TOWN OF PORT HEDLAND ORDINARY MEETING OF COUNCIL … · 2018-02-07 · contribution of Kariyarra Elders past, present and future, in working together for the future of Port Hedland

TOWN OF PORT HEDLAND

ORDINARY MEETING OF COUNCIL MINUTES WEDNESDAY 24 JANUARY 2018 AT 5:30PM COUNCIL CHAMBERS, MCGREGOR STREET, PORT HEDLAND DISCLAIMER

No responsibility whatsoever is implied or accepted by the Town of Port Hedland for any act, omission, statement or intimation occurring during Council Meetings. The Town of Port Hedland disclaims any liability for any loss whatsoever and howsoever caused arising out of reliance by any person or legal entity on any such act, omission, and statement of intimation occurring during Council Meetings. Any person or legal entity that acts or fails to act in reliance upon any statement, act or omission occurring in a Council Meeting does so at their own risk. The Town of Port Hedland advises that any person or legal entity should only rely on formal confirmation or notification of Council resolutions.

David Pentz Chief Executive Officer Distribution Date: 7 February 2018

ORDINARY MEETING OF COUNCIL - MINUTES 24 JANUARY 2018

Item 1 Opening of Meeting ................................................................................................... 4

Item 2 Acknowledgement of Traditional Owners ............................................................... 4

Item 3 Recording of Attendance .......................................................................................... 4

3.1 Attendance .......................................................................................................... 4

3.2 Apologies ............................................................................................................ 4

3.3 Approved Leave of Absence ............................................................................... 4

3.4 Disclosure of Interests ........................................................................................ 4

Item 4 Response to Previous Questions ............................................................................ 5

4.1 Response to Questions taken on notice from Public at the Ordinary Council Meeting held on Wednesday 13 December 2017 .................................. 5

4.2 Response to Questions taken on notice from Elected Members at the Ordinary Council Meeting held on Wednesday 13 December 2017 ................... 5

Item 5 Applications for Leave of Absence .......................................................................... 5

Item 6 Attendance by Telephone/Instantaneous Communications.................................. 5

Item 7 Public Time ................................................................................................................ 5

7.1 Public Question Time .......................................................................................... 6

7.2 Public Statement Time ........................................................................................ 6

7.2.1 Ms Georgie Mary Alexandra Rose ......................................................... 6

7.2.2 Ms Noeleen McCann .............................................................................. 7

7.3 Petitions/Deputations/Presentations/Submissions .............................................. 7

Item 8 Questions from Members without Notice ............................................................... 7

8.1 Councillor Richard Whitwell .................................................................... 7

Item 9 Declarations of All Members to Have Given Due Consideration to All Matters Contained in the Business Paper before the Meeting .............................. 8

Item 10 Confirmation of Minutes of Previous Meeting ........................................................ 8

10.1 Confirmation of Minutes of the Ordinary Council Meeting held on Wednesday 13 December 2017 ......................................................................... 8

Item 11 Announcements by Presiding Member without Discussion ................................. 8

Item 12 Reports of Officers .................................................................................................. 11

12.1 Corporate and Performance ............................................................................. 11

12.1.1 Amended Policy 1/017 ‘Order of Business for Council and Committee Meetings’ (File No. 04/03/0001) ......................................... 11

12.1.2 Amendment of 2/021 ‘Fee Waiver for Not-for-Profit and Non-Government Organisations and Groups’ Policy (File No. 04/03/0001) ........................................................................... 17

12.1.3 Amended Policy – 2/005 Debt Management (File No. 04/03/0001) ..... 29

12.1.4 Debtors Sundry Write off (File No. 12/15/0001) ................................... 40

Page 2


12.1.5 Statement of Financial Activity for the Period Ended 30 November 2017 (File No. 12/14/0003)................................................................... 50

12.2 Development, Sustainability and Lifestyle ......................................................... 58

12.2.1 2017-2022 Disability Access and Inclusion Plan (File No. 03/01/0022) .......................................................................................... 58

Item 13 Reports of Committees ........................................................................................... 62

13.1 Audit, Risk and Governance Committee Minutes – 7 December 2017 ............. 62

Item 14 Motions of Which Previous Notice Has Been Given ............................................ 62

Item 15 New Business of an Urgent Nature ........................................................................ 63

15.1 Developing Northern Australia Conference (File No. 13/01/0009) ...... 63

Item 16 Matters for Which Meeting May Be Closed (Confidential Matters) ..................... 71

16.1 Review of North West Festival 2017 and Approval of Event Management Structure for 2018 Event ................................................ 71

Item 17 Closure ..................................................................................................................... 71

17.1 Date of Next Meeting ........................................................................................ 72

17.2 Closure ............................................................................................................. 72

Page 3


Item 1 Opening of Meeting The Mayor declared the meeting open at 5:30pm. Item 2 Acknowledgement of Traditional Owners The Mayor acknowledges the traditional custodians, the Kariyarra people, and recognises the contribution of Kariyarra Elders past, present and future, in working together for the future of Port Hedland. Item 3 Recording of Attendance 3.1 Attendance Mayor Camilo Blanco Deputy Mayor Louise Newbery Councillor Julie Arif Councillor Richard Whitwell Councillor Peter Carter Councillor George Daccache Councillor Tricia Hebbard Councillor Warren McDonogh David Pentz Chief Executive Officer Gerard Sherlock Director Infrastructure and Town Services Josephine Bianchi Manager Governance Jodi Marchant Manager Financial Services Louise O’Donnell Governance Officer/ Minute Taker Public 7 Media 0 Officers 5 3.2 Apologies Councillor Telona Pitt Robert Leeds; Director Development, Sustainability and Lifestyle 3.3 Approved Leave of Absence Nil 3.4 Disclosure of Interests

Name Item no. Interest Nature Deputy Mayor Newbery

12.1.2 Amendment of 2/021 ‘Fee Waiver for Not-for-Profit and Non-Government Organisations and Groups’ Policy

Impartiality Deputy Mayor Newbery’s daughter is a member of Alliance Dance Company

Page 4


Councillor Hebbard


Impartiality Councillor Hebbard’s children are members of local sports and dance groups

Councillor McDonogh


Impartiality Councillor McDonogh’s daughter is a member of a local dance group

Councillor Daccache


Impartiality Councillor Daccache’s grandchildren are members of a local dance group

Item 4 Response to Previous Questions 4.1 Response to Questions taken on notice from Public at the Ordinary Council

Meeting held on Wednesday 13 December 2017 Nil 4.2 Response to Questions taken on notice from Elected Members at the Ordinary

Council Meeting held on Wednesday 13 December 2017 Nil Item 5 Applications for Leave of Absence Nil Item 6 Attendance by Telephone/Instantaneous Communications Nil Item 7 Public Time Important note: ‘This meeting is being recorded on audio tape and streamed live online as an additional record of the meeting and to assist with minute-taking purposes which may be released upon request to third parties. If you do not give permission for recording your participation please indicate this at the meeting. The public is reminded that in accordance with Section 6.16 of the Town of Port Hedland Local Law on Standing Orders nobody shall use any visual or vocal electronic device or instrument to record the proceedings of any meeting unless that person has been given permission by the chairperson to do so.

