COB-RGB

 

 

 

 

 

Council Agenda

 

 

 

12 June 2019

 

 

 

 

 


ALL INFORMATION AVAILABLE IN VARIOUS FORMATS ON REQUEST

city@busselton.wa.gov.au

 

 


CITY OF BUSSELTON

MEETING NOTICE AND AGENDA – 12 June 2019

 

 

 

TO:                  THE MAYOR AND COUNCILLORS

 

 

NOTICE is given that a meeting of the Council will be held in the the Council Chambers, Administration Building, Southern Drive, Busselton on Wednesday, 12 June 2019, 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

 

31 May 2019


CITY OF BUSSELTON

Agenda FOR THE Council MEETING TO BE HELD ON 12 June 2019

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 22 May 2019. 5

Committee Meetings. 5

8.2          Minutes of the Policy and Legislation Committee Meeting held 14 May 2019. 5

8.3          Minutes of the Finance Committee Meeting held 16 May 2019. 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. 7

12.1        Policy and Legislation Committee - 14/05/2019 - PROPOSED COUNCIL POLICY - HONORARY FREEMAN OF THE CITY OF BUSSELTON.. 7

12.2        Policy and Legislation Committee - 14/05/2019 - PREPARATION OF BUSSELTON CITY CENTRE ACTIVITY CENTRE PLAN.. 16

12.3        Finance Committee - 16/05/2019 - BUDGET AMENDMENT REQUEST / REVIEW... 25

12.4        Finance Committee - 16/05/2019 - FINANCIAL ACTIVITY STATEMENTS - PERIOD ENDING 30 APRIL 2019. 29

12.5        Finance Committee - 16/05/2019 - LIST OF PAYMENTS MADE APRIL 2019. 54

13..... Planning and Development Services Report. 64

14..... Engineering and Work Services Report. 64

15..... Community and Commercial Services Report. 65

15.1        MARKETING AND EVENTS REFERENCE GROUP MEETING OUTCOMES. 65

16..... Finance and Corporate Services Report. 71

17..... Chief Executive Officers Report. 72

17.1        COUNCILLORS' INFORMATION BULLETIN.. 72

18..... Motions of which Previous Notice has been Given.. 75

19..... urgent business. 75

20..... Confidential Matters. 75

21..... Closure. 75

 


Council                                                                                      6                                                                        12 June 2019

 

1.               Declaration of Opening and Announcement of Visitors

2.               Attendance 

Apologies

Approved Leave of Absence

 

Cr Rob Bennett

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 22 May 2019

Recommendation

That the Minutes of the Council Meeting held 22 May 2019 be confirmed as a true and correct record.

 

Committee Meetings

8.2             Minutes of the Policy and Legislation Committee Meeting held 14 May 2019

Recommendation

That the Minutes of the Policy and Legislation Committee Meeting held 14 May 2019 be noted.

8.3             Minutes of the Finance Committee Meeting held 16 May 2019

Recommendation

That the Minutes of the Finance Committee Meeting held 16 May 2019 be noted.

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


Council                                                                                      8                                                                         12 June 2019

12.             Reports of Committee

12.1           Policy and Legislation Committee - 14/05/2019 - PROPOSED COUNCIL POLICY - HONORARY FREEMAN OF THE CITY OF BUSSELTON

SUBJECT INDEX:

Council Policy

STRATEGIC OBJECTIVE:

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

BUSINESS UNIT:

Governance Services

ACTIVITY UNIT:

Governance Services

REPORTING OFFICER:

Governance Coordinator - Emma Heys

AUTHORISING OFFICER:

Director Finance and Corporate Services  - Tony Nottle

VOTING REQUIREMENT:

Simple Majority

ATTACHMENTS:

Attachment a   Proposed Policy

Attachment b    Current Policy  

 

This item was considered by the Policy and Legislation Committee at its meeting on 14 May 2019, the recommendations from which have been included in this report. 

 

PRÉCIS

 

This report presents a proposed Council Policy ‘Honorary Freeman of the City of Busselton’ (the Policy) (Attachment A) for Council approval, and recommends the rescission of Council Policy 003 ‘Community Recognition - Honours And Significant Events’ (the Current Policy) (Attachment B), as part of the City’s overall review of its Council policies, having regard to the recommendations of the Governance System Review (GSR) carried out by Mr John Woodhouse in 2017.

 

BACKGROUND

 

In November 2014 the requirements of Council Policy 003 “Well Wishes” were combined with Policy 035 “Community Recognition Honours and Events” to become the Current Policy 003 “Community Recognition – Honours and Significant Events” Policy (C1411/297).

 

The Current Policy was last reviewed as part of the City’s policy review process and re-adopted in May 2017, with some minor amendments that included adding the ability of the Deputy Mayor and CEO to consider nominations received for various awards.

 

In August 2017 the CEO commissioned a high level independent review of the City’s governance systems – the Governance Systems Review (GSR).   The GSR made the following recommendations with respect to the City’s policy and procedure framework:

 

1.    There should be a review of the Council Policies with the intent that a Council Policy:

a.    Should deal with higher level objectives and strategies;

b.    Should not deal with operational matters, employee matters, or other matters which are the responsibility of the CEO; and

c.     Should, where appropriate provide sufficient direction to the CEO to develop OPPs which deal with the implementation of the Council Policy or other detailed matters.

2.    As part of that review, any existing Council Policy should be deleted where it could, more sensibly, be dealt with by an OPP adopted by the CEO.

3.    Consideration should be given to developing a new Council Policy which sets out the ‘framework’ for Council Policies, OPPs and other procedures.  The new Policy would explain the role to be played by each level of document.  It could, for example, be called a Policy Framework Policy.

 

Prompted by the findings of the GSR and the ongoing requirement to periodically review Council policies, the Current Policy has again been reviewed by officers and it is recommended that the provisions of the High Honours Awards and Recognition Process be further developed into a new Council Policy (the Policy) and the Current Policy be rescinded, due to it being more administrative in nature. 

 

STATUTORY ENVIRONMENT

 

In accordance with Section 2.7(2)(b) of the Local Government Act 1995 (the Act) it is the role of the Council to determine the local government’s policies.  The Council does this on the recommendation of a Committee it has established in accordance with Section 5.8 of the Act.

 

RELEVANT PLANS AND POLICIES

 

The City has a policy framework which was developed and endorsed by Council in response to the recommendations of the GSR.  The framework sets out the intent of Council policies, as opposed to operational documents such as Staff Management Practices and operational procedures.

 

FINANCIAL IMPLICATIONS

 

Adoption of the Policy has no financial implications.

 

LONG-TERM FINANCIAL PLAN IMPLICATIONS

 

Adoption of the Policy has no long term financial plan implications.

 

STRATEGIC COMMUNITY OBJECTIVES

 

The officer recommendation primarily aligns with the following Key Goal Area and Community Objective of the City of Busselton’s Strategic Community Plan 2017:

 

Key Goal Area 6 – LEADERSHIP: Visionary, collaborative, accountable

6.1 Governance Systems, processes and practices are responsible, ethical and transparent.

 

RISK ASSESSMENT

 

There are no risks identified of a medium or greater level associated with the officer recommendation, with the proposed Policy maintaining Council’s support of an awards system in recognition of outstanding and meritorious service by individuals to the City of Busselton. 

 

CONSULTATION

 

No external consultation was required or undertaken in relation to this matter.

 

OFFICER COMMENT

 

The purpose of the proposed Policy is to provide guidelines for the nomination, selection and awarding of the prestigious title of Honorary Freeman of the City of Busselton to an individual. Officers felt that given the high honour associated with this type of award, it is appropriate to develop an individual Council Policy to manage the eligibility and process provisions of this particular award.

 

Upon reviewing the Current Policy, it was identified that the General Awards and Recognition Process and Significant Events Recognition provisions are currently managed at an administration level and are proposed to be captured in an operational practice document. Further, it was identified that the eligibility criteria applicable to awarding the Honorary Freeman award required further clarity and development.

 

Council have been briefed on the proposal to develop a new Council Policy and were provided with several example policies on the same topic that detailed the types of criteria a policy of this nature may include.

 

CONCLUSION

 

The Policy seeks to make clear the eligibility criteria and process of awarding an Honorary Freeman of the City of Busselton and in doing so, ensures the important guidelines of doing so are maintained in a Council Policy. 

