COB-RGB

 

 

 

 

Council Agenda

 

 

 

9 December 2020

 

 

 

 

 


ALL INFORMATION AVAILABLE IN VARIOUS FORMATS ON REQUEST

city@busselton.wa.gov.au

 

 


CITY OF BUSSELTON

MEETING NOTICE AND AGENDA – 9 December 2020

 

 

 

TO:                  THE MAYOR AND COUNCILLORS

 

 

NOTICE is given that a meeting of the Council will be held in the Council Chambers, Administration Building, Southern Drive, Busselton on Wednesday, 9 December 2020, 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

 

27 November 2020


CITY OF BUSSELTON

Agenda FOR THE Council MEETING TO BE HELD ON 9 December 2020

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 25 November 2020. 5

Committee Meetings. 6

8.2          Minutes of the Airport Advisory Committee Meeting held 16 November 2020. 6

8.3          Minutes of the Meelup Park Management Committee Meeting held 23 November 2020. 6

8.4          Minutes of the Finance Committee Meeting held 25 November 2020. 6

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        Finance Committee - 25/11/2020 - LIST OF PAYMENTS MADE - OCTOBER 2020. 7

12.2        Finance Committee - 25/11/2020 - FINANCIAL ACTIVITY STATEMENTS - YEAR TO DATE AS AT 31 OCTOBER 2020. 17

12.3        Finance Committee - 25/11/2020 - BUDGET AMENDMENT REQUEST / REVIEW - ENGINEERING AND WORKS SERVICES - NOVEMBER 2020. 48

12.4        Finance Committee - 25/11/2020 - APPLICATION FOR RATE EXEMPTION - RELATIONSHIPS AUSTRALIA WA INC. 71

13..... Planning and Development Services Report. 79

14..... Engineering and Work Services Report. 80

14.1        THURSTUN LANE DUNSBOROUGH - REQUEST FOR A ONE WAY LANE. 80

14.2        RESPONSE TO PETITION FROM RESIDENTS ALONG DIAMANTE BOULEVARD AND PRINCEVILLE AVENUE, DUNSBOROUGH - IN RELATION TO INSTALLED STREET LIGHT. 84

14.3        CEO DELEGATION TO AWARD CONTRACT RFQ 68/20 GALE ROAD RECONSTRUCTION AND WIDEN.. 91

15..... Community and Commercial Services Report. 95

15.1        MARKETING AND EVENTS REFERENCE GROUP OUTCOMES. 95

16..... Finance and Corporate Services Report. 101

16.1        ADOPTION OF 2019-2020 ANNUAL REPORT. 101

17..... Chief Executive Officers Report. 156

17.1        COUNCILLORS' INFORMATION BULLETIN.. 156

18..... Motions of which Previous Notice has been Given.. 165

19..... urgent business. 165

20..... Confidential Matters. 165

21..... Closure. 165

 


Council                                                                                      6                                                               9 December 2020

1.               Declaration of Opening and Announcement of Visitors

 

2.               Attendance 

Apologies

 

Approved Leave of Absence

 

Nil

 

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 25 November 2020

Recommendation

That the Minutes of the Council Meeting held 25 November 2020 be confirmed as a true and correct record.

 

Committee Meetings

8.2             Minutes of the Airport Advisory Committee Meeting held 16 November 2020

RECOMMENDATION

That the Minutes of the Airport Advisory Committee meeting held 16 November 2020 be noted.

 

8.3             Minutes of the Meelup Park Management Committee Meeting held 23 November 2020

RECOMMENDATION

That the Minutes of the Meelup Park Management Committee meeting held 23 November 2020 be noted.

 

8.4             Minutes of the Finance Committee Meeting held 25 November 2020

Recommendation

That the Minutes of the Finance Committee Meeting held 25 November 2020 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                                                               9 December 2020

12.             Reports of Committee

12.1           Finance Committee - 25/11/2020 - LIST OF PAYMENTS MADE - OCTOBER 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 October 2020

 

This item was considered by the Finance Committee at its meeting on 25/11/2020, the recommendations from which have been included in this report.

 

COMMITTEE RECOMMENDATION AND OFFICER RECOMMENDATION

That the Council notes payment of voucher numbers M118335 – M118374, EF074591 – EF075127, T7531 – T7533, DD004286 – DD004319 together totalling $7,343,005.77.

 

EXECUTIVE SUMMARY

This report provides details of payments made from the City’s bank accounts for the month of October 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 October 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 October 2020 is presented for information.

TIMELINE FOR IMPLEMENTATION OF OFFICER RECOMMENDATION

Not applicable.


Council

10

9 December 2020

12.1

Attachment a

List of Payments October 2020

 









Council                                                                                      22                                                             9 December 2020

12.2           Finance Committee - 25/11/2020 - FINANCIAL ACTIVITY STATEMENTS - YEAR TO DATE AS AT 31 OCTOBER 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 October 2020

Attachment b    Financial Activity Statement October 2020

 

This item was considered by the Finance Committee at its meeting on 25/11/2020, the recommendations from which have been included in this report.

COMMITTEE RECOMMENDATION AND OFFICER RECOMMENDATION

That the Council receives the statutory financial activity statement reports for the period ending 31 October 2020, pursuant to Regulation 34(4) of the Local Government (Financial Management) Regulations.

 

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 31 October 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 27 July 2020, the Council adopted (C2007/071) the following material variance reporting threshold for the 2020/21 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 2020/21 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 only if not to do so would present an incomplete picture of the financial performance for a particular period; 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 31 October 2020

The Statement of Financial Activity (FAS), for the year to date (YTD) as at 31 October 2020 shows an overall Net Current Position of $39.2M as opposed to the budget of $29.6M.  This represents a positive variance of $9.6M YTD.  

 

The following table summarises the major YTD 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 this lead table is explained further in the report.

 

Description

2020/21
Actual YTD

$

2020/21
Amended
Budget YTD

$

2020/21
Amended
Budget

$

2020/21
YTD Bud Variance

%

2020/21
YTD Bud Variance

$

Change in Variance Current Month

$

Expenses from Ordinary Activities

 

12.39%

3,418,384

593,034

1.     Materials & Contracts

(4,396,614)

(6,138,202)

(18,710,746)

28.37%

1,741,588

(68,485)

2.     Utilities

(817,170)

(930,874)

(2,770,956)

12.21%

113,704

(27,414)

3.     Insurance Expenses

(595,730)

(744,378)

(770,664)

19.97%

148,648

102,307

4.     Other Expenditure

(686,189)

(1,604,135)

(5,236,779)

57.22%

917,946

325,158

 

 

 

 

 

 

 

5.    Non-Operating Grants, Subsidies and Contributions

2,798,325

3,814,724

29,904,462

(26.64%)

(1,016,400)

(264,846)

 

 

 

 

 

 

 

Capital Revenue & (Expenditure)

 

27.58%

5,265,374

1,464,322

6.     Land & Buildings

(1,604,774)

(2,332,565)

(17,454,059)

31.20%

727,791

451,284

        Plant & Equipment

(205,528)

(530,448)

(2,510,340)

61.25%

324,920

146,362

Furniture & Equipment

(30,852)

(80,755)

(461,088)

61.80%

49,903

80,451

        Infrastructure

(4,331,091)

(10,640,296)

(35,785,600)

59.30%

6,309,205

1,655,811

7.     Proceeds from Sale of Assets

121,925

261,500

581,500

(53.37%)

(139,575)

(40,000)

8.     Transfer to Restricted Assets

(1,900,241)

(18,336)

(62,750)

(10263.45%)

(1,881,905)

(833,184)

9.     Transfer from Restricted Assets

59,012

0

2,747,074

100.00%

59,012

13,750

10.  Transfer from Reserves

1,462,052

1,698,005

34,768,797

(13.90%)

(235,953)

(36,101)

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Expenses from Ordinary Activities

Expenditure from ordinary activities is $3.4M or 12.4% less than expected when compared to the budget YTD as at October. The following individual expense line items on the face of the financial statement have YTD variances that meet the material reporting thresholds:

 

1.      Materials and Contracts

Better than budget by $1.7M or 28.4%.  The table below lists the main variance items that meet the reporting thresholds:

Cost Code

Cost Code Description

Actual YTD

$

Amended Budget YTD

$

Variance
YTD
$

Variance
YTD
%

Change in Variance Current Month

$

Finance and Corporate Services

705,929

756,662

50,733

6.7%

(89,686)

10000

Members of Council

63,326

32,856

(30,470)

(92.7%)

(36,995)

The variance is timing related and is in relation to Subscriptions and Memberships.  We have received and paid all of the membership fees due under this budget line item, where it was anticipated that we would receive a number of them later in the year (by the end of December).  This variance will resolve after December.

Community and Commercial Services

395,324

760,966

365,642

48.0%

21,800

10380

Busselton Library

12,794

39,022

26,228

67.2%

3,258

Various maintenance and cleaning contracts at the library have been delayed somewhat in order to coincide with the completion of the extension.  Budget timing was per normal operating parameters.

10541

Recreation Planning

1,030

32,665

31,635

96.8%

3,137

Timing of expenditure is largely due in Q2 & Q3 due to flora/fauna assessment scheduling and awaiting the outcomes of external grant applications.  Budget timing will be adjusted accordingly.

10590

Naturaliste Community Centre

19,300

46,451

27,151

58.5%

10,555

The Naturaliste Community Centre was closed due to COVID and upon reopening was subject to phased restrictions which limited the attendance numbers and therefore expenditure associated with our programs and services throughout July and into August and September. To date we are still limited by Phase 4 restrictions and have limited numbers in some activities affecting a slow return to business as usual and therefore planned expenditure.  Business is now picking up and we are likely to see increased expenditure over the next few months in line with budget.

10591

Geographe Leisure Centre

88,873

137,368

48,495

35.3%

20,338

This is the same as the factors listed above for the NCC.

10600

Busselton Jetty Tourist Park

128,974

193,672

64,698

33.4%

5,544

The majority of this variance cost is the monthly management contract fee ($41,125) for the caravan park which has resulted due to a timing issue with presentation and payment of the invoice. Other expenses falling within Materials & Contracts are related to maintenance which will occur throughout the year.

11151

Airport Operations

47,861

166,752

118,891

71.3%

5,842

The budget YTD monthly allocation for Airport Ops of $119k includes the key allocations of:

·    security screening allocations of $61k not spent

·    Contractors - $49k for water tank removal & tree clearing not completed/expended

·    Smaller variances in other cost codes (3224) not expended. 

