and Advocacy Priorities 2020 - 2021 ⇩

SUMMARY

Council adopted a Lobbying and Advocacy Strategy (Strategy) in November 2018 (per Council decision reference C8.11.18). The Strategy (Attachment 1) is designed to facilitate a more effective, consistent, targeted delivery of the Shire’s messages in an attempt to influence decision-makers to meet the needs of the local community. The Strategy provides for Council to formally adopt a list of priority issues each year.

This report provides further details on the lobbying and advocacy priorities previously identified and presented at Council Forum of 14 September 2020 for discussion and feedback. A recommendation is made that Council now formally adopt the priority issues detailed in Table 1 (Attachment 2).

Contingent upon Council’s adoption of the list of priority lobbying and advocacy issues will be preparation of a ‘Lobbying Prospectus’ document for the Shire. Release of the Prospectus will further enhance Council’s key messages with regard to lobbying and advocacy priorities and this would be designed to raise awareness of upcoming ‘investment worthy’ initiatives. The desired outcome would be securing financial support for these measures from key state and federal government agencies.

BACKGROUND

Why conduct lobbying and advocacy activities?

When giving consideration to the prioritisation of proposed lobbying and advocacy activities it is essential to examine them in the context of the following three questions:

What influence are we trying to achieve?

Who are we trying to influence?

How are we trying to influence them?

In order for lobbying and advocacy to be worthwhile and effective it must:

Clearly identify the key issues and desired outcomes;

Contain clearly articulated and unambiguous messages;

Target the appropriate influencers or decision makers; and

Use appropriate and effective methods to deliver the key message.


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The Strategy creates a framework and process by which lobbying and advocacy activities that support the Shire’s Strategic Community Plan 2020/2030 can be undertaken. Further, it is designed to facilitate effective, consistent and a targeted delivery of the Shire’s messages, in an attempt to influence decision-makers.

The Shire also acknowledges that there is a requirement for flexibility regarding the determination of priorities and will investigate the viability of conducting lobbying and advocacy on other significant ‘opportunistic’, realistic priorities should they be identified.

Lobbying and advocacy process

A summary of the lobbying and advocacy process as detailed in the current Strategy is summarised in Figure 1 below:

Figure 1: Summary of lobbying and advocacy process from Lobbying and Advocacy Strategy 2018/19


Nil

Executive Leadership Team identification of appropriate issues that justify formal lobbying and advocacy activities

Draft list of lobbying and advocacy priority measures presented to Council Forum for discussion and feedback

Council considers recommendation to adopt prioritised list of lobbying and advocacy measures and makes a decision to adopt or

modify

Advocacy implementation plans are formulated and implemented for each identified lobbying and advocacy measure

Lobbying and advocacy activities undertaken will be reviewed and formally reported to Council on a six-monthly basis


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POLICY IMPLICATIONS

The most relevant policy-related issue for consideration of Council is whether the process for identification of relevant lobbying and advocacy priorities has been undertaken in accordance with the steps outlined in the Lobbying and Advocacy Strategy 2018/19 (Summarised in Figure 1).


Nil in receiving this report.

It is noted that there is an existing budget of $14,200 in 2020/21 to:

1. Implement the agreed measures listed in the Recommendation section of this report; and (Attachment 2); and

2. Prepare the ‘Lobbying Prospectus’ for Shire of Mundaring.





Strategy 1.1.1 – Provision of sport, recreation and community facilities

Priority 1 – Community


Strategy 1.1.3 – Provide life-long learning resources through library and information services


Objective 1.2 – Flourishing local businesses

Strategy 1.2.3 – Support tourism development and promote the distinctive character of the attractions of the district including arts, food, sustainability and natural environment


Objective 1.3 – Everyone belongs

Strategy 1.3.4 – Encourage opportunities for interaction between generations

Priority 3 – Built environment

Objective 3.1 – Shire assets and facilities that support services and meet community needs

Strategy 3.1.5 – Revitalise the Mundaring Town Centre

Priority 4 – Governance

Objective 4.1 – Civic leadership

Strategy 4.3.2 – The community is engaged in planning for the future and other matters that affect them


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Nil

RISK IMPLICATIONS

Risk: Reputational – Failure to successfully lobby and advocate for identified community priorities.


