COB-RGB

 

 

 

 

 

Council Agenda

 

 

 

26 September 2018

 

 

 

 

 


ALL INFORMATION AVAILABLE IN VARIOUS FORMATS ON REQUEST

city@busselton.wa.gov.au

 

 


CITY OF BUSSELTON

MEETING NOTICE AND AGENDA – 26 September 2018

 

 

 

TO:                  THE MAYOR AND COUNCILLORS

 

 

NOTICE is given that a meeting of the Council will be held in the Council Chambers, Administration Building, Southern Drive, Busselton on Wednesday, 26 September 2018, commencing at 5.30pm.

 

Your attendance is respectfully requested.

 

 

DISCLAIMER

Statements or decisions made at Council meetings or briefings should not be relied on (or acted upon) by an applicant or any other person or entity until subsequent written notification has been given by or received from the City of Busselton. Without derogating from the generality of the above, approval of planning applications and building permits and acceptance of tenders and quotations will only become effective once written notice to that effect has been given to relevant parties. The City of Busselton expressly disclaims any liability for any loss arising from any person or body relying on any statement or decision made during a Council meeting or briefing.

 

 

 

Mike Archer

 

CHIEF EXECUTIVE OFFICER

 

14 September 2018


CITY OF BUSSELTON

Agenda FOR THE Council MEETING TO BE HELD ON 26 September 2018

TABLE OF CONTENTS

 

ITEM NO.                                        SUBJECT                                                                                                                              PAGE NO.

1....... Declaration of Opening and Announcement of Visitors. 5

2....... Attendance. 5

3....... Prayer. 5

4....... Application for Leave of Absence. 5

5....... Disclosure Of Interests. 5

6....... Announcements Without Discussion.. 5

7....... Question Time For Public. 5

8....... Confirmation and Receipt Of Minutes. 5

Previous Council Meetings. 5

8.1          Minutes of the Council Meeting held 12 September 2018. 5

9....... RECEIVING OF Petitions, Presentations AND DEPUTATIONS. 6

10..... QUESTIONS BY MEMBERS OF WHICH DUE NOTICE HAS BEEN GIVEN (WITHOUT DISCUSSION). 6

11..... Items brought forward for the convenience of those in the public gallery. 6

12..... Reports of Committee. 6

13..... Planning and Development Services Report. 6

14..... Engineering and Work Services Report. 6

15..... Community and Commercial Services Report. 7

15.1        COMMUNITY SPORT AND RECREATION FACILTIES FUND FORWARD PLANNING GRANT APPLICATION.. 7

16..... Finance and Corporate Services Report. 13

16.1        FINANCIAL ACTIVITY STATEMENT. 13

17..... Chief Executive Officers Report. 48

17.1        CAPEROC. 48

17.2        COUNCILLORS' INFORMATION BULLETIN.. 49

18..... Motions of which Previous Notice has been Given.. 80

19..... urgent business. 80

20..... Confidential Matters. 80

21..... Closure. 80

 


Council                                                                                      4                                                           26 September 2018

 

1.               Declaration of Opening and Announcement of Visitors

2.               Attendance 

Apologies

Approved Leave of Absence

 

Cr Paul Carter

3.               Prayer

4.               Application for Leave of Absence  

5.               Disclosure Of Interests

6.               Announcements Without Discussion

Announcements by the Presiding Member 

7.               Question Time For Public

Response to Previous Questions Taken on Notice 

Public Question Time For Public

8.               Confirmation and Receipt Of Minutes 

Previous Council Meetings

8.1             Minutes of the Council Meeting held 12 September 2018

Recommendation

That the Minutes of the Council Meeting held 12 September 2018 be confirmed as a true and correct record.

 

9.               RECEIVING OF Petitions, Presentations AND DEPUTATIONS

Petitions

Presentations

Deputations

10.             QUESTIONS BY MEMBERS OF WHICH DUE NOTICE HAS BEEN GIVEN (WITHOUT DISCUSSION)

11.             Items brought forward for the convenience of those in the public gallery

12.             Reports of Committee

Nil

13.             Planning and Development Services Report

Nil

14.             Engineering and Work Services Report

Nil


Council                                                                                      11                                                         26 September 2018

15.             Community and Commercial Services Report

15.1           COMMUNITY SPORT AND RECREATION FACILTIES FUND FORWARD PLANNING GRANT APPLICATION

SUBJECT INDEX:

CSRFF YEAR 2019/20 – 2021/22 Lou Lou Weston Oval

STRATEGIC OBJECTIVE:

A community with access to a range of cultural and art, social and recreational facilities and experiences.

BUSINESS UNIT:

Community Development

ACTIVITY UNIT:

 Community Services

REPORTING OFFICER:

Club Development Officer - Pam Glossop

AUTHORISING OFFICER:

Director, Community and Commercial Services - Cliff Frewing

VOTING REQUIREMENT:

Simple Majority

ATTACHMENTS:

Nil

  

PRÉCIS

 

The WA State Government Community Sporting and Recreation Facilities Fund (CSRFF) provides financial assistance to community groups and local government authorities through its’ Forward Planning Grants to help develop infrastructure for sport and recreation.