Page 5


Members of the public are also reminded that in accordance with section 6.17(4) of the Town of Port Hedland Local Law on Standing Orders mobile telephones must be switched off and not used during the meeting.’ In accordance with section 6.7(3) of the Town of Port Hedland Local Law on Standing Orders, members of the public are required to complete a question form and place the completed form in the tray provided. The Mayor opened Public Question Time at 5:36pm 7.1 Public Question Time Nil The Mayor closed Public Question Time at 5:37pm The Mayor opened Public Statement Time at 5:37pm 7.2 Public Statement Time 7.2.1 Ms Georgie Mary Alexandra Rose I am here today speaking on behalf of one of the dance schools in Port Hedland, Hedland School of Dance. This is my fourth year being involved with the school and my second year teaching. Our school, although not a not-for-profit organisation is not what anyone could call a business run to make a profit. The revenue generated throughout the year from fees covers the hire of the Lotteries House for dance practice and the hire of Matt Dann Centre for our end of year concert. I have always loved dancing and have danced since I was 3 years old. When people hear the word dancing used in the context of a sport, they often question this. How can wearing a leotard and learning a dance that 3-4 minutes long be classified as a sport? It is simple, sport is based on working as a team, improving your coordination and working to increase self-confidence and self-esteem. I want to challenge the people in this room to think back to their childhood memories; many of them will involve sport. Cricket, footy, softball, soccer, dancing, tennis, hockey, basketball, gymnastics, athletics, netball, just to name a few. When you are reminiscing on these times, I can guarantee that a smile will cross your face. I know I get a little excited when I think back to my under 9’s B grade Netball Premiership. At Hedland School of Dance, like all of the schools in town, we have children as young as 2 years old preforming on stage at the end of the year. Can you imagine being 2 years old and performing under lights in front of a crowd of 300 people? I would comfortably guess that over half of this room couldn’t do this. This is what dancing does, it motivates you to push past what scares you. As a member of the Port Hedland community for almost 8 years, and being involved in other sporting groups I see the cost of the town to maintain the various sporting facilities around this town, and as a member of the dancing community, all I ask is that the Council contributes just as much to this sport as they do to the others. Let’s make the Matt Dann affordable for local businesses and organisations. I have always said that it takes a village, now it’s in your hands to make this town the village that is needed.

Page 6


7.2.2 Ms Noeleen McCann I would like to make a statement regarding item 12.1.2 ‘Amendment of 2/021 ‘Fee Waiver for Not-for-Profit and Non-Government Organisations and Groups’ Policy. I am the Principal and owner of Alliance Dance Company which has been running for 19 years in Port Hedland and will be going into our 20th year in 2018. I have a small team of three student teachers and two parents that volunteer their time to assist with administration work. After 19 years of working with hundreds of students, many second and third generation Port Hedland locals, along with the transit families that come to town we are facing our hardest challenge to date. The current rates charged for hiring venues threatens our ability to continue. This includes the venue hire for our annual end of year concert placing a huge financial burden on all of our members. I feel that charging small groups running activities for the youth of Port Hedland the same rate as a commercially profitably business is unrealistic and out of touch with the purpose of a dance/performing arts school. The outcome of these increased charges will be that individuals like myself will not invest time, energy and their own finances to keep these activities running. In a town that needs youth services I am always disheartened when we have to fight for our existence. I hope that the contribution of small groups like dance schools is understood and valued by the Town of Port Hedland in the same way the community values us. The decisions we make now will be the legacy we leave for future generations in Port Hedland. The decline in these valuable services for small groups will have a negative impact on the community and it will be the youth that will miss opportunities and services that are standard in other towns and cities. The Mayor closed Public Statement Time at 5:42pm 7.3 Petitions/Deputations/Presentations/Submissions Nil Item 8 Questions from Members without Notice 8.1 Councillor Richard Whitwell In regards to item 12.1.2 ‘Amendment of 2/021 ‘Fee Waiver for Not-for-Profit and Non-Government Organisations and Groups’ Policy, I have looked at the policy and the only one that I could see a potential problem is with Matt Dann as its requirements such as cleaning, does anyone know what the problem might be? The Mayor advised that the problem is that the fees charged for the hire of facilities are apparently excessive to the organisers such as the dance groups. Fees and charges are determined and adopted each year by Council. When the fees and charges are next assessed, Council will need to look at each facility and decide what fees are appropriate. Also at this meeting, an item on fee waivers for hire facilities is being considered by Council which will give the administration latitude on what fees can be waived for specific groups and business structures.

Page 7


Item 9 Declarations of All Members to Have Given Due Consideration to All Matters Contained in the Business Paper before the Meeting

The following Elected Members declared that they had given due consideration to all matters contained in the agenda: • Mayor Camilo Blanco • Deputy Mayor Louise Newbery • Councillor Julie Arif • Councillor Richard Whitwell • Councillor Peter Carter • Councillor George Daccache • Councillor Tricia Hebbard • Councillor Warren McDonogh

Item 10 Confirmation of Minutes of Previous Meeting 10.1 Confirmation of Minutes of the Ordinary Council Meeting held on Wednesday 13

December 2017

CM201718/120 OFFICER RECOMMENDATION/ COUNCIL DECISION MOVED: CR ARIF SECONDED: CR MCDONOGH That Council confirm that the Minutes of the Ordinary Council Meeting held on Wednesday 13 December 2017 are a true and correct record.

CARRIED 8/0

Item 11 Announcements by Presiding Member without Discussion Mayors Monthly Meetings – 1 December to 31 December 2017

Date: Meeting: 1/12/2017 Monthly PHCCI Meeting 1/12/2017 Meeting with Representatives from the Philippines Government 5/12/2017 PRC Regional Council Meeting 11/12/2017 BHP Port Haven Tour 12/12/2017 Hedland Community Safety Advisory Forum 12/12/2017 Weekly Spirit Chat Radio 14/12/2017 Spirit Radio Interview 14/12/2017 Meeting with WA Police & Petrol Stations 15/12/2017 SCP Survey Instagram Raffle 20/12/2017 Off Leash Dog Park Opening 21/12/2017 Tug Boat Display and BBQ 21/12/2017 Meeting with DeGrey Station 22/12/2017 SHAC Tour 22/12/2017 Meeting with Hedland Gardening Services 23/12/2017 Meeting with Wallareenya Station

Page 8


29/12/2017 FMG Iron Ore Carrier ‘Matilda’ first sailing into Port Hedland Harbour At the December Ordinary Council Meeting, it was the Council’s first time to live stream a meeting and I have watched the meeting after and a few mistakes were made such as not being able to hear Elected Members talking. There were not enough microphones but going forward the Town’s administration has arranged for all Elected Members to be allocated a microphone each to ensure that the public watching a Council meeting will clearly be able to follow what is happening. This is the first meeting for 2018, and the Council’s core focus is improving the Town’s existing assets for the communities benefit. This includes a vision to upgrade our key sporting facilities and to develop a centralised sporting precinct for the Town to reduce operational costs and provide people with the best possible amenities.

The re-opening of the South Hedland Aquatic Centre was a huge benefit to the community. It was a very stressful project for the last 12 months for the Town staff and they have done a great job in bringing that project together and making it happen to be re-opened. One of key staff in making this happen was the Director of Infrastructure and Town Services; Gerard Sherlock.

One of the key aims of the Council is pressing the State Government to invest $112 million into Port Hedland which will be a number one priorities moving forward in the next few months.

Over the past few months, we have gone out to the community of Port Hedland with one of the biggest community consultation programs ever under taken in the Town’s history with the Strategic Community Plan. The Town’s Senior Partnerships and Engagement Officer; Armando De La Flor Olavide facilitated these community consultations. Council has listened to the community; people want improved boating facilities along with upgrades to other core essential services. These are the outcomes from the extensive Strategic Community Plan consultation period. The Council will set out to deliver the communities expectations over 2018 and beyond.

Better facilities, improved services and cost reductions are essential to our project planning for the years ahead. Jobs, training and education are at the centre of the Council’s focus. The growth of Port Hedland is crucial to job creation and community prosperity. It is crucial that we engage, encourage and support port growth and industry investment that diversifies our town’s economy. We are strategically positioned to benefit in areas such as cattle exports, oil and gas, lithium, gold, and also becoming an international freight import hub. With the development of the Lumsden Point wharf facility, we also have a significant opportunity in downstream processing, delivering jobs that increase our population.