Planning and Development Services

329,511

678,707

349,196

51.5%

27,264

10830

Environmental Management Administration

102,090

168,665

66,575

39.5%

(45,159)

Expenditure variance due to the timing of the awarding of Revitalising Geographe Waterways Water Sensitive Urban Design contract and Lower Vasse River Living Streams Mussel survey contract.

 

10925

Preventative Services – CLAG

20,572

57,332

36,760

64.1%

12,015

CLAG mosquito treatments have just commenced for the season.  Purchase orders have been raised for CLAG chemical purchases and will be reflected in the account balances next month.

10931

Protective Burning & Firebreaks-Reserves

7,672

181,296

173,624

95.8%

45,197

Q2 mitigation well underway, with all spring burns now complete. Invoices for works completed are starting to be received as of 26/10/2020.

Engineering and Works Services

2,966,319

3,938,747

972,428

24.7%

(30,278)

12600

Street & Drain Cleaning

75,396

145,912

70,516

48.3%

36,373

Expenditure timing - large component of this budget provides for a program of pre-winter drainage maintenance that occurs during the summer months.

12620 & 12621

Rural & Urban Tree Pruning

39,580

126,000

86,420

68.6%

19,716

Expenditure timing and reduced expenditure to potentially offset May 2020 storm damage subject to DRFAWA claims.

Various

Bridges

8,529

60,404

51,875

85.9%

9,910

Expenditure timing and reduced expenditure to potentially offset May 2020 storm damage subject to DRFAWA claims.

Various

Buildings

371,821

473,692

101,871

21.5%

27,825

The majority of scheduled maintenance activities to Buildings occur in the second half of the financial year; hence the year to date variance to budget (which is spread evenly).

Various

Other Infrastructure Maintenance

231,102

595,238

364,136

61.2%

34,595

This broad category encompasses the consolidation of 84 separate and unique services delivered across the City, this includes things like Event support; Boat Ramp maintenance; Cemetery maintenance; maintenance at the Libraries & GLC, Caravan Park maintenance, Street Lighting installation; the Foreshores; the CBD’s; Cycleway,  Footpaths Maintenance etc. Expenditure variance for October is attributable to timing with the budget having been evenly spread across the financial year. Material & Contractor costs associated with the majority of these areas will gradually increase as we move into the busy summer months of the year. Additionally, a number of invoice for services rendered in October will be processed in November reducing the year to date variance.    

Various

Waste services

625,235

885,236

260,001

29.4%

(143,406)

The pandemic resulted with more people remaining at home for extended periods, generating more household waste. This, coupled with the 2 major storm events, requiring more time to process the increased volumes and therefore delays in payment of invoices, has contributed to the larger variances.  Another contributing factor is that the City has suspended the FOGO service (i.e. No collection & No Processing costs), for the remainder of the financial year. Furthermore, there were also delays in receiving invoices from various aspects of the recycling contractor as well.

Various

Roads Maintenance

703,921

288,936

(414,985)

(143.6%)

(53,912)

Costs are largely associated with WANDRRA storm claim from the May 2020 storm events. 3 claims have been submitted to DFES, with 1 further claim required for remaining recovery costs.

Various

Reserve Maintenance

350,667

658,324

307,657

46.7%

10,753

Costs associated with Public Open Spaces are historically lower in the first half of the financial year. Costs increase during spring and summer.

5280

Transport - Fleet Management

530,978

694,173

163,195

23.5%

27,601

Fuel was underspent by $90,944 YTD due to lower fuel cost and lower plant utilisation.  Tyre purchase was underspent by $19,050 YTD, replacement parts/tooling/contractor costs were underspent by $53,201 YTD.  Budget is spread evenly across the year, however spending is generally more cyclical in nature and peaks in the busier spring/summer/ autumn months.

 

 


 

2.    Utilities

Costs are $114K under budget YTD.  At year ended 30 June 2020, the June street lighting account was booked in June, rather than in the following month when received per normal practice.  Accruals are not done on a monthly basis, so this has the effect of causing actuals to appear to be on average $75K behind budget in relation to street lighting (until the following June, when actuals will catch up to budget).  Coupled with this there have been delays in receiving the accounts for parks & reserves from Synergy, due to system issues at their end (along with a number of other electricity accounts).  With no accruals on a monthly basis, this also causes what appears to be an under-spend against the budget.  Pending resolution of the system issues at Synergy, this should largely rectify itself in coming months as the billing cycles re-align.  This is demonstrated by a reduction in the YTD variance by $27K in October.

3.    Insurance Expenses

Underspent by $147K compared to the YTD budget of $744K, due to delays in finalising the WorkCare Workers Compensation policy and paying the outstanding premiums totaling $179K.

 

4.    Other Expenditure

$918K under the budget YTD. The main contributing items are listed below:

Cost Code

Cost Code Description

Actual YTD

$

Amended Budget YTD

$

Variance
YTD
$

Variance
YTD
%

Change in Variance Current Month

$

Finance and Corporate Services

169,066

252,079

83,013

32.9%

13,468

10000

Members of Council

128,766

181,530

52,764

29.1%

6,457

Timing variances exist in relation to the payment of elected member allowances and reimbursements.  As per previous commentary some of this is related to sitting fees being paid in arrears with a double payment in June.  This makes up approx. $30K of the variance.  Additionally the number and timing of expense reimbursements are difficult to predict when budgeting and so timing variances arise through the year, these make up just under $20K of the variance, with a further $3K related to no expenditure YTD against the council holding account. 

Community and Commercial Services

426,088

1,139,544

713,456

62.6%

213,365

10536

School Chaplaincy Programs

41,400

 -

(41,400)

(100.0%)

 -

Historically Youthcare invoices the City in the 2nd half of the year, but this year invoiced earlier than budgeted.

10547

Iron Man

 -

200,000

200,000

100.0%

200,000

Ironman has been cancelled for this year and hence the funds will not be expended and there is likely to be a report to MERG/Council before the end of the FY to reallocate the funds

10567

CinefestOZ

 -

120,000

120,000

100.0%

 -

YTD variance is due to the CinefestOZ sponsorship amount being incorrectly paid out of 10530 (a request will be made to journal funds from 10530 to this account to correct the error). Further, the sponsorship contract was varied due to change in format as a result of COVID (C2009/110) - $80k paid in 2020/21 with the balance ($38k) carried over to be paid in addition to 2021/22 MYA.

11151

Airport Operations

76

413,877

413,801

100.0%

(24)

Airport Operations include the Airline Attraction and marketing activities for RPT services which have not commenced due to COVID.

Planning and Development Services

16,848

68,831

51,983

75.5%

27,234

10820

Strategic Planning

206

28,332

28,126

99.3%

28,083

Budget for the City’s contribution to Peron Naturaliste Partnership 2020/21 was processed in October, when actual payment was made in November. This variance will be offset within the November FAS.


 

Engineering and Works Services

34,223

97,693

63,470

65.0%

64,842

B1223

Micro Brewery - Public Ablution

 -

60,000

60,000

100.0%

60,000

The City’s contributions to the construction of these ablutions is at the request of the Geographe Bay Brewing Company, following practical completion of the public amenities.  These have been completed, but GBBC have not as yet requested a release of these funds.

 

5.    Non-Operating Grants, Subsidies & Contributions

The negative variance of $1M is mainly due to the items in the table below.  It should be noted that any variance in this area will approximately correlate to an offsetting variance in a capital project tied to this funding source.  This can be seen in the section below that outlines the capital expenditure variances.

Revenue Code

Revenue Code Description

Actual YTD

$

Amended Budget YTD

$

Variance
YTD
$

Variance
YTD
%

Change in Variance Current Month

$

Engineering and Works Services

2,787,732

3,833,688

(1,045,956)

(27.3%)

(3,395,840)

B9407

Busselton Senior Citizens – Developer Cont. Utilised

595,306

162,479

432,827

266.4%

199,369

B9591

Performing Arts Convention Centre – Developer Cont. Utilised

 -

1,000,000

(1,000,000)

(100.0%)

(1,000,000)

C0059

Dunsborough Yacht Club Carpark – Developer Cont.

60,000

 -

60,000

100.0%

 -

F1002

Dual Use Path - Dunsborough to Busselton – State Capital Grant

64,000

 -

64,000

100.0%

64,000

F1022

Buayanyup Drain Shared Path – State Capital Grant

 -

106,668

(106,668)

(100.0%)

(106,668)

S0005

Ludlow Hithergreen Road Second Coat Seal –

MR Capital Grant

180,000

150,000

30,000

20.0%

(150,000)

S0048

Bussell Highway - Developer Cont. Utilised

200,000

166,668

33,332

20.0%

(166,668)

S0070

Peel & Queen Street Roundabout Service Relocation –

Developer Cont. Utilised

120,000

240,000

(120,000)

(50.0%)

(240,000)

S0073

Gale Road Rural Reconstruction –

Federal Capital Grant

379,616

457,496

(77,880)

(17.0%)

(457,496)

S0075

Local Road and Community Infrastructure Program –

Federal Capital Grant

480,935

240,468

240,467

100.0%

(240,468)

T0019

Wonnerup South Road - Reconstruct and Widening (narrow seal) –

RTR Capital Grant

 -

149,333

(149,333)

(100.0%)

(149,333)

T0020

Capel Tutunup Road –

RTR Capital Grant

 -

475,576

(475,576)

(100.0%)

(475,576)

6.    Capital Expenditure

As at 31 October 2020, there is an underspend variance of 54.6% or $7.4M in total capital expenditure, with YTD actual at $6.2M against the YTD amended budget of $13.6M.  A portion of this positive underspend variance is offset by the negative variance in Non-operating Grants, Contributions & Subsidies discussed above, with the remainder offset by the negative variances in Transfers From Reserves related to funds held aside for these projects.  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

Actual YTD

$

Amended Budget YTD

$

Variance
YTD
$

Variance
YTD
%

Change in Variance Current Month

$

Buildings

1,592,674

2,307,565

714,891

31.0%

451,284

B9516

Busselton Library Upgrade

278,300

452,000

173,700

38.4%

122,422

Project was underspent due to mid-June 2020 contract award which occurred later than expected.  Works were completed in October, however the final claim was not received until November and is currently being processed.

B9300

Aged Housing Capital Improvements – Winderlup

 -

26,400

26,400

100.0%

6,600

Works proposed are to separate power and drainage servicing Winderlup Court and Winderlup Villas.  The power requirements will not be triggered until the new conditional land title lot is created.  Upgrade and separation of drainage is planned to occur this f/y as the infrastructure is damaged.