 

Each year Local Government Authorities are required to rate and prioritise the CSRFF submissions received within their municipality.  Annual Forward Planning Grant applications for the 2019/20 – 2021/22 triennium must be submitted by local government authorities to the Department of Local Government, Sport and Cultural Industries (DLGSC) by 30 September 2018.

 

The purpose of this report is to outline the submissions received for projects within the City for this current funding round and request that Council rates and ranks these applications, prior to forwarding to DLGSC for final consideration.

 

This report proposes that a grant application in relation to construction of a new pavilion and courts upgrade at Lou Weston Oval be supported and submitted to CSRFF for funding.

 

BACKGROUND

 

Forward Planning Grants for the 2019/20 – 2021/22 triennium are available to large scale projects where the total project cost exceeds $500,000 and where the project may require an implementation period of between one and three years.   Grants from $166,667–$2,000,000 are provided in this category and may be allocated in one or a combination of the years in the triennium.

 

All Forward Planning Grant applications must be assessed and prioritised by local governments prior to submission.  The DLGSC requires local governments to base assessments on the need for a planned approach to facilities provision, which takes account of justified needs, existing facilities and the social and financial impact of investing in new facilities.

 

In order to assist with the evaluation of submissions and to ensure projects are viable and appropriate, DLGSC has developed “Key Principles of Facility Provision” criteria. Accordingly, each submission is to be assessed against these criteria and Local Government Authorities are required to rate and prioritise local submissions using the following guide:


 

 

RATE

DESCRIPTION

A

Well planned and needed by the municipality

B

Well planned and needed by the applicant

C

Needed by the municipality, more planning required

D

Needed by the applicant, more planning required

E

Idea has merit, more preliminary work needed

F

Not recommended

 

Applications will be considered by the CSRFF advisory committee and recommendations made in November/December 2018.   Applicants will be notified in January/February 2019 if they have been successful.

 

One application was received for the CSRFF Forward Planning Grant round 2019/20 – 2021/22 Triennium, as follows:

 

1.            City of Busselton – Lou Weston Oval - Lois Hannay Pavilion and courts redevelopment

 

STATUTORY ENVIRONMENT

 

Nil.

 

RELEVANT PLANS AND POLICIES

 

The Officer’s recommendation aligns with the City’s Social Plan 2015-2025. A key goal of this plan is to “create needed, quality, sustainable recreation and leisure facilities and services for our community.”

 

The upgrading / redevelopment of Lou Weston Oval is also noted as a priority action (subject to external funding) within the City’s Corporate Business Plan 2018/19 – 2021/22 under Key Goal Area 1 – Community: Welcoming, friendly, healthy.

 

FINANCIAL IMPLICATIONS

 

The CSRFF application for the re-development of Lois Hannay Pavilion and courts has a total project cost of $1,735,240 (ex GST) with components as follows:

 

 

Project costs

QS Cost

 

Lois Hannay Pavilion re-development

$   668,700

 

Courts upgrade

$   983,840

 

Total

$1,652,540

 

Contingencies

$     82,700

 

TOTAL FINANCIAL IMPLICATIONS

$1,735,240

 

In a staged approach, the City has allocated $700,000 in the 2018/19 budget towards the redesign and expansion of the current nine netball courts to 12 courts with dual purposing of six courts to basketball. $19,450 has been spent on design and geotechnical costs to date.

 

In 2019/20 the City has allocated in its Long Term Financial Plan (LTFP) $1,500,000 towards construction of the courts and a re-development of the Lois Hannay Pavilion.

 

A one third funding towards the project cost is requested from the DLGSC of $578,413.

 

Busselton Netball Association (BNA), is supporting the project and contributing $120,000 to the upgrade.  The funding breakdown is shown in the table below:

 

Contribution Towards Project

Cost

City of Busselton

$1,036,827

Busselton Netball Association

$   120,000

CSRFF

$   578,413

Total project cost

$1,735,240

 

LONG-TERM FINANCIAL PLAN IMPLICATIONS

 

The City has made provision in the LTFP of $2,200,000 across two financial years. The total estimated project cost is $1,735,240.  $700,000 has already been provided in the 2018/19 budget (from the New Infrastructure Development Reserve) and $1,500,000 has been provided in the LTFP in 2019/20 from the Community and Recreation Facilities Reserve – City District.

 

Based on the QS estimates, the current LTFP allocations, and subject to receipt of the $120,000 contribution from the BNA the City would still be able to complete the project to budget if unsuccessful in this round of CSRFF (if necessary).

 

STRATEGIC COMMUNITY OBJECTIVES

 

This matter aligns with the City of Busselton Strategic Community Plan 2017 and principally with the following Key Goal Area and strategic goals:

 

Key Goal Area 1 – Community: Welcoming, friendly and healthy:

 

·    Community Objective 1.3: A community with access to a range of cultural and art, social and recreational facilities and experiences.

·    Council Strategy:  Create sport and recreation hubs to service local and regional communities

 

Specifically this particular project is contained as a Corporate Action / project int eh City’s Corporate Business Plan 2018/19 – 2021/22 as follows:

 

·    Lou Weston Oval – Develop a concept design for rationalising and upgrading the Club and change room facilities.