 

Further, it is recommended that Council Policy 003 “Community Recognition – Honours and Significant Events”, having had the provisions of High Honours Awards and Recognition Process moved to a new Council Policy, be rescinded.

 

OPTIONS

 

Council could require amendments to the proposed Policy, choose to not rescind the Current Policy, or require further amendments to be made to the Current Policy. 

 

TIMELINE FOR IMPLEMENTATION OF OFFICER RECOMMENDATION

 

The officer recommendations will be effective immediately upon adoption.

 

OFFICER RECOMMENDATION

 

1.    That the Council adopts the Honorary Freeman of the City of Busselton policy as per Attachment A; and

2.    Rescinds Council Policy 003 “Community Recognition – Honours and Significant Events” (Attachment B).

 

 

COMMITTEE RECOMMENDATION

1.       That the Council adopts the Honorary Freeman of the City of Busselton policy as per Attachment A, inclusive of the following Committee changes;

 

i.      Remove paragraph 5.3.

 

ii.     Delete “…have made a contribution which can be seen to stand above the contributions made by most other people” from paragraph 5.5 and replace with “…have made a contribution that is considered extraordinary”.

 

iii.    Replace paragraph 5.9 with the following:

 

                “5.9 In bestowing the title of Honorary Freeman of the City of Busselton, the following                 nomination procedure is to be observed:

a.    Nominations must be made in the strictest confidence without the nominees knowledge;

b.    Any resident or elector of the City of Busselton may make a nomination;

c.     Nominations must clearly outline in chronological order the history of service to the community of the person being nominated;

d.    Nominations must be made in writing to the Chief Executive Officer. A nomination must be supported in writing by at least one third of the total number of Elected Members of Council; and

e.    On receiving a conforming nomination, the nomination is to be submitted as a confidential report for consideration at an Ordinary Meeting of Council.”

iv.   Delete “…has accepted the nomination…” from paragraph 5.11 and replace with “…has approved the award…”.

 

2.            Rescinds Council Policy 003 “Community Recognition – Honours and Significant Events”                 (Attachment B).

 

0


Council

12

12 June 2019

12.1

Attachment a

Proposed Policy

 


 


 


Council

15

12 June 2019

12.1

Attachment b

Current Policy

 


 


Council                                                                                      17                                                                      12 June 2019

12.2           Policy and Legislation Committee - 14/05/2019 - PREPARATION OF BUSSELTON CITY CENTRE ACTIVITY CENTRE PLAN

SUBJECT INDEX:

Town & City Centres

STRATEGIC OBJECTIVE:

Creative urban design that produces vibrant, mixed-use town centres and public spaces.

BUSINESS UNIT:

Strategic Planning

ACTIVITY UNIT:

Strategic Planning

REPORTING OFFICER:

Principal Strategic Planner - Louise Koroveshi

AUTHORISING OFFICER:

Director, Planning and Development Services - Paul Needham

VOTING REQUIREMENT:

Simple Majority

ATTACHMENTS:

Attachment a   Busselton City Centre Conceptual Plan

Attachment b    Proposed Extent of Busselton Activity Centre Plan and Urban Design Guidelines  

 

This item was considered by the Policy and Legislation Committee at its meeting on 14 May 2019, the recommendations from which have been included in this report. 

 

PRÉCIS

 

The Council is requested to endorse the proposed preparation of an Activity Centre Plan (ACP) and Urban Design Guidelines (UDG) for the Busselton City Centre to guide future land uses, development opportunities and improvements to facilitate greater activation and vibrancy to the District’s most important commercial, recreational, employment and administrative centre. This report details the rationale for doing so and proposes a programme, including public consultation, for preparing the ACP and UDG over the next 2 years.

 

BACKGROUND

 

The City is working towards establishing a practical and robust planning framework to provide and facilitate incentives for the ongoing rejuvenation and future development of the Busselton City Centre. Over the last five years the City has been actively planning to facilitate improvements to the function, attractiveness and vitality of the Busselton City Centre. This process has included a review of past planning instruments, adoption of the Busselton Traffic Study, the Busselton City Centre façade refurbishment subsidy programme, as well car parking management, control and supply (including land purchased by the City for that purpose). Consultation has also occurred with landowners and the broader community. This work culminated in the adoption of the Busselton City Centre Conceptual Plan (BCCCP) in January 2014 (provided at Attachment A).

 

Subsequently, the City has progressed various projects identified in the BCCCP including Amendment 1 (Omnibus 1) and draft Amendment 29 (Omnibus 4) to Local Planning Scheme 21. Amendment 1 (Gazetted on 4 August 2017) introduced a range of significant changes to planning controls for the Busselton City Centre as well as a number of recommendations of the City’s Local Commercial Planning Strategy and Local Cultural Planning Strategy, including the –

 

i.      Introduction of an RAC-3 coding to support residential diversity and mixed use development;

ii.     Introduction of a range of incentives (including increased plot ratio) to support mixed use development and increased density;

iii.    Introduction of Additional Use areas fringing the City Centre to provide low impact business/commercial opportunities and a transitional area between land uses in the centre and adjoining residential areas; and

iv.   Relaxation of building height controls.

 

Amendment 29 proposes provisions to be incorporated into the Scheme for the Busselton City and Dunsborough Town Centres, to provide guidance for development within a new ‘Regional Centre’ zone (for Busselton) and new ‘Centre’ zone (for Dunsborough) in place of the current ‘Business’ zone, and including new controls on drive-through facilities within the two centres. The provisions have been derived from existing City and State policies and relate to:

 

·    Setbacks;

·    Articulation;

·    Cross-overs;

·    Openings;

·    Glazing;

·    Minimum ceiling heights; and

·    Signage.

 

At the time of writing this report, the Gazettal of Amendment 29 was imminent.

 

STATUTORY ENVIRONMENT

 

The key elements of the statutory environment relevant to the preparation of the Busselton ACP are set out in the Planning and Development (Local Planning Schemes) Regulations 2015 and Local Planning Scheme 21. Each is discussed under appropriate subheadings.

 

Planning and Development (Local Planning Schemes) Regulations 2015

 

The preparation of an ACP should be consistent with the procedure set out in Schedule 2, Part 5 of the Regulations. The Regulations specify that an ACP may be prepared if required under a State Planning Policy or where the WAPC considers it necessary for the purposes of orderly and proper planning. The City sought the consent of the WAPC to prepare an ACP for the Busselton City Centre and received endorsement on 23 September 2016.

 

Local Planning Scheme 21

 

The area to be included within the proposed Busselton ACP is provided at Attachment B. The proposed Busselton ACP area is generally bound by Peel Terrace, West Street, Marine Terrace and Brown Street and includes land currently zoned ‘Business’ (noting that Gazettal of Amendment 29 will change the zoning to ‘Regional Centre’), ‘Reserve for Public Purposes’ and ‘Reserve for Recreation’. The ‘Business’ zoned land has a residential density coding of R-AC3.

 

The proposed UDG will be prepared as a local planning policy in accordance with Part 2, deemed provisions of the Regulations 2015.

 

RELEVANT PLANS AND POLICIES

 

The key policy implications with respect to the proposal are set out in the following and are discussed below under appropriate subheadings –

 

i.      State Planning Policy 7.0 – Design of the Built Environment (2019)

ii.     Liveable Neighbourhoods 2009 (draft 2015)

iii.    Draft City of Busselton Local Planning Strategy (2016)

iv.   Local Commercial Planning Strategy (2011)

v.    Busselton City Centre Conceptual Plan (2014)

 


State Planning Policy 7.0 – Design of the Built Environment

 

SPP 7.0 is the lead policy that establishes the requirement for design quality across the whole built environment to be considered as part of assessing planning proposals and will be applied to the preparation of the Busselton ACP.

 

SPP 7.0 (and supporting policies) apply to and provide guidance for apartment (multiple dwellings) development and residential components of mixed use development. This type of development is anticipated to become more prevalent within the Busselton City Centre subsequent to the introduction of favourable provisions in the Scheme. SPP 7.0 excludes general commercial development and the City’s local planning framework will need to specifically address this element of the City Centre.