B9302

Aged Housing Capital Improvements - Winderlup Court (City)

 -

52,000

52,000

100.0%

52,000

Works proposed are to separate power and drainage servicing Winderlup Court and Winderlup Villas.  The power requirements will not be triggered until the new conditional land title lot is created.  Upgrade and separation of drainage is planned to occur this f/y as the infrastructure is damaged.

B9407

Busselton Senior Citizens

594,278

738,128

143,850

19.5%

184,748

Works were completed in September.  The savings against budget are being reviewed for potential use on roof replacement and carpark works.

B9591

Performing Arts Convention Centre

602,346

719,125

116,779

16.2%

43,705

Regional Growth Fund milestones are under review pending funding extension confirmation.  Design contract program extension pending.  Budgeted cash flow is under review on this basis.

B9596

GLC Building Improvements

2,564

163,884

161,320

98.4%

40,971

Carried over works from the prior year.  Works scheduled to be completed in November 2020.

B9606

King Street Toilets

48,647

15,344

(33,303)

(217.0%)

3,571

Works completed, however budget has been spread over a longer time period.

Plant & Equipment

205,528

530,448

324,920

61.3%

146,362

10810

Statutory Planning

 -

35,000

35,000

100.0%

 -

Vehicle not yet ordered – awaiting confirmation of government pricing.  Delays in delivery are due to the high demand currently being experienced by dealers due to the government’s stimulus package in concurrence with supply chain restrictions due to COVID.

10920

Environmental Health Services Administration

 -

35,000

35,000

100.0%

 -

Vehicle ordered, not yet delivered.  Reasoning per above.

10950

Animal Control

 -

50,000

50,000

100.0%

50,000

Vehicle ordered, due to be delivered 19/11/2020.

 

10980

Other Law, Order & Public Safety

 -

50,000

50,000

100.0%

50,000

Vehicle ordered, due to be delivered 19/11/2020.

11156

Airport Development Operations

166,365

94,368

(71,997)

(76.3%)

23,592

Baggage handling system supply/install now completed, however monthly budget allocation has been spread over a longer time period.

11402

Plant Purchases (P10)

 -

40,000

40,000

100.0%

 -

Generators at DWF pond & cell – not yet replaced.  Site and operations under review.

11403

Plant Purchases (P11)

 -

80,000

80,000

100.0%

2,500

1 x vehicle ordered, not yet delivered – reasoning similar to above.  1 x vehicle not yet ordered.

11407

P&E - P&G Smart Technologies

 -

33,332

33,332

100.0%

8,333

The annual scope of this project is currently being finalised and delivery will follow during the second half of 20/21.

11500

Operations Services Administration

 -

40,000

40,000

100.0%

 -

Vehicle ordered, not yet delivered – reasoning per above.

Furniture & Office Equipment

30,852

80,755

49,903

61.8%

80,451

10250

Information & Communication Technology Services

30,852

47,755

16,903

35.4%

70,451

Alternative solution found for the Fully Qualified Domain Name project that resulted in a lower spend up front, the capital assigned will now include a migration to Exchange Online which was always an option within the initial project. Expect the costs to be drawn in Q4 2020.

10591

Geographe Leisure Centre

 -

20,000

20,000

100.0%

 -

To be spent on the purchase of an access hoist for the pools to enable those mobility impaired to gain access to the water. Anticipated date for acquisition is December (subject to supplier confirming delivery).

Infrastructure By Class

4,331,091

10,640,296

6,309,205

59.3%

1,655,811

Various

Roads

2,073,206

6,001,423

3,928,218

65.5%

733,962

In the first quarter of the financial year a majority of Projects are in the planning and design phase and as such minimal actual expenditure is recorded against them. Further to this Capital Projects with Civil works are commonly scheduled to be carried out later; in the drier summer construction season.  The Capital works budgets have been entered based on an even spread method and approach, not on a scheduled timing of works basis.

Various

Bridges

34

573,332

573,298

100.0%

143,333

Per above.

Various

Car Parks

439,887

691,252

251,365

36.4%

96,232

Per above.

Various

Footpaths & Cycleways

104,176

466,440

362,264

77.7%

56,279

Per above.

Various

Parks, Gardens & Reserves

1,650,902

2,735,845

1,084,943

39.7%

609,773

Per above.

Various

Drainage

 -

41,944

41,944

100.0%

6,725

Per above.

Various

Regional Airport & Industrial Park Infrastructure

62,886

130,060

67,174

51.6%

9,508

Per above.

 


 

7.    Proceeds From Sale of Assets

YTD proceeds from sale of assets is $140K behind budget due to delays in delivery of acquisitions.  Also, potential income from sales proceeds have been hampered by the pandemic. Aside from a significantly reduced capital replacement program in both light vehicles and heavy plant items, the existing ones that were due to be replaced have been retained in service to maintain operational requirements.

 

8.    Transfer to Restricted Assets

There is a YTD variance in transfers to restricted assets of $1.9M more than amended budget.  Grant funding received from Federal Government for “Drought Communities Program” of $500k (attributable to CC C3223 Dunsborough Non-Potable Water Network). The funding was received in September whereas budget projected allocation was in June. It was anticipated that the expenditure would be incurred in June, hence the funding timing projections followed.

 

Developer contributions and bonds are inherently hard to predict and budget for.  An annual amount of $50K spread evenly over 12 months was budgeted, however, over $1.392m has been received YTD October the bulk of which are for road works bonds ($1.068m).

 

9.    Transfer from Restricted Assets

YTD there has been $59K transferred from restricted assets into Muni.  This was mainly attributable to refunds of road work bonds of $44k, refund of hall deposits $9k and other refunds of $6k.

 

10.  Transfer from Reserves

There is a YTD variance in Transfers from Reserves of $236K less than amended budget.  The following planned expenditures, funded from reserves, had not yet occurred by the end of October:

·        $15K for the purchase of a Mule for the Busselton Jetty;

·        $20K for purchase of furniture and equipment for the GLC and $10k for Art Geo’s Art Awards;

·        $143K for purchase of eight items of plant and equipment;

·        $12K relating to a transfer from the Long Service Leave reserve upon retirement of a long serving employee; and

·        $36K relating to the purchase of generators for waste services.

 

Once these purchases have been made, a subsequent recoup will be processed.

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 31 October 2020, the value of the City’s invested funds remained steady at $89.29M. 

 

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 unchanged at 6.0M.

 

During the month of October three term deposits totalling the amount of $5.5M matured. Existing deposits were renewed for a further 131 days at 1.61% on average.

 

The official cash rate remains steady for the month of October at 0.25% but has dropped to 0.10% in November.  This will have a strong impact on the City’s interest earnings for the foreseeable future.

Chief Executive Officer – Corporate Credit Card

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

 

Date

$ Amount

Payee

Description

3/10/2020

95.00

THE GOOSE BEACH BAR BUSSELTON

RCAWA MEETING -LUNCH

15/10/2020

10.50

SWAN TAXIS 13 13 30 VICTORIA PARK

RCAWA MEETING -TAXI

15/10/2020

185.58

QT PERTH PERTH

ACCOMMODATION - RCAWA MEETING

15/10/2020

185.58

QT PERTH PERTH

ACCOMMODATION - RCAWA MEETING

16/10/2020

39.42

QT PERTH PERTH

RCAWA MEETING -REFRESHMENTS

16/10/2020

19.18

CPP PIER STREET PERTH

RCAWA MEETING -PARKING

17/10/2020

21.26

WILSON PARKING AUSTRAL PERTH

RCAWA MEETING -PARKING

 

556.52

 

 

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

Budget timings remain affected by COVID impacts and are gradually being re-aligned.  As at 31 October 2020, the City’s net current position stands at $39.2M. The City’s financial performance is considered satisfactory, and cash reserves remain strong.

TIMELINE FOR IMPLEMENTATION OF OFFICER RECOMMENDATION

Not applicable.


Council

29

9 December 2020

12.2

Attachment a

Investment Report October 2020

 


Council

31

9 December 2020

12.2

Attachment b

Financial Activity Statement October 2020

 



















Council                                                                                      54                                                             9 December 2020

12.3           Finance Committee - 25/11/2020 - BUDGET AMENDMENT REQUEST / REVIEW - ENGINEERING AND WORKS SERVICES - NOVEMBER 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, Engineering and Works Services - Oliver Darby

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

Absolute Majority

ATTACHMENTS

Attachment a   Minister Letter of Approval

Attachment b    Bridge Funding Letter of Approval

Attachment c    Special Bridge Grant - Design Tuart Drive Bridge

Attachment d   Bridge Renewal Program R5 WA funded projects  

 

This item was considered by the Finance Committee at its meeting on 25 November 2020, the recommendations from which have been included in this report.

 

COMMITTEE RECOMMENDATION AND OFFICER RECOMMENDATION

That the Council endorse the requested budget amendments outlined in this report, recognising the additional income received in grant funding, and restricted asset transfers including the associated expenditure as follows:

 

Reference

Description

Project Code

Additional External Revenue

Use of Revenue Received in Prior Years

Additional Expenditure

Transfer to/from Reserves

 

Transfer from Restricted Assets

Impact on Budget

1

Boallia Road Bridge

C0024

1,009,000

 -

1,009,000

-

-

 -

2

Kaloorup Road Bridge

C0023

936,000

 -

936,000

-

-

 -

3

Tuart Drive Bridge

A0025

2,500,000

-

2,500,000

-

-

 -

4

King Street Carpark Reconstruction

C0060

 -

 -

46,860

-

 

46,860

 -

5

King Street Landscaping Stage 2

C3237

-

 -

15,000

 -

 

15,000

 -

6

Queen Street Paving Upgrade

S0075

-

-

44,547

-

 

44,547

-

 

The budget amendment is made in accordance with section 6.8(1) of the Local Government Act 1995 and results in a $0 net impact on the 2020/21 annual budget.

EXECUTIVE SUMMARY

This report seeks Council approval of budget amendments as detailed in this report. Adoption of the Officer Recommendation will result in a zero impact to 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; or

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

 

Approval is therefore sought for the budget adjustments 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 and removes the need for a major budget review in February/March of each calendar year.

 

Amendments to the budget are categorised into the three key types as listed below:

i.          Adjustments impacting the budget balance or net position of the City: relatively uncommon type.

ii.         Adjustments with no impact on the budget balance: most common amendment type.

iii.        Adjustments to transfer budget between capital and operating undertakings: relatively uncommon type.