 

RISK ASSESSMENT

 

An assessment of the potential risks of implementing the Officers recommendation was undertaken, and as a result, no risks rated as ‘medium’ or above were identified.

 

CONSULTATION

 

There has been extensive consultation undertaken with user groups at Lou Weston Oval over the past six years.  In March 2012, City officers commenced community consultation to begin the process to determine community needs at this facility. Initial face to face needs assessment meetings were conducted with individual user groups, with the findings compiled into a site specific needs analysis.

 


 

The scope of this study included the following:

 

Ø A review of the City of Busselton's existing Leisure Services Plan to provide background information concerning recreational issues, facilities, philosophies and perceived needs throughout the City;

Ø An identification of needed services and facilities that are not currently provided on site;

Ø An examination of current usage of existing facilities and grounds with recommended future planning options;

Ø An assessment of the quality and level of service provision at each facility in terms of the facility being "fit for purpose";

Ø An identification of the club’s Strategic Plan, current membership and expected growth rate.

 

In 2015, three years after the initial needs study was conducted, it was important to revisit this study and touch base with the users again to ensure that the needs previously identified were still current. This review included the following:

 

Ø Reviewing any known changes in terms of facility and user group developments in the last three years

Ø Updating in consultation with the user groups the documented needs assessment to reflect these changes

 

A further review was carried out in 2017, touching on the same matters and again in 2018.

 

In addition to Councillor briefings, this project was discussed on site during the tour of the district conducted earlier this year.

 

The current application for CSRFF funding is based on the needs assessment and feedback received from the 2018 review.

 

OFFICER COMMENT

 

Lou Weston Oval is a three hectare public reserve utilised for recreational purposes year round, featuring an active playing field, nine netball courts with limited sports lighting, a club building, a small change room, and a toilet facility.

 

Following recent consultation, an updated needs assessment identified user groups as netball, basketball, junior football and tee ball with the possibility of little athletics.

 

The junior football clubs have expressed a need to relocate to Bovell Oval in the future, pending the outcome of the strategic recreation strategy which is to commence shortly.

 

A key facility development strategy identified for Lou Weston Oval the growth of netball, particularly in the junior age groups and the ageing infrastructure at Lou Weston Oval which is no longer sufficient to service the users of the facility.

 

A needs assessment for the BNA identified the redevelopment of the nine outdoor netball courts at Lou Weston Oval as their number one priority. The BNA identified that an upgrade of this facility would address their growth in membership and provide for increased participation growth into the future. The court facility is also ageing and due for replacement, with water pooling and severe cracking, which is a concern for users. With the growth of netball and the introduction of new formats and programs (Fast 5, No Limits, Green Shirts), there is a recognised need for expansion to 12 courts.

Sports lighting is currently only on three of the courts and this lighting is now obsolete. As the netball club grows a lighting upgrade and an increase in the network of lights will be required. The upgrade will be developed to provide conduit for future expansion and upgrade of court lighting.

 

Ageing infrastructure will be upgraded by replacing the Lois Hannay Pavilion.  The new building will contain shared storage for users of the oval, with male and female change rooms/toilets, change/toilet facilities for disabled and an increased verandah/viewing area. The building will also house new public toilets and an upgrade to the sewer will be required. The BNA supports this application and is contributing $120,000 to the project which represents a one third of the cost of the building (less costs associated with the provision of public toilets and sewer).

 

Under a new lease agreement with the BNA the pavilion will be available for hire by other users when not required by the BNA.

 

The Busselton Amateur Basketball Association (Basketball WA) has been actively seeking an indoor playing facility to cater for the growing popularity of basketball.  However, the City is not currently in a position to build new indoor courts (the City has committed over $10m in future funding to build additional indoor court space in Dunsborough and Busselton to help facilitate the development of the sport).

 

Basketball has been identified as a future user of the existing netball courts by upgrading and adding three additional courts to the existing nine, making six of the 12 courts dual purpose. This will allow for junior training, sports development and for casual play by the wider community.  Dual purposing of six of the courts to basketball has been supported by the BNA. This will provide a short term solution to help support the growth in junior basketball participation and the fragmentation of play across several sites to one central facility with suitable supporting infrastructure.

 

The local Busselton Basketball Association would prefer to see no investment in Lou Weston and indoor facilities brought forward as a priority. Basketball WA has acknowledged that while there are site constraints in developing outdoor courts for basketball (as basketball is an indoor sport), it recognises that dual purposing the netball courts provides value to basketball as a sport by increasing opportunity for informal play, introducing new participants, providing training space and overflow space for junior outdoor games. 

 

CONCLUSION

 

The one application received for the CSRFF Forward Planning Grant Year 2019/20 – 2021/22 triennium shows sound reasoning and justification; as such it is recommended that Council support the submission of an application for the Lois Hannay Pavilion and courts redevelopment to the DLGSC Community Sport and Recreation Facilities Fund , and rates the application as a priority ‘A’ project, rank number 1.

 

OPTIONS

 

The Council could decide not to support the application received for the CSRFF Forward Planning Grant Year 2019/20 – 2021/22 triennium.