 

Liveable Neighbourhoods 2009 (draft 2015)

 

Liveable Neighbourhoods (LN) is a policy of the WAPC and sets out extensive planning direction relevant to consideration of proposed urban development. LN currently exists in two relevant forms, the adopted 2009 version (LN 2009) and the draft 2015 version (LN 2015) which has been advertised and should be ‘seriously entertained’. Whilst LN generally applies to structure plans (and other subsidiary planning instruments such as activity centre plans and local development plans) and applications for subdivision approval, it does set out the WAPC overall direction for planning of urban areas, including urban design, and therefore provides useful advice when considering urban design requirements for the Scheme.

 

Draft City of Busselton Local Planning Strategy (2016)

 

The draft City of Busselton Local Planning Strategy (LPS) was adopted by the Council for final approval in September 2016 and is currently pending endorsement from the WAPC.

 

Theme 2 of the LPS ‘Activity centres and economy’ includes the following relevant objective and strategy –

 

Objective (d) – “The continued growth of the Busselton City Centre and the Dunsborough Town Centre as the main centres of the economic, social and cultural life of the District.”

 

Strategy (c) – “Support and proactively plan for activity centre development as set out in the established activity centre framework , with activity centres, including new activity centres and significant expansions of existing activity centres, to be developed as centres of the social and cultural life of their communities and not just as shopping centres. All new activity centres and significant expansion of existing activity centres shall be accompanied by an ‘Activity Centre Plan’ and ‘Retail Sustainability Assessment’ and be developed along predominantly ‘main-street’ lines, with activated public streets and high levels of pedestrian amenity, with a mix of public spaces (parks and piazzas), shop, office, café/restaurant/bar/entertainment, tourism and community uses. Opportunities for delivery of medium or high density housing and tourist accommodation within and around all activity centres shall be pro-actively planned for.”

 

Strategy (d) – “Significant office development should be located within or adjacent to the Busselton City Centre, Dunsborough Town Centre of Ambergate North Town Centre.”

 


State Planning Policy 4.2 – Activity Centres for Perth and Peel (SPP 4.2)

 

While not directly applicable, SPP 4.2 serves as a useful reference for the preparation of an ACP for the Busselton City Centre as it identifies the range of planning considerations relevant to activity centres and the general policy position of the WA Planning Commission.

 

SPP 4.2 provides recommendations on such matters as the desirable hierarchy of centres, the integration of infrastructure and services, the concentration of commercial activities, and the assessment of retail needs and sustainability.

 

The preparation of an ACP and UDG for the Busselton City Centre will occur in general alignment with the principles of SPP 4.2.

 

Local Planning Policy 4B – Busselton Town Centre Urban Design Provisions (LPP 4B)

 

LPP 4B is an existing policy that provides development standards and design guidelines for the Busselton City Centre. The policy contains a range of principles that generally reflect good urban design but there is scope to update and expand the policy as part of the overall Busselton ACP project.

 

FINANCIAL IMPLICATIONS

 

The Busselton ACP project will be coordinated and substantially delivered in-house. Some limited specialised consultancy services will be required that is not realistically available in-house, such as retail/commercial analysis, transport and parking studies and potentially valuations and legal advice. Consideration of this has been included as part of the Strategic Planning Business Plan 2019-20/2022-23 and the 2019/20 budget. 

 

LONG-TERM FINANCIAL PLAN IMPLICATIONS

 

There are no long term financial plan implications associated with the officer recommendation.

 

STRATEGIC COMMUNITY OBJECTIVES

 

Officers consider that the recommendation of this report reflects community objective 2.3 of the Strategic Community Plan 2017 –

 

‘2.3        Creative urban design that produces vibrant, mixed-use town centres and public spaces.

 

e) Continue to revitalise and activate the Busselton and Dunsborough town centres.’

 

Proactively planning for the revitalisation and activation of the Busselton City Centre underpins a range of other City priorities such as the development of attractive community places and supporting the development, promotion and success of local businesses.


RISK ASSESSMENT

 

Officers have undertaken an assessment of the potential implications of carrying out the Officer Recommendation using the City’s risk assessment framework. The assessment identifies ‘downside’ risks only, rather than ‘upside’ risks as well.  The implementation of the Officer Recommendation will involve endorsement of the preparation of an ACP and urban design guidelines for the Busselton City Centre. In this regard, there are no significant risks identified.

 

CONSULTATION

 

The requirement to advertise a draft ACP is set out in the Planning and Development (Local Planning Schemes) Regulations 2015. Advertising is required, along with referral to relevant government agencies and advice to the WAPC. A draft ACP would be advertised for a minimum of 28 days.

 

The requirement to advertise a proposed local planning policy (the City’s preferred format for UDG) is outlined in the Regulations. A proposed local planning policy is to be made available for public comment for a minimum of 21 days.

 

Two internal workshops have already been held for relevant staff and Councillors.

 

Officers propose to undertake preliminary consultation during the initial preparation and drafting phases as follows –

 

·    Consult with the Economic Development Working Group sub-committee of the City’s Economic Development Taskforce in order to ensure alignment of objectives, identify relevant issues and potentially to provide ongoing project reference;

·    Meet with the Busselton Chamber of Commerce and Industry to brief the group on the project and identify common aspirations and issues of importance.

 

Formal public consultation with our community and stakeholders is proposed to include:

·    Consultation with focus groups;

·    Public workshops;

·    Newspaper advertising;

·    Website notification and engagement via ‘Your Say’; and

·    Notification (via letter) of directly affected land and business owners.

 

Other avenues of public consultation may also be identified as the project is progressed.

 

Responses received through the public consultation process will be considered in the finalising of the proposed ACP and UDG, which is expected to be submitted to the Council for consideration and endorsement in late 2020.

 

OFFICER COMMENT

 

In support of the recently introduced Scheme provisions in gazetted Amendment 1, and those proposed in Amendment 29, the preparation of an ACP and UDG is to be undertaken in order to provide guidance and direction for the future development of the Busselton City Centre. Officers consider this to be the next step in considering and addressing future land use and development opportunities and improvements to help bring greater activation and vibrancy to our City Centre, along with greater diversity, connectivity, interest, attractiveness and local business success.

 

The principal purpose of the ACP is to provide guidance and direction for better management and integration of traffic, parking, laneway and pedestrian networks as well as desirable urban forms in the interface between private development and the public realm and the most appropriate planning controls and incentives through which these can be provided.

The proposed ACP will also include consideration and assessment of –

·    Better management and integration of traffic, parking, laneway and pedestrian networks and opportunities;

·    Strategies to support and encourage the introduction of diverse residential housing opportunities into the City Centre, especially through apartment development above active commercial street frontages;

·    Future community infrastructure and servicing requirements and the function and utilisation of publicly managed land;

·    Strategies to support economic diversity and robustness in the local commercial sectors; and

·    Strategies to support better engagement and communication, energy and interest in the utilisation of streetscapes, public areas (including place-making opportunities) and more diverse built design and structural outcomes.

The ACP will effectively supersede the BCCCP and will be prepared with a finer level of detail, be more orientated towards providing guidance for new development on private land, and will carry a greater level of statutory weight. The ACP will consider significant recent planning documents such as the draft LPS and relevant statutory and policy decisions.

 

The preparation of the ACP will consider the general matters set out in the Regulations 2015, where relevant to an existing and established centre, including reporting on the attributes and context of the Busselton City Centre and expectations for its population and commercial growth and development.

 

The Busselton ACP project will also focus on reviewing the scope and content of Local Planning Policy 4B - Busselton Town Centre Urban Design Provisions (LPP 4B) to supplement the provisions and controls to be incorporated in the Scheme.

 

CONCLUSION

 

The proposed preparation of an ACP and accompanying UDG for the Busselton City Centre is seen as a logical and necessary step towards providing a local planning framework that gives appropriate guidance and direction for future development. The support of the Council for initiating this process is recommended.

 

OPTIONS

 

The Council may consider other options, including:

1.    Not progressing the preparation of an ACP, UDG, or both at this time for reasons to be identified.

2.    Providing specific direction on the matters to be considered within the proposed ACP and/or UDG.

 


TIMELINE FOR IMPLEMENTATION OF OFFICER RECOMMENDATION

 

Should the Officer Recommendation be supported, preliminary consultation, scoping of consultancy requirements for technical assessments and initial drafting as outlined in this report will commence within two months of the Council’s resolution.