 

Officers have reviewed the adopted budget for the month of August 2020 and subsequently recommend alterations to the budget as set out below.

 

i.          Adjustments impacting the budget balance.

This section identifies items which either increase or decrease the 2020/2021 budgeted operating position. There are no budget adjustment items requiring Council’s approval of this type.

 

ii.         Adjustments with no impact on the budget balance.

There are two budget amendment items of this type detailed below. The net effect of these amendments on the budget position is zero.

  

These adjustments are where new expenses are matched with new grants or contributions, or where reserve offsets are transferred between projects. In some instances, it is where requests are made to draw down additional budget from specific reserves for various reasons, or where expenses are reallocated within business units or between projects to meet revised needs.


 

1.    BRIDGE RENEWAL GRANTS                                 Cost Codes A0023, A0024, A0025             

The City has been awarded grant funding for the renewal of three bridges under the Federal Government’s Bridge Renewal Program Round 5 (see Attachment B). Securing funding for three bridges is unprecedented with only 10 bridges funded across all of Western Australia under round 5.

 

a)         Boallia Road Bridge renewal of old timber structure with concrete culvert style crossing; total project cost $1,009,000. 50% will be Federal Bridge Grant funding while Main Roads WA will contribute the remaining 50%.

 

b)        Kaloorup Road Bridge renewal of old timber bridge structure with concrete culvert style crossing; total projects $936,000. 50% will be Federal Bridge Grant funding while Main Roads WA will contribute the remaining 50%. Further detail regarding these upgrade works are detailed below.

 

c)         Tuart Drive Bridge replacement post fire; total project cost $3,010,989. Funded from two Federal Bridge grants and Main Roads funding. Further detail regarding these upgrade works are detailed below.

 

Comments Regarding Each Project

 

a)         Boallia Road Bridge

The Boallia bridge project currently has $138,000 recorded on budget as both revenue and expense. These funds represent the estimated detailed design costs associated with the projects. Main Roads WA has outlaid these funds with no cost to be borne by the City. Australian Accounting Standards require that these costs be capitalised onto the City’s Balance Sheet at completion of the project, forming part of the overall new asset cost. In effect, these costs will be treated as donated assets as the City has ownership of the bridge. To this end, the $138,000 will be adjusted from the budget while at the same time the $1,009,000 will be added for the construction pursuant to the receipt of the Round 5 Bridge Renewal Program grant.

 

b)        Kaloorup Road Bridge

The same applies to the Kaloorup Road bridge project which also has $138,000 recorded on budget as both revenue and expense. As per above, these funds represent the estimated detailed design costs associated with this project. Main Roads WA has outlaid these funds with no cost to be borne by the City. Australian Accounting Standards require that these costs be capitalised onto the City’s Balance Sheet at completion of the project, forming part of the overall new asset cost. In effect, these costs will be treated as donated assets as the City is the owner of the bridge. To this end, the $138,000 will be adjusted from the budget while at the same time $936,000 will be added for the construction pursuant to the receipt of the Round 5 Bridge Renewal Program grant.

 

Further to the above, this project has only been provisioned with $250,000 in Federal grant funding instead of the $468,000 required to enable the project to proceed. Main Roads has available their 50% contribution of $468,000. A letter has subsequently been drafted by the Department of Infrastructure, Transport, Regional Development and Communications Program Administrator to the Minister seeking an allocation of an extra $218,000 from surplus bridge grant funds from prior rounds of the program. A simple administrative error where an incorrect figure was taken is the cause of the incorrect grant amount being allocated. Council will be kept informed of any developments. It is however recommended that the project be adjusted onto the budget at the full value in the knowledge that Main Roads will only proceed if the extra funding is secured.


 

c)         Tuart Drive Bridge

The Tuart Drive Bridge over the Abba River already has $567,000 in funding provisioned within the 2020/21 Budget that was set aside for planned substructure and superstructure repairs, assigned prior to the bridge being destroyed by fire. This is funding under the Federal Government’s Special Bridge Program distributed via the Financial Assistance Grant arrangements to the City by the Western Australian Grants Commission.

 

Council should be aware that this project will be funded by two Federal Government bridge related programs that are separate and distinct to each other with each administered by different Federal Government departments.

 

The Special Bridge Program grant has subsequently been adjusted in dollar value and redirected towards the detailed design and preliminary costs associated with the full replacement of the bridge, post destruction by fire (Attachment C).

 

Funding

Source

$340,659.00

Federal Special (Project) Bridge Funding

$170,330.00

Main Roads WA

$510,989.00

 

 

In summary, the total bridge project budget of $3,010,989 will comprise:

1.         $510,989 in Special Bridge Grant on a 2/3rd, 1/3rd basis with Main Roads contributing the 1/3rd difference.

2.         $2,500,000 from the Bridge Renewal Program Round 5, based on a 50/50 funding basis with Main Roads WA contributing the other 50% totalling $1,250,000 towards the project.

 

These funds are to be incorporated into one Tuart Drive Bridge replacement project used for both the detailed design and construction.

 

2.    CASH IN LIEU OF PUBLIC OPEN SPACE                                            Cost Code C0060, C3237, S0075

The City holds a Cash in Lieu of Public Open Space (CIL POS) contribution (reference number 25) valued at $174,365. This contribution is pursuant to a development in Eagle Bay that was collected in 1997. The different in value equates to interest earnings. These funds were tied to works related to public open space that must occur within the vicinity of the development.

 

The Western Australian Planning Commission have agreed via formal correspondence (see Attachment A) to the following:

1.         $67,958 to be utilised to construct a universal access footpath in Eagle Bay. This item is already on the 2020/21 budget (Cost Code C1753); funded from this source with an additional $27,500 from the Community Facility Development fund. 

 

2.         That the balance totalling $106,407 plus any interest that may accrue to a value of $107,465 be retrospectively applied to park POS upgrade works that the City had previously carried out at Riedle Park in Eagle Bay between 2010 through to 2014.  

 

The retrospective approval of works that have been carried out and paid for out of prior year municipal funds means that these restricted CIL POS monies are now deemed unrestricted and are transferrable into municipal funds, to be utilised at the discretion of the Council.  

 


 

Council approval is subsequently sought to recoup these funds and increase the budgets of the following projects:

a)         King Street Carpark Reconstruction                 (C0060)                 +$46,860

b)        King Street Landscaping Stage 2                        (C3237)                 +$15,000             

c)         Queen Street Paving Upgrade                           (S0075)                 +$44,547

 

a)        King Street Carpark Reconstruction (C0060)

$140,000 has been budgeted for the King Street Car Park reconstruction. The scope of works has been increased to include the addition of a limestone wall to further protect the area from windblown sand, to provide additional seating and reduce damage caused by winter storms. This wall will complement the sand bag defences already in place.

b)        King Street Landscaping Stage 2 (C3237)

The upgraded King Street POS is now nearing completion. $64,000 had been budgeted for stage 2 landscape works. Forecasting has indicated that there will be a $15,000 shortfall against budget. To this end, an additional budget allocation is being sought. This extra cost can be attributed to small increases in project scope across elements of additional turf, planting and irrigation.

 

c)         Queen Street Paving Upgrade

The Queen Street Paving project stage 1 is budgeted at $961,870, funded by the Federal Government’s Local Road and Community Infrastructure Program. Council approval is sought to assign the balance of remaining funds of $44,547 towards this project. This will increase the budget annual allocation to $1,006,417.

 

iii.       Transfers between capital and operating budget.

This section is intended to identify any items which reallocate funds between the Capital Budget and Operating Budget. These items do not change the overall budget. There are no items detailed in the attachment requiring Council approval in this period.

 

Net Budget Position

After making the above adjustments, the budget position remains unchanged from budget adoption. Adjustments made to the Municipal Cash Budget is nil.

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. Any adjustments to a budget allocation must be made by an absolute majority decision of the Council. Additionally, 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

The proposed budget amendment is supported by the City’s asset management plan, capital works program and long term financial plan. 


 

Financial Implications

A summary of the financial implications of these recommendations is shown in the table below. 

Reference

Description

Project Code

Additional External Revenue

Utilisation of Revenue Received in Prior Years

Additional Expenditure

Transfer to/from Reserves

 

Transfer from Restricted Assets

Impact on Budget

1

Boallia Road Bridge

C0024

1,009,000

 -

1,009,000

-

-

 -

2

Kaloorup Road Bridge

C0023

936,000

 -

936,000

-

-

 -

3

Tuart Drive Bridge

A0025

2,500,000

-

2,500,000

-

-

 -

4

King Street Carpark Reconstruction

C0060

 -

 -

46,860

-

 

46,860

 -

5

King Street Landscaping Stage 2

C3237

-

 -

15,000

 -

 

 

15,000

 -

6

Queen Street Paving Upgrade

S0075

-

-

44,547

-

  44,547

-

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 are no risks identified of medium or greater level.

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.

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

9 December 2020

12.3

Attachment a

Minister Letter of Approval

 



Council

57

9 December 2020

12.3

Attachment b

Bridge Funding Letter of Approval

 


Council

58

9 December 2020

12.3

Attachment c

Special Bridge Grant - Design Tuart Drive Bridge

 


Council

70

9 December 2020

12.3

Attachment d

Bridge Renewal Program R5 WA funded projects

 













Council                                                                                      73                                                             9 December 2020

12.4           Finance Committee - 25/11/2020 - APPLICATION FOR RATE EXEMPTION - RELATIONSHIPS AUSTRALIA WA INC.

STRATEGIC GOAL

6. LEADERSHIP Visionary, collaborative, accountable

STRATEGIC OBJECTIVE

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

SUBJECT INDEX

Exemptions & Appeals (Rates)

BUSINESS UNIT

Rates

REPORTING OFFICER

Rates Coordinator - David Nicholson

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

Absolute Majority

ATTACHMENTS

Attachment a   Letter Requesting Rate Exemption

Attachment b    Rate Exemption Application

 

This item was considered by the Finance Committee at its meeting on 25/11/2020, the recommendations from which have been included in this report.

 

COMMITTEE RECOMMENDATION AND OFFICER RECOMMENDATION

That the Council:

1.         Approve the rate exemption application from Relationships Australia WA Inc. under section 6.26(2)(g) of the Local Government Act 1995 on 7 Harris Road, Busselton, effective 1 July 2020; and

2.         Agree that this rate exemption is to continue where Relationships Australia WA Inc. confirms in writing by the 30 April annually that they continue to lease and use the property for the purposes stated in the application.