 

TIMELINE FOR IMPLEMENTATION OF OFFICER RECOMMENDATION

 

The DLGSC South West Office staff will be advised in writing of the Council’s decision before 30 September 2018 when the full contents of the application are forwarded to their regional office in Bunbury.

 

OFFICER RECOMMENDATION

 

That the Council resolves to support the submission of an application for the Lois Hannay Pavilion and courts redevelopment  to the Department of Local Government, Sport and Cultural Industries Community Sport and Recreation Facilities Fund, and rates the application as a priority ‘A’ project, rank number 1.

 

 

  


Council                                                                                      16                                                         26 September 2018

16.             Finance and Corporate Services Report

16.1           FINANCIAL ACTIVITY STATEMENT

SUBJECT INDEX:

 

STRATEGIC OBJECTIVE:

Governance systems, process and practices are responsible, ethical and transparent.

BUSINESS UNIT:

Finance and Corporate Services

ACTIVITY UNIT:

 

REPORTING OFFICER:

Manager Financial Services - Kim Dolzadelli

AUTHORISING OFFICER:

Director Finance and Corporate Services  - Tony Nottle

VOTING REQUIREMENT:

Simple Majority

ATTACHMENTS:

Attachment a   Statement of Financial Activity - Period Ending 31 July 2018

Attachment b    Statement of Financial Activity - Period Ending 31 August 2018

Attachment c    Investment Report - Period Ending 31 July 2018

Attachment d   Investment Report - Period Ending 31 August 2018  

  

PRÉCIS

 

Pursuant to Section 6.4 of the Local Government Act (‘the Act’) and Regulation 34(4) of the Local Government (Financial Management) Regulations (‘the Regulations’), a local government is to prepare, on a monthly basis, a statement of financial activity that reports on the City’s financial performance in relation to its adopted/ amended budget.

 

This report has been compiled to fulfil the statutory reporting requirements of the Act and associated Regulations, whilst also providing the Council with an overview of the City’s financial performance on a year to date basis for the period ending 31 July 2018 and 31 August 2018.

 

BACKGROUND

 

The Regulations detail the form and manner in which financial activity statements are to be presented to the Council on a monthly basis; and are to include the following:

 

§   Annual budget estimates

§   Budget estimates to the end of the month in which the statement relates

§   Actual amounts of revenue and expenditure to the end of the month in which the statement relates

§   Material variances between budget estimates and actual revenue/ expenditure/ (including an explanation of any material variances)

§   The net current assets at the end of the month to which the statement relates (including an explanation of the composition of the net current position)

 

Additionally, and pursuant to Regulation 34(5) of the Regulations, a local government is required to adopt a material variance reporting threshold in each financial year. At its meeting of 25 July 2018, the Council adopted (C1807/138) the following material variance reporting threshold for the 2018/19 financial year:

 

“That pursuant to Regulation 34(5) of the Local Government (Financial Management) Regulations, the Council adopts a material variance reporting threshold with respect to financial activity statement reporting for the 2018/19 financial year as follows:

 

·    Variances equal to or greater than 10% of the year to date budget amount as detailed in the Income Statement by Nature and Type/ Statement of Financial Activity report, however variances due to timing differences and/or seasonal adjustments are to be reported on a quarterly basis; and

·    Reporting of variances only applies for amounts greater than $25,000.”

 

STATUTORY ENVIRONMENT

 

Section 6.4 of the Local Government Act and Regulation 34 of the Local Government (Financial Management) Regulations detail the form and manner in which a local government is to prepare financial activity statements.

 

RELEVANT PLANS AND POLICIES

 

Not applicable.

 

FINANCIAL IMPLICATIONS

 

Any financial implications are detailed within the context of this report.

 

LONG-TERM FINANCIAL PLAN IMPLICATIONS

 

Any financial implications are detailed within the context of this report.

 

STRATEGIC COMMUNITY OBJECTIVES

 

This matter principally aligns with Key Goal Area 6 – ‘Leadership’ and more specifically Community Objective 6.1 - ‘Governance systems, process and practices are responsible, ethical and transparent’.

 

RISK ASSESSMENT

 

Risk assessments have been previously completed in relation to a number of ‘higher level’ financial matters, including timely and accurate financial reporting to enable the Council to make fully informed financial decisions. The completion of the monthly Financial Activity Statement report is a control that assists in addressing this risk.

 

CONSULTATION

 

Not applicable.

 

OFFICER COMMENT

 

In order to fulfil statutory reporting requirements, and to provide the Council with a synopsis of the City’s overall financial performance on a full year basis, the following financial reports are attached here to:

 

§   Statement of Financial Activity

This report provides details of the City’s operating revenues and expenditures on a year to date basis, by nature and type (i.e. description). The report has been further extrapolated to include details of non-cash adjustments and capital revenues and expenditures, to identify the City’s net current position; which reconciles with that reflected in the associated Net Current Position report.

 

 

 

 

§   Net Current Position

This report provides details of the composition of the net current asset position on a full year basis, and reconciles with the net current position as per the Statement of Financial Activity.

