Please note:  These minutes are yet to be confirmed as a true record of proceedings

CITY OF BUSSELTON

MINUTES FOR THE Council MEETING HELD ON 25 August 2020

TABLE OF CONTENTS

ITEM NO.                                        SUBJECT                                                                                                                              PAGE NO.

1....... Declaration of Opening aCKNOWLEDGEMENT OF COUNTRY / ACKNOWLEDGEMENT OF Visitors / DISCLAIMER / NOTICE OF RECORDING OF PROCEEDINGS. 3

2....... Attendance. 3

3....... Prayer. 4

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

5....... Disclosure Of Interests. 4

6....... Announcements Without Discussion.. 4

7....... Question Time For Public. 4

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

Previous Council Meetings. 5

8.1          Minutes of the Special Meeting of Council held 27 July 2020. 5

8.2          Minutes of the Council Meeting held 12 August 2020. 5

Committee Meetings. 5

8.3          Minutes of the Finance Committee Meeting held 12 August 2020. 5

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

9.1          PETITION - STREET LIGHTING DIAMANTE BOULEVARD, DUNSBOROUGH.. 6

10..... QUESTIONS BY MEMBERS OF WHICH DUE NOTICE HAS BEEN GIVEN (WITHOUT DISCUSSION). 7

11..... Items brought forward.. 7

ADOPTION BY EXCEPTION RESOLUTION.. 7

12.1        Finance Committee – 12/08/2020 - LIST OF PAYMENTS MADE - JUNE 2020. 8

12.2        Finance Committee – 12/08/2020 - FINANCIAL ACTIVITY STATEMENTS - YEAR TO DATE AS AT 30 JUNE 2020. 21

12.3        Finance Committee - 12/08/2020 - BUDGET AMENDMENT REQUEST / REVIEW - COMMUNITY AND COMMERCIAL SERVICES - AUGUST 2020. 54

17.1        COUNCILLORS' INFORMATION BULLETIN.. 57

ITEMS FOR DEBATE. 68

12.4        Finance Committee - 12/08/2020 - BUDGET AMENDMENT REQUEST / REVIEW - ENGINEERING AND WORKS SERVICES - AUGUST 2020. 68

14.1        RESPONSE TO PETITION REQUESTING THE OLD DUNSBOROUGH FINGER JETTY TO BE MODIFIED TO INCREASE CAPACITY AT THE BOATING FACILITY. 74

13..... Planning and Development Services Report. 81

15..... Community and Commercial Services Report. 82

16..... Finance and Corporate Services Report. 83

18..... Motions of which Previous Notice has been Given.. 84

19..... urgent business. 84

20..... Confidential Reports. 84

21..... Closure. 84

 


Council                                                                                      3                                                                    25 August 2020

MINUTES

 

MINUTES OF A Meeting of the Busselton City Council HELD IN Council Chambers, Administration Building, Southern Drive, Busselton, ON 25 August 2020 AT 5.30pm.

 

1.               Declaration of Opening aCKNOWLEDGEMENT OF COUNTRY / ACKNOWLEDGEMENT OF Visitors / DISCLAIMER / NOTICE OF RECORDING OF PROCEEDINGS

The Presiding Member opened the meeting at 5.30pm.

 

2.               Attendance

Presiding Member:

Members:

 

Cr Grant Henley     Mayor

Cr Kelly Hick             Deputy Mayor

Cr Sue Riccelli

Cr Ross Paine

Cr Kate Cox

Cr Paul Carter

Cr Phill Cronin

Cr Jo Barrett-Lennard

Cr Lyndon Miles

 

Officers:

 

Mr Mike Archer, Chief Executive Officer

Mr Oliver Darby, Director, Engineering and Works Services

Mr Paul Needham, Director, Planning and Development Services

Mrs Naomi Searle, Director, Community and Commercial Services

Mr Tony Nottle, Director, Finance and Corporate Services

Mrs Emma Heys, Governance Coordinator

Ms Melissa Egan, Governance Officer

 

Apologies:

 

Nil

 

Approved Leave of Absence:

 

Nil

 

Media:

 

0

 

Public:

 

1


 

3.               Prayer

The prayer was delivered by Pastor Nathan Seinemeier of the Cornerstone Church.

 

4.               Application for Leave of Absence 

Nil

 

5.               Disclosure Of Interests

Nil

 

6.               Announcements Without Discussion

Announcements by the Presiding Member

 

Nil

 

7.               Question Time For Public

Response to Previous Questions Taken on Notice

 

Nil

 

Question Time for Public

 

7.1             Ms Anne Ryan

                  

The following question was submitted by email prior to the meeting and read out by the Mayor at the meeting:

                               

Question

On page 29 of the Agenda, item number B9591 ‘Performing Arts Convention Centre – Contributions’, what is the amount of $491,327 for?

                  

Response (Mr Nottle)

That item is an income line item in relation to the Performing Arts and Convention Centre. We have drawn back in from our restricted assets funding from the Community Facilities - City District, which is from Developer Contributions. This funding was allocated to the Busselton Performing Arts and Convention Centre costs predominately associated with the architectural design fees.


 

8.               Confirmation and Receipt Of Minutes

Previous Council Meetings

8.1             Minutes of the Special Meeting of Council held 27 July 2020

Council Decision

C2008/087              Moved Councillor P Carter, seconded Councillor P Cronin

That the Minutes of the Special Meeting of Council held 27 July 2020 be confirmed as a true and correct record.

CARRIED 9/0

 

8.2             Minutes of the Council Meeting held 12 August 2020

Council Decision

C2008/088              Moved Councillor P Cronin, seconded Councillor K Cox

That the Minutes of the Council Meeting held 12 August 2020 be confirmed as a true and correct record.

CARRIED 9/0

 

Committee Meetings

8.3             Minutes of the Finance Committee Meeting held 12 August 2020

Council Decision

C2008/089              Moved Councillor P Carter, seconded Councillor P Cronin

That the Minutes of the Finance Committee Meeting held 12 August 2020 be noted.

CARRIED 9/0

 


 

9.               RECEIVING OF Petitions, Presentations AND DEPUTATIONS

Petitions

9.1             PETITION - STREET LIGHTING DIAMANTE BOULEVARD, DUNSBOROUGH

Council Decision AND OFFICER RECOMMENDATION

C2008/090           Moved Deputy Mayor K Hick, seconded Councillor L Miles

 

That Council:

1.    receive the Petition, requesting an amendment to the lighting intensity on Diamante Boulevard and Princeville Avenue, Dunsborough, from Ms Jody Lang; and

2.    refer it to the Chief Executive Officer for a report.

CARRIED 9/0

 

A petition was received from Ms Jody Lang (the Petitioner) on 10 August 2020 regarding the lighting intensity on Diamante Boulevard and Princeville Avenue, Dunsborough, and a request to amend such lighting to be more suited to suburban residential street lighting (the Petition).

 

The requirements for a petition to be heard by Council is set out by Standing Order 6.9 of the City of Busselton Standing Orders Local Law 2018 (the Standing Orders), specifically that it:

(a)  be addressed to the Mayor;

(b)  be made by electors of the district;

(c)   state the request on each page of the petition;

(d)  contain the name, address and signature of each elector making the request;

(e)  contain a summary of the reasons for the request;

(f)   state the name of the person to whom, and an address at which, notice to the petitioners can be given; and

(g)  be respectful and temperate in its language.

 

The Presiding Member has the discretion to accept the Petition for consideration if it meets a majority of the above requirements.

 

The Petition was lodged by the Petitioner by email and addressed attention to the Mayor and Councillors. The subject of the Petition is the lighting intensity on Diamante Boulevard and Princeville Avenue, Dunsborough, and this is stated on each page of the Petition.

 

The Petition is signed by 34 people, all of who are clearly identified, by name and address, as electors of the district, and who are located within the area the subject of the Petition.

 

The Petition is respectful and temperate in its language. The Petition was received by email from the Petitioner, and it is assumed this is the name and contact address for which notice to the petitioners can be given.

 

It is officers’ opinion that the Petition meets the requirements of the Standing Orders and it is open to the Presiding Member to accept the Petition for consideration.

 

It is recommended the Petition be received by Council and referred to the Chief Executive Officer for a report.

 

Presentations

 

Mr Peter Kalbfell presented as a Party with an Interest in relation to Item 14.1 ‘Response to Petition Requesting the Old Dunsborough Finger Jetty to be Modified to Increase Capacity At The Boating Facility’. Mr Kalbfell was in favour of the Officer’s Recommendation.

Deputations

 

Nil

 

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

Nil

 

11.             Items brought forward

ADOPTION BY EXCEPTION RESOLUTION

At this juncture the Mayor advised the meeting that, with the exception of the items identified to be withdrawn for discussion, the remaining reports, including the Committee and Officer Recommendations, will be adopted en bloc, i.e. all together.