We have restructured the Town of Port Hedland’s organisation throughout 2017 and engaged the best possible staff with skills and expertise to make it happen quickly.

Most important, however, is community safety, this was outlined through the consultation phase of Strategic Community Plan. The Council will work with the whole community to create a safe, family-focused and economic viable town.

It’s an exciting time for our Town and the Council will unlock all opportunities as they arise for Hedland’s benefit. Tackling the real issues impacting our community and championing change when necessary, and that will always remain at the forefront of my agenda.

Disclaimer

Page 9


Members of the public are cautioned against taking any action on Council decisions, on items on this evening’s Agenda in which they may have an interest, until formal notification in writing by the Town has been received. Decisions made at this meeting can be revoked, pursuant to the Local Government Act 1995.

Page 10


Item 12 Reports of Officers 12.1 Corporate and Performance 12.1.1 Amended Policy 1/017 ‘Order of Business for Council and

Committee Meetings’ (File No. 04/03/0001) Author Governance Support Officer Authorising Officer Director Development, Sustainability and Lifestyle Disclosure of Interest The Author and Authorising Officer declare that they do not have

any conflicts of interest in relation to this item.

CM201718/121 OFFICER RECOMMENDATION/ COUNCIL DECISION MOVED: CR HEBBARD SECONDED: CR WHITWELL That Council adopts amended policy 1/017 ‘Order of Business for Council and Committee Meetings’ as per attachment 1.

CARRIED 8/0

PURPOSE Council is requested to consider amending policy 1/017 ‘Order of Business for Council and Committee Meetings’ to allow for better efficiency during each Council and Committee meeting. DETAIL This policy is presented to Council to consider minor adjustments after an Elected Member proposed that the order of business of an ordinary meeting be amended. In 2014, Council adopted the Town of Port Hedland Local Law on Standing Orders 2014. In the local law, clause 5.2 (1) states that “The order of business of an ordinary meeting of the council or a committee shall be determined by the council from time to time”. Subsequently, on 26 November 2014, Council adopted the first version of policy 1/017 ‘Order of Business for Council and Committee Meetings”. The policy was last amended by Council at their Ordinary Meeting on 25 May 2016 to further streamline the order of business of Council and Committee meetings. The Council decision made during this meeting is noted below:

Page 11


In this amendment, item 6 ‘Attendance by Telephone / Instantaneous Communications’ is proposed to be moved under item 3 ‘Recording of Attendance’. By moving this item, it allows the Elected Members who may be phoning into the meeting the opportunity to apply for approved leave of absence or advise of any disclosures of interest in conjunction with the other Elected Members in attendance. Current practice is that when an Elected Member is called into the meeting, the Presiding Member is required to ask them separately if they are declaring any interests or applying for leave of absence after all other Elected Members in attendance have already done so. Along with the above proposed amendment, it is also suggested that ‘Announcements by Presiding Member without Discussion’ be moved to directly after ‘Questions from Members without Notice’. The purpose of this suggested amendment is so that all matters for discussion or that do not require a vote are consecutively listed together in the agenda. Another suggested amendment is that ‘Applications for Leave of Absence’ and ‘Response to Previous Questions’ be exchanged to give a more logical sequence to the order of business. The below table shows a visual representation of the current policy and the proposed amended order. It is important to note that no items have been removed from the proposed amended policy, just an adjustment of the order. Current Policy Proposed Amended Policy 1 Opening of the Meeting 1 Opening of the Meeting 2 Acknowledgment of Traditional

Owners 2 Acknowledgment of Traditional Owners

and Dignitaries 3 Recording of Attendance

3.1 Attendance 3.2 Apologies 3.3 Approved Leave of Absence 3.4 Disclosure of Interests

3 Recording of Attendance 3.1 Attendance 3.2 Attendance by Telephone /

Instantaneous Communications* 3.3 Apologies 3.4 Approved Leave of Absence 3.5 Disclosure of Interests

4 Response to Previous Questions 4 Applications for Leave of Absence* 5 Applications for Leave of Absence* 5 Response to Previous Questions 6 Attendance by Telephone/

Instantaneous Communications*

6 Public Time 6.1 Public Question Time 6.2 Public Statement Time 6.3 Petitions/ Deputations/

Presentations/ Submissions

Page 12


7 Public Time 7.1 Public Question Time 7.2 Public Statement Time 7.3 Petitions/ Deputations/

Presentations/ Submissions

7 Questions from Elected Members without Notice

8 Questions from Elected Members without Notice

8 Announcements by Presiding Member without Discussion

9 Declarations of all Members to have Given Due Consideration to all matters Contained in the Business Paper before the Meeting

9 Declarations of all Members to have Given Due Consideration to all matters Contained in the Business Paper before the Meeting

10 Confirmation of Minutes of Previous Meeting*

10 Confirmation of Minutes of Previous Meeting*

11 Announcements by Presiding Member without Discussion

11 Reports of Officers*

12 Reports of Officers* 12 Reports of Committees* 13 Reports of Committees*

13 Motions of Which Previous Notice has been given*

14 Motions of Which Previous Notice has been given *

14 New business of an urgent nature*

15 New business of an urgent nature*

15 Matters for which Meeting may be Closed*

16 Matters for which Meeting may be Closed*

16 Closure 16.1 Date of Next Meeting 16.2 Closure

17 Closure 17.1 Date of Next Meeting 17.2 Closure

* Indicates that items under this heading require a Council Decision (vote). LEVEL OF SIGNIFICANCE In accordance with Policy 4/009 ‘Significant Decision Making’, this matter is considered to be of low significance as it does not substantially affect the lives of the community or the future of Port Hedland. CONSULTATION Internal Internal consultation was conducted with the Governance team and Executive Leadership Team during the agenda preparation phase. External For the purpose of comparison, the following Local Government’s agendas were observed in preparation of this item: • City of Joondalup • City of Stirling • City of Melville • City of Karratha

Page 13


LEGISLATION AND POLICY CONSIDERATIONS The Town of Port Hedland Standing Orders Local Law 2014 was considered in preparation of this item, as it states under section 5.2 (1) that Council shall determine the order of business for Council and Committee Meetings. Part 5, subdivision 3 of the Local Government Act 1995 and Part 2 of the Local Government (Administration) Regulations 1996 provides further detail relating to Council and Committee meetings. FINANCIAL AND RESOURCES IMPLICATIONS There are no financial or resource implications associated with this item. STRATEGIC AND SUSTAINABILITY IMPLICATIONS Section 4.1 Strategic and best practice local government administration of the Council’s Strategic Community Plan 2014-2024 is applicable. There are no significant identifiable environmental, social or economic impacts relating to this item. RISK MANAGEMENT CONSIDERATIONS As per the risk matrix contained in policy 1/022 ‘Risk Management’, the level of risk is considered to be Low (1). OPTIONS Option 1 - Adopt Officers Recommendation Option 2 - Amended Officers Recommendation Council may choose to further alter the order of business that has been recommended by the author. CONCLUSION It is recommended that Council adopt revised policy 1/017 ‘Order of Business for Council and Committee Meetings’ as presented in attachment 1, to allow for a more efficient flow of Town of Port Hedland Council and Committee meetings. ATTACHMENTS 1. Amended Policy 1/017 Order of Business for Council and Committee Meetings

Page 14


ATTACHMENT 1 TO ITEM 12.1.1

Page 15


Page 16


5:53pm Councillor Hebbard declared an impartiality interest in item 12.1.2 ‘Amendment of 2/021 ‘Fee Waiver for Not-for-Profit and Non-Government Organisations and Groups Policy’ as her children are members of local sports and dance groups.