Possible Moderate Moderate

Action / Strategy

Ensure that lobbying and advocacy activities are consistent with adopted list and are undertaken in accordance with implementation plans that will be developed.


Nil

COMMENT

It is an expectation of Council that the priorities for lobbying and advocacy will be reviewed on an annual basis in accordance with the Strategy; however, this has been delayed in 2020 due primarily to the unforeseen impact of COVID-19.

Justification for recommended priorities

The comments provided by councillors at the Council Forum held on 14 September 2020 regarding the draft list of priorities have been given careful consideration and a further review of the draft measures has been undertaken. As a result of this review, several of the early measures identified have now been excluded in order to focus on those that are deemed to be: current; realistic and achievable; and have been identified as a high priority for implementation. Priority has also been assigned to those measures that would not be implemented as a component of the Shire’s normal corporate planning process and capital works programme. Based on the above, the following measures are recommended as a priority for lobbying and advocacy activities in 2020 – 2021:

1. Mundaring Town Centre Revitalisation, incorporating the proposed Multi-purpose Community Facility (MPCF) and related requirement to upgrade wastewater and effluent disposal capacity. MPCF Shire of Mundaring is committed to revitalisation of the Mundaring Town Centre, a key component of this being the rationalisation of existing built facilities and current land uses into construction of a MPCF.


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At the Special Council Meeting of 27 October 2020 and consistent with the MPCF report recommendation, Council endorsed the conceptual option, Option 3 – ‘Hub-Plus’, and adopted the recommended decision-making criteria for the proposed uses and services for the MPCF. This will enable progress to the next stage of the project, preparation of the Property Strategy and Land Assembly Plan. There is an existing approved budget for this stage however due to the proposed staged development and predicted commencement of construction in 2025, it is important to commence a sustained approach to lobbying and advocacy for further financial support to implement this key project. Required upgrade to wastewater and effluent disposal system The current capacity of the wastewater and effluent disposal system is an impediment to proposed further significant development of the Mundaring Town Site as outlined in the Shire’s strategic planning documents; Mundaring Town Initiative Masterplan, March 2017 and subsequent Mundaring Activity Centre Plan, October 2018 (noting that while the Activity Centre Plan has not yet been approved by the WAPC, it is a “seriously entertained proposal”). Implementation of the MPCF project in a staged approach as planned, is likely to reinforce the requirement for an upgrade to the wastewater and effluent disposal system. As such, it is important to re-engage with the appropriate regulatory agencies to ensure that this requirement becomes a high priority to address.

2. East Link WA (formerly referred to as Perth-Adelaide National Highway or the ‘Orange Route’). This measure was also identified as a priority for lobbying and advocacy in 2018 – 2019. It remains a recommended key priority for the 2020 – 2021 period, particularly since the announcement in August 2020 of the State Government commitment of $10 million in funding, matching the earlier commitment of Federal Government of the same figure. The $20 million will be utilised to investigate and plan for an alternative route between Northam and Perth to the current alignment of the Great Eastern. Benefits of the project include improving; road safety, freight efficiency, connectivity, travel time and removal of existing barriers and amenity issues to enable further development of the Mundaring Townsite.

3. Creation of Helena River Parkland

Council adopted the Helena River Foreshore Vision Plan as part of the Foothills Growth Strategy in July 2017. As urban expansion continues in Helena Valley, large areas of the Helena Foreshore are required to be transferred to the Crown. Council’s vision plan outlines the range of active and passive recreational possibilities for public open space in the locality. A significant opportunity exists for the State, the Shire and key private landowners to work together towards a Foreshore Masterplan in the locality. Unfortunately, no resources are currently available to progress more detailed planning – even though urban expansion is continuing.


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Benefits of the project include harnessing the efforts and contributions of all potential contributors towards a shared vision for the locality; creating an environmentally and culturally sensitive regional/district recreational facility for the benefit of existing and new residents; securing bridge crossings over the Helena River; and increasing community safety in a bushfire prone area.

4. Bilgoman Aquatic Centre Splash Park and Upgrades During the September 2020 Council Forum, there was discussion regarding the proposed significant upgrades and new facilities at Bilgoman Aquatic Centre. It is envisaged that the creation of a new children’s ‘Splash Park’, replacement of the existing grandstand and further upgrading amenities would require external funding to supplement the Shire’s contribution. As a result, this has been included as a priority measure. Benefits of securing funding to implement this measure would likely result in increased patronage and enjoyment of this already high calibre Shire owned and managed facility.