 

Council Decision

C2008/091              Moved Councillor J Barrett-Lennard, seconded Councillor P Cronin

 

That the Committee and Officer Recommendations in relation to the following agenda items be carried en bloc:

 

12.1        Finance Committee - 12 August 2020 - LIST OF PAYMENTS MADE - JUNE 2020

 

12.2        Finance Committee - 12 August 2020 - FINANCIAL ACTIVITY STATEMENTS - YEAR TO DATE AS AT 30 JUNE 2020

 

12.3        Finance Committee - 12/08/2020 - BUDGET AMENDMENT REQUEST / REVIEW - COMMUNITY AND COMMERCIAL SERVICES - AUGUST 2020

 

17.1       COUNCILLORS INFORMATION BULLETIN

CARRIED 9/0

En Bloc

 


Council                                                                                      9                                                                    25 August 2020

12.             Reports of Committee

12.1           Finance Committee – 12/08/2020 - LIST OF PAYMENTS MADE - JUNE 2020

STRATEGIC GOAL

6. LEADERSHIP Visionary, collaborative, accountable

STRATEGIC OBJECTIVE

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

SUBJECT INDEX

Financial Operations

BUSINESS UNIT

Financial Services

REPORTING OFFICER

Manager Financial Services - Paul Sheridan

AUTHORISING OFFICER

Director Finance and Corporate Services - Tony Nottle

NATURE OF DECISION

Noting: the item does not require a decision of Council and is simply for information purposes and noting

VOTING REQUIREMENT

Simple Majority

ATTACHMENTS

Attachment a   List of Payments June 2020

 

This item was considered by the Finance Committee at its meeting on 12 August 2020, the recommendations from which have been included in this report.

Council Decision and Committee Recommendation and Officer Recommendation

C2008/092              Moved Councillor J Barrett-Lennard, seconded Councillor P Cronin

 

That the Council notes payment of voucher numbers M118094 – M118180, EF072198 – EF072889, T007517 – T007522, DD004139 – DD004176 together totalling $10,584,333.61.

CARRIED 9/0

En Bloc

 

EXECUTIVE SUMMARY

This report provides details of payments made from the City’s bank accounts for the month of June 2020, for noting by the Council and recording in the Council Minutes.

 

BACKGROUND

The Local Government (Financial Management) Regulations 1996 (the Regulations) requires 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, the Council.

OFFICER COMMENT

In accordance with regular custom, the list of payments made for the month of June 2020 is presented for information. 

Statutory Environment

Section 6.10 of the Local Government Act 1995 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

There are no relevant plans or policies to consider in relation to this matter.

Financial Implications

There are no financial implications associated with the Officer Recommendation.

Stakeholder Consultation

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

Risk Assessment

An assessment of the potential implications of implementing the Officer Recommendation has been undertaken using the City’s risk management framework, with risks assessed taking into account any controls already in place. No risks of a medium or greater level have been identified.

Options

Not applicable.

CONCLUSION

The list of payments made for the month of June 2020 is presented for information.

TIMELINE FOR IMPLEMENTATION OF OFFICER RECOMMENDATION

Not applicable.


Council

20

25 August 2020

12.1

Attachment a

List of Payments June 2020

 


 


 


 


 


 


 


 


 


 


 


Council                                                                                      21                                                                 25 August 2020

12.2           Finance Committee – 12/08/2020 - FINANCIAL ACTIVITY STATEMENTS - YEAR TO DATE AS AT 30 JUNE 2020

STRATEGIC GOAL

6. LEADERSHIP Visionary, collaborative, accountable

STRATEGIC OBJECTIVE

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

SUBJECT INDEX

Financial Services

BUSINESS UNIT

Financial Services

REPORTING OFFICER

Manager Financial Services - Paul Sheridan

AUTHORISING OFFICER

Director Finance and Corporate Services - Tony Nottle

NATURE OF DECISION

Executive: substantial direction setting, including adopting strategies, plans and policies (excluding local planning policies), tenders, setting and amending budgets, funding, donations and sponsorships, reviewing committee recommendations

VOTING REQUIREMENT

Simple Majority

ATTACHMENTS

Attachment a   Investment Report June 2020

Attachment b    Financial Activity Statement June 2020

 

This item was considered by the Finance Committee at its meeting on 12 August 2020, the recommendations from which have been included in this report.

 

Council Decision and Committee Recommendation AND OFFICER RECOMMENDATION

C2008/093              Moved Councillor J Barrett-Lennard, seconded Councillor P Cronin

 

That the Council receives the statutory financial activity statement reports for the period ending 30 June 2020, pursuant to Regulation 34(4) of the Local Government (Financial Management) Regulations.

CARRIED 9/0

En Bloc

 

EXECUTIVE SUMMARY

Pursuant to Section 6.4 of the Local Government Act 1995 (the Act) and Regulation 34(4) of the Local Government (Financial Management) Regulations 1996 (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 June 2020.

 

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 on 31 July 2019, the Council adopted (C1907/131) the following material variance reporting threshold for the 2019/20 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 2019/20 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.

 

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 year to date basis, the following financial reports are attached hereto:

 

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 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 June 2020

The Statement of Financial Activity (FAS), for the year to date as at 30 June 2020 shows an overall Net Current Position of $474K as opposed to the amended budget of $0.  This represents a change in the variance to budget in June of ($23.6M).  This swing is due to the year-end reconciliations of all the movements in the reserve accounts.  The bulk of the final transfers to muni relating to completed projects are budgeted in the June month, thus creating the positive variance at the beginning of the financial year that gradually declines throughout the year, and resolves closer to budget by the end of June.

 

The following summarises the major YTD cash variances that appear on the face of the FAS, which in accordance with Council’s adopted material variance reporting threshold, collectively make up the above difference.  Each numbered item in the table is explained further:

Description

2019/20
Actual YTD

2019/20
Amended
Budget YTD

2019/20
Amended
Budget

2019/20
YTD Bud Variance

2019/20
YTD Bud Variance

 

$

$

$

%

$

Revenue from Ordinary Activities

(0.86%)

(648,241)

1.    Operating Grants, Subsidies and Contributions

5,664,503

4,977,647

4,977,647

13.80%

686,856

2.    Other Revenue

424,730

551,510

551,510

(22.99%)

(126,780)

3.    Interest Earnings

1,584,122

1,955,000

1,955,000

(18.97%)

(370,878)

 

 

 

 

 

Expenses from Ordinary Activities

 

 

5.25%

4,283,656

4.    Materials & Contracts

(16,858,209)

(19,029,198)

(19,029,198)

11.41%

2,170,989

5.    Other Expenditure

(3,095,799)

(5,024,862)

(5,024,862)

38.39%

1,929,063

 

 

 

 

 

 

6.    Non-Operating Grants, Subsidies and Contributions

18,529,803

24,388,690

24,388,690

(24.02%)

(5,858,887)

 

 

 

 

 

Capital Revenue & (Expenditure)

 

 

3.46%

1,153,505

7.    Land & Buildings

(5,121,934)

(8,861,113)

(8,861,113)

42.20%

3,739,179

Plant & Equipment

(4,016,401)

(4,885,350)

(4,885,350)

17.79%

868,949

Furniture & Equipment

(757,384)

(1,113,069)

(1,113,069)

31.96%

355,685

Infrastructure

(20,123,173)

(38,578,246)

(38,578,246)

47.84%

18,455,073

8.    Proceeds from Sale of Assets

3,221,003

3,409,080

3,409,080

(5.52%)

(188,077)

9.    Transfer to Restricted Assets

(2,442,913)

(60,100)

(60,100)

(3964.75%)

(2,382,813)

10.  Transfer from Restricted Assets

5,114,249

6,319,121

6,319,121

100.00%

(1,204,872)

11.  Transfer from Reserves

18,888,814

35,898,783

35,898,783

(47.38%)

(17,009,969)

 


 

Revenue from Ordinary Activities

Year to date (YTD) actual income from ordinary activities is ($648K) less than expected when compared to the YTD amended budget, which represents a reversal of the positive variance at the end of May by $2M in June.  Although actual revenue did increase by $326K in June, the budgeted YTD revenue increased by $2.4M.  The following YTD items meet the material variance reporting thresholds:

 

1.    Operating Grants, Subsidies and Contributions are $687K (net) better than YTD amended budget, with a reduction of the May positive YTD variance by ($1.6M) in June. The YTD variance is now mainly due to the following:

·    Grants Commission (10152), YTD $528K, with a negative variance change of ($496K) in the month of June –

i.                     Special Grants Bridges ($680K) YTD, ($496K) in June - $124K is still to come in relation to Bussell Hwy Bridge 0241.  The remaining variance relates to budgeting misallocations where the grants were actually supposed to be main roads direct funding; 

ii.                   General Purpose Grants $408K, all in May – this relates to the 20/21 Financial Assistance Grants (FAGS), being received in advance.  This will be restricted in the Untied Grants Reserve in the year end reserve reconciliation process;

iii.                 Local Roads Grants $800K, all in May – FAGS received in advance per above.  Not budgeted as advice from Grants Commission was that the practice of prepayment in previous years was going to cease;

·    Insurance Reimbursements (10200), $96K YTD, $12K in June – mainly due to the LGIS scheme member credit refund of $127K;