5:53pm Councillor McDonogh declared an impartiality interest in item 12.1.2 ‘Amendment of

2/021 ‘Fee Waiver for Not-for-Profit and Non-Government Organisations and Groups Policy’ as his daughter is a member of a local dance group.

5:54pm Deputy Mayor Newbery declared an impartiality interest in item 12.1.2 ‘Amendment

of 2/021 ‘Fee Waiver for Not-for-Profit and Non-Government Organisations and Groups Policy’ as her daughter is a member of Alliance Dance Company.

5:54pm Councillor Daccache declared an impartiality interest in item 12.1.2 ‘Amendment of

2/021 ‘Fee Waiver for Not-for-Profit and Non-Government Organisations and Groups Policy’ as his grandchildren are members of a local dance group.

12.1.2 Amendment of 2/021 ‘Fee Waiver for Not-for-Profit and Non-

Government Organisations and Groups’ Policy (File No. 04/03/0001)

Author Governance Officer Authorising Officer Director Development, Sustainability and Lifestyle Disclosure of Interest The Author and Authorising Officer declare that they do not have


CM201718/122 OFFICER RECOMMENDATION 1/ COUNCIL DECISION MOVED: CR ARIF SECONDED: CR CARTER That Council amend the Delegation Register under section 1.5 ‘Waiver of Fees and Charges and Write off of Debts’ as per attachment 3.

CARRIED BY ABSOLUTE MAJORITY 8/0

CM201718/123 OFFICER RECOMMENDATION 2/ COUNCIL DECISION MOVED: CR ARIF SECONDED: CR DACCACHE

That Council adopt ‘Fee Waiver for Not-for-Profit and Community Groups’ policy.

CARRIED 8/0

Page 17


PURPOSE Town Officers are proposing that Council amend the policy ‘Fee Waiver for Not-for-Profit and Non-Government Organisations and Groups’ as it has been updated and modified to outline specific criteria as to who can apply for a fee waiver for the purposes of hiring of community facilities. This policy has been renamed ‘Fee Waiver for Not-for-Profit and Community Groups’. DETAIL Policies are adopted by Council and establish guidelines or provide direction for the Town’s activities and actions. Policies are defined as the principles and intent behind the programs that a local government implements. The Town is currently reviewing all policies contained in the Policy Manual to ensure they are still current and have not been superseded by legislation or guidelines from other government departments. Fees and charges are established for the hire of community facilities and venues as part of the Town’s annual budget process. ‘Fee Waiver for Not-For-Profit and Community Groups’ policy is created to enable the Town’s Fees and Charges to be simplified and manageable for the Town’s administration while also giving non-for-profit and community groups the opportunity to apply for a fee waiver for the hiring of community facilities. The Town is committed to providing services and facilities to the Port Hedland Community. In doing this, community groups will benefit as the fees are significantly reduced in support of the development of local groups. The amendment of this policy gives the opportunity for a larger scale of applicants to apply for a fee waiver than the current policy and the amount is not capped at a dollar figure but rather a percentage. This policy will add value to the overall lifestyle of the community as a whole as more organisations and groups will be able to continue operating. This policy sets out clear guidelines in the form of a criteria list that are required to be met in order to receive a fee waiver. The approval of a Waiver for a Fee and Charge is governed by the Instrument of Delegation, and specifically Delegation 1.5, Waiver of Fees and Charges and Write Off of Debts.

LEVEL OF SIGNIFICANCE In accordance with Policy 4/009 ‘Significant Decision Making’, this matter is considered to be of medium significance, because it provides community groups the opportunity to hire Town own facilities at a reduced price. CONSULTATION Governance has consulted with internal Officers to ensure that this policy is fit for purpose.

Page 18


LEGISLATION AND POLICY CONSIDERATIONS Legislative requirements under section 6.12(1)(b) of the Local Government Act 1995 sets out the power to waive a fee. No other Town of Port Hedland policies are affected by the adoption of the Fee Waiver for Not-for-Profit and Community Groups’ Policy. FINANCIAL AND RESOURCES IMPLICATIONS There is a financial implication for the fee waiver of Community Facilities as there will be less financial fees received from community groups that normally hire the Town’s community facilities, as they have not previously been offered a discounted fee under the current fees and charges. However, there also could be a positive financial gain as more community groups or clubs will be using the facilities due to their inexpensive cost of fees applied. STRATEGIC AND SUSTAINABILITY IMPLICATIONS This following section/s of the Council’s Strategic Community Plan 2014-2024 are applicable in the consideration of this item: 1.1 A unified community across our townships

• Ensure all members of the community can access our services and facilities

• Provide safe and accessible community facilities, services, events and open spaces that connect people and neighbours

• Facilitate the provision of high-quality health services and facilities equal to those found in metropolitan areas

1.2 A vibrant community rich in diverse cultures

• Deliver and support programs, events, facilities and services which attract and retain residents to increase our permanent population

4.2 Engage our community and stakeholders

• Lead a community-oriented organisation that delivers responsive and helpful services to our customers

• Ensure community members know how to access our services and facilities

Social There may be positive social impacts arising from adoption of the officer’s recommendation, due to the decrease in cost for community groups to hire facilities. There are no significant identifiable environmental or economic impacts relating to this item. RISK MANAGEMENT CONSIDERATIONS As per the risk matrix contained in policy 1/022 ‘Risk Management’, the level of risk is considered to be Low (3) because if Council decide not to amend this policy, no community group will be able to receive a fee waiver for facilities of more than $1000 per financial year. OPTIONS Option 1 - Adopt Officers Recommendation

Page 19


Option 2 - Amended Officers Recommendation Option 3 – Do not adopt Officers Recommendation CONCLUSION

It is recommended that Council adopt the proposed policy 2/021 ‘Fee Waiver for Not-for-Profit and Community Groups’, as it will have a positive result to lead a community-oriented organisation that delivers responsive and helpful services at a reduced fee for Not-for-Profit and community groups for the hiring of community facilities. ATTACHMENTS 1. Current Policy 2/021 Fee Waiver for Not-for-Profit and Non-Government Organisations and

Groups 2. Draft amended policy 2/021 Fee Waiver for Not-for-Profit and Community Groups 3. Town of Port Hedland Delegation Register Extract

Page 20


ATTACHMENT 1 ITEM 12.1.2

Page 21


Page 22


Page 23



Page 24


Page 25


Page 26


Page 27



Page 28


12.1.3 Amended Policy – 2/005 Debt Management (File No. 04/03/0001) Author Manager Financial Services Authorising Officer Director Development, Sustainability and Lifestyle Disclosure of Interest The Author and Authorising Officer declare that they do not have


CM201718/124 OFFICER RECOMMENDATION/ COUNCIL DECISION MOVED: CR ARIF SECONDED: CR WHITWELL That Council adopt Policy 2/005 ‘Debt Management’ as amended under Attachment 1.

CARRIED 8/0

PURPOSE This report recommends that Council adopt the amended Debt Management Policy to establish a strong governance framework with respect to debt collection and financial hardship. DETAIL Policies are adopted by Council and establish guidelines or provide direction for the Town’s activities and actions. Policies are defined as the principles and intent behind the programs that a local government implements. A policy can also be a general plan or approach to a specific need, problem or issue. The Town does not currently have a position in relation to financial hardship or how this is assessed with regards to the payment of rates and services. Given the current economic climate and the financial pressures on ratepayers, the Debt Management Policy has been amended to include details on financial hardship and the Town’s responsibility to managing and responding to these circumstances. The financial hardship section of the policy outlines how the Town may help resident ratepayers who experience genuine financial difficulties to pay their rates and charges. The main objective is to provide for the welfare of the resident ratepayer and for the protection of their place of residency. The policy offers an application from the ratepayer to be approved for flexible options in relation to the payment of rates and charges as well as the possibility of late payment interest being partially or wholly written off. Each application is assessed based on its individual circumstances. Applications for financial hardships are required to provide evidence in relation to their circumstances and payment options will be negotiated and agreed upon between the applicant and the Town to ensure sustainable collection of outstanding debts.