 

 

COMMITTEE RECOMMENDATION AND OFFICER RECOMMENDATION

 

That the Council endorses the preparation of an Activity Centre Plan and Urban Design Guidelines (as a Local Planning Policy) for the Busselton City Centre, as proposed.

 

 


Council

23

12 June 2019

12.2

Attachment a

Busselton City Centre Conceptual Plan

 


Council

24

12 June 2019

12.2

Attachment b

Proposed Extent of Busselton Activity Centre Plan and Urban Design Guidelines

 


Council                                                                                      25                                                                      12 June 2019

12.3           Finance Committee - 16/05/2019 - BUDGET AMENDMENT REQUEST / REVIEW

SUBJECT INDEX:

Budget Planning and Reporting

STRATEGIC OBJECTIVE:

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

BUSINESS UNIT:

Finance and Corporate Services

ACTIVITY UNIT:

Finance and Corporate Services

REPORTING OFFICER:

Acting Manager Financial Services - Jeffrey Corker

AUTHORISING OFFICER:

Director Finance and Corporate Services  - Tony Nottle

VOTING REQUIREMENT:

Absolute Majority

ATTACHMENTS:

 

 

This item was considered by the Finance Committee at its meeting on 16 May 2019, the recommendations from which have been included in this report. 

 

PRÉCIS

 

This report seeks recommendation of the Finance Committee to Council for the approval of budget amendments as detailed in this report.  Adoption of the Officers recommendation will result in no change to the City’s current amended budgeted surplus position of $0.

 

BACKGROUND

 

Council adopted its 2018/2019 municipal budget on Wednesday, 25 July 2018 with a balanced budget position.

 

Since this time Council has been advised of certain expense changes that have impacted the original budget and Council is now being asked to consider budget amendments for the following key areas/projects:

 

1.    Port Geographe Capital Works

 

STATUTORY ENVIRONMENT

 

Section 6.8 of the Local Government Act 1995 refers to expenditure from the municipal fund that is not included in the annual budget. In the context of this report, where no budget allocation exists, expenditure is not to be incurred until such time as it is authorised in advance, by an absolute majority decision of the Council.

 

RELEVANT PLANS AND POLICIES

 

There are multiple plans and policies that support the proposed budget amendments.

 

FINANCIAL IMPLICATIONS

 

Budget amendments being sought will result in no change to Council’s budget surplus position of $0. 

 

LONG-TERM FINANCIAL PLAN IMPLICATIONS

 

There are no Long Term Financial Plan implications in relation to this item.

 


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

 

There is a risk to the City, as there is with all projects undertaken, that the final cost could exceed budget. If this looks to be the case Council will be notified so a suitable offset / project scope back can be identified.

 

CONSULTATION

 

No external consultation was considered necessary in relation to the budget amendments.

 

OFFICER COMMENT

 

The Officer recommends the following requested budget amendment to the Finance Committee for consideration and recommendation to Council.

 

1.    Port Geographe Capital Works

 

Council allocated funds within the 2018/19 budget to undertake a number of significant capital upgrade projects with Port Geographe totalling $886,241 as follows:

 

Cost Code

Project

Budget

C3157

Layman Road Native Tree Planting

$33,158

C3158

Casuarina Replacement

$21,100

C3159

Burgee Cove POS Upgrade

$92,543

C3160

Lanyard Boulevard / Layman Road POS Upgrade

$286,513

C3163

Minor Repairs

$30,000

C3164/3187

Reticulation Upgrade Scheme to Bore Water

$397,927

C3188

General Tree Planting and Replacement

$25,000

 

It has been identified that there will be an overspend of approximately $21,822.92 across the 7 projects, with the following contributing to this amount:

·    $34,298.54 in contract variations within the Burgee and Lanyard POS’s upgrades, additional works included the installation of concrete edging to formal garden beds, mulching of revegetation areas, installation of additional bollards and minor modifications to the irrigation system which were not identified in the original scope of works. These works were considered essential as they will reduce the ongoing maintenance requirements and add to the overall success of the projects.

·    $26,000 in additional trenching, under road boring and reinstatement costs associated with the installation of new mainline through Port Geographe as part of the scheme to bore conversion.

·    These have been offset by the fact that only half of the maintenance period will be delivered this financial year and the remaining allowance will fund a portion of the overspend.

 

It is the relevant Officer’s recommendation that to manage the anticipated overspend at Port Geographe that an amount of $21,822.92 be transferred from the Port Geographe Reserve and that the expense budgets for C3160 and C3187 be amended to allow for the increased cost.

 


Planned Expenditure Item

 

Officers propose that the 2018/2019 adopted budget be amended to reflect the following funding changes, shown in Table 1.

 

Table 1:

 

Cost Code

Description

Current Budget

Change

Resulting Proposed Amended Budget

Expenditure

 

 

 

 

545-C3160-3280-0000

Lanyard Boulevard / Layman Rd POS Upgrade

65,000

1,823

66,823

545-C3187-3280-0000

Reticulation Upgrade Scheme to Bore Water

286,513

20,000

306,513

 

 

 

 

Income

 

 

 

 

Equity Transfer (Reserve 122)

Port Geographe Development Reserve

-1,125,591

-21,823

-1,147,414

 Net Total 

-774,078

0

-774,078

 

CONCLUSION

 

Council’s approval is sought to amend the budget as per the details contained in this report. Upon approval the proposed works will be planned, organised and completed.

 

OPTIONS

 

The Council could decide not to go ahead with any or all of the proposed budget amendment requests.

 

TIMELINE FOR IMPLEMENTATION OF OFFICER RECOMMENDATION

 

Should the Officer Recommendation be endorsed, the associated budget amendment will be processed within a month of being approved.

 

 

COMMITTEE RECOMMENDATION AND OFFICER RECOMMENDATION

 

That Council endorse the request budget amendment outlined in Table 1 below resulting in no change to an amended budget surplus position of $0.

 

Table 1:

 

Cost Code

Description

Current Budget

Change

Resulting Proposed Amended Budget

Expenditure

 

 

 

 

545-C3160-3280-0000

Lanyard Boulevard / Layman Rd POS Upgrade

65,000

1,823

66,823

545-C3187-3280-0000

Reticulation Upgrade Scheme to Bore Water

286,513

20,000

306,513

 

 

 

 

Income

 

 

 

 

Equity Transfer (Reserve 122)

Port Geographe Development Reserve

-1,125,591

-21,823

-1,147,414

 Net Total 

-774,078

0

-774,078

 

 

 

 


Council                                                                                      29                                                                      12 June 2019

12.4           Finance Committee - 16/05/2019 - FINANCIAL ACTIVITY STATEMENTS - PERIOD ENDING 30 APRIL 2019

SUBJECT INDEX:

Budget Planning and Reporting

STRATEGIC OBJECTIVE:

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

BUSINESS UNIT:

Finance and Corporate Services

ACTIVITY UNIT:

Financial Services

REPORTING OFFICER:

Acting Manager Financial Services - Jeffrey Corker

AUTHORISING OFFICER:

Director Finance and Corporate Services  - Tony Nottle

VOTING REQUIREMENT:

Absolute Majority

ATTACHMENTS:

Attachment a   Statement of Financial Activity - Period Ended 30 April 2019

Attachment b    Investment Report for Month Ending 30 April 2019  

 

This item was considered by the Finance Committee at its meeting on 16 May 2019, the recommendations from which have been included in this report. 

 

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 30 April 2019.

 

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 Act and Regulation 34 of the Regulations detail the form and manner in which a local government is to prepare financial activity statements.

 

RELEVANT PLANS AND POLICIES

 

There are no plans or policies directly relevant to this matter.

 

FINANCIAL IMPLICATIONS

 

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

 

LONG-TERM FINANCIAL PLAN IMPLICATIONS

 

Any long term 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’. The achievement of the above is underpinned by the Council strategy to ‘ensure the long term financial sustainability of Council through effective financial management’.

 

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

 

Consultation is not applicable in relation to this matter.

 

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 30 APRIL 2019

 

The Statement of Financial Activity for the period ending 30 April 2019 shows a better than expected Net Current Position “Surplus” of $5.2M being $9.5M higher than year to date amended budget of -$4.3M.