·    Legal Fees Reimbursements (10500), ($78K) YTD, ($7K) in June – YTD position largely due to a budget item included for a fine that was received in the 18/19 financial year.  A budget amendment was processed to move a portion of the fine from retained earnings to a legal reserve, however no amendment to remove this budgeted revenue item in 19/20 will be done;

·    Human Resources Reimbursements (10521), ($46K) YTD, a negative variance change of ($95K) in June - $37K due to conference and training reimbursements not budgeted for sufficiently and ($62K) because of only $19K received in workers comp reimbursements compared to $81K budgeted;

·    Geographe Leisure Centre Reimbursements (11591), $27K YTD related to parental leave payments, a $5K increase in June, all unbudgeted;

·    Strategic Planning Operating Grants & Subsidies (10820), ($38K) YTD, ($3K) in June – This is remaining grant funding for the CAS project which will not be finalized until later in the year.  The remaining activities for the project will be carried over into the next budget;

·    Environmental Management Administration (10830), ($123K) YTD, a change of ($355K) in June – actuals decreased by $185K due to application of the new accounting standard on revenue recognition.  Although received, this amount had not been spent for the purposes pf the grant, so had to be set aside as a liability (prepaid revenue).  At the same time the YTD budget increased by $170K in anticipation of this grant activity being completed by the end of June;

·    Protective burning and firebreaks reserve (10931), $166K YTD, no change in June – This variance relates to receiving 50% grant awarded to the City under the mitigation activity fund (Emergency Services Levy), which was not budgeted.  No amounts were required to be restricted at year end and to related activity carried over and budgeted in the 20/21 year;

·    Wonnerup South Rd Bridge Slk 2.3 (A3440), $32K YTD, no change in June – emergency funding received from Main Roads for repairs undertaken;

·    Busselton Jetty Contributions (11160), $69K YTD, $35K increase in June – bi-annual contribution more than budgeted;

·    Regional Waste Management Administration (11301), ($32K) YTD, $5K in June – Due to historical confusion between previous and new incoming management, the income expected to be invoiced for the South West Regional Waste Group was not budgeted correctly.  This has been rectified for the 20/21 budget;

·    Operations Services Works Reimbursements (11501), $29K YTD, ($4K) in June – Workers compensation reimbursement for wages paid.  Inherently difficult to budget accurately.

 

2.    Other Revenue is ($127K) YTD worse than budget, an increase of ($58K) in June.  The main contributing variances are outlined in the table below:

Revenue Code

Revenue Code Description / GL Activity

Actual YTD

$

Amended Budget YTD

$

Variance
YTD
$

Change in Variance Current Month

$

10100

Finance & Corporate Services Support - LSL contribution not received from other LG (Offset by officer not taking LSL this FY)

-

26,000

(26,000)

(26,000)

10510

Governance Support Services (LSL contribution received from other LG.  Not related to above)

14,745

-

14,745

14,745

10591

Geographe Leisure Centre (LSL contribution not received from other LG)

-

18,130

(18,130)

(4,531)

10970

Parking Control

35,751

92,250

(56,499)

(6,739)

G0030

Busselton Transfer Station

177,866

138,170

39,696

(10,629)

G0031

Dunsborough Waste Facility

57,749

103,900

(46,151)

(7,955)

 

3.    Interest Earnings for the year at $1.58M is $371K less than the budget for the year of $1.96M.  This is predominantly due to the effect of the adjustment to interest earned on reserve funds in light of new accounting standard 1058 - Revenue Recognition. $196K of actual interest earned was taken off and moved to prepaid income in the balance sheet, per the standard.

 

Expenses from Ordinary Activities

YTD expenditure from ordinary activities is $4.3M or 5.2% less than expected when compared to the amended YTD budget. This variance fell by $167K in June. The following individual expense line items on the face of the financial statement have YTD variances that meet the material reporting thresholds:


 

4.    Materials and Contracts better than amended budget YTD by $2.2M or 11.4% (a variance reduction of $110K in June)

 

The main contributing items are listed below, most of which being heavily influenced by the slow down in activity caused by the COVID-19 shutdowns and restrictions over March and April, with slight increase in activity over May and June:

Cost Code

Cost Code Description / GL Activity

Actual YTD

$

Amended Budget YTD

$

Variance
YTD
$

Change in Variance Current Month

$

Finance and Corporate Services

1,891,809

2,741,120

849,312

537,538

10250

Information & Communication Technology Services

1,197,334

1,854,210

656,876

546,309

10500

Legal and Compliance Services

52,538

106,300

53,762

(7,993)

Community and Commercial Services

1,465,401

2,121,303

655,902

175,370

10380

Busselton Library

99,444

160,130

60,686

(8,203)

10541

Recreation Planning

5,328

50,000

44,672

23,490

10590

Naturaliste Community Centre

45,773

83,770

37,997

4,057

10591

Geographe Leisure Centre

329,633

463,580

133,947

75,852

10600

Busselton Jetty Tourist Park

509,730

549,110

39,380

(43,428)

10625

Art Geo Administration

27,530

66,500

38,970

4,268

10630

Property and Business Development

43,575

87,174

43,599

14,927

10900

Cultural Planning

(16,047)

63,010

79,057

29,899

11151

Airport Operations

169,830

297,900

128,070

69,015

Planning and Development Services

1,243,744

1,657,743

413,999

(238,595)

10820

Strategic Planning

134,835

327,728

192,893

8,266

10830

Environmental Management Administration

244,884

351,210

106,326

(53,821)

10925

Preventative Services - CLAG

51,332

89,700

38,368

7,375

10931

Protective Burning & Firebreaks-Reserves

160,760

58,900

(101,860)

(98,850)

11170

Meelup Regional Park

113,446

221,400

107,954

(1,202)

Engineering and Works Services

10,498,794

10,578,332

79,538

(671,193)

Various

Busselton Jetty Maintenance

519,704

933,885

414,181

43,835

12620

Rural-Tree Pruning

185,806

195,000

9,194

16,250

12621

Urban-Tree Pruning

225,469

158,000

(67,469)

(6,230)

Various

Bridges

203,912

210,000

6,088

(14,730)

Various

Buildings

1,663,749

1,456,564

(207,185)

(228,003)

Various

Other Infrastructure Maintenance

2,384,560

2,346,493

(38,067)

(180,782)

Various

Waste services

2,706,847

2,723,340

16,493

(187,927)

Various

Road Maintenance

1,012,238

726,000

(286,238)

(94,773)

Various

Reserve Maintenance

1,596,510

1,829,050

232,540

(18,833)

 


 

5.    Other Expenditure is $1.9M under the amended YTD budget. This represents a $1.3M increase in the positive variance in June:

 

The main contributing items are listed below:

Cost Code

Cost Code Description / GL Activity

Actual YTD

$

Amended Budget YTD

$

Variance
YTD
$

Change in Variance Current Month

$

Executive Services

81,372

117,780

36,408

17,114

10001

Office of the CEO

81,699

117,780

36,081

16,453

Finance and Corporate Services

1,114,111

1,345,581

231,470

26,076

10000

Members of Council

579,685

720,399

140,714

(4,263)

10200

Financial Services

150

40,000

39,850

10,000

10700

Public Relations

108,943

155,800

46,857

17,913

Community and Commercial Services

1,550,141

3,079,435

1,529,294

1,313,848

10530

Community Services Administration

541,338

621,240

79,902

(28,892)

11151

Airport Operations

287

1,425,500

1,425,213

1,418,075

11156

Airport Development Operations

116,248

0

(116,248)

(116,248)

Planning and Development Services

170,623

136,806

(33,817)

(46,401)

10931

Protective Burning & Firebreaks-Reserves

33,281

2,520

(30,761)

(30,965)

Engineering and Works Services

180,835

345,260

164,426

441

11160

Busselton Jetty

0

100,000

100,000

2,087

B1223

Micro Brewery - Public Ablution

60,000

120,000

60,000

0

 

Non-Operating Grants, Subsidies and Contributions

6.    Non-Operating Grants, Subsidies and Contributions are below budget by $5.9M (with a $5.3M negative movement in this variance in June).  This was mainly due to the timing of the actual receipt and/or budgeted timing of funding. 

 

This has been exacerbated by the delays in completing capital projects due to the COVID-19 shutdowns and restrictions, and is largely offset with less than anticipated capital expenditure at the same time, where works have not been completed in connection with the funding. 

 

The extent to which the works remain incomplete will represent a positive impact on net position, and the remaining funding will be carried forward in reserves to be spent in future periods in order to complete the projects. 

 

It should also be noted that actual grants revenue that had been booked YTD, was reduced by $3M in June as a result of the year end adjustment associated with adoption of the new accounting standard for revenue recognition i.e. the extent to which activities associated with grants received have not been completed must be deducted back off revenue, and set aside in a prepaid account.  In the ensuing financial year, as these works are completed, the remaining grants will be brought back to account as revenue.