5. Upgrade of Broz Park

There is a requirement for a significant upgrade to existing facilities and construction of a new skate-park at this location. There is an existing skate-park however it does not meet contemporary requirements. The benefit of lobbying for this measure to secure external funding would be the quality of the new facility and reduced timeframe for delivery to residents.

6. Upgrade of Shire Ovals In order to be considered as a ‘District Level’ facility, there is a current requirement to undertake lighting upgrades at the Shire’s Brown Park and Parkerville Ovals.

This would be of significant benefit to facility users in particular the cricket and football clubs within the Shire and would likely lead to increased beneficial use of these facilities.

VOTING REQUIREMENT

Simple Majority


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RECOMMENDATION

That Council:

1. Adopts the following list of lobbying and advocacy priorities for 2020 - 2021:

a) Mundaring Town Centre Revitalisation, incorporating the proposed Multi-purpose Community Facility (MPCF) and related requirement to upgrade wastewater and effluent disposal capacity;

b) East Link WA (Perth-Adelaide National Highway / ‘Orange Route’);

c) Creation of Helena River Parkland;

d) Bilgoman Aquatic Centre Splash Park and Upgrade;

e) Upgrade of Broz Park; and

f) Upgrade of Shire Ovals; and

2. Notes that the prioritised list adopted by Council will form the basis for a ‘Lobbying Prospectus’ to be prepared for Shire of Mundaring that will be specifically designed to raise awareness and obtain financial support for the lobbying and advocacy measures adopted by Council.



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10.4 Corporate Business Project Report - 1 July - 30 September 2020

File Code OR.CMA 16

Author Janice Byers, Organisational Development Officer



Nil

Attachments 1. Corporate Business Project Report 1 July - 30 September 2020 ⇩

SUMMARY

Council adopted the Corporate Business Plan (CBP) for the period 2020/21 - 2023/24 on 14 July 2020. The CBP contains a range of strategic and planning priorities implemented on a yearly basis. The purpose of reporting is to provide an internal review and monitoring function that allows the Shire to respond to change through a systematic reporting process. Council receives quarterly reports about the implementation of these priorities.

The first quarter (July - September 2020) Corporate Business Project Report (CBPR) reflects project progress as at 30 September 2020 and reports on the status of each of these (Attachment 1).

As noted in the CBPR there are 12 projects identified:

Seven projects have continued from the previous financial year, as planned;

One project carried over from last year has been delayed by three months, to 31 December 2020;

One project from last year was placed on hold due to impact of COVID-19 and will recommence in March 2021; and

Three new projects identified during the 2020/21 Corporate Business Planning process are currently in progress.

It is recommended that Council notes these changes and progress to date of these key projects.

BACKGROUND

Section 5.56 of the Local Government Act 1995 (the Act) “Planning for the Future” requires a local government to plan for the future of the district and to make plans in accordance with the regulations. Regulations came into effect 1 July 2013 requiring all local governments to have developed and adopted a Strategic Community Plan (SCP) and a Corporate Business Plan supported and informed by resourcing and delivery strategies. These plans will drive the development of each local government’s annual budget and through a process of continuous improvement, local governments should be better able to plan for and meet the needs of their communities.

The reporting element is the process by which local government informs the community and statutory bodies on its progress in delivering services, projects and other operations to meet the community’s short term, medium term and long-term aspirations.


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Section 5.53 of the Act requires the annual report to contain an overview of the plan for the future of the district, including major initiatives that are proposed to commence or to continue in the next financial year.


Section 5.56 of the Local Government Act 1995 requires a local government to plan for the future of its district in accordance with any regulations made.

Regulation 19DA of the Local Government (Administration) Regulations 1996 sets out the requirements for preparing, adopting, reviewing and modifying the Corporate Business Plan.