 

EXECUTIVE SUMMARY

An application with all required documentation has been received from Relationships Australia WA Inc. seeking a rate exemption on 7 Harris Road, Busselton, which they are leasing and using to deliver their Headspace Busselton services. On the basis of the application, this report recommends that the application for an exemption be granted effective as at 1 July 2020 in accordance with section 6.26(2)(g) of the Local Government Act 1995 (the Act).

 

BACKGROUND

Relationships Australia WA Inc. (RAWA) is a not-for-profit benevolent institution with Deductible Gift Receipt status. The vast majority of RAWA income is from Commonwealth and State grants so as to provide community services. RAWA lease 71 Kent Street, Busselton, and now 7 Harris Road, Busselton, from which they provide Headspace Busselton services free of charge to the community. At its meeting on 8 May 2019, Council approved (C1905/089) RAWA’s application for a rate exemption on 71 Kent Street, Busselton, due to it being used exclusively for charitable purposes.

 

RAWA is the lead agency for Headspace Busselton. Headspace is an organisation that operates across Australia, providing support, information and services to people aged 12-25.


 

Headspace Busselton offer anyone aged 12-25 free access to social workers, counsellors, mental health workers and psychologists. Headspace also has an extensive website where young people and their carers can read information on a wide range of issues including depression, bullying and relationship issues.

OFFICER COMMENT

Section 6.26 of the Act states that all land is rateable except in certain circumstances. Section 6.26(2)(g) states that “land used exclusively for charitable purposes” is not rateable.

 

RAWA are seeking a rate exemption on 7 Harris Road, Busselton, under section 6.26(2)(g) because of its Headspace Busselton use. They have provided the required application and documentation so as to meet the City’s assessment criteria.

 

It is considered that the application should be approved as the Headspace services provided by RAWA are charitable in nature and therefore the property at 7 Harris Road, Busselton, would be rate exempt under section 6.26(2)(g) of the Act.

 

No physical inspection of the property has been carried out as the documentation provided by RAWA on the property’s use is considered sufficient.

Statutory Environment

Section 6.26(2)(g) of the Act specifically states that land used exclusively for charitable purposes is not rateable.

Relevant Plans and Policies

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

Financial Implications

Approving a rate exemption effective at 1 July 2020 would see a $4,139.84 reduction to the 2020/2021 rating income. There would be similar reductions for future financial periods where the property continues to be leased by RAWA and used for providing Headspace Busselton services.

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.

 

If Council choses to decline the rate exemption application, then staffing and/or legal costs may be incurred should RAWA request the State Administrative Tribunal review the decision.

Options

As an alternative to the proposed recommendation, the Council could decline the rate exemption application on the basis that it considers the property to be rateable under the Act. As stated above, this is not recommended based on the risks associated with declining the application.

CONCLUSION

It is considered that the property at 7 Harris Road, Busselton, whilst leased by Relationships Australia WA Inc. and used by them to provide Headspace Busselton services to the community would be rate exempt under section 6.26(2)(g) of the Act.

TIMELINE FOR IMPLEMENTATION OF OFFICER RECOMMENDATION

The rate exemption on 7 Harris Road, Busselton, if approved, should be effective from 1 July 2020 as the application was lodged by Relationships Australia WA Inc. after they received the property’s 2020/21 annual rate notice.


Council

74

9 December 2020

12.4

Attachment a

Letter Requesting Rate Exemption

 


Council

78

9 December 2020

12.4

Attachment b

Rate Exemption Application

 




 


Council                                                                                      79                                                             9 December 2020

13.             Planning and Development Services Report

Nil


Council                                                                                      81                                                             9 December 2020

14.             Engineering and Work Services Report

14.1           THURSTUN LANE DUNSBOROUGH - REQUEST FOR A ONE WAY LANE

STRATEGIC GOAL

5. TRANSPORT Smart, connective and accessible

STRATEGIC OBJECTIVE

5.2 Road networks that provide for a growing population and the safe movement of all users through the District.

SUBJECT INDEX

Public Consultation

BUSINESS UNIT

Engineering and Facilities Services

REPORTING OFFICER

Design and Survey Coordinator - Justin Smith

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   Thurstun Lane - Dunsborough - Aerial Image

Attachment b    Thurstun Lane - Dunsborough - One Way Traffic Proposal  

 

OFFICER RECOMMENDATION

That the Council resolve to retain Thurstun Lane in Dunsborough as a two-way lane.

 

EXECUTIVE SUMMARY

The City received a request in September 2019 from a ratepayer, seeking that Thurstun Lane in Dunsborough be changed from a two-way thoroughfare to a one-way thoroughfare. In considering the request, the City undertook some consultation with immediately affected residents.  

 

This report summarises the feedback received and proposes that no changes be made or proposed to Thurstun Lane.

 

BACKGROUND

Thurstun Lane is located in Dunsborough, in the vicinity of the Dunsborough Country Club. Thurstun Lane is comprised of three sections, totalling 615 metres in length.  The northern and southern sections of Thurstun Lane intersects both Gifford Road and North Street are not part of this review. The area of review is the eastern section of Thurstun Lane, which runs east of North Street in a loop and back to North Street.  This section is 264 metres long with a 3 metre average seal width (see Attachment A).

 

The City received a request via email in September 2019 from a resident concerned about the narrowness of Thurstun Lane, particularly associated with use by people not local to the area.  They noted instances where smaller vehicles have had to pull over to the side of the road to give way to construction style vehicles, with additional traffic being generated by development of a new house along the lane.  The resident also advised that their vehicle had been damaged in the process of moving over to allow vehicles to pass.

 

Due to the nature of the lane’s layout, there is no collected crash data for the lane. The lane way does however meet all relevant Main Road WA specifications for a two way thoroughfare.  Despite this, in response to the concerns raised, the City determined that it would undertake some consultation with directly affected residents.   

 

In February 2020, the City produced a concept design showing a suggested one way proposal (see Attachment B) and sent the design to 23 residents for feedback.  The City received feedback from ten residents with the majority, eight, requesting that the lane be left as a two way lane.

 

The City additionally consulted internally with its waste services team who raised concerns with the proposal, indicating it would impact on the direction of the trucks entering the lane and the positioning of the bins.

OFFICER COMMENT

The noted increase in traffic along Thurstun Lane can be attributed to the new development along the lane way.  From the aerial image taken in March 2020 – also refer to Attachment A - there are three sites where construction works are evident.

 

Given this, the fact that the lane meets all relevant specifications, and the outcomes of the consultation, it is recommended that no changes are made to Thurstun Lane; and that its current two-way traffic configuration is maintained.

 

Statutory Environment

Main Roads WA are the relevant governing body and would need to approve any proposed changes from a two way to a one way thoroughfare. The City would need to provide documentation to substantiate a request, and in this case, the outcome of the public consultation would not support the application.

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

A concept plan was sent to 23 immediately affected residents seeking their feedback in relation to the proposal to change. Ten responses were received.  Eight respondents wanted to leave the lane as it is, with two indicating they would like the lane changed to a one way thoroughfare.

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

As an alternative to the proposed recommendation the Council could make an application to MRWA to change Thurstun Lane from a two-way thoroughfare to a one-way thoroughfare. This is not recommended for the reasons outlined in this report.

CONCLUSION

City Officers have consulted with affected residents in relation to the request received.  On the basis of that feedback, and noting that any increase in traffic associated with a new development in the lane is likely to be temporary, it is recommended that no changes be made to Thurstun Lane.

TIMELINE FOR IMPLEMENTATION OF OFFICER RECOMMENDATION

Implementation of the Officer Recommendation can take effect immediately.


Council

82

9 December 2020

14.1

Attachment a

Thurstun Lane- Dunsborough - Aerial Image

 


Council

83

9 December 2020

14.1

Attachment b

Thurstun Lane - Dunsborough - One Way Traffic Proposal

 


Council                                                                                      88                                                             9 December 2020

14.2           RESPONSE TO PETITION FROM RESIDENTS ALONG DIAMANTE BOULEVARD AND PRINCEVILLE AVENUE, DUNSBOROUGH - IN RELATION TO INSTALLED STREET LIGHT

STRATEGIC GOAL

2. PLACE AND SPACES Vibrant, attractive, affordable

STRATEGIC OBJECTIVE

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

SUBJECT INDEX

Infrastructure - Street Lighting

BUSINESS UNIT

Development Control

REPORTING OFFICER

Development Control Coordinator - Ronald Wildschut

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   Aerial Image of Diamante Boulevard and Princeville Avenue - Street Light Location

Attachment b    Street view of Diamante Boulevard/Commonage Road - Showing the Street Lights  

 

OFFICER RECOMMENDATION

That the Council, with respect to the petition regarding lighting intensity on Diamante Boulevard and Princeville Avenue within the Dunsborough Lakes Estate:

1.              acknowledge that the lighting has been designed and installed to the relevant Australian Standard AS1158-2005;

2.              resolve not to amend or treat the lights; and

3.              advise the petitioners of Council’s decision accordingly.

 

EXECUTIVE SUMMARY

At its Ordinary Council Meeting held on 25 August 2020, Council received a petition that sought to, as per the petition statement, bring to the attention of the Council an issue of lighting intensity (unnecessary luminosity and double outreach street lights) on Diamante Boulevard and Princeville Avenue within the Dunsborough Lakes Estate, Dunsborough. It is proposed by the petitioners that the lighting is amended “to be more suited to suburban residential street lighting, in keeping with a local 50km/h speed limit, rather than excessive Freeway grade lighting”.

 

Council resolved (C2008/090) that the petition be received and referred to the CEO to prepare a report for the Council.  This report is provided as per the resolution.

BACKGROUND

Diamante Boulevard and Princeville Avenue are located in Dunsborough Lakes, Dunsborough. These two roads are located within stages 18, 19 and 20 of the development. These stages were cleared for title release during 2017 and 2018. All infrastructure, i.e. roads, stormwater, sewer, water, electricity (including street lighting), communication and public open spaces, etc. were completed and have been handed over to the various agencies, including the City of Busselton. The street lights are Western Power assets, under the care and control of Western Power.

 

Attachment A is an aerial image of Diamante Boulevard and Princeville Avenue showing the location of the “affected” properties and the location of the street lights. Attachment B shows the street view image of Diamante Boulevard and Commonage Road and the position of the street lights. 

Diamante Boulevard and Princeville Avenue are classified as a ‘Local Distributor’ road.

OFFICER COMMENT

Diamante Boulevard and Princeville Avenue street lighting was designed according to the Australian Standards ‘AS 1158 – 2005 Lighting for roads and public spaces’ (AS1158-2005).