 

The following summarises the major variances in accordance with Council’s adopted material variance reporting threshold that collectively make up the above difference:

Description

2018/2019
Actual

2018/2019
Amended
Budget YTD

2018/2019
Amended
Budget

2018/19
YTD Bud Variance

2018/19
YTD Bud Variance

 

$

$

$

%

$

Revenue from Ordinary Activities

 

Other Revenue

1,046,214

302,916

362,981

245.38%

743,298

Profit on Asset Disposal

100,283

82,137

82,137

22.09%

18,146

 

 

 

 

 

 

Expenses from Ordinary Activities

 

 

 

 

Materials & Contracts

(12,833,940)

(16,299,732)

(19,834,500)

21.26%

3,465,792

Depreciation

(18,405,135)

(15,916,080)

(19,070,922)

-15.64%

(2,489,055)

Insurance Expenses

(713,980)

(589,743)

(698,808)

-21.07%

(124,237)

Other Expenditure

(2,402,996)

(3,984,970)

(4,862,439)

39.70%

1,581,974

Allocations

1,616,284

1,426,553

1,723,162

-13.30%

189,731

 

 

 

 

 

 

Non-Operating Grants, Subsidies and Contributions

3,556,391

15,867,748

32,471,094

-77.59%

(12,311,357)

 

 

 

 

 

 

Capital Revenue & (Expenditure)

 

 

 

 

Land & Buildings

(1,019,174)

(15,065,019)

(17,986,501)

93.23%

14,045,845

Plant & Equipment

(2,199,023)

(5,191,100)

(6,900,100)

57.64%

2,992,077

Furniture & Equipment

(287,164)

(734,967)

(890,640)

60.93%

447,803

Infrastructure

(17,753,366)

(30,754,407)

(37,644,708)

42.27%

13,001,041

Proceeds from Sale of Assets

696,180

915,150

1,045,950

-23.93%

(218,970)

Proceeds from New Loans

0

3,150,000

3,150,000

-100.00%

(3,150,000)

Advances to Com. Groups

0

(150,000)

(150,000)

100.00%

150,000

Transfer to Restricted Assets

(1,010,424)

(459,660)

(551,000)

-119.82%

(550,764)

Transfer from Restricted Assets

7,697,118

10,759,680

14,530,252

-28.46%

(3,062,562)

Transfer from Reserves

3,106,401

11,825,440

27,075,171

-73.73%

(8,719,039)

 

Revenue from Ordinary Activities:

 

YTD actual income from ordinary activities is $1.07M more than expected when compared to YTD budget with the three items meeting the material variance reporting threshold being;

 

1.    Other Revenue is $743k better than YTD budget.  In part this variance is due to better than expected returns on the sale of scrap metal by $240k. IT lease buybacks reflect additional income of $544k which is offset by additional expenses in the IT leasing account 3381.

2.    Profit on asset disposal is $18k better than YTD budget. This line item is an accounting book entry to recognise profit on asset disposal and as a consequence will not affect the City’s “cash” position.

 

Expenses from Ordinary Activities

 

Expenditure from ordinary activities, excluding depreciation, is $3.7M less than expected when compared to YTD budget with the following items meeting the material variance reporting threshold.

 

Materials and Contracts:

The main items affected are listed below:

 

Cost Code

Cost Code Description / GL Activity

Variance
YTD
$

Finance and Corporate Services

 

10250

Information & Communication Technology Services

(551,483)

10300

Records

29,911

10251

Business Systems

58,504

10500

Legal and Compliance Services

83,995

 

 

 

Community and Commercial Services

 

10540

Recreation Administration

29,750

B1361

YCAB (Youth Precinct Foreshore)

34,070

10630

Property and Business Development

36,012

10591

Geographe Leisure Centre

38,971

11151

Airport Operations

39,956

10590

Naturaliste Community Centre

60,925

10380

Busselton Library

81,477

10600

Busselton Jetty Tourist Park

85,319

 

 

 

Planning and Development Services

 

10925

Preventative Services - CLAG

27,521

10931

Protective Burning & Firebreaks-Reserves

45,363

10820

Strategic Planning

77,397

10830

Environmental Management Administration

105,104

11170

Meelup Regional Park

113,209

 

 

 

 

 

 

 

 

 

 

 

 

Cost Code

Cost Code Description / GL Activity

Variance
YTD
$

Engineering and Works Services

 

 

 

 

12620

Rural-Tree Pruning

(80,140)

G0030

Busselton Transfer Station

(39,459)

C8500

Cycle Ways Maintenance Busselton

(32,802)

G0031

Dunsborough Waste Facility

(32,237)

10115

Major Projects Administration

26,478

11162

Busselton Jetty - Underwater Observatory

30,649

G0010

Domestic Recycling Collections

31,391

F9999

Footpaths Maintenance

34,531

G0034

External Waste Disposal

37,768

11108

Rural Intersection (Lighting) Compliance

41,634

G0042

BTS External Restoration Works

43,438

B1000

Administration Building- 2-16 Southern Drive

45,294

G0033

Green Waste

46,131

11106

Street Lighting Installations

47,270

12600

Street & Drain Cleaning

49,765

A6004

Pedestrian Bridge (Port Geographe)

53,330

B1514

Asbestos Removal & Replacement

62,500

G0032

Rubbish Sites Development

83,330

11301

Regional Waste Management Administration

100,000

A9999

Miscellaneous Bridge Maintenance

103,926

11101

Engineering Services Administration

114,394

11160

Busselton Jetty

647,434

B1401

Old Butter Factory

804,081

R0301

Cultural Precinct Queen Street

26,670

R0750

Barnard Park Ovals

27,263

R0822

Lavender Park (Provence)

28,627

R0821

Avignon Park (Provence)

30,421

R0820

Almond Green Park (Provence)

38,131

R2001

Tree Planting - Urban Verges

51,520

R0004

Busselton Foreshore Precinct (not including Skate Park)

83,515

5280

Transport - Fleet Management

211,143

 

Depreciation:

There is an overall variance in depreciation of $2.5M, however it should be noted that this is a non-cash item and does not impact on the City’s surplus position.  The variance can be attributed to Fair Valuation of infrastructure assets being completed post budget adoption and the increase in valuation was unable to be included in the 2018/2019 budget.

 

Insurance:

There is a year to date variance in insurance costs of $124K. This is a timing issue only which relates to the fleet management business unit insurance budget being projected to occur in period 12 (i.e. June) whereas the actual expenditure was incurred in period 1 (i.e. July). 

Other Expenditure:

There is an YTD variance in other costs of $1.6M less than year to date budget.   The main items affected are listed below:

 

Cost Code

Cost Code Description / GL Activity

Variance
YTD

Executive Services

 

10001

Executive Services

29,883

Finance and Corporate Services

 

10618

Winderlup Court Aged Housing

47,302

10700

Public Relations

55,726

10151

Rates Administration

63,894

10000

Members of Council

74,220

Community and Commercial Services

 

12631

Peel Terrace Building & Surrounds

(33,216)

10547

Iron Man

(31,670)

10540

Recreation Administration

28,675

10548

Half Iron

38,500

10530

Community Services Administration

100,572

11156

Airport Development Operations

1,250,000

Planning and Development Services

 

10942

Bushfire Risk Management Planning - DFES

(39,283)

10805

Planning Administration

41,410

Engineering and Works Services

 

G0042

BTS External Restoration Works

 (191,045)

11160

Busselton Jetty

 25,000

B1223

Micro Brewery - Public Ablution

 100,000

 

With regard to the $1.25M variance associated with the Airport marketing incentive, it is not anticipated that this expense will be incurred this year. However this will not constitute a saving as this cost is reserve backed, hence if expenditure is not incurred then then it follows that the transfer from reserve will also not be processed. All other items above have been classified as timing differences.