Page 29


LEVEL OF SIGNIFICANCE In accordance with Policy 4/009 ‘Significant Decision Making’, this matter is considered to be of low significance, because there is a low expectation of financial hardship application occurring, however there is a social impact that benefits ratepayers which are experiencing financial hardship while still maintaining sustainable debt collection for the Town as well as Town reputation. CONSULTATION Internal: • Rates Officer • Governance Team • Executive Leadership Team External: Other Local Government debt management and financial hardship policies (City of Joondalup; Latrobe City; City of Monash) LEGISLATION AND POLICY CONSIDERATIONS Section 6.12 (1)(c) of the Local Government Act 1995 relates to writing off money which is owed to the local Government. Section 6.45 of the Local Government Act 1995 relates to payment of rates and service charges and details options for payment of rates or service charges. Section 6.49 of the Local Government Act 1995 relates to agreement as to payment of rates and service charges. Part 5 of the Local Government (Financial Management) Regulations 1996 make further provisions about Rates and Service charges. This power to determine policies is conveyed to Council in section 2.7 (2) (b) of the Local Government Act 1995. The existing 2/005 ‘Debt Management Policy’ will be superseded if the proposed amended policy is adopted by Council. FINANCIAL AND RESOURCES IMPLICATIONS Nil in relation to the adoption of the proposed amended policy. Minor loss of interest earnings possible in relation to penalty interest on late payments or waived rates based on individual applications and circumstances presented. STRATEGIC AND SUSTAINABILITY IMPLICATIONS This following section/s of the Council’s Strategic Community Plan 2014-2024 are applicable in the consideration of this item: 4.1 Strategic and best practice local government administration

• Deliver high quality corporate governance accountability and compliance.

• Maintain a strong and sustainable financial position

Page 30


There are no significant identifiable environmental, economic or social impacts arising from adoption of the officer’s recommendation. RISK MANAGEMENT CONSIDERATIONS As per the risk matrix contained in policy 1/022 ‘Risk Management’, the level of risk is considered to be Low (4) for financial impact and reputation. If the Council do not provide for financial hardship options, the likelihood of collecting outstanding rates could reduce and income may be affected, however this is not a high possibility. Further to this, if Council do not provide for financial hardship options, the reputation of Council could be viewed unfavourably. OPTIONS Option 1 - To adopt the proposed changes in the policy. Option 2 - To not adopt the proposed changes in the policy – in this case current provision will remain in place.

Option 3 – Amend provision included in current policy. CONCLUSION It is recommended that the Council adopt the proposed amended Debt Management Policy in order to improve debt collections and efficient management of financial hardship for effected ratepayers. ATTACHMENTS 1. Amended Debt Management Policy 2/005

Page 31



Page 32


Page 33


Page 34


Page 35


Page 36


Page 37


Page 38


Page 39


12.1.4 Debtors Sundry Write off (File No. 12/15/0001) Author Accounts Officer Authorising Officer Manager Financial Services Disclosure of Interest The Author and Authorising Officer declare that they do not have


CM201718/125 OFFICER RECOMMENDATION/ COUNCIL DECISION MOVED: CR ARIF SECONDED: CR DACCACHE Pursuant to section 6.12 (1)(c) of the Local Government Act 1995, that Council approves the write off of bad debts totalling $10,032.86 as per the presented Schedule of Sundry Debtors (provided under confidential cover), to be transacted before 30 June 2018.

CARRIED BY ABSOLUTE MAJORITY 7/1

For: Mayor Blanco, Councillor Daccache, Councillor Arif, Councillor Hebbard, Councillor McDonogh, Deputy Mayor Newbery, Councillor Carter Against: Councillor Whitwell

PURPOSE A Schedule of Sundry Debtors for write off consideration has been prepared and is attached under confidential cover. It is recommended that Council approve the write off of monies pursuant to section 6.12 (1)(c) of the Local Government Act 1995 as the debt is either unrecoverable or the cost to pursue further would outweigh the debt owed. DETAIL Council has adopted a Debt Management Policy (Policy 2/005) which outlines the procedure for the recovery of outstanding debts owed to the Town of Port Hedland. Under the guidelines of the policy, the Town has attempted to recover these debts without success. All debts recommended for write off hold an overdue term of 120 days or greater. A copy of the Policy is attached. LEVEL OF SIGNIFICANCE In accordance with Policy 4/009 ‘Significant Decision Making’, this matter is considered to be of low significance, because the debts have been allowed for in our provision for doubtful debts.

Page 40


CONSULTATION External Agencies The Town have made various attempts to contact debtors to recover these funds. LEGISLATION AND POLICY CONSIDERATIONS Section 6.12 (1)(c) of the Local Government Act 1995 provides Council with the power to write off any amount of money which is owed to the local government by an absolute majority decision. The attachment is confidential in accordance with section 5.23 (2)(e)(iii) of the Local Government Act 1995 as the attachment contains the financial affairs of a person. Policy 2/005 Debt Management Policy is relevant to this item. FINANCIAL AND RESOURCES IMPLICATIONS Provision for doubtful debts $6,890.26 and impact on budget $3,142.60. STRATEGIC AND SUSTAINABILITY IMPLICATIONS This following section/s of the Council’s Strategic Community Plan 2014-2024 are applicable in the consideration of this item: 4.1 Strategic and best practice local government administration


• Maintain a strong and sustainable financial position • Be efficient and effective in use of resources, infrastructure, assets

and technology • Attract, develop and retain an effective workforce to deliver

organisational outcomes There are no significant identifiable environmental, economic or social impacts arising from adoption of the officer’s recommendation. RISK MANAGEMENT CONSIDERATIONS As per the risk matrix contained in policy 1/022 ‘Risk Management’, the level of risk is considered to be Medium (5) for non-compliance. If Council do not approve the write off of unrecoverable debts the balance sheet will be overstated. OPTIONS Option 1 - Adopt Officers Recommendation Option 2 - Amended Officers Recommendation

Option 3 – Do not adopt Officers Recommendation

Page 41


CONCLUSION In writing off these bad debts, Council is not prevented from reinstating the debt if future circumstances change and the debt becomes collectable. ATTACHMENTS 1. Schedule of debtor accounts recommended for write off (Confidential – Under Separate

Cover) 2. Debt Management Policy 2/005

Page 42



Page 43


Page 44


Page 45


Page 46


Page 47


Page 48


Page 49


12.1.5 Statement of Financial Activity for the Period Ended 30 November 2017 (File No. 12/14/0003)

Author Manager Finance Authorising Officer Director Development, Sustainability and Lifestyle Disclosure of Interest The Author and Authorising Officer declare that they do not have


CM201718/126 OFFICER RECOMMENDATION/ COUNCIL DECISION MOVED: CR ARIF SECONDED: CR WHITWELL That Council, pursuant to section 6.4 of the Local Government Act 1995: 1. Receive the Monthly Financial Health Check for the period ended 30 November

2017; 2. Receive the Statement of Financial Activity for the period ended 30 November 2017; 3. Receive the Material Variance Report; 4. Note the Accounts paid under delegated authority for period ended 30

November 2017; and 5. Receive the Credit Card Statements for period ended 30 November 2017.