 

 

§   Capital Acquisition Report

This report provides full year budget performance (by line item) in respect of the following capital expenditure activities: 

·   Land and Buildings

·   Plant and Equipment

·   Furniture and Equipment

·   Infrastructure

 

§   Reserve Movements Report

This report provides summary details of transfers to and from reserve funds, and also associated interest earnings on reserve funds, on a full year basis.

 

Additional reports and/or charts are also provided as required to further supplement the information comprised within the statutory financial reports.

 

COMMENTS ON FINANCIAL ACTIVITY TO 31 JULY 2018 AND 31 AUGUST 2018

 

The officer notes the earlier nature of the attached statements of Financial Activity and given this there is only one major variance to report.  The major variance is of a timing nature only and will not impact at all on Council’s 2018/2019 Budget; specifically the item is “Rates Revenue” which shows a Year to Date Actual of $5,127 versus a Year to Date Budget of $47,909,858 as at 31 July 2018.  Rates were raised early in the month of August 2018 being the reason for this timing difference, Council has been previously made aware of this as the dates for payment of rates were required to be amended due to unforeseen technology and software issues.

 

A more comprehensive analysis of the monthly Financial Activity Statement will occur in the coming reporting months.

 

Investment Report

 

Pursuant to the Council’s Investment Policy, a report is to be provided to the Council on a monthly basis, detailing the investment portfolio in terms of performance and counterparty percentage exposure of total portfolio. The report is also to provide details of investment income earned against budget, whilst confirming compliance of the portfolio with legislative and policy limits.

 

As at 31st August 2018 the value of the City’s invested funds totalled $67.4M, down from $68.5M as at 31st July. The decrease is due to ongoing standard operational and Airport Development expenses.

 

During the month of August six term deposits held with three different institutions totalling $16.5M matured. All were renewed for a further 172 days at 2.68% (on average).

 

The balance of the 11am account (an intermediary account which offers immediate access to the funds compared to the term deposits and a higher rate of return compared to the cheque account) increased by $2.5M as rate funds began to flow late in the month.

 

The balance of the Airport Development ANZ cash account decreased by $3.65M over the month. This decrease was due in part to the completion of budgeted transfers to the city’s Reserve accounts totalling $2.36M and the withdrawal of $1.29M to meet ongoing expenses.

 

The RBA left official rates on hold during August and September. Future movements remain uncertain at this point, although the next movement is likely to be up but not in the immediate future.

 

Chief Executive Officer – Corporate Credit Card

 

Details of monthly (May to June) transactions made on the Chief Executive Officer’s corporate credit card are provided below to ensure there is appropriate oversight and awareness of credit card transactions made.

 

Date

Amount

Payee

Description

28-Jun-18

$70.40

Urban Coffee House

Morning Tea CEO & Irrigation Team

03-Jul-18

$223.08

Mounts Bay Waters Apartments

Accomm: Consul Gen USA Visit (Mayor Henley)

10-Jul-18

$993.84

Naturaliste Travel

Flights To Canberra (Mayor Henley)

10-Jul-18

$993.84

Naturaliste Travel

Flights To Canberra (Mike Archer)

18-Jul-18

$50.00

WALGA

Breakfast Forum: Beneficial Enterprises

20-Jul-18

$82.00

Boyanup Tavern

Farewell Lunch for CEO Michael Parker +

28-Jul-18

$30.24

Wilson Parking Perth

Parking LG Week AGM

28-Jul-18

$199.98

Citadines

Accomm: LG Week

01-Aug-18

$190.89

Citadines

Accomm: LG Week

02-Aug-18

$30.24

Wilson Parking, Perth

Parking LG Week AGM

09-Aug-18

$6,289.23

PDQ.com

Renew PDQ Licenses

14-Aug-18

$31.40

Aerial Transport Fyshwick

Taxis - Canberra Ministerial Trip

14-Aug-18

$156.53

Perth Valet Parking

Parking - Canberra Ministerial Trip

14-Aug-18

-$45.45

Perth Valet Parking

Refund - Parking

15-Aug-18

$14.20

Nookie Coffee & Kitchen

Meals - Canberra Ministerial Trip

15-Aug-18

$16.69

Mpay.Com Smartcab, Hamilton

Taxis - Canberra Ministerial Trip

15-Aug-18

$54.00

Mocan Green Grout Canberra

Meals - Canberra Ministerial Trip

15-Aug-18

$17.01

Aerial Transport Fyshwick

Taxis - Canberra Ministerial Trip

15-Aug-18

$21.32

Aerial Transport Fyshwick

Taxis - Canberra Ministerial Trip

15-Aug-18

$20.79

Aerial Transport Fyshwick

Taxis - Canberra Ministerial Trip

15-Aug-18

$121.90

Portia's Place Kingston

Meals - Canberra Ministerial Trip

15-Aug-18

$121.90

Portia's Place Kingston

Meals - Canberra Ministerial Trip

16-Aug-18

$22.89

Mpay.Com Smartcab, Hamilton

Taxis - Canberra Ministerial Trip

16-Aug-18

$16.20

Dep Parl SVCS

Meals - Canberra Ministerial Trip

16-Aug-18

$16.28

Aerial Transport Fyshwick

Taxis - Canberra Ministerial Trip

16-Aug-18

$27.93

Aerial Transport Fyshwick

Taxis - Canberra Ministerial Trip

16-Aug-18

$12.18

Aerial Transport Fyshwick

Taxis - Canberra Ministerial Trip

16-Aug-18

$32.45

Aerial Transport Fyshwick

Taxis - Canberra Ministerial Trip

16-Aug-18

$48.00

Emirates Leisure

Drinks - Canberra Ministerial Trip

16-Aug-18

$573.38

Peppers Gallery Hotel, Canberra

Accom: Canberra Ministerial Trip

16-Aug-18

$577.87

Peppers Gallery Hotel, Canberra

Accom: Canberra Ministerial Trip


 