 

The following table presents a list of the main YTD variance areas for budgeted grant or contribution funded activities that were not completed:

Revenue Code

Revenue Code Description / GL Activity

Actual YTD

$

Amended Budget YTD

$

Variance
YTD
$

Change in Variance Current Month

$

Finance and Corporate Services

324,342

1,209,546

(885,204)

(416,528)

10239

Contributions (Program 11) - Community Facilities

0

925,490

(925,490)

(211,742)

10240

Contributions (Program 12) – Works

4,677

53,920

(49,243)

(155,971)

10250

Information & Communication Technology Services – Capital Grants (Federal)

282,630

159,956

122,674

(22,282)

Community and Commercial Services

4,468,008

2,642,100

1,825,908

1,760,050

10380

Busselton Library – Donated Assets

444,808

0

444,808

444,808

C6025

Installation of Bird Netting – Capital Grant (Federal)

53,769

92,620

(38,851)

53,769

C6099

Airport Development – Capital Grant (Federal)

3,936,064

2,544,480

1,391,584

1,240,106

Planning and Development Services

26,690

987,890

(961,200)

20,951

10942

Bushfire Risk Management Planning DFES - Contributions

26,690

0

26,690

26,690

B1013

Dunsborough Bushfire Brigade – Donated Assets

0

178,300

(178,300)

0

B1015

Hithergreen District Bushfire Brigade – Donated Assets

0

465,200

(465,200)

0

B1024

Wilyabrup Bushfire Brigade – Donated Assets

0

178,300

(178,300)

0

B1029

Busselton Branch SES – Donated Assets

0

97,200

(97,200)

0

B9109

Hithergreen Building Renovations – Capital Grant (State)

0

68,890

(68,890)

(5,739)

Engineering and Works Services

13,710,763

19,549,154

(5,838,391)

(6,725,555)

11101

Engineering Services Administration – Contributions

40,909

0

40,909

40,909

A0014

Bussell Highway – 0241 MR Capital Grant

0

248,000

(248,000)

(248,000)

A0022

Yallingup Beach Road Bridge – 3347 – Capital Grant (Federal)

0

700,000

(700,000)

(700,000)

A0023

Kaloorup Road Bridge – 3381 – MR Capital Grant

0

46,000

(46,000)

(46,000)

A0024

Boallia Road Bridge – 4854 – MR Capital Grant

0

46,000

(46,000)

(46,000)

B1025

Yallingup Coastal Bushfire Brigade – Donated Asset

474,654

0

474,654

474,654

B9407

Busselton Senior Citizens – Contributions

332,750

822,600

(489,850)

(705,615)

B9591

Performing Arts Convention Centre – Contributions

491,327

0

491,327

491,327

B9610

Old Butter Factory – Contributions

246,676

0

246,676

246,676

B9999

Donated Buildings

162,909

0

162,909

162,909

C0052

Vasse Kaloorup Oval Carpark Development – Contributions

225,730

150,000

75,730

95,730

C0053

Car Parking - Rear of Hotel Site 1 – Contributions

80,000

0

80,000

80,000

C1512

Port Geographe Boat Ramp Renewal Works – Capital Grant (State)

253,088

148,500

104,588

57,838

C2523

Broadwater Beach Coastal Protection Stage 1 of 4 – Contributions

28,355

0

28,355

28,355

C3017

Bovell Park - Upgrade Lighting – Contributions

44,000

0

44,000

44,000

C3020

Donated Assets Parks, Gardens & Reserves

2,053,863

900,000

1,153,863

824,730

C3094

Busselton Foreshore - Stage 3 – Contributions

133,806

0

133,806

133,806

C3116

Dawson Park (Mcintyre St Pos) – Contributions

0

82,000

(82,000)

(82,000)

C3122

Rails to Trails - Continuation of Implementation Plan – Capital Grant (Lotteries Commission)

64,715

300,000

(235,286)

64,715

C3136

Vasse Oval Kaloorup - Grassing of Existing Oval – Contributions

56,766

0

56,766

56,766

C3166

Vasse River Foreshore - Bridge to Bridge – Contributions

37,951

0

37,951

37,951

C3186

Lou Weston Oval – Courts – Contributions

1,295,662

520,000

775,662

810,662

C3208

Barnard East Landscaping – Contributions

0

240,000

(240,000)

(240,000)

C3210

McBride Park - POS Upgrade – Contributions

0

32,538

(32,538)

0

C3211

Tulloh St (Geographe Bay Road) - POS Upgrade – Contributions

0

90,332

(90,332)

0

C3213

Cabarita Road - POS Upgrade – Contributions

0

100,000

(100,000)

0

C3214

Kingsford Road - POS Upgrade – Contributions

0

150,653

(150,653)

0

C3215

Monash Way - POS Upgrade – Contributions – Contributions

0

167,174

(167,174)

0

C3216

Wagon Road - POS Upgrade – Contributions

0

167,174

(167,174)

0

C3217

Limestone Quarry - POS Upgrade – Contributions

0

167,174

(167,174)

0

C3218

Dolphin Road - POS Upgrade – Contributions

0

91,000

(91,000)

0

C3219

Kingfish/ Costello - POS Upgrade – Contributions

0

91,000

(91,000)

(91,000)

C3220

Quindalup Old Tennis Courts Site - POS Upgrade – Contributions

0

149,587

(149,587)

(149,587)

C3221

Cape Naturalise - POS Upgrade – Contributions

0

167,392

(167,392)

(167,392)

C3222

King St Reserve Park - POS Upgrade – Contributions

0

147,348

(147,348)

(147,348)

D2000

Donated Assets Drainage

273,083

1,600,000

(1,326,917)

(1,326,917)

F1003

Donated Assets Footpaths & Cycleways

224,863

500,000

(275,137)

(275,137)

S0035

Strelly Street / Barlee Street Roundabout – MR Capital Grant

141,128

16,259

124,869

95,196

S0051

Causeway Road / Rosemary Drive Roundabout – MR Capital Grant

406,681

300,000

106,681

(118,319)

S0064

Peel Terrace (Stanley Pl/Cammilleri St Intersection Upgrade) – Contributions

398,912

200,000

198,912

182,249

S0070

Peel & Queen Street Roundabout Service Relocation – MR Capital Grant

0

500,000

(500,000)

(241,663)

S0072

Kaloorup Road - Reconstruct and Seal Shoulders – MR Capital Grant

0

250,000

(250,000)

(350,000)

S0074

Causeway Road Duplication – MR Capital Grant

0

500,000

(500,000)

(500,000)

S0321

Yoongarillup Road - Second Coat Seal – MR Capital Grant

0

51,000

(51,000)

(51,000)

T0085

Yoongarillup Road - Reconstruct Intersection at Vasse H/Way – RTR Capital Grant

251,729

210,000

41,729

75,514

T0086

Yoongarillup Road - Reconstruct & Widen (Western Section) – RTR Capital Grant

959,169

1,478,100

(518,931)

(642,106)

W0030

Donated Roads

835,899

4,300,000

(3,464,101)

(3,464,101)

W0067

Ford Road Reconstruct and Asphalt Overlay – Contributions

39,012

0

39,012

39,012

W0094

Fairway Drive - Intersection Works – Contributions

239,694

0

239,694

239,694

W0231

Carey Street - Asphalt Overlay & Kerb – MR Capital Grant

0

67,000

(67,000)

0

W0238

Sutton Way - Asphalt Overlay & Kerb – MR Capital Grant

44,870

0

44,870

44,870

 


 

Capital Expenditure

7.    As at 30 June 2020, there is an underspend variance of 43.8% or $23.4M in total capital expenditure, with YTD actual at $30M against the YTD amended budget of $53.4M.  This variance increased by $1.5M in June. The attachments to this report include detailed listings of all capital expenditure (project) items, however the main areas of YTD variance are summarised as follows:

Cost Code

Cost Code Description / GL Activity

Actual YTD

$

Amended Budget YTD

$

Variance
YTD
$

Change in Variance Current Month

$

Land

75,917

200,000

124,083

200,000

10370

Busselton Cemetery

71,308

100,000

28,692

100,000

10610

Property Services Administration

4,609

100,000

95,391

100,000

Buildings

5,046,017

8,661,113

3,615,096

(150,348)

B9516

Busselton Library Upgrade

71,566

361,000

289,434

45,022

B9109

Hithergreen Building Renovations

0

68,890

68,890

5,739

B9300/1/2

Aged Housing Capital Improvements (Winderlup, Harris Rd)

49,675

291,000

241,325

101,421

B9407

Busselton Senior Citizens

425,322

1,163,450

738,128

(99,380)

B9596

GLC Building Improvements

387,743

879,400

491,657

(170,120)

B9606

King Street Toilets

153,974

200,000

46,026

(72,317)

B9716 & B9717

Airport Terminals

1,827,302

3,378,000

1,550,698

156,143

B9808

Busselton Jetty Tourist Park Upgrade

95,682

274,610

178,928

44,705

Plant & Equipment

4,016,401

4,885,350

868,949

(465,856)

11156

Airport Development Operations

1,406,160

1,512,350

106,190

(11,118)

11402

Plant Purchases (P10)

1,101,675

1,495,000

393,325

(461,645)

11403

Plant Purchases (P11)

499,247

628,000

128,753

(21,392)

11407

P&E - P&G Smart Technologies

0

150,000

150,000

0

Furniture & Office Equipment

757,384

1,113,069

355,685

(33,720)

10250

Information & Communication Technology Services

580,797

678,842

98,045

(58,157)

10591

Geographe Leisure Centre

5,000

33,000

28,000

2,750

10625

Art Geo Administration

45,000

10,000

(35,000)

0

11156

Airport Development Operations

68,915

300,000

231,085

21,832

Infrastructure By Class

20,123,173

38,578,246

18,455,073

1,935,348

 

Roads

11,471,979

14,292,273

2,820,294

(432,028)

 

Bridges

300,000

1,720,001

1,420,001

986,001

 

Car Parks

819,160

1,793,815

974,654

(99,405)

 

Footpaths & Cycleways

1,507,687

1,591,855

84,169

(296,674)

 

Parks, Gardens & Reserves

4,966,947

16,397,380

11,430,433

1,901,391

 

Drainage

423,620

234,872

(188,748)

(259,804)

 

Regional Airport & Industrial Park Infrastructure

633,779

2,548,049

1,914,270

135,868

In the main, many of these projects have yet to be completed due to the COVID-19 crisis, and the two major storm events in May, many projects have also been deferred and will be relisted for completion in next year’s budget.