CARRIED 8/0

PURPOSE This report presents the Statement of Financial Activity for the period ended 30 November 2017. Supplementary information regarding the Town’s financial activities is attached to this report. The audited Annual Financial Statements were included in the Annual Report presented to Council at Ordinary Council Meeting held on 13 December 2017 in accordance with Australian Accounting Standards, Local Government Act 1995 and Local Government (Financial Management) Regulations 1996. It should be noted that the opening funding surplus of $4.125M presented in YTD Actual on the Statement of Financial Activity is as per the Audited Annual Financial Report 2016/17 and has been included in the 2017/18 Budget Review for period ended 31 October 2017 also presented to the Ordinary Council Meeting held on 13 December 2017. These changes will be reflected in the December 2017 Monthly Financial Statements. Supplementary information has been presented to the Council to provide further information regarding the Town’s activities.

Page 50


DETAIL The monthly Statements of Financial Activity for the period ended 30 November 2017 have been prepared by Moore Stephens. The attachments detail the Town’s financial performance for the period 30 November 2017. The Town of Port Hedland financial activity reports use a materiality threshold to measure, monitor and report on financial performance and position of the Town. As part of the (adopted) 2017/18 Budget, Council adopted following thresholds as levels of material variances for financial reporting.

1. With regards to expenditure classified as operating, a variance of 10% or $10,000, whichever is the greater, of the year to date current month Current Budget, with Program as the level that requires explanation;

2. With regards to expenditure classified as capital, a variance of 10% or $10,000, whichever is the greater, of the 12 month Current Budget, with individual project as the level that requires explanation;

3. With regards to income, a variance of 10% or $100,000, whichever is the greater, of the year to date current month Current Budget, with Nature and Type as the level that requires explanation;

4. With regards to all other items not specifically identified above, a variance of 10% or $100,000, whichever is the greater, of the 12 month Current Budget, with Nature and Type as the level that requires explanation.

Commentary is provided on variances as details above as per attachment 3 NOTE 13. Explanation of Material Variances. The net current asset position as at 30 November 2017 is $18.725M. The net Municipal balance (after matured investments and restricted reserves taken into account) as at 30 November 2017 is 4.935M.

2017/18 Actuals Current Assets: Cash and Investments 244,388M Restricted Cash – Reserves 239.453M Unrestricted Cash Position as at 30 November 2017 4.935M

Previous Decisions

The Statements of Financial Activity are presented to Council each month for noting.

LEVEL OF SIGNIFICANCE In accordance with Policy 4/009 ‘Significant Decision Making’, this matter is considered to be of low significance, because this report is presented for information purposes only. CONSULTATION Internal All consultation and engagement is conducted internally.

Page 51


External Consulted with Moore Stephens for the preparation of the financial statements. LEGISLATION AND POLICY CONSIDERATIONS Section 6.4 of the Local Government Act 1995 and Regulation 34 of the Local Government (Financial Management) Regulations 1996 detail the form and manner in which a local government is to prepare its statement of financial activity. FINANCIAL AND RESOURCES IMPLICATIONS The statement of financial activity is to be supported by such information as is considered relevant by the local government containing; a. an explanation of the composition of the net current assets of the month to which the

statement relates, less committed assets and restricted assets; and b. an explanation of each of the material variances referred to in sub-regulation (1)(d); and c. such other supporting information as is considered relevant by the local government. Reserves: Ensure compliance will section 6.11 of the LG Act when reserve accounts are utilised. STRATEGIC AND SUSTAINABILITY IMPLICATIONS This following section/s of the Council’s Strategic Community Plan 2014-2024 are applicable in the consideration of this item: 4.1 Strategic and best practice local government administration


• Maintain a strong and sustainable financial position

There are no significant identifiable environmental, social or economic impacts relating to this item. RISK MANAGEMENT CONSIDERATIONS As per the risk matrix contained in policy 1/022 ‘Risk Management’, the level of risk is considered to be Medium (6) . There is a risk rating of medium (6) assigned in 2017/18 budget to the risk that a reduction in income or increase in expense throughout the 2017/18 financial year is likely to have an impact on the Town’s ability to meet service levels or asset renewal funding requirements. The risk action plan is to manage by building reserve balance to required level to mitigate financial loss.

OPTIONS Option 1 - Adopt Officers Recommendation Note the Statement of Financial Activity and reports for the period ended 30 November 2017 in accordance with regulation 34(1) of the Local Government (Financial Management) Regulations 1996. Option 2 - Amend Officers Recommendation

Page 52


That Council receive the Statement of Financial Activity for the period ended 30 November 2017 and request further information or clarification. Option 3 – Do not adopt Officers Recommendation That Council do not note or receive the Statement of Financial Activity for the period ended 30 November 2017. CONCLUSION The opening funding surplus of $4.125M presented in YTD Actual on the Statement of Financial Activity is as per the Audited Annual Financial Report 2016/17. As at 30 November 2017, the net current asset position is $18.725M compared to the current budgeted closing position for 31 July 2018 of 0.355M. Variances in operating revenue and expenditure is addressed in detail in attachment 3 NOTE 13. Explanation of Material Variances. The net current asset position will decrease as operating and capital budgets expended throughout the year. ATTACHMENTS 1. Monthly Financial Health Check 2. Statement of Financial Activity Notes 1-12 (Under Separate Cover) 3. Note 13 Material Variance Report (Under Separate Cover) 4. Accounts paid under delegated authority listing (Under Separate Cover) 5. Credit Card Statements for period ended 30 November 2017 (Under Separate Cover)

Page 53



Page 54


Page 55


Page 56


Page 57


12.2 Development, Sustainability and Lifestyle 12.2.1 2017-2022 Disability Access and Inclusion Plan (File No.

03/01/0022) Author Community Engagement Officer Authorising Officer Director Development, Sustainability and Lifestyle Disclosure of Interest The Author and Authorising Officer declare that they do not have


CM201718/127 OFFICER RECOMMENDATION/ COUNCIL DECISION MOVED: CR WHITWELL SECONDED: CR MCDONOGH That Council receive and note the 2017-2022 Disability Access and Inclusion Plan as per attachment 1.

CARRIED 8/0

PURPOSE

The 2017-2018 Disability Access and Inclusion Plan (DAIP) is a strategic document for the Town of Port Hedland required by the Government of Western Australia and registered with the Department of Communities, Disability Services. It is a public document which is implemented over five years and reported on annually. This item seeks Council to receive and note the 2017-2022 Disability Access and Inclusion Plan. DETAIL All public authorities in Western Australia are required under the Disability Services Act (1993) to develop, implement, review and report on a DAIP. The requirements of a DAIP are to ensure that people with a disability can access services, facilities, buildings, employment, complaints processes, services and information provided by public authorities in Western Australia in a way that facilitates increased independence, opportunities and inclusion within the community. According to the Australian Bureau of Statistics (ABS) Survey of Disability, Ageing and Carers (2009) 18.5% of Australians, or almost 1 in 5 people identify themselves as having some form of disability. From this information it could be estimated that there are 2677 people identifying as having a disability in Port Hedland. WA In addition, according to the Australian Institute of Health and Welfare, the rate of disability in Aboriginal and Torres Strait Islander people is much higher than in the rest of the population across all age groups, with Aboriginal and Torres Strait Islander people 1.7 times as likely to have a disability and 1.5 times as likely for that disability to be profound core activity limitation. The 2016 Census tells us that Aboriginal and Torres Strait Islander people make up 16.7% of the Town of Port Hedland population (compared to 2.8% nationally). The Town must be aware and proactive in providing accessible and inclusive services for First Australian people.