16-Aug-18

$673.20

Peppers Gallery Hotel, Canberra

Accom: Canberra Ministerial Trip

16-Aug-18

$100.52

Peppers Gallery Hotel, Canberra

Meals - Canberra Ministerial Trip

16-Aug-18

$44.50

The DOCL Kingston

Meals - Canberra Ministerial Trip

 

 

 

 

 

*Funds debited against CEO Annual Professional Development Allowance as per employment Contract Agreement

 

+ Allocated against CEO Hospitality Expenses Allowance

 

CONCLUSION

 

As at 31 July 2018 and 31 August 2018, the City’s financial performance is considered satisfactory noting the timing difference with respect to Rate Revenue.

 

OFFICER RECOMMENDATION

 

That Council receives the statutory financial activity statement reports for the period ending 31 July 2018 and 31 August 2018, pursuant to Regulation 34(4) of the Local Government (Financial Management) Regulations 1996.

 

 

 

Note:        This item will be presented to the Finance Committee on 20 September 2018 and a Committee Recommendation will be included under separate cover.

 


Council

22

26 September 2018

16.1

Attachment a

Statement of Financial Activity - Period Ending 31 July 2018

 


 


 


 


 


 


 


 


 


 


 


 


 



Council

35

26 September 2018

16.1

Attachment b

Statement of Financial Activity - Period Ending 31 August 2018

 


 


 


 


 


 


 


 


 


 


 


 


 



Council

45

26 September 2018

16.1

Attachment c

Investment Report - Period Ending 31 July 2018

 


Council

46

26 September 2018

16.1

Attachment d

Investment Report - Period Ending 31 August 2018

 

 


Council                                                                                      47                                                         26 September 2018

17.             Chief Executive Officers Report

17.1           CAPEROC

SUBJECT INDEX:

CapeROC Outcomes

STRATEGIC OBJECTIVE:

Governance systems, process and practices are responsible, ethical and transparent.

BUSINESS UNIT:

Governance Services

ACTIVITY UNIT:

 Governance

REPORTING OFFICER:

Strategic Projects Officer - Tracey King

AUTHORISING OFFICER:

Chief Executive Officer - Mike Archer

VOTING REQUIREMENT:

Simple Majority

ATTACHMENTS:

Nil

 

PRÉCIS

 

The following is provided to Council as information on the outcomes of the Cape Region Organisation of Councils (CapeROC) meeting held in Margaret River Friday 31 August 2018. Minutes are also available on the City of Busselton HUB and external website.

 

OFFICER COMMENT

 

Action items as an outcome of this meeting include –

 

5.2 CapeROC Budget

1. That CapeROC notes the current status of the CapeROC 2018-2019 budget.

2. That $18,300 be allocated provisionally toward formulating a joint public health plan to cover the contextual planning and the epidemiological data analysis requirements for the Local Public Health Plan, as detailed I the Minutes.

 

7.2 Cultural centre

A site visit to the Margaret River Cultural Centre upgrade be arranged for the next meeting of CapeROC; 9 November 2018 – Shire of Augusta Margaret River.

 

8.1 Changes in recycling costs

City of Busselton currently undertaking a three month trial of carting waste to external sites – will bring results to the next CapeROC.

 

OFFICER RECOMMENDATION

 

That the Council notes the outcome of the Capes Region Organisation of Councils Meeting held on 31 August 2018.

 


Council                                                                                      48                                                         26 September 2018

17.2           COUNCILLORS' INFORMATION BULLETIN

SUBJECT INDEX:

Councillors' Information Bulletin

STRATEGIC OBJECTIVE:

Governance systems, process and practices are responsible, ethical and transparent.

BUSINESS UNIT:

Governance Services

ACTIVITY UNIT:

Governance Services

REPORTING OFFICER:

Administration Officer - Governance - Kate Dudley

AUTHORISING OFFICER:

Chief Executive Officer - Mike Archer

VOTING REQUIREMENT:

Simple Majority

ATTACHMENTS:

Attachment a   Planning Applications received by the City between 16 August, 2018 and 31 August, 2018

Attachment b    Planning Applications determined by the City between 16 August, 2018

Attachment c    Meelup Regional Park Management Committee Minutes

Attachment d   Scheme Amendment

Attachment e    Australian Coastal Council Association - Minutes  

  

PRÉCIS

 

This report provides an overview of a range of information that is considered appropriate to be formally presented to the Council for its receipt and noting. The information is provided in order to ensure that each Councillor, and the Council, is being kept fully informed, while also acknowledging that these are matters that will also be of interest to the community.