 

Proceeds from Sale of Assets

8.    There is a variance for the proceeds from sale of assets of ($188K) (a decrease of $2.7M in June due to an increase the YTD budgeted amount), mainly due to difficulty in predicting timing for the settlement of the sale of the old library building land, creating a timing difference against budget i.e. the sale was budgeted in June.

 

Transfer to Restricted Assets

9.    There is a YTD variance in transfers to restricted assets of $2.4M more than amended budget ($1.8M increase in June). The reasons for this are as follows:

·        Interest earned on government grants of $39K transferred to restricted cash, for which there was no budget allocated as it was expected that the grant would have been utilized by this stage;

·        $1.7M was transferred in relation to grants received in advance. These will be recognized as revenue in the following financial year as the works are completed;

·        $400K of contributions to road works were received over the year, of which $350K was in relation to the next stage of the Dunsborough Lakes development.  Only $60K was budgeted for this;

·        Transfer of $156K representing contribution by developers, including $125K from the sale of the old library land as agreed with the developers;

·        Net transfers to deposits and bonds of $85K as opposed to a budget of $0. These funds do not have a budget allocation as they are not able to be reliably measured.

 

Transfer from Restricted Assets

10.  There is a YTD variance in transfers from restricted assets of $1.2M less than amended budget ($3.4M decrease in June).  The main reasons for this is are follows:

·        Contributions to works were $209K less than budgeted;

·        Government grants were underutilised by $1.8M;

·        Sundry restricted items were $25K less than budgeted;

·        Unspent loan funds of $88K;

·        Bonds & deposits of $963K that were not budgeted at all.

 

Transfer from Reserves

9.    There is a YTD variance for transfers from reserves of $17M less than amended budget (this increased by $11.1M in June due to year end reconciliations). The reason for the YTD variances are works not completed during the year that were budgeted to have been funded from the various reserves. The funds remain in the reserve, as the expenditure did not eventuate from the Municipal account. Below is a summary of the these variances:

Reserve Name

Variance to Budgeted Transfer

Airport Infrastructure Renewal Reserve

(127,387)

Airport Marketing and Incentive Reserve

(1,360,230)

Airport Noise Mitigation Reserve

(869,550)

Building Asset Renewal Reserve

(209,872)

Busselton Area Drainage and Waterways Improvement Reserve

(105,059)

Busselton Community Resource Centre Reserve

(1,433)

Busselton Jetty Tourist Park Reserve

(178,274)

Busselton Library Building Reserve

(89,538)

CBD Enhancement Reserve

(553,194)

Cemetery Reserve

(25,200)

City Car Parking and Access Reserve

(337,915)

Civic and Administration Building Reserve

(60,168)

Coastal and Climate Adaptation Reserve

(274,914)

Community Facilities - City District

(516,586)

Community Facilities - Vasse

(314,848)

Election, Valuation and Corporate Expenses Reserve

(52,424)

Energy Sustainability Reserve

(681)

Footpath/ Cycle Ways Reserve

(322,968)

Furniture and Equipment Reserve

(257,784)

Geographe Leisure Centre Building Reserve

(541,657)

Jetty Maintenance Reserve

(2,120,963)

Joint Venture Aged Housing Reserve

(100,237)

Locke Estate Reserve

(8,836)

Long Service Leave Reserve

(300,973)

Major Traffic Improvements Reserve

(639,139)

Naturaliste Community Centre Building Reserve

(12,000)

New Infrastructure Development Reserve

(735,294)

Other Infrastructure (Drainage, Signage, Etc.) Reserve

(231,041)

Parks, Gardens and Reserves Reserve

(823,119)

Plant Replacement Reserve

(155,907)

Port Geographe Development Reserve

(80,974)

Port Geographe Waterways Management Reserve (SAR)

483

Professional Development Reserve

(21,769)

Provence Landscape Maintenance Reserve (SAR)

(117,227)

Public Art Reserve

(41,060)

Road Asset Renewal Reserve

(1,501,710)

Sick Pay Incentive Reserve

(63,457)

Strategic Projects Reserve

(65,129)

Vasse Newtown Landscape Maintenance Reserve (SAR)

(69,298)

Waste Management Facility and Plant Reserve

(3,572,592)

Winderlup Aged Housing Resident Funded Reserve

(120,930)

Workers Compensation and Extended Sick Leave Contingency Res

(28,460)

Youth and Community Activities Building Reserve

(655)

 

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 30 June 2020, the value of the City’s invested funds totalled $70.79M, down from $77.99M as at 31 May 2020. The decrease is due to the withdrawal of funds from Term Deposits and a reduction in the Airport Development balance.

 

During the month of June, six term deposits totalling the amount of $14.0M matured. Two deposits were closed and one partially closed totalling $6.0M to provide funds for standard operations. Remaining deposits were renewed for a further 154 days at 0.87% 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) has increased by $1.0M with funds to be held temporarily until required for standard operations. 

 

The Airport Development accounts have decreased by $2.1M.  This is due to the recoup of expenses by the City totalling $2.2M.

 

The official cash rate in June remains steady at 0.25%. This will have a strong impact on the City’s interest earnings for the foreseeable future. Further drops are unlikely at this stage.

 

Chief Executive Officer – Corporate Credit Card

Details of transactions made on the Chief Executive Officer’s corporate credit card during June 2020 are provided below to ensure there is appropriate oversight and awareness.

 

Date

$ Amount

Payee

Description

26/6/2020

204.40

Jade Chinese Restaurant

Dinner for Councillors & CEO

 

204.40

 

 

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 relevant plans or policies to consider in relation to this matter.

Financial Implications

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

Stakeholder Consultation

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

Risk Assessment

An assessment of the potential implications of implementing the Officer Recommendation has been undertaken using the City’s risk management framework, with risks assessed taking into account any controls already in place. No risks of a medium or greater level have been identified.

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.

CONCLUSION

As at 30 June 2020, despite the downturn in operational activity brought on by the COVID-19 global pandemic in the last quarter of the financial year, the City achieved a positive net current position of $473K. Many projects and programs of work were deferred, however the City’s financial performance is considered satisfactory.

TIMELINE FOR IMPLEMENTATION OF OFFICER RECOMMENDATION

Not applicable.


Council

35

25 August 2020

12.2

Attachment a

Investment Report June 2020

 


Council

52

25 August 2020

12.2

Attachment b

Financial Activity Statement June 2020

 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 



Council                                                                                      55                                                                 25 August 2020

12.3           Finance Committee - 12/08/2020 - BUDGET AMENDMENT REQUEST / REVIEW - COMMUNITY AND COMMERCIAL SERVICES - AUGUST 2020

STRATEGIC GOAL

STRATEGIC OBJECTIVE

6. LEADERSHIP Visionary, collaborative, accountable

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

SUBJECT INDEX

Budget Planning and Reporting

BUSINESS UNIT

Financial Services

REPORTING OFFICER

Director, Community and Commercial Services - Naomi Searle

AUTHORISING OFFICER

Director, Community and Commercial Services - Naomi Searle

NATURE OF DECISION

Executive: substantial direction setting, including adopting strategies, plans and policies (excluding local planning policies), tenders, setting and amending budgets, funding, donations and sponsorships, reviewing committee recommendations

VOTING REQUIREMENT

Absolute Majority

ATTACHMENTS

Attachment a   CCS Budget Amendment Table August 2020  

 

This item was considered by the Finance Committee at its meeting on 12 August 2020, the recommendations from which have been included in this report.

 

Council Decision and Committee Recommendation AND OFFICER RECOMMENDATION

C2008/094              Moved Councillor J Barrett-Lennard, seconded Councillor P Cronin

 

That the Council endorse the amendment to the 2020/2021 Airport Development Project Budget, being an expense reduction of $140,000, and offset by a reduction in the transfer from restricted asset Government Grant, resulting in an unchanged Municipal budget position. The proposed Budget Amendment is as per Attachment A and in accordance with section 6.8(1) of the Local Government Act 1995.