 

Non-Operating Grants, Subsidies and Contributions:

Non-Operating Grants, Subsidies and Contributions are less than YTD budget by $12.3M with the main items impacting on the above result being the timing of the receipt of funding which is also offset with less than anticipated expenditure at this time:

 

Cost Code

Cost Code Description

Variance
YTD

Finance and Corporate Services

 

10250

IT Capital Grant - CCTV at NCC

 140,044

10240

Contributions to Works

(138,330)

10239

Contributions Community Facilities

(1,039,234)

 

 

 

Community and Commercial Services

 

10900

Cultural Planning - Donated Assets

37,000

C6099 & 6086

Airport Development - Project Expenses (Net)

(8,271,053)

 

 

Cost Code

Cost Code Description

Variance
YTD

Planning and Development Services

 

B9109

Hithergreen Building Renovations

(68,886)

B1013

Dunsborough Bushfire Brigade

(178,300)

B9112

Ambergate Bushfire Brigade Shed

(300,760)

B1015

Hithergreen District Bushfire Brigade

(465,200)

B1026

Yallingup Rural Bushfire Brigade

(597,600)

 

 

 

Engineering and Works Services

 

D0017

Chain Avenue - Drainage Works

(39,000)

C2512

Sand Re-Nourishment

(55,000)

S0069

Peel Terrace (Brown Street Intersection Upgrades)

(72,223)

C2523

Broadwater Beach Coastal Protection Stage 1 of 4

(75,000)

C3150

Busselton Foreshore Stage 3: Toddler's Playground

(91,631)

F1018

Dunsborough Cycleway CBD to Our Lady of the Cape School

(119,170)

C2528

Craig Street Groyne and Sea Wall

(125,000)

S0035

Strelly Street / Barlee Street Roundabout

(130,000)

C0049

Port Geographe Marina Car Parking

(143,130)

S0064

Peel Terrace (Stanley Pl/Cammilleri St Intersection Upgrade)

(144,447)

S0051

Causeway Road / Rosemary Drive Roundabout

(216,670)

C3168

Busselton Foreshore Jetty Precinct

(308,221)

 

 

 

 

Capital Expenditure

As at 30 April 2019, there is a variance of -59% or -$30.4M in total capital expenditure with YTD actual at -$21.3M against YTD budget of -$51.7M.

 

The airport development makes up for $12.9M (main variance relates to the Airport Terminal $10.8M), Busselton Tennis Club – Infrastructure $1.4M, Plant and Equipment $3M, Council Roads Initiative projects $1.26M, Eastern Link - Busselton Traffic Study $2.3M, Dunsborough Land Purchase Parking $1.3M, Main Roads projects $1.5M, Parks, Gardens and Reserves $780K, Sanitation Infrastructure $1.1M, Beach Restoration $1.1M, Busselton Senior Citizens $615K, Dunsborough Cycleway CBD to Our Lady of the Cape School $221K, Furniture and Equipment $448K, Busselton Jetty Tourist Park Upgrade $214K, Beach Front Infrastructure $72K,  GLC - Pool Relining $50K, Energy Efficiency Initiatives (Various Buildings) $79K, Boat Ramp Construction $259K, and Major Projects Lou Weston Oval $567K and Busselton Foreshore $1.6M.

 

These items of under expenditure also assists in explaining the above current YTD shortfall in Non-Operating Grants.

 

The attachments to this report include detailed listings of the following capital expenditure (project) items, to assist in reviewing specific variances.

 


Proceeds from Loans/ Advances to Community Groups

As at 30 April 2019, there is a variance of $3.15M which relates to the budgeted drawdown of loans that as at this time is yet to occur. The two main loans to be raised are as follow;

 

·    Busselton Tennis Club $1.5M; and

·    Air Freight Hub Stage 1 $1.5M;

As at this time an application has been submitted to draw down both loans within May 2019 as the related expenditure has/ will be incurred. Hence, this variance is only a timing difference.

 

With regard to the self-supporting loan for community groups, it is not expected that this will occur, hence the contra entry “advances to community groups” as a consequence will also not be required. The transactions associated with self-supporting loans is ordinarily cost neutral to the City, therefore this transaction will have no effect on the City’s net current position.

 

Investment Report

As at 30th April 2019 the value of the City’s invested funds totalled $73.95M, down from $74.40M as at 31st March. The decrease is due to the withdrawal of funds from the Airport Development ANZ cash account as required to meet expenditure.

 

During the month of April five term deposits held with four different institutions totalling $16.0M matured. All were renewed for a further 121 days at 2.37% (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) remained steady.

 

The balance of the Airport Development ANZ cash account reduced by $465K with funds withdrawn to meet expenditure. The Airport Development fixed term deposit held at the WA Treasury Corp. (as required by the funding agreement) was renewed for a further 61 days at 1.57%

 

The RBA left official rates on hold during April and May. Future movements remain uncertain at this point, however as an indication of current sentiment financial markets have priced in a rate decrease at some stage in the coming months. This has resulted in the rates on offer for the renewal of maturing term deposits to be lower than previously available.

 

Chief Executive Officer – Corporate Credit Card

Details of monthly (March to April) 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-Mar-19

 425.50

Trybooking LG

LGCOG EAA Meeting Registration

05-Apr-19

 30.00

Sticky Tickets

Budget Breakfast (Mayor)

08-Apr-19

 115.12

Perth Airport Pty Ltd

Parking

08-Apr-19

 820.00

Lexus of Perth

Tyres CEO Vehicle

08-Apr-19

 12.00

Tokyo Station

Parking

08-Apr-19

 9.09

CPP His Majesty's

Parking

10-Apr-19

 185.00

Compasses Esplanade Hotel

Accommodation Port Hedland CME Meeting

10-Apr-19

 196.00

Compasses Esplanade Hotel

Accommodation Port Hedland CME Meeting

 

 

 

 

 

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

+ Allocated against CEO Hospitality Expenses Allowance

 

CONCLUSION

 

As at 30 April 2019, the financial performance for the City of Busselton is considered satisfactory based on the information received from directorates and the recent budget review.

 

OPTIONS

 

The Statements of Financial Activity are presented in accordance with Section 6.4 of the Act and Regulation 34 of the Regulations and are to be received.  Council may wish to make additional resolutions as a result of having received these reports.

 

TIMELINE FOR IMPLEMENTATION OF OFFICER RECOMMENDATION

 

Not Applicable

 

COMMITTEE RECOMMENDATION AND OFFICER RECOMMENDATION

 

That the Council receives the statutory financial activity statement reports for the period ending 30 April 2019, pursuant to Regulation 34(4) of the Local Government (Financial Management) Regulations.

 

 


Council

40

12 June 2019

12.4

Attachment a

Statement of Financial Activity - Period Ended 30 April 2019

 


 


 


 


 


 


 


 


 


 


 


 


 


 


Council

52

12 June 2019

12.4

Attachment a

Statement of Financial Activity - Period Ended 30 April 2019

 


Council

53

12 June 2019

12.4

Attachment b

Investment Report for Month Ending 30 April 2019

 


Council                                                                                      55                                                                      12 June 2019

12.5           Finance Committee - 16/05/2019 - LIST OF PAYMENTS MADE APRIL 2019

SUBJECT INDEX:

Financial Operations

STRATEGIC OBJECTIVE:

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

BUSINESS UNIT:

Finance and Corporate Services

ACTIVITY UNIT:

Financial Services

REPORTING OFFICER:

Acting Manager Financial Services - Jeffrey Corker

AUTHORISING OFFICER:

Director Finance and Corporate Services  - Tony Nottle

VOTING REQUIREMENT:

Simple Majority

ATTACHMENTS:

Attachment a   List of Payments Made - April 2019  

 

This item was considered by the Finance Committee at its meeting on 16 May 2019, the recommendations from which have been included in this report. 

 

PRÉCIS

 

This report provides details of payments made from the City’s bank accounts for the month of March 2019, for noting by the Council and recording in the Council Minutes.

 

BACKGROUND

 

The Local Government (Financial Management) Regulations 1996 (Regulations) require that when the Council has delegated authority to the Chief Executive Officer to make payments from the City’s bank accounts, that a list of payments made is prepared each month for presentation to, and noting by, Council.

 

STATUTORY ENVIRONMENT

 

Section 6.10 of the Local Government Act and more specifically, Regulation 13 of the Regulations refer to the requirement for a listing of payments made each month to be presented to the Council.

 

RELEVANT PLANS AND POLICIES

 

Not Applicable.

 

FINANCIAL IMPLICATIONS

 

Not Applicable.

 

LONG-TERM FINANCIAL PLAN IMPLICATIONS

 

Not Applicable.

 

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

 

Not Applicable.

 

 

CONSULTATION

 

Not Applicable.

 

OFFICER COMMENT

 

In accordance with regular custom, the list of payments made for the month of March 2019 is presented for information.

 

CONCLUSION

 

The list of payments made for the month of March 2019 is presented for information.