 

Any matter that is raised in this report as a result of incoming correspondence is to be dealt with as normal business correspondence, but is presented in this bulletin for the information of the Council and the community.

 

INFORMATION BULLETIN

17.2.1    Planning & Development Services Statistics

 

Planning Applications

 

Attachment A is a report detailing all Planning Applications received by the City between 16 August, 2018 and 31 August, 2018. A total of 37 formal applications were received during this period.

 

Attachment B is a report detailing all Planning Applications determined by the City between 16 August, 2018 and 31 August, 2018. A total of 40 applications (including subdivision referrals) were determined by the City during this period with 40 approved / supported and 0 refused / not supported.

17.2.2    2017/2018 TENDERS

 

RFT24/17 PROVISION OF TRAFFIC MANAGEMENT SERVICES

PQS02/18 PROVISION OF TRAFFIC MANAGEMENT SERVICES – REQUEST FOR APPLICATIONS TO JOIN A PANEL OF PRE-QUALIFIED SUPPLIERS

 

·    Council resolved on 11 April 2018 to decline to accept any tender on the basis that the tenders received did not present best value for money.  Council requested the CEO establish a panel of pre-qualified suppliers for the provision of traffic management services to the City.

·    A Request for Applications to Join a Panel of Pre-Qualified Suppliers (PQS) closed on 31 July 2018.

·    The City received applications from 6 applicants.

·    In accordance with delegation LG3M the CEO has authority to establish the panel and to decide which applications to accept.

·    The evaluation has been completed.

·    It is anticipated that the panel of pre-qualified suppliers will be established by the CEO in September 2018.

 

PQS01/18 SUPPLY OF QUARRY PRODUCTS – REQUEST FOR APPLICATIONS TO JOIN A PANEL OF PRE-QUALIFIED SUPPLIERS

 

·    Requirement - the provision of quarry products to the City. 

·    The PQS was advertised on 21 April 2018 with a closing date of 8 May 2018. 

·    A total of 7 applications were received.

·    In accordance with delegation LG3M the CEO has authority to establish the panel and to decide which applications to accept.

·    The evaluation has been completed.

·    A panel has been established under delegation with the following suppliers included on the panel, within various categories based on location: Carbone Brothers Pty Ltd, Busselton Civil Pty Ltd, MGM Bulk Pty Ltd, Leeuwin Civil Pty Ltd, the Wild Fig Company, Holcim (Australia) Pty Ltd, and B&J Catalano Pty Ltd.

 

RFT08/18 SUPPLY OF SOILS AND MULCH

 

·    Requirement - the supply and delivery of soils and mulch within the City of Busselton. 

·    The tender was advertised on 9 June 2018 with a closing date of 26 June 2018. 

·    A total of 4 tenders were received. 

·    The value of the contract is not expected to exceed the CEO’s delegated authority under Delegation LG3J.

·    Tenders are in process of being evaluated.

·    It is anticipated that a contract will be awarded under delegation in September 2018.

 

RFT09/18 PROVENCE ESTATE LANDSCAPE MAINTENANCE

 

·    Requirement - the provision of maintenance services for 4 landscaped public open spaces located at Provence Estate (excluding trees, medians and roundabouts). 

·    A Request for Tender was advertised on 30 June 2018 with a closing date of 17 July 2018.

·    A total of 5 tenders were received.

·    The value of the contract is not expected to exceed the CEO’s delegated authority under Delegation LG3J.

·    The evaluation has been completed.

·    It is anticipated that a contract will be awarded under delegation in September 2018.

 

RFT11/18 TURF MAINTENANCE SERVICES

 

·    Requirement - the provision of turf maintenance services to the City of Busselton, including maintaining healthy turf grass on broadacre sites such as playing fields and other public open spaces.

·    A Request for Tender was advertised on 30 June 2018 with a closing date of 26 July 2018. 

·    A total of 3 tenders were received.

·    The value of the contract is not expected to exceed the CEO’s delegated authority under Delegation LG3J.

·    The evaluation has been completed and the contract awarded under delegation to Naturaliste Turf. .

 

RFT12/18 CONSTRUCTION OF BUSSELTON TENNIS CLUBHOUSE

 

·    Requirement - the construction of the Busselton Tennis Club Clubhouse. 

·    A Request for Tender was advertised on 14 July 2018 with a closing date of 7 August 2018. 

·    A total of 7 tenders were received.

·    The value of the contract will exceed the CEO’s delegated authority.

·    The evaluation has been completed.

·    A report was presented to Council at the Council Meeting of 12 September 2018 for awarding of a contract to I. C. Developments PTY Ltd T/A Innovest Construction.

 

RFT13/18 PROVISION OF GYM EQUIPMENT FOR GEOGRAPHE LEISURE CENTRE, BUSSELTON

 

·    Requirement - the provision and maintenance of gym equipment, including software and the removal of existing equipment at the Geographe Leisure Centre, Busselton.

·    A Request for Tender was advertised on 4 August 2018 with a closing date of 21 August 2018. 