CARRIED 9/0

En BloC

BY ABSOLUTE MAJORITY

 

EXECUTIVE SUMMARY

This report seeks Council approval of budget amendments as detailed in this report. Adoption of the Officer Recommendation will result in a net neutral impact on the City’s budgeted net current position.

 

BACKGROUND

In accordance with section 6.8(1) of the Local Government Act 1995, a local government is not to incur expenditure from its municipal fund for an additional purpose except where the expenditure:

·        Is incurred in a financial year before the adoption of the annual budget by the local government;

·        Is authorised in advance by Council resolution - absolute majority required;

·        Is authorised in advance by the Mayor in an emergency.

 

Approval is therefore sought for the budget adjustments detailed in the attachment for the reasons specified.


 

OFFICER COMMENT

Council adopted its 2020/2021 municipal budget on Monday 27 July 2020 with a balanced budget position. Since then, officers have identified budgets that require adjustment. It is good management practice to revise the adopted budget when it is known that circumstances have changed. In keeping with this practice, budgets are reviewed on a monthly basis. Officers have reviewed the adopted budget for the month of August 2020 and recommend that alterations are made to the budget as per the table at Attachment A.

 

As part of the end of financial year budget reconciliation process, it was identified that the 2020/21 Airport Development Project budget was overestimated and as such requires an amendment as identified in the table at Attachment A. The amendments will require a budget expense reduction of $140K which will be offset by a reduction in the transfer from restricted asset Government Grant. 

 

After making the above adjustments, the municipal budget position remains unchanged.

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

The financial implications of this recommendation are contained within the report.

Stakeholder Consultation

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

Risk Assessment

An assessment of the potential implications of implementing the Officer Recommendation has been undertaken using the City’s risk management framework, with risks assessed taking into account any controls already in place.

 

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.

Options

The Council could decide not to go ahead with the proposed budget amendment request.

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.

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.

 


Council

56

25 August 2020

12.3

Attachment a

CCS Budget Amendment Table August 2020

 


Council                                                                                      59                                                                 25 August 2020

17.             Chief Executive Officers Report

17.1           COUNCILLORS' INFORMATION BULLETIN

STRATEGIC GOAL

6. LEADERSHIP Visionary, collaborative, accountable

STRATEGIC OBJECTIVE

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

SUBJECT INDEX

Councillors' Information Bulletin

BUSINESS UNIT

Executive Services

REPORTING OFFICER

Reporting Officers - Various

AUTHORISING OFFICER

Director Finance and Corporate Services - Tony Nottle

NATURE OF DECISION

Noting: the item does not require a decision of Council and is simply for information purposes and noting

VOTING REQUIREMENT

Simple Majority

ATTACHMENTS

Attachment a   Lower Vasse River Management Advisory Group Meeting Notes

Attachment b    General Valuation of Regional Gross Rental Values 2020 2021

Attachment c    Letter of thanks - Nova Village Residents Committee  

 

Council Decision AND OFFICER RECOMMENDATION

C2008/095              Moved Councillor J Barrett-Lennard, seconded Councillor P Cronin

 

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

17.1.1      Current Active Tenders

17.1.2      Lower Vasse River Management Advisory Group Meeting Notes – 24 July 2020

17.1.3       Community Assistance Program Outcomes

17.1.4       City of Busselton – General Valuation of Regional Gross Rental Values (GRVS) 2020/2021

17.1.5       Response : Petition Extension of a Pathway to Bell Drive – Nova Village

CARRIED 9/0

En Bloc

EXECUTIVE SUMMARY

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       Current Active Tenders 

Information in italics has previously been provided to Council, and is again provided for completeness.

 

RFT03/20 CONSTRUCTION OF BORE(S) – DUNSBOROUGH NON-POTABLE WATER PROJECT

·    Requirement –  to engage an adequately skilled and experienced Contractor to:

a)    construct, test and equip exploration, production and/or monitoring bore(s) on Mewitt Road, Quindalup (defined in the Request for Tender as the Bore Site) as part of the City’s Dunsborough Non-Potable Water Network Project;

b)    comply with DWER requirements in relation to a Hydrogeological Assessment Report for these bores (as specified in the Drilling Licence); and

c)    if required, provide the City with a report on the beneficial use (availability, volume, quality and sustainability) of groundwater available for extraction from this bore(s).

·    The value of the contract is not expected to exceed the CEO’s current delegated authority under Delegation DA 1-07.

·    A Request for Tender was advertised on 18 July 2020 with a closing date of 20 August 2020. 

·    Evaluation expected to be completed and contract entered into by the CEO during September 2020.

RFT06/20 BUSSELTON FORESHORE EXERCISE EQUIPMENT – DESIGN, FABRICATION AND INSTALLATION

·    Requirement – the design, fabrication and installation of six (6) exercise equipment stations at the Busselton Foreshore. 

·    A Request for Tender was advertised on 9 May 2020 with a closing date of 26 May 2020. 

·    The value of the contract is not expected to exceed the CEO’s current delegated authority under Delegation DA 1-07 and it is expected that a contract will be entered into during July/August 2020.

·    One submission was received and is currently being evaluated.

·    Evaluation expected to be completed and contract entered into by the CEO by the end of August 2020.

 

EOI02/20 CONSTRUCTION OF BUSSELTON PERFORMING ARTS AND CONVENTION CENTRE

·    Requirement – the construction of the Busselton Performing Arts and Convention Centre.

·    An Expression of Interest was advertised on 11 July 2020 with a closing date of 11 August 2020.

·    The process for making a preliminary selection among prospective tenderers has been delegated to the CEO pursuant to delegation DA 1 - 08.

·    It is expected that a shortlisting of acceptable tenderers will occur in September 2020, with a proposed date for issue of the Request for Tender to acceptable tenderers estimated to be December 2020.

·    Seven submissions were received and are currently being evaluated.

17.1.2    Lower Vasse River Management Advisory Group Meeting Notes – 24 July 2020

As per the terms of reference for the Lower Vasse River Management Advisory Group, the notes from the meeting held on 24 July 2020 are attached.

17.1.3    Community Assistance Program Outcomes

The Council allocates an annual budget allowance to the Donations, Contributions and Subsidies (Community Bids). In May 2020, Council refocused the City’s annual Community Bids funding to Community Assistance Program for 2020/21 to provide funding to eligible community and sporting organisations for recovery initiatives that have a social and economic stimulus. Allocation of funds is delegated to the Chief Executive Officer in accordance with Council resolution C2005/133.

 

An additional grant of $45,000 has also been secured from Rio Tinto for the Community Assistance Program.  

 

Six applications were supported in July 2020 totalling $41,360 applications as outlined in the table below:

ORGANISATION

PROJECT TITLE

RECOMMENDED FUNDING

Capecare

Capecare Volunteer Project

$2,000

Busselton City FC

Junior Sport Assistance

$5,660

Busselton Horse & Pony Club Inc.

Upgrade Dressage Arena

$10,000

Dunsborough & Districts Country Club

Dunsborough MTB Trail Masterplan – Implementation stage 1

$10,000

Busselton City FC

Grease Arrestor

$3,700

Busselton Bowling Club

Patio

$10,000

 

JULY TOTAL

$41,360

17.1.4    City of Busselton – General Valuation of Regional Gross Rental Values (GRVS) 2020/2021

Correspondence received from the Valuer General regarding the General Valuation of Regional Gross Rental Values (GRVS) 2020/2021 is attached. 

17.1.5    Response: Petition – Extension of a Pathway to Bell Drive – Nova Village
                (
COUNCIL DECISION C2002/028)

A $15,000 allocation for the extension of the pathway along the ‘Old’ Bussell Highway adjacent to Novacare was included in the endorsed 20/21 financial year budget. Further to this, officers met with a delegation of residents from the Novacare Village on the 16th of July 2020 and confirmed the allocation had been included in the budget.

 

The footpath construction was completed by the end of July 2020. A letter of thanks has been received from residents and is attached.

 

 

 

 

 


Council

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25 August 2020

17.1

Attachment a

Lower Vasse River Management Advisory Group Meeting Notes

 


 


 


 



Council

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25 August 2020

17.1

Attachment b

General Valuation of Regional Gross Rental Values 2020 2021

 


 


Council

67

25 August 2020

17.1

Attachment c

Letter of thanks - Nova Village Residents Committee

 

 


Council                                                                                      70                                                                 25 August 2020

ITEMS FOR DEBATE

12.4           Finance Committee - 12/08/2020 - BUDGET AMENDMENT REQUEST / REVIEW - ENGINEERING AND WORKS SERVICES - AUGUST 2020

STRATEGIC GOAL

STRATEGIC OBJECTIVE

6. LEADERSHIP Visionary, collaborative, accountable

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

SUBJECT INDEX

Budget Planning and Reporting

BUSINESS UNIT

Financial Services

REPORTING OFFICER

Strategic Planner - Nick Edwards

AUTHORISING OFFICER

Director, Planning and Development Services - Paul Needham

NATURE OF DECISION

Executive: substantial direction setting, including adopting strategies, plans and policies (excluding local planning policies), tenders, setting and amending budgets, funding, donations and sponsorships, reviewing committee recommendations

VOTING REQUIREMENT

Absolute Majority

ATTACHMENTS

Attachment a   EWS Budget Amendment Table August 2020

Attachment b    WAPC Approval Letters  

 

This item was considered by the Finance Committee at its meeting on 12 August 2020, the recommendations from which have been included in this report.