 

OPTIONS

 

Not Applicable.

 

TIMELINE FOR IMPLEMENTATION OF OFFICER RECOMMENDATION

 

Not Applicable.

 

COMMITTEE RECOMMENDATION AND OFFICER RECOMMENDATION

 

That the Council notes payment of voucher numbers M116780 – M116843, EF064339 – EF064794, T007441 – T007443, and DD003748 – DD003776 together totalling $7,009,730.78.

 

 


Council

58

12 June 2019

12.5

Attachment a

List of Payments Made - April 2019

 


 


 


 


 


 


 


 

 


Council                                                                                      64                                                                      12 June 2019

13.             Planning and Development Services Report

Nil

14.             Engineering and Work Services Report

Nil


Council                                                                                      66                                                                      12 June 2019

15.             Community and Commercial Services Report

15.1           MARKETING AND EVENTS REFERENCE GROUP MEETING OUTCOMES

SUBJECT INDEX:

Events

Regional Economic Development

Tourism Development

Sponorship & Grant Applications

STRATEGIC OBJECTIVE:

Events and unique tourism experiences that attract visitors and investment.

BUSINESS UNIT:

Commercial Services

ACTIVITY UNIT:

Events

REPORTING OFFICER:

Events Coordinator - Peta Tuck

AUTHORISING OFFICER:

Director, Community and Commercial Services - Naomi Searle

VOTING REQUIREMENT:

Absolute Majority

ATTACHMENTS:

 

  

PRÉCIS

 

A meeting of the Marketing and Events Reference Group (MERG) was held on Monday 20 May 2019.  This report presents the recommendations from this meeting.

 

BACKGROUND

 

At the ordinary meeting of 13 April 2011, Council resolved (C1104/114) to endorse the implementation of a differential rating system whereby properties rated industrial and commercial across the City would directly contribute toward the City’s continued support of tourism, marketing and event activities.  The City also established a key stakeholders reference group, now known as the ‘Marketing and Events Reference Group’ (MERG), to make recommendations to Council with respect to the marketing and events budget allocations.

 

At its meeting of 22 June 2011, Council resolved (C1106/201) to introduce a 3% Differential Rate on industrial and ccommercial rated properties which increased over time to 10% in 2016/2017. The proceeds from the differential rate are allocated towards events and marketing.

 

The proposed 2019/20 budget for marketing and events totals $993,270. This excludes budget allocations for Leavers Week, administration, and events staffing.

 

A MERG meeting was held on Monday 20 May 2019, with the following key matters presented;

 

·         update on events held since the last meeting on 21 February 2019 and upcoming major events;

·         single year and multi-year event funding applications for consideration for 2019/20;

·         proposals for funding through the 2018/19 marketing budget;

·         allocations from the 2018/19 and proposed 2019/20 marketing budgets towards the Airport marketing reserve.

 

This report provides recommendations on the proposed funding allocations.

 

STATUTORY ENVIRONMENT

 

There are no statutory considerations associated with the officer recommendation.

 

RELEVANT PLANS AND POLICIES

 

The officer recommendation is in line with the City’s Events Policy which provides event organisers with information on the event application and approval process and event sponsorship guidelines. 

 

FINANCIAL IMPLICATIONS

 

At the 25 July 2018 Council meeting, Council resolved (C1807/138) to include an allocation of $964,221 in the 2018/19 marketing and events budgets, with a split of $664,221 for events and $300,000 for marketing. At the end of 2017/18 an allocation of $13,461 was unspent from the events budget, and Council resolved to allocate the funds to the 2018/19 events budget, bringing the total to $677,682. Funds committed from the 2018/19 Events Sponsorship Program Rounds 1 and 2 totalled $677,675.

 

Of the $300,000 allocated to the marketing budget, $97,245 was allocated to the airport marketing reserve as part of the City’s commitment towards the airline incentive program as part the Airport Development Project, leaving a balance of $202,755 to be applied to marketing initiatives in the 2018/19 financial year. After previous allocations (Busselton Jetty video project $25k, MRBTA video/photo project $13k, Our Towns production $20k), $144,755 remains in the 2018/19 marketing budget.

 

The 2019/20 draft budget includes an allocation of $993,270 in the marketing and events budgets, with a proposed split of $744,952 for events (75%) and $248,318 for marketing (25%). Of the marketing budget, $180,000 is proposed to be allocated to the airport marketing reserve, leaving a balance of $68,318 to be made available for marketing initiatives in the 2019/20 financial year. Funds already committed in the draft 2019/20 events budget through multi-year agreements totals $554,875, leaving $190,077 to be allocated to rounds 1 and 2 of the 2019/20 events sponsorship program. These amounts are indicative, subject to final confirmation of the 2019/20 budget.

 

As in previous years, this amount excludes budgetary allocations for ‘local’ events such as Leavers Week, administration, and events staffing. The revenue raised from the additional rates collected from holiday home compliance will assist with offsetting these expenses.

 

LONG-TERM FINANCIAL PLAN IMPLICATIONS

 

The marketing and events budget utilises funds generated through the industrial and commercial differential rate, in line with the City’s Long Term Financial Plan.

 

STRATEGIC COMMUNITY OBJECTIVES

 

The officer recommendation primarily aligns with the following Key Goal Area/s and Community Objective/s of the City of Busselton’s Strategic Community Plan 2017:

 

Key Goal Area 4 – Economy: Diverse, Robust, Prosperous

Community Objective: 4.3 Events and unique tourism experiences that aid in attracting visitors and investment

 

It specifically aligns to the following Council strategy: Continue to promote the City as the destination of choice for regional events.

 


RISK ASSESSMENT

 

The officer recommendation does not introduce any risks identified as being of a high or medium level.

 

CONSULTATION

 

Consultation has been undertaken with MERG members with representatives comprising the Busselton and Dunsborough Yallingup Chambers of Commerce and Industry, Margaret River Busselton Tourism Association (MRBTA), Busselton Jetty Inc. and the City of Busselton.

 

OFFICER COMMENT

 

Supporting the development and attraction of new events throughout the year, the City’s events sponsorship program promotes the City of Busselton as an attractive event tourism destination for a range of events. 

 

Round 1 of the 2019/20 events sponsorship program opened on 1 March 2019 and closed 28 March 2019. Thirteen (13) requests for funding from the 2019/20 events budget were received, for a total of $180,600. At a MERG meeting held 20 May 2019 a range of applications for events and marketing funding were considered as outlined below:

 

Requests for Funding – Events Budget

 

In line with the City’s Events Policy, the City’s events team evaluated applications applying the strategic funding guidelines of economic impact, strategic alliance to off-peak and cultural events, destination tourism, social benefits and environmental impact. Funding recommendations were made based on this.

 

MERG members discussed each application and recommend a total of $80,500 be allocated from the draft 2019/20 events budget for single year events:

 

Applications for funding through 2019/20 Events Budget

Event

Event Dates

Proposed Use of Funding

Requested

MERG Recommendation

Tour of Margaret River ‘Gran Fondo’

7 Nov 2019

Secure pro riders, promotion, accommodation, photographer, videographer, printing, course signage, support crew costs

 

$10,000

$2,500

Geographe Bay Race Week

15-21 Feb 2020

Event marketing and promotion

 

$15,000

$10,000

Busselton Fringe Festival

15-23 Feb 2020

Venue hire, marketing, promotion, provision of audio visual infrastructure, free family activities

 

$20,000

*$20,000

South West Yoga Fest

20-22 Mar 2020

Hire/purchase event infrastructure (shade, lighting etc)

 

$5,000

$2,000

Aerofest 2020

1 Mar 2020

Advertising, sponsorship special interest air show participants, mobilization aircraft, infrastructure (barriers, signage, ablution, waste control), event coordination

 

$20,000

**$16,000

WSL Cape Naturaliste Pro

24-27 Oct 2020

Event marketing, advertising, promotion and event infrastructure

 

$25,000

$15,000

BCCI Business Excellence Awards

26 Oct 2019

Marketing, media and sound

 

$8,000

$5,000

BCCI CBD Activation – Calendar of Events

Jul 2019 – Jun 2020

Ongoing marketing, street closures, materials

 

$12,000

$10,000

TOTALS

 

 

 

$80,500

*Includes in-kind support through waiver of ground hire/event application fees and traffic management up to the value of $500.