POLICY IMPLICATIONS

Nil


Nil





Strategy 4.4.5 – Continual improvement in the Integrated Planning and Reporting (IPR) standard


Nil

RISK IMPLICATIONS

Nil


Nil

COMMENT

The first quarter CBPR has 12 projects which are reported on regularly. The status is as follows:

Status No. Project Title

Projects in progress and continuing from 2019/20

7 Mundaring Multipurpose Community Centre Concept Plan

Public Open Space Strategy

Local Biodiversity Strategy

Morgan John Morgan Reserve Upgrade

Mt. Helena Skate Park Extension

Scott Street Bridge upgrade

Energy and Emissions Reduction Initiatives


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Project Delayed 1 Broz Park Toilet Block – Delayed until 21 December 2020

Project on hold due to impact of COVID-19

1 Development of Reconciliation Action Plan (RAP) – Recommence March 2021. Draft RAP completion date 21 December 2021, final RAP endorsement date 10 October 2022

New Projects in progress in 2020/21 CBP

3 Chidlow Village Green Skate Park Facility

Container Deposit Scheme

Glen Road Bridge Upgrade

VOTING REQUIREMENT

Simple Majority

RECOMMENDATION

That Council notes the changes and progress to date that is listed in the quarterly Corporate Business Project Report 1 July – 30 September 2020 as being:

seven projects carried over from 2019/20 are in progress and on schedule;

one project carried over from 2019/20 (Broz Park Toilet Block), has been delayed by three months until 31 December 2020;

one project (Reconciliation Action Plan) remains on hold until March 2021 due to the impact of COVID-19. The final plan endorsement date is 10 October 2021 and the new completion date for the draft plan is 31 December 2021; and

three new projects listed in the 2020/21 CBP are in progress and on schedule.



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10.5 Statement of Financial Activity for period ended 30 September 2020

File Code RI.RPT2

Author Stan Kocian, Manager Finance and Governance



Nil

Attachments 1. Statement of Financial Activity for period ended 30 September 2020 ⇩

SUMMARY

The monthly Statement of Financial Activity discloses the Shire’s financial activities for the period ending 30 September 2020.

The actual closing budget position as at 30 September 2020 was a surplus of $35,383,037, compared to a budgeted year to date surplus to the end of September of $30,908,609. The budgeted year end surplus is $1,545,251 as per the original budget adopted by Council (C2.07.20).

BACKGROUND

The monthly financial report is presented in accordance with the Local Government Act 1995 and the Local Government (Financial Management) Regulations 1996.

A statement of financial activity and any accompanying documents are to be presented to the Council at an ordinary meeting of the Council within two months after the end of the month to which the statement relates.

The Statement of Financial Activity Report summarises the Shire’s financial activities.


Regulation 34(1) of the Local Government (Financial Management) Regulations 1996 requires a local government to prepare each month a statement of financial activity.

Regulation 34(2) requires the statement of financial activity to report on the sources and applications of funds, as set out in the annual budget.

POLICY IMPLICATIONS

Nil


Financial implications are in accordance with the approved reporting material variances (C14.07.20) of:

(+) or (-) $50,000 or 10%, whichever is the greater for Revenue

(+) or (-) $100,000 or 10%, whichever is the greater for Expenses

within the monthly Statement of Financial Activity during the 2020/21 financial year.


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Strategy 4.4.6 – Sound financial and asset management


Nil

RISK IMPLICATIONS

Risk: Financial performance is not monitored against approved budget



Action / Strategy

The monthly financial report tracks the Shire’s actual financial performance against its budgeted financial performance to ensure that the Council is able to monitor to Shire’s financial performance throughout the financial year.


Nil

COMMENT

The reports that accompany this item are as follows:

A graphical representation of the year to date comparison to budget for operating revenue, operating expenses and capital expenses;

Statement of Financial Activity (based on the Rate Setting Statement adopted in the annual budget) for the period ending 30 September 2020;

An explanation of the material variances in the Statement of Financial Activity

The closing budget position for the period ending 30 September 2020 and comparison to the year to date budget and same period last year;

An explanation of the key terms and definitions used in the Statement of Financial Activity;

The closing budget position for the period ending 30 September 2020 and comparison to the year to date budget and same period last year;

A statement of year to date operating expenses by each area of budget responsibility and a graphical comparison of year to date operating expense to the year to date budget; and

Summary of Cash Investments with financial institutions as at 30 September 2020.