 

COMMITTEE RECOMMENDATION AND OFFICER RECOMMENDATION

That the Council endorse the amendment to the 2020/2021 budgets for Dawson Park and Cabarita Road Public Open Spaces (POS), resulting in a net budget increase of $5,608 and offset by a net increase in POS Contribution Revenue. The proposed Budget Amendment is as per Attachment A and in accordance with section 6.8(1) of the Local Government Act 1995.

 

Council Decision and AMENDED Recommendation

C2008/096              Moved Councillor P Carter, seconded Councillor S Riccelli

 

That the Council endorse the amendment to the 2020/2021 budgets for Dawson Park and Cabarita Road Public Open Spaces (POS), to be drawn from POS Contribution Revenue, resulting in an unchanged Municipal budget position. The proposed Budget Amendment is as per Attachment A and in accordance with section 6.8(1) of the Local Government Act 1995.

CARRIED 9/0

BY ABSOLUTE MAJORITY

 

Reasons:              The amendment to the recommendation clarifies that the budget amendment will result in an unchanged Municipal budget position.

 

EXECUTIVE SUMMARY

This report seeks Council approval of budget amendments as detailed in this report. Adoption of the Officer Recommendation will result in a net neutral impact on the City’s budgeted net current position.


 

BACKGROUND

In accordance with section 6.8(1) of the Local Government Act 1995 a local government is not to incur expenditure from its municipal fund for an additional purpose except where the expenditure:

·        Is incurred in a financial year before the adoption of the annual budget by the local government;

·        Is authorised in advance by Council resolution - absolute majority required;

·        Is authorised in advance by the Mayor in an emergency.

 

Approval is therefore sought for the budget adjustments detailed in the attachment for the reasons specified.

OFFICER COMMENT

Council adopted its 2019/2020 municipal budget on Monday 27 July 2020 with a balanced budget position. Since then, officers have identified budgets that require adjustment. It is good management practice to revise the adopted budget when it is known that circumstances have changed. In keeping with this practice, budgets are reviewed on a monthly basis. Officers have reviewed the adopted budget for the month of August 2020 and recommend that alterations are made to the budget as per the table at Attachment A.

 

As part of the end of financial year budget reconciliation process, it was identified that the 2020/21 budgets for Dawson Park and Cabarita Road Public Open Spaces (POS) were incorrect and as such require an amendment as identified in the attached table. The amendments will require a net budget expense increase of $5,608 which will be offset by a net increase in POS Contribution Revenue. 

 

After making the above adjustments, the budget position remains unchanged.

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

The financial implications of this recommendation are contained within the report.

Stakeholder Consultation

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

Risk Assessment

An assessment of the potential implications of implementing the Officer Recommendation has been undertaken using the City’s risk management framework, with risks assessed taking into account any controls already in place.

 

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.

Options

The Council could decide not to go ahead with the proposed budget amendment request.

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.

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.

 

 

 

 


Council

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25 August 2020

12.4

Attachment a

EWS Budget Amendment Table August 2020

 


Council

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25 August 2020

12.4

Attachment b

WAPC Approval Letters

 


 

 


Council                                                                                      76                                                                 25 August 2020

14.             Engineering and Work Services Report

14.1           RESPONSE TO PETITION REQUESTING THE OLD DUNSBOROUGH FINGER JETTY TO BE MODIFIED TO INCREASE CAPACITY AT THE BOATING FACILITY

STRATEGIC GOAL

3. ENVIRONMENT Valued, conserved and enjoyed

STRATEGIC OBJECTIVE

3.3 The health and attractiveness of our waterways and wetlands is improved to enhance community amenity.

SUBJECT INDEX

Infrastructure - Recreational Boating Facilities

BUSINESS UNIT

Engineering and Facilities Services

REPORTING OFFICER

Manager, Engineering and Technical Services - Daniell Abrahamse

AUTHORISING OFFICER

Director, Engineering and Works Services - Oliver Darby

NATURE OF DECISION

Executive: substantial direction setting, including adopting strategies, plans and policies (excluding local planning policies), tenders, setting and amending budgets, funding, donations and sponsorships, reviewing committee recommendations

VOTING REQUIREMENT

Simple Majority

ATTACHMENTS

Attachment a   Old Dunsborough Finger Jetty - Universal Fishing Platform  

 

Cr Barrett-Lennard foreshadowed an amended recommendation prior to the meeting. In accordance with the City’s Standing Orders Local Law 2008, the amended recommendation was moved and considered first.

AMENDED RECOMMENDATION

Moved Councillor J Barrett-Lennard, seconded Councillor S Riccelli

That the Council:

1.      Having considered the petition, endorse the modification of the Old Dunsborough Finger Jetty as follows:

(a)  the handrail on the northern side of the jetty remains in place with gated access points provided along the front 12m length handrail section;

(b)   fenders installed on the northern side to protect the public jetty (nominally 7 fenders and 2m spacing); and

(c)   subject to the approval of the Department of Transport, installation of suitable navigation markers to clearly identify shallow rocks along the shore.

2.   Endorse the utilisation of up to $30,000 of funding for the modifications outlined in recommendation 1, to be funded from the 2020/21 FY Budget for Boat Ramps (C1511).

3. Support the grant of Commercial Licences over the Old Dunsborough Boat Ramp subject to:

(a)           the duration of the licence being for a period of no more than 12 months;

(b)           the inclusion of provisions prohibiting the use of the public car park by commercial operators other than is absolutely necessary for the purpose of launch, loading and unloading; and

(c)            compliance with all laws in force from time to time as well as any local laws in force at any time during the licence period.

 

There was opposition to the amended recommendation and debate ensued.

 


 

As part of ensuing debate Cr Paine foreshadowed an amendment to the amendment under debate. This foreshadowed amendment was accepted by the mover and seconder and was incorporated into the recommendation.

Council Decision and AMENDED Recommendation

C2008/097              Moved Councillor J Lennard-Barrett, seconded Councillor S Riccelli

 

That the Council:

1.      Having considered the petition, endorse the modification of the Old Dunsborough Finger Jetty as follows:

(a)  the handrail on the northern side of the jetty remains in place with gated access points provided along the front 12m length handrail section;

(b)   fenders installed on the northern side to protect the public jetty (nominally 7 fenders and 2m spacing); and

(c)   subject to the approval of the Department of Transport, installation of suitable navigation markers to clearly identify shallow rocks along the shore.

2.   Endorse the utilisation of up to $30,000 of funding for the modifications outlined in recommendation 1, to be funded from the 2020/21 FY Budget for Boat Ramps (C1511).

3. Consider the granting of Commercial Licences over the Old Dunsborough Boat Ramp subject to:

(a)      the duration of the licence being for a period of no more than 12 months;

(b)      the inclusion of provisions prohibiting the use of the public car park by commercial operators other than is absolutely necessary for the purpose of launch, loading and unloading; and

(c)       compliance with all laws in force from time to time as well as any local laws in force at any time during the licence period.

LOST 4/5

For the motion: Cr Barrett-Lennard, Cr Riccelli, Cr Paine, Cr Miles

Against the motion: Cr Henley,  Cr Hick, Cr Carter, Cr Cronin, Cr Cox

 

With the amended recommendation lost, the Officer Recommendation was put.

Council Decision and Officer Recommendation

C2008/098              Moved Councillor P Carter, seconded Councillor P Cronin

That the Council:

1.      Having considered the petition, endorse the modification of the Old Dunsborough Finger Jetty as follows:

(a)  the handrail on the northern side of the jetty remains in place with gated access points provided along the front 12m length handrail section;

(b)   fenders installed on the northern side to protect the public jetty (nominally 7 fenders and 2m spacing); and

(c)   subject to the approval of the Department of Transport, installation of suitable navigation markers to clearly identify shallow rocks along the shore.

2.   Endorse the utilisation of up to $30,000 of funding for the modifications outlined in recommendation 1, to be funded from the 2020/21 FY Budget for Boat Ramps (C1511).

CARRIED 9/0


EXECUTIVE SUMMARY

At its Ordinary Council Meeting held on 29 July 2020, Council received a petition to modify the existing finger jetty at the Old Dunsborough Boat Ramp, by removing the last section (approximately 10 metres) of hand rail on the northern side of the jetty and installing an additional 6 rubber fenders similar to the southern side of the jetty, to enable boats to safely access the finger jetty from the northern side. Council resolved (C2007/001) that the petition be received and referred to the CEO to prepare a report to the Council.

 

This report recommends that Council endorse the modification of the existing finger jetty at the Old Dunsborough Boat Ramp at a cost of up to $30,000.