 

The design detail required, as per AS1158–2005, is for the P3 Lighting Category, as follows:

1.         A horizontal illuminance level of 0.3 Lux – achieved.

2.         Ends of medians to be lit to 3.5lux – achieved.

3.         Location of lights to correspond to off-sets from intersections and T-junctions – achieved.

 

The P3 Lighting Category, is derived from AS1158 -2005 lighting for roads and public spaces – Part 3.1: Pedestrian area (Category P) lighting – Performance and design requirements.

 

The definition of Category P lighting is:

“Lighting that is applicable to roads and other outdoor public spaces on which the visual requirements of pedestrians are dominant, e.g. local roads, outdoor shopping precincts and outdoor car parks.”

 

Why was Diamante Boulevard and Princeville Avenue classified as a P3 lighting category in terms of AS1158–2005?

 

i.          Both Diamante Boulevard and Princeville Avenue are classified as Local Distributor Roads, in terms of Main Roads Western Australia road hierarchy classification. A ‘Local Distributor – Urban – (Built Up Area)’ is defined by Main Roads WA as follows:

“Roads that carry traffic within a cell and link District Distributors or Regional Distributors at the boundary, to access roads. The route of Local Distributors should discourage through traffic so that the cell formed by the grid of District Distributors only carries traffic belonging to, or serving the area. These roads should accommodate buses, but discourage trucks.”

 

ii.         Both Diamante Boulevard and Princeville Avenue have footpaths.

 

iii.        Both Diamante Boulevard and Princeville Avenue are carriageways with two lanes, divided a median island that requires lighting in accordance with of AS1158 -2005.

 

iv.        Referring to Table 2.1 of AS1158 -2005 - Lighting Categories for Road Reserves in Local Areas. Both Diamante Boulevard and Princeville Avenue are classified under the General description as “Collector roads or non-arterial roads which collect and distribute traffic in an area, as well as serving abutting properties”. In terms of the Selection Criteria, “Pedestrian/Cycle activity” has been classified as Medium; “Risk of crime” has been classified as Low; and “Need to enhance prestige” was classified as Medium – that gives an overall “Applicable lighting subcategory” of P3.

 

It must be noted that not all Local Distributor Roads will be classified the same – it will depend on the three selection criteria attributes listed above – “Pedestrian/cycle activity”, “Risk of Crime” and “Need to enhance prestige”. These could vary the results from a P1 to a P4.

 


 

City officers have confirmed with the electrical engineers for the current Dunsborough Lakes Developer that the street lighting has been designed and constructed to the relevant standard. City officers further requested the electrical engineer to consider the following options and provide cost estimates of each, as outlined below.

 

Option 1 - Provide appropriate glare shields

Installation of glare shields will result in cutting the light off at the property boundaries, with the light to be directed at the roadways only.

 

This will reduce the light impact on the actual home frontages while still maintaining a high level of light output on the roadway, and is an accepted practice by Western Power for the reduction of light spill. 

 

While cheaper than option two below, there are costs associated, estimated at $32,000 for eight double outreach street lights ($4000 each). The City has in the past facilitated requests from residents for such modifications with Western Power. In all instances, given that the lights have originally met AS1158-2005, the residents have been responsible for the cost of the modifications. In this instance, based on 26 properties, the cost per property would be $1,300.      

 

Option 2 – Replace the existing luminaires with 3000k luminaires which provide a softer light

Replacing the existing luminaires with 3000k luminaires will provide the same lumen output as the current lights, but the “look and feel” is of a warmer light, creating a perception of less light and brightness.  The light fitting is still complaint with AS1158-2005 – P3 Lighting Category.

 

The costs of this option are however significant, estimated at $64,000 to modify the 8 double outreach street lights along Diamante Boulevard and Princeville Avenue.

 

Option 3 – Plant additional trees in strategic locations to shield light spillage

The engineers have advised that the existing street trees in the medians along Diamante Boulevard and Princeville Avenue are still relatively small and that, as they grow, they will block out some of the light. They have recommended that Council consider strategically installing more street trees in front of affected residents. 

 

While environmentally friendly this is a much more long term option in terms of effectiveness. The cost of this option is estimated at $9,100, based on 26 trees, one per property, plus some additional ongoing maintenance costs.

 

Option 4 – Do nothing

It is open to Council to do nothing with the lights having been designed to meet relevant Australian Standards for the type of road.  The lights also contribute to the provision of a safe and secure neighbourhood, and reducing the light spill could adversely impact on that.

 

As outlined in the Consultation section of this report, City officers have consulted with the petitioners, and, based on that consultation, are recommending that Council adopt this option, and not make any changes to the lights.

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

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

Financial Implications

The estimated cost of the various options are outlined in the Officer Comment section of this report and summarised below. The Officer Recommendation, which is to do nothing, will result in no financial implications. There is currently no allocated budget for Options 1, 2 or 3 in the 20/21 Financial Year Budget.

 

Option

Estimated Total Cost

Option 1 – Provide glare shields

$32,000

Option 2 – Replace luminaries with 3000k luminaries

$64,000

Option 3 – Plant additional trees

$9,100

Option 4 – Do nothing

$0

Stakeholder Consultation

City officers met with Jody Lang, acting as the representative of the residents of Diamante Boulevard and Princeville Avenue, and provided a summary of the various options outlined in this report, including that the property owners would be required to contribute to the cost of any modifications.   A follow up email summarised the options discussed.

 

Feedback was received via email from Jody Lang advising that the residents are not willing to contribute towards the cost of any changes to the current lighting.  An excerpt from the response is included below:

“As discussed at the meeting, residents will not be willing to accept the cost for light shields (Option 1). Residents had no input for the existing lighting and pay rates.

We will be agreeable for the council to accept the costs for light shields to make the lighting more residentially friendly and in keeping with the natural environment.”

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

As an alternative to the proposed recommendation, Council could decide to:

·   Proceed with option 1 - Provide glare shields at the City’s cost, allocating a budget amount of $32,000 in 2021/22. This is not recommended as in all previous instances residents have been responsible for the cost of requested modifications.

·   Proceed with option 2 - Provide glare shields at the City’s cost, allocating a budget amount of $64,000 in 2021/22. This is not recommended as in all previous instances residents have been responsible for the cost of requested modifications.

·   Proceed with option 1 or 2, subject to the residents agreeing to meet half of the costs, with the balance budgeted for 2021/22. 

·   Proceed with planting additional trees at the City’s cost (option 3).


 

CONCLUSION

This report considers the concerns of residents of Diamante Boulevard and Princeville Avenue, as presented in the petition received by Council at its ordinary meeting 25 August 2020. Officers have presented a number of options and, after consultation with the residents, recommend that the Council make no changes to the lights.

TIMELINE FOR IMPLEMENTATION OF OFFICER RECOMMENDATION

The implementation of the Officer Recommendation will be actioned immediately.

 


Council

89

9 December 2020

14.2

Attachment a

Aerial Image of Diamante Boulevard and Princeville Avenue - Street Light Location

 


Council

90

9 December 2020

14.2

Attachment b

Street view of Diamante Boulevard/Commonage Road - Showing the Street Lights

 


Council                                                                                      94                                                             9 December 2020

14.3           CEO DELEGATION TO AWARD CONTRACT RFQ 68/20 GALE ROAD RECONSTRUCTION AND WIDEN

STRATEGIC GOAL

5. TRANSPORT Smart, connective and accessible

STRATEGIC OBJECTIVE

5.2 Road networks that provide for a growing population and the safe movement of all users through the District.

SUBJECT INDEX

Tenders

BUSINESS UNIT

Operation and Works Services

REPORTING OFFICER

Manager, Operation and Works Services - Matthew Twyman

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

Absolute Majority

ATTACHMENTS

Nil

 

OFFICER RECOMMENDATION

That the Council:

1.          Delegates to the Chief Executive Officer the power and duty to:

a.         decide which of the quotations received in response to request for quotation 68/20 Gale Road Reconstruction and Widen (if any) would be most advantageous to the City of Busselton to accept (Preferred Respondent); and

b.         negotiate and agree with the Preferred Respondent minor variations in accordance with Regulation 20 of the Local Government (Functions and General) Regulations 1996 prior to entering in a contract with the Preferred Respondent.

2.         Resolves that the delegation under resolution 1 is at all times subject to the contract price not exceeding the lesser of the overall project budget or $1,500,000.

 

EXECUTIVE SUMMARY

The purpose of this report is to delegate authority to the Chief Executive Officer to award the Request for Quotation 68/20 Gale Road Reconstruction and Widen project (RFQ 68/20).

 

The project consists of the upgrade of the existing section of Gale Road between Gibb Road and Jindong-Treeton Road (SLK 4.155 and 8.070), with the works to be completed during the summer period of 2021.

 

BACKGROUND

As part of the City’s upgrade of narrow sealed roads, Gale Road between Gibb Road and Jindong-Treeton Road (SLK 4.155 and 8.070) is to be upgraded during the 2020/21 financial year. The project is listed within the 2020/21 Capital Budget as ‘S0073 Gale Road Rural Reconstruction and Widen SLK 4.155-8.070’.

 

The scope of this upgrade project is to widen the road surface from 4m to 6.2m to accommodate commodity haulage vehicles, linking Restricted Access Vehicle (RAV) network sections, so as to provide a safe route both north and south of this area, utilising the shortest routes available.  The project will improve safety particularly for passing vehicles and also the east - west link between Bussell Highway and Jindong-Treeton Road.


 

Locality Plan

OFFICER COMMENT

The Chief Executive Officer (CEO) has a delegation to award tenders or request for quotations (where exemptions to publicly invite tenders apply as per Regulation 11(2) of the Local Government (Function and General) Regulations 1996 (the Regulations)), to the value of $500,000 plus GST.

 

The value of RFQ 68/20, which will be issued through the WALGA Preferred Supplier Program, is expected to be in excess of $500,000. Given this a report would normally be required to be presented to the Council for a formal resolution to award and enter into a contract with a preferred contractor.

 

RFQ 68/20 is scheduled to close on 8 January 2021 with a planned award by the 19 January 2021. In order to complete construction during the clement weather of summer, it is important that the preferred contractor is selected and notified as soon as possible after the quotation period has closed. In this instance, due to the associated time lines with the project, and with the next Ordinary Council Meeting not until 27 January 2021, officers are seeking delegated authority to the CEO for the award of RFQ 68/20.  This will expedite the formalisation of a contract and ensure the works are commenced by the end of January 2021.