·    A total of 7 tenders were received

·    The value of the contract is not expected to exceed the CEO’s delegated authority under Delegation LG3J.

·    Tenders are in process of being evaluated.

·    It is anticipated that a contract will be awarded under delegation in September 2018.

 

RFT14/18 CONTAMINATED SITES INVESTIGATION WORKS

 

·    Requirement – contaminated sites investigation works and stakeholder engagement activities 2018-2019.

·    A Request for Tender was advertised on 1 September 2018 with a closing date of 20 September 2018. 

·    The value of the contract is not expected to exceed the CEO’s delegated authority under Delegation LG3J.

·    Tenders are in process of being evaluated.

·    It is anticipated that a contract will be awarded under delegation in October 2018.

17.2.3    Meelup Regional Park Management Committee

 

Attachment C shows the minutes for the Informal Meelup Regional Park Management Committee meeting held on 27 August 2018.

17.2.4    Scheme Amendment No. 11

 

The above scheme was published in the Western Australian Government Gazette on 24 August, 2018.

 

The purpose of this amendment is to amend Local Planning Scheme No. 21 to rezone a portion of Lot 201 Balmoral Drive Quindalup to ‘Reserve for Public Purpose’ and amending the boundary of Additional Use No. 37. Also amending Addition Use No. 37 to include the land use of Restaurant.

 

 

 

 

 

17.2.5    Donations Contributions and Subsidies Fund – August 2018

 

The Council allocates an annual budget allowance to the Donations, Contributions and Subsidies (Sponsorship Fund).  This is provided such that eligible groups and individuals can apply for and receive sponsorship to assist them in the pursuit of endeavours that bring direct benefit to the broader community.  Allocation of the funds is delegated to the Chief Executive Officer, in accordance with published guidelines and funding availability.

 

Ten applications were supported in August 2018, totalling $3,750, as outlined in the table below

 

App. No.

Recipient

Purpose

Amount

August 2018

04/1819

Cape Naturaliste College

Year 12 End of year graduation award night prize

$200.00

05/1819

Geographe Primary School

Year 6 End of year graduation award night prize

$100.00

06/1819

CWA Dunsbrough

Seeking funds to cover the cost for their Annual free community Christmas lunch.

$800.00

08/1819

Cornerstone Christian College

Funding for end of year graduation award night prizes: $100 for primary school and $200 for senior school

$300.00

09/1819

Busselton Senior High School

Year 12 End of year graduation award night prize

$200.00

10/1819

Blake Murdoch

Selected to represent WA in the U13 State Hockey team in the U13 Championships in Hobart in October 2018. Contribution to assist with associated travel costs.

 

$300.00

11/1819

James Richards

Selected to represent WA in the U15 Regional State Soccer team to play at the 2018 Phuket Cup held in November 2018. Contribution to assist with associated travel expenses.

 

$300.00

12/1819

Light the Night Busselton

Seeking funds to assist with covering the cost of running the 4th annual Light the Night lantern walk to raise funds for vital research to support Australians with blood cancer. The Busselton event will be held at the new amphitheatre. All members of the community are welcome to attend and enjoy the free entertainment.

 

$800.00

13/1819

Busselton Art Society - Annual Art in the Park

Seeking funds to assist with covering the cost of running the 3 day event held in Mitchell Park in January 2019. The event is open to the public with no admission fee.

 

$500.00

14/1819

Lions Cancer Institute

Seeking sponsorship of 10 children from the Busselton district who are current patients at the Perth Children's Hospital to cover the cost to attend the ‘Special Children's Christmas Big Day Out’ (ticket cost is $100pp). The event is a special outing for terminally ill, handicapped or severely disabled children. A contribution of $25 per child is supported by the CEO and Mayor on compassionate grounds.

 

$250.00

August Total

$3,750.00

 

17.2.5    Australian Coastal Council – Minutes

 

Attachment E shows the minutes for the Australian Coastal Council meeting held on 7 September 2018.

 

OFFICER RECOMMENDATION

 

That the items from the Councillors’ Information Bulletin be noted:

·    17.2.1              Planning & Development Services Statistics

·    17.2.2              2017/2018 Tenders

·    17.2.3              Meelup Regional Park Management Committee

·    17.2.4              Scheme Amendment No. 11

·    17.2.5              Donations Contributions and Subsidies Fund – August 2018

·    17.2.5              Australian Coastal Council – Minutes

 

 


Council

57

26 September 2018

17.2

Attachment a

Planning Applications received by the City between 16 August, 2018 and 31 August, 2018

 


 


 


 


 


Council

58

26 September 2018

17.2

Attachment b

Planning Applications determined by the City between 16 August, 2018

 


 


 


 


 


 


Council

67

26 September 2018

17.2

Attachment c

Meelup Regional Park Management Committee Minutes

 


 


 


 



 


Council

70

26 September 2018

17.2

Attachment d

Scheme Amendment

 


Council

78

26 September 2018

17.2

Attachment e

Australian Coastal Council Association - Minutes

 


 


 


 


 


 


 


 

 


Council                                                                                      79                                                         26 September 2018

18.             Motions of which Previous Notice has been Given

Nil  

19.             urgent business

20.             Confidential Matters

21.             Closure