Page 58


The Town knows that accessibility and inclusion is important to and affects the whole population and our visitors. Therefore all areas of our community should be considered. The former DAIP 2013 – 2017 was endorsed at the September 2013 OCM. Some of the highlights of the Town of Port Hedland’s progress in the 2013 – 2017 DAIP are: • Expansion of inclusive programs in partnership with EPIC and Inclusion WA. • Increased consultation with the Advisory Group. • Targeted training provided for JD Hardie Youth Zone Staff. • Successful Disability Awareness Week event at the Matt Dann theatre. • Engagement with an access consultant for the Old Port Hedland Cemetery Interpretive

Signage project and Marapikurrinya Playground. • Grant funding received for a Changing Room Grant being submitted. • All staff training now completing Disability Awareness every two years. • New policy development to reflect current legislative requirements and best practice

commitment of the Town of Port Hedland. • A new access ramp into the Civic Centre. The 2017 – 2022 DAIP was developed with consultation, feedback and information from across the organisation and community. The Town of Port Hedland DAIP Working Group created a consultation strategy that included both internal and external consultations. Consultation included meeting with all internal business units and Elected Members to form draft strategies. These strategies were added to a draft DAIP and presented to the community. Feedback on the draft were sought from disability service providers, government agencies, individuals and community groups. An online survey was created and promoted and two community sessions were held. It was approved by the Department of Communities endorsed by the Executive Leadership Team on 5 December, 2017. The 2017-2022 DAIP will benefit people with disability and their families, the elderly, young parents and people from culturally and linguistically diverse backgrounds by ensuring our services, facilities, buildings, employment and information provided by the Town of Port Hedland are accessible and inclusive. A DAIP Working Group at the Town has been established to ensure implementation of the 2017-2022 DAIP. The Group will meet quarterly to review progress of business unit tasks and organisational strategies. A progress report will be submitted to the Department of Communities, Disability Services in July each year and progress reported in the Town of Port Hedland Annual Report. The Port Hedland community will be informed of the new DAIP through a community notice, social media, local media, online via the Town’s website and at our facilities. It will be made available upon request in a preferred format which may include large print, braille, audio, or accessible electronic format. LEVEL OF SIGNIFICANCE In accordance with Policy 4/009 ‘Significant Decision Making’, this matter is considered to be of high significance, because the benefits of ensuring an accessible and inclusive community has significant social implications for a number of people and their families. CONSULTATION Internal

Page 59


• Elected Members confidential briefing session • All business units at the ToPH External Agencies • Lifestyle Solutions • Department of Communities Disability Services • EPIC • Silverchain • Karlarra House • Cassie Education Support • HCLA and members Community • Online survey • Elected Members • Community Meetings LEGISLATION AND POLICY CONSIDERATIONS All public authorities in Western Australia are required under Part 5, sections 27-29C of the Disability Services Act (1993) to develop, implement, review and report on a Disability Access and Inclusion Plan (DAIP). Town of Port Hedland Policy 8/003 Access and Inclusion was considered in the preparation of this item. FINANCIAL AND RESOURCES IMPLICATIONS Nil

STRATEGIC AND SUSTAINABILITY IMPLICATIONS This following sections of the Council’s Strategic Community Plan 2014-2024 are applicable in the consideration of this item: 1.1 A unified community across our townships

• Ensure all members of the community can access our services and facilities

• Provide safe and accessible community facilities, services, events and open spaces that connect people and neighbours

• Facilitate the provision of high-quality health services and facilities equal to those found in metropolitan areas

1.2 A vibrant community rich in diverse cultures

• Deliver and support programs, events, facilities and services which attract and retain residents to increase our permanent population

3.1 Sustainable services and infrastructure

• Facilitate the delivery of high quality and enduring built and natural environment

Page 60


4.1 Strategic and best practice local government administration

• Attract, develop and retain an effective workforce to deliver organisational outcomes

4.2 Engage our community and stakeholders

• Lead a community-oriented organisation that delivers responsive and helpful services to our customers

• Facilitate community engagement and civic participation • Ensure community members know how to access our services and

facilities

Social Ongoing compliance with the Town’s DAIP will provide a more accessible and inclusive community for people with disability and their families. There are no significant identifiable environmental or economic impacts relating to this item. RISK MANAGEMENT CONSIDERATIONS As per the risk matrix contained in policy 1/022 ‘Risk Management’, the level of risk is considered to be Low (1). OPTIONS Option 1 - Adopt Officers Recommendation

Option 2 – Do not adopt Officers Recommendation CONCLUSION

The Town of Port Hedland, like all Western Australian government authorities, is required to have a DAIP. The previous plan, (2013-2017) concluded this year and the new one has been developed, approved by the Executive Leadership Team and lodged with the Department of Communities, Disability Services. This item recommends Council receive and note the 2017-2022 Disability Access and Inclusion Plan. ATTACHMENTS 1. The 2017 – 2022 Disability Access and Inclusion Plan (Under Separate Cover)

Page 61


Item 13 Reports of Committees Note: The Minutes of this Committee meeting are available on the Town’s website. 13.1 Audit, Risk and Governance Committee Minutes – 7 December 2017

CM201718/128 OFFICER RECOMMENDATION/ COUNCIL DECISION MOVED: CR ARIF SECONDED: CR WHITWELL That Council receive the Minutes of the Ordinary Meeting of the Audit, Risk and Governance Committee held on 7 December 2017 at 5:30pm inclusive of the following decisions: • Confirmation of Minutes of the Audit, Risk and Governance Committee

Meeting held on Tuesday 15 November 2017 • Funding and Donations for the period of July to 30 November 2017 • Audited Annual Financial Report for the period ended 30 June 2017 • Quarterly Statue Reports of the Audit, Risk and Governance Committee and

revised ARG Committee Work Plan • Quarterly Better Practice Review • 2017/18 Budget Review for the period ended 31 October 2017

CARRIED 8/0

Item 14 Motions of Which Previous Notice Has Been Given Nil

Page 62


Item 15 New Business of an Urgent Nature 15.1 Developing Northern Australia Conference (File No. 13/01/0009) Author Governance Officer Authorising Officer Manager, Governance Disclosure of Interest The Author and Authorising Officer declare that they do not have

any conflicts of interest in relation to this item. OFFICER RECOMMENDATION That Council approve: 1. The Chief Executive Officer, and 2. Councillor (xxxx) To represent the Town of Port Hedland at the Developing Northern Australia Conference on the 18 and 19 June 2018 in Alice Springs.

CM201718/129 COUNCIL DECISION MOVED: DEPUTY MAYOR NEWBERY SECONDED: CR WHITWELL That Council defer item 15.1 Developing Northern Australia Conference in accordance with section 13.4 of the Town of Port Hedland Local Law on Standing Orders.

CARRIED 6/2

For: Deputy Mayor Newbery, Councillor Whitwell, Councillor Arif, Councillor Hebbard, Councillor McDonogh, Councillor Daccache Against: Mayor Blanco, Councillor Carter

PURPOSE

The purpose of this report is to request Council consider approving the Chief Executive Officer and an elected member to attend the Developing Northern Australia Conference, to be held in Alice Springs on the 18 and 19 of June 2018. DETAIL The Developing Northern Australia Conference provides a platform for networking and connecting with like-minded contributors to share the opportunities, challenges and outcomes for growing Northern Australia. Discussion will centre on the progression of telecommunications, energy, liveability, population and engaging investment and attracting business.