 

Statutory Environment

The Regulations and the City's Purchasing Policy 239 (Purchasing Policy) provide the statutory procurement framework for procurement of the relevant goods and services. 

 

Regulations

In terms of Regulation 11(1) of the Regulations, unless an exemption applies, tenders are to be publicly invited before a local government enters into a contract for another person to supply goods or services if the consideration under the contact is, or is expected to be, more, or worth more, than $250,000 (Tender Threshold).

 

Regulation 11(2)(b) stipulates that tenders do not have to be publicly invited if the supply of the goods or services is to be obtained through the WALGA Preferred Supplier Program, even if the consideration under the resulting contract exceeds the Tender Threshold.

 

Therefore, although the contract price for the goods and services is expected to exceed the Tender Threshold, the City would be exempt from the requirement under Regulation 11(1), i.e. to publicly invite tenders for these goods and services.

 

Purchasing Policy

In terms of Section 5.27 of the City’s Purchasing Policy, the City can make purchases from WALGA Preferred Suppliers for amounts over $250,000 in reliance on the exemption to the requirement for a public tender, provided that three quotes must be sought.

 

Relevant delegation

The contract value is expected to be greater than $500,000, therefore, in accordance with section 5.43(b) of the Local Government Act 1995 (the Act), read with Delegation DA 1- 07, the contract must be accepted by the Council.

Relevant Plans and Policies

The Officer Recommendation aligns to the following adopted plan or policy:

·        Asset Management Policy

·        Engineering Technical Standards and Specifications

·        Occupational Safety and Health Policy

·        Purchasing Policy

Financial Implications

The 2020/21 endorsed budget includes provision for the Gale Road Reconstruction and Widen project.

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 Officer Recommendation serves to mitigate the currently identified risk of weather impacting construction completion and/or methodology.

Weather impacting construction completion and/or methodology

Risk Category

Risk Consequence

Likelihood of Consequence

Risk Level

Operational

Moderate

Unlikely

Medium

Options

As an alternative to the proposed recommendation, the Council may elect to have the award of the contract returned for consideration of the Council rather than delegate authority to the Chief Executive Officer.

CONCLUSION

It is recommended that Council delegate authority to the CEO to award of RFQ 68/20 Gale Road Reconstruction and Widen and to enter into a contract with the preferred contractor.  This strategy will allow the preferred contractor to be notified as soon as possible after evaluation and for works to commence.

TIMELINE FOR IMPLEMENTATION OF OFFICER RECOMMENDATION

The award of the contract can be made by Tuesday 19 January 2021, subject to completion of submission evaluation and successful negotiation in accordance with the Officer Recommendation.

 


Council                                                                                      100                                                          9 December 2020

15.             Community and Commercial Services Report

15.1           MARKETING AND EVENTS REFERENCE GROUP OUTCOMES

STRATEGIC GOAL

4. ECONOMY Diverse, resilient, prosperous

STRATEGIC OBJECTIVE

4.3 Events and unique tourism experiences that attract visitors and investment.

SUBJECT INDEX

Events Sponsorship

BUSINESS UNIT

Commercial Services

REPORTING OFFICER

Events Coordinator - Peta Tuck

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

Nil

 

OFFICER RECOMMENDATION

That the Council:

1.         Endorses funding allocations towards the following events, to be funded from the adopted 2020/21 events budget as part of the 2020/21 Events Sponsorship Program (round two):

Event

Amount

Dunsborough & Districts Progress Association – community events (Carols, Australia Day, ANZAC Day)

$5,000 cash

(+ up to $2,000 in-kind)

Busselton Open Tennis Tournament

$2,000 cash

(or up to $2,500 if provided

as Shop Local Vouchers)

Yallingup Shred Fest

$5,000

Dunsborough Art Society –

Annual Art Exhibition

$1,000 cash

(+ up to $1200 in-kind hall hire)

Margaret River Wine Association Show

$5,000

Building Bridges – Harmony Day @ ArtGeo Cultural Precinct

$2,000 cash

(+ up to $2,000 in-kind)

Raising The Vibe- Blue Tree Concert

$5,000 cash

(+ up to $1,000 in-kind)

Fringe Opener special event

$5,000

Totals

Up to $36,700

2.         Endorses the allocation of an additional $5,500 towards the 2021 Margaret River Region Open Studios event, to be funded from the adopted 2020/21 events budget.

3.         Endorses the Expression of Interest for an electronic events billboard as outlined in the Officer Comment section of the report, to be funded through the adopted 2020/21 events budget.

4.         Endorses the allocation of up to $5,000 towards the replacement of tourism information bay signage located at Busselton (Bovell), Dunsborough and Vasse, to be funded from the adopted 2020/21 marketing budget.

 

ABSOLUTE MAJORITY REQUIRED

5.         Endorses the allocation of $200,000 cash and up to $18,500 in-kind support per year towards the 2021 - 2023 Ironman WA events, to be funded from the 2021/22, 2022/23 and 2023/24 events budgets.

 

EXECUTIVE SUMMARY

A meeting of the Marketing and Events Reference Group (MERG) was held on Monday 23 November 2020. This report presents the recommendations from this meeting.

 

BACKGROUND

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

The 2020/21 adopted budget for marketing and events totals $1,076,414. This excludes budget allocations for Leavers Week, administration, and events staffing.

A MERG meeting was held on Monday 23 November 2020, with the following key matters presented:

·        update on events held since the last meeting on 24 August 2020 and upcoming major events;

·        Round two of the 2020/21 Event Sponsorship Program and associated funding applications for consideration.

 

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 events tourism destination.  At the MERG meeting held 23 November 2020, a range of requests for marketing and events funding were considered as outlined below:

 

Events Sponsorship Program – round two

Eight (8) applications were received through the 2020/21 Events Sponsorship Program – round two totalling $47,600. All applications were evaluated by Officers and presented at the MERG meeting on 23 November with the following recommendations. 

 


 

 

Event

Requested

MERG Recommendation

Dunsborough & Districts Progress Association – community events

$5,000 cash

+ up to $2,000 in-kind

(ANZAC Day traffic management)

$5,000 cash

(+ up to $2,000 in-kind)

Busselton Open Tennis Tournament

$3,000

$2,000 cash

(or up to $2,500 if provided as Shop Local Vouchers)

Yallingup Shred Fest

$7,900

$5,000

Dunsborough Annual Art Exhibition

$1,000

(+ up to $1,200 in kind hall hire)

$1,000

(+ up to $1,200 in-kind)

Margaret River Wine Association Awards – Best Cab Sav award

$5,000

$5,000

Building Bridges – Harmony Day at the ArtGeo Cultural Precinct

$5,000 cash

+ $2,500 in-kind (traffic management and venue hire)

$2,000 cash + $2,000

(+ up to $2000 in-kind)

Raising the Vibe – Blue Tree Concert

$10,000

$5,000 cash

(+ up to $1,000 in-kind)

Fringe Opener event

$5,000

$5,000

Totals

$47,600

$36,700

 

Request for re-consideration of allocated funding – Margaret River Region Open Studios

As part of round one of the 2020/21 Event Sponsorship Program Margaret River Region Open Studios (MRROS) applied for $20,000 funding. Previous endorsed funding allocations include $5,000 in 2015/16, $8,000 in 2016/17, $8,000 in 2017/18, $7,500 in 2018/19 and $7,000 in 2019/20.

 

At the MERG meeting held 24 August 2020, members recommended the allocation of $7k which was endorsed by Council (C2009/110) at its meeting on 9 September 2020. This amount was awarded on the basis that events would not be given increases on previous years’ funding unless they could demonstrate new initiatives in their event requiring additional funding.

 

MRROS organisers have requested the City reconsider the funding amount and award the original request of $20,000. Their rationale is that the event has grown considerably (over 60,000 studio visits in 2020) with an estimated economic impact that has grown annually to over $7M in 2020, and that the event has not had an increase in funding during this time. 40% of the current participating artists are from the City of Busselton.

 

Previously, funding for the event has been matched by Shire of Augusta Margaret River, to encourage organisers to seek out equal representation between the two local government areas.  According to MRROS’s sponsorship application, the Shire currently sponsor an amount of $12,500. Therefore, it is recommended that the City matches that level of funding in 2020/21 by increasing the approved funding by $5,500 to a total of $12,500. Should Council endorse this a new event key performance indicator (KPI) is recommended, requesting the event organiser endeavour to increase City of Busselton artist representation to 50% and for a minimum of 50% of official event functions to be held at venues within the City.

 


 

Request for Funding – 2021/22 – 2023/24 Events Budget – Ironman WA

Ironman WA have reached the end of their current funding agreement, with the agreement expiring in the 2020/21 financial year. The City has received an application for a further three (3) year agreement (2021 – 2023), with a request of $200,000 cash sponsorship plus $18,500 in-kind support per year.

 

This event remains a very important part of the City’s annual events calendar and this application for a further three years reinforces Ironman WA’s commitment to the event. While participant numbers have fluctuated over the past years, the event still brings an economic impact to the region in the vicinity of $8-$10M per year, while promoting Busselton to a national and international market.  It is recommended that the request is supported with $200k cash and up to $18,500 in-kind support per year to be funded from the 2021/22 – 2023/24 events budgets.

 

Recommendation to seek expressions of interest – Electronic Events Billboard

Due to the demand on the use of the static billboard located near Bovell Oval, City Officers have been investigating the viability of converting the billboard to be electronic. The billboard is currently only able to display a maximum of two events at one time, one on the large main billboard and one on the smaller strip signage below. Over peak times, events are limited to a maximum of two weeks due to the high demand for advertising space. With the high cost of producing skins for the billboard (approximately $2,500 for the large billboard and $1,500 for the small billboard), this does not prove to be cost effective for many event organisers. Additionally, at the end of use many skins are not re-used, meaning that they end up in landfill.

 

Conversion of the billboard to be electronic has many benefits, including:

·        Ability to promote multiple events through use of a revolving display (according to Main Roads standards).

·        Cost effectiveness for events to utilise the billboard - not paying for printing costs.

·        Environmental savings.

·        Ability for the City to promote tourism attractions and other imagery.

·        Ability for City messaging i.e. important deadlines such as firebreak and burning periods  etc.

·        Conveying emergency information to the public i.e. bushfires.

 

Under the adopted 2020/21 Schedule of Fees and Charges, event organisers are currently charged $128.50 for hire of the large billboard and $123 for the small billboard, for a period of two weeks. It is anticipated that this fee could be increased slightly to cover additional power usage and recover costs.