 

BACKGROUND

The Old Dunsborough Boating Facility (the Boating Facility) is located at the corner of Finlayson Street and Bay View Crescent, Dunsborough. The Boating Facility is located in a very popular tourist area which includes the Blackhurst Park, playgrounds and public toilets. There is an estimated 30-bay car park along North Street, and an estimated 15-bay car park and 15-boat trailer park along Bay View Crescent. There is little to no scope to expand the Boating Facility’s landward side, due its location in a densely populated residential area. The Boating Facility is extensively used during the peak tourist periods, with the existing car and boat trailer car park spilling over onto neighbouring vacant properties and road verges.

 

The Boating Facility comprises a dual lane concrete boat ramp with a 52 metre finger jetty currently only accessible from the southern side. The northern side of the finger jetty is not accessible to boats due to a hand rail running along the finger jetty. Additionally, no fenders are present to protect boats and the jetty against impact damage.  

 

The upgrade of the Boating Facility was identified as part of the Capes Region Boating Strategy (CRBS), which was prepared by Shore Coastal in January 2011 and received by Council at its meeting in February 2012 (C1102/054).

 

The CRBS included a review of previous boating studies, an assessment of boating demand, and the inspection of existing boat ramps in the City of Busselton and the Shire of Augusta Margaret River. The construction of a finger jetty adjacent to the Old Dunsborough Boat Ramp was one of the recommendations of this document. 

 

The CRBS was extensively referred to as part of numerous successful grant applications to the Department of Transport’s Recreational Boating Facilities Scheme (RBFS), for the upgrade of boating facilities along our coastline.

 

The first 40 metre section of the Old Dunsborough Finger Jetty (ODFJ) was completed in April 2013. In May 2015, further grant funding was received to extend the ODFJ by 12 metres to allow additional boat holdings and improved access by the Volunteer Marine Rescue.

 

The ODFJ has been upgraded utilising grant funding from the RBFS. The RBFS provides grants to eligible authorities for the planning and construction of public boating infrastructure benefiting Western Australia’s recreational boating community. The RBFS will not fund maritime facilities which are substantially commercial rather than recreational. The Old Dunsborough Boat Ramp is mainly used by the recreational boating fraternity.

OFFICER COMMENT

In late 2019, the City of Busselton received a similar request to that of the petition from Mr Peter Kalbfell in his capacity as the proprietor of Jet Adventures. While the request was to modify the ODFJ for commercial purposes, the modifications were of a similar nature.

City officers requested advice from an independent coastal engineer with regards to the feasibility of the modifications proposed at that point in time.  The following advice was received:

·          This is a public jetty constructed for recreational boating, with limited available car trailer parking. Commercial charter services create additional demand in an area with already very limited parking.

·           There is shallow rock/reef within about 4 metres of the shore side (northern side) of the jetty. This is a navigation hazard for berthing and was in part the rationale for the current alignment of the jetty (i.e. keeping vessels away from the shallow, partially submerged rocks along the shore at this site).

·           The site is an ‘exposed’ facility, and the northern side of the jetty is more exposed to the influence of wave breaking, which was observed onsite and would push vessels onto the jetty.

·           There are no fenders on the northern side of the jetty to accommodate berthing.

·           The handrail was installed in part to restrict berthing on the northern side, but also to allow for the future provision of a universal access fishing platform at the end. 

·           Berthing on the northern side would require redesign of the universal access fishing platform (refer Attachment A), not constructed yet.

·           Water depth is reasonably shallow at low tide. 

Whilst the Coastal Engineers appreciate the potential conflicts with operating a commercial charter service from a recreational jetty at this site, there are a number of risks to the Council of allowing berthing on the northern side of the jetty.

However, should the Council seek further to consider the modification of the existing finger jetty, the Coastal Engineers suggested the following:

·           Berthing is limited to specific commercial vessel(s) under some type of licence arrangement, and clear understanding of risk/liability for vessel grounding.

·           The handrail remains (to manage recreational berthing) with some type of acceptable gated access designed and provided through the 12m length handrail.

·           Fenders are installed on the northern side to protect the public jetty (nominally 7 fenders & 2m spacing).

·           Discussion is held with the Department of Transport about potential for installation of suitable navigation markers to clearly identify shallow rocks along the shore.

·           Further consideration is given to managing parking at peak demand, to maintain reasonable public use of the facility.

 

The modifications to the ODFJ, as per the recommendations by the coastal engineers (points 2, 3 and 4 above), can be achieved at an estimated cost of $30,000.

 

However, it is important to note that the ODFJ has been constructed utilising grant funding from the RBFS, which requires the facility to be used for non-commercial activities. There is therefore a risk that, if the facility were to be used for commercial purposes, the RBFS could request return of the grant funding received to date. This risk would need to be managed by ensuring that the ODFJ is not used for unauthorised commercial purposes.

 

The Old Dunsborough Boating Facility has been used over the last 2 years or so by Jet Adventures for commercial purposes. The City of Busselton, upon approval from Department of Transport, entered into a licence agreement with Jet Adventures allowing the use of the Old Dunsborough Boating Facility for commercial purposes. This licence agreement was terminated on 10 June 2020 upon request from the proprietor of Jet Adventures, due to the COVID-19 pandemic restrictions.

Additionally, the original intent of the ODFJ was to accommodate disabled fishermen, with the width and orientation of the jetty designed and constructed for this purpose. The disabled platform at the end of the ODFJ has not yet been constructed as grant funding has not been secured for this purpose. The proposed modifications do not completely preclude the construction of this platform at a future date.

 

As the City’s population continues to grow, there will be an increasing demand for recreational boating facilities, and the City’s current boating facilities will continue to be placed under stress. Subject to funding and potential RBFS funding, City officers will revisit the CBRS, with specific reference to investigate the current and future recreational boating demand along the City of Busselton’s coastline.

Statutory Environment

The Officer Recommendation supports the general function of a local government under the Local Government Act 1995 to provide for the good government of persons in its district.

Relevant Plans and Policies

The Capes Region Boating Strategy is a relevant plan to consider in relation to this matter.

Financial Implications

The estimated cost to modify the first section of the handrail, providing gated access to boat users and installing 7 fenders, is estimated at $30,000. There is currently a budget allocation of $50,000 in the 2020/21 FY budget for Boat Ramps (C1511) for the upkeep and improvement of boating facilities along our coastline. The projects listed for the current financial year included the replacement of some of the solar LED lights at the Abbey and Quindalup boat ramps due to coastal erosion, the extension of the sand trap groyne west of the Quindalup boat ramp and general upkeep of the boat ramp structures at Abbey, Quindalup and Old Dunsborough.

 

This funding can be utilised, noting it will only leave a nominal amount of $20,000 for the remainder of the financial year for the upkeep and improvement of nine formal and informal boat ramps located along the City of Busselton coast line.

 

Stakeholder Consultation

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

Risk Assessment

An assessment of the potential implications of implementing the Officer Recommendation has been undertaken using the City’s risk management framework, with risks assessed taking into account any controls already in place. The following risks have been identified:

Boats running aground or into rocks, in low tide utilising the northern part of the finger jetty at the Old Dunsborough Boat Ramp.

Risk Category

Risk Consequence

Likelihood of Consequence

Risk Level

Financial

Minor

Likely

Low

 

The installation of suitable navigation markers to clearly identify shallow rocks along the shore, subject to approval from Department of Transport, will mitigate this current risk to a low level.

Options

As an alternative to the proposed recommendation the Council could choose not to proceed with the modifications, that is, not to provide gated access points along the front 12m length handrail section and not to install 7 fenders along the northern section of the Old Dunsborough Finger Jetty.

 

This would mean that the boating facility will run at its current boat launching capacity. 

CONCLUSION

The Officer Recommendation supports the modification of the finger jetty at the Old Dunsborough Boat Ramp, subject to the modification to the jetty being used for recreational purposes. The modification of the finger jetty involves the provision of gated access points along the front 12m length handrail section and the installation of 7 fenders along the northern section of the finger jetty, at an estimated cost of $30,000.

City officers will also consult with the Department of Transport about the installation of suitable navigation markers to clearly identify shallow rocks along the shore. Further consideration must also be given to managing parking at peak demand, to maintain reasonable public use of the facility.

TIMELINE FOR IMPLEMENTATION OF OFFICER RECOMMENDATION

Implementation of the Officer Recommendation can be completed by the end of this calendar year, subject to the current and future COVID–19 pandemic restrictions.  


Council

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25 August 2020

14.1

Attachment a

Old Dunsborough Finger Jetty - Universal Fishing Platform

 

 


Council                                                                                      81                                                                 25 August 2020

13.             Planning and Development Services Report

Nil


Council                                                                                      83                                                                 25 August 2020

15.             Community and Commercial Services Report

Nil


 

16.             Finance and Corporate Services Report

Nil


Council                                                                                      84                                                                 25 August 2020

18.             Motions of which Previous Notice has been Given

Nil

 

19.             urgent business

Nil

 

20.             Confidential Reports  

Nil

 

21.             Closure

The Presiding Member closed the meeting at 6.07pm.

 

 

 

 

THESE MINUTES CONSISTING OF PAGES 1 TO 2 WERE CONFIRMED AS A TRUE AND CORRECT RECORD ON Wednesday, 9 September 2020.

 

DATE:____________________ PRESIDING MEMBER: _______________________________