Page 63


The conference is presented to and attended by a number of key community stakeholders and representatives of various local, interstate, territory and federal agencies, as listed in attachment 1. LEVEL OF SIGNIFICANCE In accordance with Policy 4/009 ‘Significant Decision Making’, this matter is considered to be of low significance. This is due to the long term benefits of attendance including contribution to decision making for the Town of Port Hedland and the Strategic Community Plan, minimal impact to the community and public interest. CONSULTATION Consultation has taken place internally with the Chief Executive Officer and the Mayor. LEGISLATION AND POLICY CONSIDERATIONS There are no legislative considerations with this agenda item. This agenda item considers the provisions of the following policies: • 2/007 ‘Purchasing’ • 4/008 ‘Elected Member Entitlements’ • 4/010 ‘Elected Members Travel and Training’ FINANCIAL AND RESOURCES IMPLICATIONS The costs associated with this agenda item are appropriated from training and travel budgets allocated to the Chief Executive Officer and Members of Council. The forum is a two-day event on Monday 18 and Tuesday 19 June 2018 with a full day of travel required either side. The venue is the Alice Springs Convention Centre. Accommodation has been approximated for the three nights at $180pn/pp. Total cost would be approximately $540pp. Flights with QANTAS from Port Hedland to Alice Springs via Perth on the Saturday 16th June (not Sunday due to irregular flights and a lack of connection) and returning on the Wednesday 20th are approximately $1500pp. The participant registration fee for the forum is approximately $1040 (early bird special if paid before 11th May 2018). The Chief Executive Officer and Elected Member will receive a meal allowance and be provided taxi charge vouchers for transportation purposes in accordance with Internal Operating Procedure GOV008 Town of Port Hedland Representative Travel and Accommodation (for the Chief Executive Officer) and policy 4/008 ‘Elected Member Entitlements’ (for the Elected Member). Some meals are included in the forum registration fee. The meal allowance in accordance with the policy will be payable for meals not included in the registration fee. In accordance with 2/007 ‘Purchasing’ policy, the Town must ensure the efficient and prudent expenditure of financial resources.

Page 64


The total estimated total cost will be $3,080 for each of the Elected Member and the Chief Executive Officer to attend the forum, excluding additional taxi charges and meal allowances. At the time of writing this report, the general ledger code E0401100-405 for individual training of Elected Members has a remaining budget of $55,141.82 of the annual budget of $63,000. The general ledger code E0401100-370 for the accommodation and travel allowances of Elected Members has a remaining budget of $21,331.98 of the annual budget of $37,000. The general ledger code E1405900-370 for the accommodation and travel allowances of the Chief Executive Officer has a remaining budget of $12,412.06 of the annual budget of $20,000. The general ledger code E1405900-315 for the training and development of the Chief Executive Officer, has a remaining budget of $15,103.33 of the annual budget of $20,000.

STRATEGIC AND SUSTAINABILITY IMPLICATIONS This following section/s of the Council’s Strategic Community Plan 2014-2024 are applicable in the consideration of this item: 2.1 A thriving, resilient and diverse economy

• Facilitate commercial, industry and town growth • Facilitate provision of affordable housing • Work closely with businesses, government and industry groups to

drive local employment and investment, encourage entrepreneurship and achieve sustainable economic growth

• Facilitate strong links between education, training and employment to support economic growth and innovation and promote excellence

• Work with the State Government, agencies and local partners to ensure serviced land availability for future residential, commercial and industrial development

• Maintain and extend the visual and physical access to the coast and thoroughfares

2.2 A nationally significant gateway city and destination

• Advance Port Hedland’s sea, air and road transport infrastructure as main logistics hub for the Pilbara, including developing Port Hedland International Airport as the gateway to the North West

• Develop our tourism industry, facilitate increased accommodation offerings and position Port Hedland as a unique destination

3.1 Sustainable services and infrastructure

• Support the development of education, research and strategic investment opportunities for ‘clean technology’ industrial development and energy production

• Develop and maintain our infrastructure to ensure the long-term sustainability of our built and natural environment

• Provide and promote sustainable waste management practices, including recycling initiatives

• Facilitate the delivery of high quality and enduring built and natural environment

3.2 Protect our natural environment

• Manage, preserve, protect and maintain our natural environment and advocate for natural resources to be used sustainably

• Support sustainable development so that it does not compromise our unique environmental assets

3.3 Safe, attractive and accessible environment

• Partner with key agencies and the community to prepare for, respond to and recover from emergencies such as cyclones and storm surges

• Facilitate public health initiatives across our community

Page 65


• Partner with residents and local businesses to deliver high standard of visual amenity and cleanliness

4.1 Strategic and best practice local government administration


• Maintain a strong and sustainable financial position • Be efficient and effective in use of resources, infrastructure, assets

and technology • Attract, develop and retain an effective workforce to deliver

organisational outcomes There are positive identifiable environmental, social or economic impacts arising from the attendance of this conference and information sharing and networking. RISK MANAGEMENT CONSIDERATIONS As per the risk matrix contained in policy 1/022 ‘Risk Management’, the level of risk is considered to be Low (4) should the Elected Member and Chief Executive Officer attend and not gain any benefit. This is calculated as a minor consequence and unlikely likelihood. This report promotes good governance, transparency, accountability, the prudent expenditure of financial resources and informed decision making. OPTIONS Option 1 - Adopt Officers Recommendation Option 2 – That Council approves more than one elected member and the Chief Executive Officer to attend the Developing Northern Australia Conference on behalf of the Town of Port Hedland, on the 18 and 19 June 2018, in Alice Springs. Option 3 – That Council only approves the Chief Executive Officer to attend the Developing Northern Australia Conference on behalf of the Town of Port Hedland, on the 18 and 19 June 2018, in Alice Springs. Option 4 – That Council does not approve representation of the Town of Port Hedland at the Developing Northern Australia Conference. CONCLUSION Representation of the Town of Port Hedland at the Developing Northern Australia Conference would allow the Town of Port Hedland to gain insight into the unique factors affecting regional and remotely-based entities across Northern Australia and share information and tactics. Attendance at the conference will contribute to the promotion of the strategic and corporate direction of Council contribution to the community. ATTACHMENTS 1. Developing Northern Australia Conference

Page 66


ATTACHMENT 1 TO ITEM 15.1

Page 67


Page 68


Page 69


Page 70


Item 16 Matters for Which Meeting May Be Closed (Confidential Matters)

CM201718/130 COUNCIL DECISION MOVED: DEPUTY MAYOR NEWBERY SECONDED: CR DACCACHE That Council close the meeting to members of the public as prescribed in section 5.23(2) of the Local Government Act 1995.

CARRIED 8/0

6:19pm The Mayor advised that the meeting is now closed to the public. 16.1 Review of North West Festival 2017 and Approval of Event

Management Structure for 2018 Event

CM201718/131 OFFICER RECOMMENDATION/ COUNCIL DECISION MOVED: CR ARIF SECONDED: CR CARTER 1. That Council notes the outcomes of the North West Festival 2017. 2. That Council directs the Town of Port Hedland to dissolve the contract with

Sunset Events and the Town facilitates the event. 3. That a budget provision for a break fee of $100,000 (as per section 13 of the

Contract) be allocated for the North West Festival in the 2018/19 Annual Budget.

CARRIED 6/2

For: Mayor Blanco, Councillor Arif, Councillor Carter, Councillor McDonogh, Councillor Hebbard, Councillor Whitwell Against: Deputy Mayor Newbery, Councillor Daccache

CM201718/132 COUNCIL DECISION MOVED: DEPUTY MAYOR NEWBERY SECONDED: CR DACCACHE That Council open the meeting to members of the public.

CARRIED 8/0

6:28pm The Mayor advised that the meeting is now open to the public. Item 17 Closure

Page 71


17.1 Date of Next Meeting The next Ordinary Meeting of Council will be held on Wednesday 28 February 2018, commencing at 5:30pm, with the Public Agenda Briefing being held on Wednesday 21 February 2018, commencing at 5:30pm. 17.2 Closure There being no further business, the Mayor declared the meeting closed at 6:30pm.

Page 72

Documents

TOWN OF PORT HEDLAND ORDINARY MEETING OF COUNCIL … · 2018-02-07 · contribution of Kariyarra Elders past, present and future, in working together for the future of Port Hedland