 

Initial investigations indicate that this project will cost in the vicinity of $200,000 to $250,000 to implement. It is recommended that Officers proceed with an Expression of Interest process for development of the electronic billboard, with the potential to utilise unallocated funds in the adopted 2020/21 events budget as a result of the cancellation of the 2020 Ironman WA event.

 


 

Requests for Funding – 2020/21 Marketing Budget – Tourism Information Signage

In 2015, the City and the Shire of Augusta Margaret River (AMRS) commenced the engagement process for proposed improvements to tourist directional signage on main roads and upgrading of existing roadside visitor information across the two local government areas. Since this time a number of activities have been completed including further consultation with tourism operators and agencies, Main Roads WA (MRWA) and stakeholders.  Additionally, an external audit was completed by GHD in 2018/19.

 

Officers are now proceeding with upgrading the City of Busselton tourism information bay signage at Busselton (Bovell), Dunsborough and Vasse following a review which identified the following key issues:

·        Maps are outdated and no longer accurate;

·        Logos are out of date (reference to Western Australia’s South West, Margaret River Wine Region); and

·        General discolouring and deterioration of images.

City Officers have consulted with Margaret River Busselton Tourism Association (MRBTA) on the content, images and branding for the information bays and have agreed the following principles:

·        Busselton (Bovell) information bay  -  provide a caravan / RV focussed information bay including updated images, access through Busselton town centre, caravan/ RV parking, a Busselton map indicating caravan park locations, City of Busselton branding and logo and MRBTA logo and website;

·        Vasse information bay -  remove the existing signage and replace with a ‘you are here location map’ and City of Busselton branding and logo and MRBTA logo and website;

·        Dunsborough information bay - remove the existing signage and replace with a ‘you are here location map’ and City of Busselton branding and logo and MRBTA logo and website.

 

City Officers have sought quotes for replacement of all signage and are now waiting for new Margaret River Busselton Tourism Association (MRBTA) branding to be published prior to new signage designs being finalised, ordered and installed. Officers recommend the cost for replacing the information bay signage be funded from the marketing budget up to a value of $5,000.

 

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 Officer Recommendation aligns 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

The total amount raised through the Commercial and Industrial and Holiday Homes Differential Rates in the City’s adopted 2020/21 budget is $1,293,439. At the 27 July 2020 Council meeting, Council resolved (C2007/070) to allocate $1,076,414 in the 2020/2021 budget specifically for marketing and events.

At its meeting on 9 September 2020, Council endorsed (C2009/110) the following allocations within the adopted 2020/21 events and marketing budget:

·        $786,414 towards event sponsorship,

·        $250,000 towards Marketing and Economic Development initiatives, and

·        $40,000 towards City run events.

 

Funds currently committed from the adopted 2020/21 events budget through multi-year funding agreements and round one of the Event Sponsorship Program totals $415,400 and a further $15,000 is allocated towards attracting CBD activation events. This leaves a balance of $356,014 towards round two of the Events Sponsorship Program and any further event attraction or initiatives.

 

Of the $250,000 adopted 2020/21 marketing budget, $120,000 is allocated to the Airport Marketing Reserve, $50,000 is allocated to the Busselton Performing Arts and Convention Centre (BPACC) and up to $12,000 is allocated to the update of the City’s Events Strategy, leaving a balance of $68,000 to be applied to marketing and economic development initiatives in the 2020/21 financial year.

Stakeholder Consultation

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

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

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

CONCLUSION

MERG has been established to assist officers in making 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 23 November 2020 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.’

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.

 


Council                                                                                      103                                                          9 December 2020

16.             Finance and Corporate Services Report

16.1           ADOPTION OF 2019-2020 ANNUAL REPORT

STRATEGIC GOAL

6. LEADERSHIP Visionary, collaborative, accountable

STRATEGIC OBJECTIVE

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

SUBJECT INDEX

Annual Report

BUSINESS UNIT

Corporate Services

REPORTING OFFICER

Manager Governance and Corporate Services - Sarah Pierson

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

Absolute Majority

ATTACHMENTS

Attachment a   2019-2020 Annual Report  

 

OFFICER RECOMMENDATION

That the Council:

1.         Accepts the 2019-2020 Annual Report as per Attachment A.

2.         Determines that the annual general electors’ meeting is to be held in the ‘Undalup Room’ at 2 Southern Drive Busselton on 8 February 2021 at 5.30pm.

 

EXECUTIVE SUMMARY

This report presents the City of Busselton 2019-2020 Annual Report (Annual Report) for Council acceptance in accordance with the Local Government Act 1995 (the Act) and seeks endorsement of a date for the holding of the annual general electors’ meeting.

BACKGROUND

The City produces an annual report of activities at the conclusion of each financial year, in accordance with the requirements of the Act (as outlined in the Statutory Environment section of this report). 

 

The City’s Annual Report provides information about the City’s progress over the financial year in respect of its priorities, as outlined in the Corporate Business Plan, and which contribute to achievement of the objectives contained in the Strategic Community Plan 2017 (Review 2019) (SCP).

OFFICER COMMENT

The Annual Report documents the City’s achievements for the 2019-2020 financial year, aligned by Key Goal Area of the SCP.  The report also provides a snap shot of core service delivery and reports on required statutory information. The report includes independent auditor’s letter in relation to their examination of the City’s financial statements. The full suite of the City’s financial statements, also presented for adoption at this Ordinary Council Meeting, will be included in the form of an inserted booklet / supplementary attachment. 

 

Upon adoption, hard copies of the Annual Report will be published. The Annual Report along with the Financial Report will be posted to the City’s website together to form a complete year-end report.  Availability of the Report will also be promoted on the City’s Your Say Busselton website and Twitter, Facebook and Instagram accounts.

 


 

The Annual Report has been prepared such that the annual general electors’ meeting can be held in accordance with section 5.27(2) of the Act, being no more than 56 days after the Council has accepted the annual report, with the date of Monday 8 February 2021 recommended.  That is later than previous years, with regulation changes, coupled with additional tasks required during the annual audit to address matters during the COVID-19 lockdown, causing a delay in receipt of the audited financial statements.  There was also some uncertainty until recently around a local government’s ability to hold electors’ meetings. 

Statutory Environment

Sections 5.53, 5.54, 5.55, and 5.55A of the Local Government Act 1995 describe the required content of a local government’s annual report and how to prepare, accept, give notice of and publish the report. 

 

In accordance with Section 5.53 the annual report is to contain:

·        a report from the mayor or president; and

·        a report from the CEO; and

·        an overview of the plan for the future of the district made in accordance with section 5.56, including major initiatives that are proposed to commence or to continue in the next financial year; and

·        the financial report for the financial year; and

·        such information as may be prescribed in relation to the payments made to employees; and

·        the auditor’s report prepared under section 7.9(1) or 7.12AD(1) for the financial year; and

·        a matter on which a report must be made under section 29(2) of the Disability Services Act 1993; and

·        details of entries made under section 5.121 during the financial year in the register of complaints, including:

·        the number of complaints recorded in the register of complaints; and

·        how the recorded complaints were dealt with; and

·        any other details that the regulations may require; and

·        such other information as may be prescribed.

 

Under Section 5.54, it is a statutory requirement that the Annual Report be accepted by an absolute majority of Council before 31 December each year.  The report must be published on the City’s website within 14 days of acceptance.

Section 5.27 of the Act requires that the annual general electors’ meeting be held within 56 days of acceptance of the Annual Report, upon the provision of 14 days’ notice.

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, with the cost of producing the Annual Report factored into the City’s annual budget.

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

Council may choose:

1.         Not to accept the Annual Report or to request changes to be made to the Annual Report, noting that Council are required to accept an Annual Report no later than 31 December and to hold an electors’ meeting no later than 56 days after this acceptance.

2.         To select an alternative preferred date for the annual general electors’ meeting, within the 56 day window.

CONCLUSION

The City of Busselton Annual Report 2019-2020 requires acceptance by an absolute majority of Council before being publicly released.  Council is also requested to endorse the proposed date for the annual general electors’ meeting.

TIMELINE FOR IMPLEMENTATION OF OFFICER RECOMMENDATION

A two-week statutory advertising period of the annual general electors’ meeting is required and will take place from Friday 22 January 2021 to Friday 5 February 2021. The annual general electors’ meeting will be held on Monday 8 February 2021.

 


Council

155

9 December 2020

16.1

Attachment a

2019-2020 Annual Report

 




















































 


Council                                                                                      157                                                          9 December 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   Current Running SAT Reviews as at 25 November 2020

Attachment b    20 October 2020 RCA BOARD Minutes

Attachment c    Correspondence from Minister for Environment - WA Recovery Plan  

 

OFFICER RECOMMENDATION

That the items from the Councillors Information Bulletin be noted:

17.1.1     State Administrative Tribunal Reviews

17.1.2     Regional Capitals Australia Board Meeting Minutes

17.1.3     Correspondence from Minister for Environment – WA Recovery Plan

17.1.4     Correspondence from Busselton Choral Society

 

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       State Administrative Tribunal Reviews

 

A summary of the current State Administrative Tribunal reviews is provided at Attachment A.

17.1.2       Regional Capitals Australia Board Meeting Minutes

 

A meeting of the Regional Capitals Australia Board was held on 20 October 2020. The minutes are provided at Attachment B. 


 

17.1.3       Correspondence from Minister for Environment – WA Recovery Plan 

 

Correspondence has been received from Hon Stephen Dawson MLC Minister for Environment informing the City works planned within the Environment Portfolio as part of the WA Recovery Plan. A copy of the correspondence is provided at Attachment C.

17.1.4       Correspondence from Busselton Choral Society

 

“The Busselton Choral Society wishes to thank you very much for your letter of 1 October 2020 enclosing a donation of $311 to assist with the purchase of a wheeled keyboard cover for our machine. The new cover has improved the image of our keyboard and will help to keep it safer during storage and travel.”

 

This funding was provided from the Donations, Contributions and Subsidies fund.  


Council

158

9 December 2020

17.1

Attachment a

Current Running SAT Reviews as at 25 November 2020

 



Council

162

9 December 2020

17.1

Attachment b

20 October 2020 RCA BOARD Minutes

 





Council

164

9 December 2020

17.1

Attachment c

Correspondence from Minister for Environment - WA Recovery Plan

 


 


Council                                                                                      165                                                          9 December 2020

18.             Motions of which Previous Notice has been Given

Nil

 

19.             urgent business

 

20.             Confidential Matters

Nil 

 

21.             Closure