In relation to the material variances, “timing” differences are due to the monthly spread of the budget not matching the actual spread of revenue or expenditure. Timing differences will not result in a forecast adjustment. Where the material variance is flagged as “permanent” this indicates that a forecast adjustment to the annual budget is required or has been made.


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The Shire’s closing surplus as at 30 September 2020 was $35,383,037 compared to a year to date budgeted surplus of $30,908,609. This variation is primarily due to:

1. The Shire’s forecast opening budget surplus in the adopted budget was $5,453,805 compared to an actual opening surplus position of $6,406,777 (actual opening position was finalised after the budget was adopted);

2. The Shire’s year to date actual operating expenses being $1,562,740 less than the year to date budget (see explanation of variances);

3. The Shire’s year to date actual operating revenue being $547,436 greater than the year to date budget (see explanation of variances); and

4. Capital expenditure being $1,387,308 less than the year to date budget (see explanation of variances); and

Outstanding rates and waste charges as at 30 September 2020 was $19,051,426 compared to a figure of $19,643,927 at the same time last year.

The Shire’s total cash as at 30 September 2020 was $49,734,736 which includes $22,360,576 in municipal funds ($21,551,281 at the same time last year) and $27,374,160 in cash backed reserves and other restricted funds.

VOTING REQUIREMENT

Simple Majority

RECOMMENDATION

That Council notes:

1. the closing position of the Shire for the period ending 30 September 2020 is a surplus of $35,383,037 compared to the year to date budgeted surplus of $30,908,609; and

2. the explanation of material variances in the Statement of Financial Activity contained in Attachment 1.



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10.6 List of Payments Made during September 2020

File Code FI.RPT 1

Author Andrea Douglas, PA to Director Corporate Services



Nil

Attachments 1. Payments Between Meetings September 2020 ⇩

SUMMARY

A list of accounts paid from the Municipal Fund and Trust Fund under the Chief Executive Officer’s delegated authority for the month of September 2020 is presented to Council for noting.

BACKGROUND

Council has delegated to the Chief Executive Officer (CEO) the exercise of its power to make payments from the Shire’s Municipal and Trust Funds. In accordance with Regulation 13 of the Local Government (Financial Management) Regulations 1996, a list of accounts paid is to be presented to Council and be recorded in the minutes of the meeting at which the list was presented


Regulation 13 of the Local Government (Financial Management) Regulations 1996 states:

(1) If the local government has delegated to the CEO the exercise of its power to make payments from the municipal fund or the trust fund, a list of accounts paid by the CEO is to be prepared each month showing for each account paid since the last such list was prepared –

(a) the payee’s name;

(b) the amount of the payment;

(c) the date of the payment; and

(d) sufficient information to identify the transaction

(3) A list prepared under sub regulation (1) or (2) is to be –

(a) presented to council at the next ordinary meeting of the council after the list is prepared; and

(b) recorded in the minutes of that meeting

POLICY IMPLICATIONS

AS-04 Purchasing Policy


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All payments have been made in accordance with the approved budget and reflects the effective and timely payment of the Shire’s contractors and other creditors.





Strategy 4.4.8 – Compliance with the Local Government Act 1995 and all relevant legislation and regulations


Expenditure has been incurred in accordance with budget parameters, which have been structured on financial viability and sustainability principles

RISK IMPLICATIONS

Risk: Payments are not monitored against approved budget and delegation



Action / Strategy

The monthly list of payments provides an open and transparent record of payments made under the CEO’s approved delegation


Nil

COMMENT

Nil

VOTING REQUIREMENT

Simple Majority

RECOMMENDATION

That Council notes the list of payments made during September 2020 (Attachment 1).



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11.0 ELECTED MEMBERS MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN

12.0 URGENT BUSINESS (LATE REPORTS)

13.0 CONFIDENTIAL REPORTS

Nil

14.0 CLOSING PROCEDURES

14.1 Date, Time and Place of the Next Meeting

The next Ordinary Council meeting will be held on Tuesday, 8 December 2020 at 6.30pm in the Council Chamber.

14.2 Closure of the Meeting

Documents

NOTICE OF MEETING...NOTICE OF MEETING Dear Councillor, The next Ordinary Meeting of Council will be held in the Council Chamber at 6.30pm on Tuesday, 10 November 2020. The attached