 

**Includes in-kind support through ground preparation, use of City equipment, staff hours up to the value of $6k.

 

MERG recommend a total of $37,500 be allocated from the draft events budget for multi-year funding agreements commencing 2019/20:

 

Applications for funding for multi-year events commencing in 2019/20 Events Budget

Event

Event Dates

Proposed Use of Funding

Requested

Officer Recommendation

King of Concrete

13-15 Mar 2020

Graphic design, printing, insurance, travel costs, event staff, trophies, accommodation, PR, advertising

$16,500 2019/20

$16,500 2020/21

$16,500 2021/22

$10,000 2019/20

$9,500 2020/21

$9,000 2021/22

South West Mud Fest

29 Sept 2019

Event marketing and media

 

$15,000 2019/20

$15,000 2020/21

$15,000 2021/22

$5,000 2019/20

$4,500 2020/21

$4,000 2021/22

South West Craft Beer Festival

15 Feb 2020

Destination promotion, brewers rebate

 

$15,000 2019/20

$15,000 2020/21

$15,000 2021/22

**$5,000 2019/20

**$4,500 2020/21

**$4,000 2021/22


 

Dunsborough Arts Festival

27 Feb – 2 Mar 2020

Infrastructure incl. sound, light, stage, security, ablutions; entertainment and fireworks (Sun night)

 

$21,000 2019/20

$21,000 2020/21

$21,000 2021/22

$15,000 2019/20

$14,500 2020/21

$14,000 2021/22

Hannay Lane Street Party

1 Nov 2019

Lighting, security, toilets

 

$3,100 2019/20

$3,250 2020/21

$3,400 2021/22

$2,500 2019/20

$2,250 2020/21

$2,000 2021/22

TOTAL (2019/20)

 

 

$70,600 2019/20

$37,500 2019/20

**Includes in-kind support through waiver of ground hire/event application fees up to the value of $500.

 

Proposals for the 2018/19 Marketing Budget

 

There was one (1) marketing proposal received for funding from the 2018/19 marketing budget: update of Busselton entry billboard backing.

 

Update of Busselton entry billboard backing

The backing board of the large billboard situated on Bussell Highway adjacent to the Bovell Sporting Complex is visible between event billboard bookings and has not been updated since it was first erected in 2013. A new backing board provides an opportunity to promote the City to passing motorists, using updated and inviting images of the district. Quotations have been received for the replacement of the backing panels totalling $6,170. Artwork is an additional cost of $1,500 which MRBTA will fund.

 

MERG recommends the allocation of $6,170 towards the update of the events billboard, to be funded from the 2018/19 marketing budget.  If approved, a balance of $138,585 will remain in the budget.

 

Airport Marketing

Following the consideration of proposals for the marketing budget, it is recommended that the balance of funds be transferred to the City’s Airport Marketing Reserve as part of the City’s allocation towards the airline incentive program as part of the Busselton Margaret River Airport Development Project.  It is also recommended that $180,000 be allocated from the draft 2019/20 marketing budget.

 

CONCLUSION

 

MERG has been assigned by Council to make recommendations on the way in which funds raised through the industrial and commercial differential rate for the purposes of events and marketing are allocated.  This report contains the recommendations made at the 20 May 2019 MERG meeting, which if endorsed by Council, will result in the continuation of high quality events being held within the region, supported by successful marketing promotions.  All recommendations support Council’s vision of being recognised as the ‘Events Capital WA.’

 

OPTIONS

 

Council may choose not to support the recommendations and resolve not to endorse part or all of the recommendations.

 


Council                                                                                      71                                                                      12 June 2019

TIMELINE FOR IMPLEMENTATION OF OFFICER RECOMMENDATION

 

Following Council’s decision, the outcomes will be communicated to MERG members and relevant event/marketing bodies for their information and implemented where required.

 

 

OFFICER RECOMMENDATION

 

That Council;

 

1.    As part of the 2019/20 events sponsorship program endorses the funding allocation towards the following events, to be funded from the draft 2019/20 events budget:

 

Event

Funding

Tour of Margaret River ‘Gran Fondo’

$2,500

Geographe Bay Race Week

$10,000

Busselton Fringe Festival

$20,000

South West Yoga Fest

$2,000

Aerofest 2020

$16,000

WSL Cape Naturaliste Pro

$15,000

BCCI Business Excellence Awards

$5,000

BCCI CBD Activation – Calendar of events

$10,000

TOTALS

$80,500   

 

 

 

 

 

 

 

 

 

 

 

 

 

2.    As part of the City of Busselton’s Events Sponsorship Program, endorses multi-year funding allocations towards the following events, to be funded from the events budget commencing 2019/20:

 

Event

Funding

King of Concrete

$10,000 2019/20

$9,500 2020/21

$9,000 2021/22

South West Mud Fest

$5,000 2019/20

$4,500 2020/21

$4,000 2021/22

South West Craft Beer Festival

$5,000 2019/20

$4,500 2020/21

$4,000 2021/22

Dunsborough Arts Festival

$15,000 2019/20

$14,500 2020/21

$14,000 2021/22

Hannay Lane Street Party

$2,500 2019/20

$2,250 2020/21

$2,000 2021/22

TOTAL (2019/20)

$37,500 2019/20

 

3.    Endorses the allocation of $6,170 towards the update of the events billboard backing to be funded from the 2018/19 marketing budget.

 

4.    Endorses that the balance of the 2018/19 marketing budget be transferred to the Airport Marketing Reserve and $180,000 be allocated from the draft 2019/20 marketing budget.

  

16.             Finance and Corporate Services Report

Nil


Council                                                                                      73                                                                      12 June 2019

17.             Chief Executive Officers Report

17.1           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:

Executive Assistant to Council - Katie Banks

AUTHORISING OFFICER:

Chief Executive Officer - Mike Archer

VOTING REQUIREMENT:

Simple Majority

ATTACHMENTS:

Attachment a   State Administrative Tribunal Reviews  

  

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

17.1.1    State Administrative Tribunal Reviews

 

Attachment A is a list showing the current status of State Administrative Tribunal Reviews involving the City of Busselton.

17.1.2    Recent Correspondence

 

16 April 2019 – Public Sector Commission

The Public Sector Commissioner is keen to build and consolidate the Commission’s relationship and engagement with the local government sector. A range of online resources are available from the Commission in relation to meeting requirements of the Corruption, Crime and Misconduct Act 2003, Part IX of the Equal Opportunity Act 1984 and the Public Interest Disclosure Act 2003.

 

16 April 2019 – WALGA Employee Relations Alert: State Industrial Relations System

The final report of the Ministerial Review of the State Industrial Relations System has been released. The State Government’s view is that Local Government should be regulated by the State industrial relations system and not the industrial relations system. The WALGA Employee Relations alert details the proposed reforms.

 

26 April 2019 – Local Government Professionals Australia

In the lead up to the Federal election, LG Professionals Australia were advocating for an increase in funding for the local government sector with a focus on disappointment in the allocation of Financial Assistance Grants.

 

06 May 2019 - Department of Communities

Has provided confirmation that the City’s Disability Access and Inclusion Plan for 2018-2022 meets the requirements of the Disability Services Act 1993.

 

07 May 2019 – Department of the Premier and Cabinet - South West Native Title Settlement: Creation of the Noongar Land Estate

The Western Australian Government has reached an agreement with the Noongar People to settle native claims across the South West of the State.

 

13 May 2019 – Capecare Dunsborough Aged Care Project 

Capecare has been successful in securing $9.6m of State and Federal grant funding to support the development of the Dunsborough Capecare Project.

 

22 May 2019 – Approval of Leave of Absence

Hon David Templeman MLA Minister for Local Government; Heritage; Culture & the Arts has approved the leave of absence request for Cr Rob Bennett from 22 May 2019 until 26 June 2019 inclusive.

 

Hard copies of the abovementioned correspondence are available to view upon request.

 

 

OFFICER RECOMMENDATION

 

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

·    17.1.1              State Administrative Tribunal Reviews

·    17.1.2              Recent Correspondence

 

 


Council

74

12 June 2019

17.1

Attachment a

State Administrative Tribunal Reviews

 

 


Council                                                                                      76                                                                      12 June 2019

18.             Motions of which Previous Notice has been Given

19.             urgent business

20.             Confidential Matters

21.             Closure