COB-RGB

 

 

 

 

Council Agenda

 

 

 

28 July 2021

 

 

 

 

 


ALL INFORMATION AVAILABLE IN VARIOUS FORMATS ON REQUEST

city@busselton.wa.gov.au

 

 


CITY OF BUSSELTON

MEETING NOTICE AND AGENDA – 28 July 2021

 

 

 

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, 28 July 2021, 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

 

16 July 2021


CITY OF BUSSELTON

Agenda FOR THE Council MEETING TO BE HELD ON 28 July 2021

TABLE OF CONTENTS

 

ITEM NO.                                        SUBJECT                                                                                                                              PAGE NO.

1....... Declaration of Opening, ACKNOWLEDGEMENT OF COUNTRY 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 23 June 2021. 5

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

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

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

12..... Reports of Committee. 6

13..... Planning and Development Services Report. 7

13.1        APPLICATION FOR DEVELOPMENT APPROVAL DA20/1056 - SERVICE STATION - LOT 9052 (No. 210) NORTHERLY STREET, VASSE. 7

14..... Engineering and Work Services Report. 161

14.1        RFT 05/21 GREEN WASTE PROCESSING TENDER 2021-26. 161

14.2        RFT 11/21: PIPELINE AND PUMP STATION - DUNSBOROUGH NON-POTABLE WATER NETWORK, MEWETT ROAD, QUINDALUP. 166

15..... Community and Commercial Services Report. 172

16..... Finance and Corporate Services Report. 173

16.1        COUNCILLOR KELLY HICK - REMOTE ATTENDANCE. 173

17..... Chief Executive Officers Report. 176

17.1        COUNCILLORS' INFORMATION BULLETIN.. 176

18..... Motions of which Previous Notice has been Given.. 200

19..... urgent business. 200

20..... Confidential Matters. 200

21..... Closure. 200

 


Council                                                                                      5                                                                          28 July 2021

1.               Declaration of Opening, ACKNOWLEDGEMENT OF COUNTRY and Announcement of Visitors

 

2.               Attendance 

Apologies

 

Cr Lyndon Miles is an apology.

Approved Leave of Absence

 

Cr Kelly Hick is an approved Leave of Absence for this Ordinary Council Meeting.

 

3.               Prayer

 

4.               Application for Leave of Absence

A request for a Leave of Absence has been received from Cr Lyndon Miles for the Ordinary Council Meetings to be held on 28 July 2021 and 11 August 2021.

 

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 23 June 2021

Recommendation

That the Minutes of the Council Meeting held 23 June 2021 be confirmed as a true and correct record.

 

9.               RECEIVING OF Petitions, Presentations AND DEPUTATIONS

Petitions

Presentations

Deputations

 

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

 

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

 

12.             Reports of Committee

Nil


Council                                                                                      8                                                                          28 July 2021

13.             Planning and Development Services Report

13.1           APPLICATION FOR DEVELOPMENT APPROVAL DA20/1056 - SERVICE STATION - LOT 9052 (No. 210) NORTHERLY STREET, VASSE

STRATEGIC THEME

ENVIRONMENT - An environment that is valued, conserved and able to be enjoyed by current and future generations.

STRATEGIC PRIORITY

1.1 Ensure protection and enhancement of environmental values is a central consideration in land use planning.

SUBJECT INDEX

Development/Planning Application

BUSINESS UNIT

Statutory Planning

REPORTING OFFICER

Senior Development Planner – Policy - Stephanie Navarro

AUTHORISING OFFICER

Manager Environmental Services - Tanya Gillett

NATURE OF DECISION

Regulatory: To determine an application/matter that directly affects a person’s right and interests e.g. development applications, applications for other permits/licences, and other decisions that may be reviewable by the State Administrative Tribunal.

VOTING REQUIREMENT

Simple Majority

ATTACHMENTS

Attachment a   Development Plans

Attachment b    Traffic Technical Advice

Attachment c    Landscape Strategy Plans and Viewpoint Perspectives

Attachment d   Bushfire Management Plan

Attachment e    Schedule of Submissions

Attachment f    Schedule of Agency Submissions  

 

OFFICER RECOMMENDATION

That the Council determines:

 

A.        That application DA20/1056 submitted for a ‘Service Station’ at Lot 9052 (No. 210) Northerly Street, Vasse, is considered by the Council to be generally consistent with Local Planning Scheme No. 21 and the objectives of the zone within which it is located.

 

B.         That Development Approval is issued for the proposal referred to above (A) subject to the following conditions:

 

General conditions

 

1.         The development hereby approved shall be substantially commenced within two years from the date of this decision letter.

 

2.         The development hereby approved shall be undertaken in accordance with the signed and stamped Approved Development Plans except as may be modified by the following conditions.

 

Prior to commencement of any works conditions

 

3.         The development hereby approved, or any works required to implement the development, shall not commence until the following plans or details have been submitted to the satisfaction of the City and have been approved in writing:

 

3.1       Stormwater and groundwater management plan for the entirety of Lot 9052 to the satisfaction of DWER and the City (Advice note 7).

 

3.2       A Landscaping Plan which shall include details of a 30 metre landscaping buffer along the entire western lot boundary. Landscaping shall be of a sufficient height and density at maturity to screen the development from Bussell Highway to the satisfaction of the City.

 

The Landscaping Plan shall include a plant schedule nominating endemic species, planting distances, numbers, planting sizes, together with the anticipated height of each plant at maturity.

 

3.3       Further to Condition 3.2 above, arrangements shall be made for the 30 metre landscaping buffer to be developed by the landowner/applicant in accordance with an Approved Landscaping Plan and maintained for two summers (Advice note 8).

3.4       An exterior lighting plan which shall include the canopy, parking areas and entry/exit points (Advice note 9).

3.5       Details setting out a minimum number of 8 car parking bays to be provided on site (including 1 accessible bay). The parking areas, driveways and points of ingress and egress (including crossovers) shall be appropriately designed, constructed, drained and line marked.

3.6       Details setting out a minimum of one loading bay to be provided on site. The loading bay shall be appropriately designed, constructed, drained and line marked.

3.7       Details of the proposed bicycle parking facilities. The details shall include, as a minimum, the location, design and materials to be used in their construction.

3.8       Details of the proposed bin storage areas. The details shall include, as a minimum, the design and the materials to be used in their construction (Advice note 10).

3.9       Amended plans for the pylon signs with a maximum height of 6 metres.

3.10    Engineering drawings and specifications are to be submitted, and approved by the City and Main Roads WA, for an extension of the existing splitter island past the western driveway to prevent right turn movements into and out of this vehicle access point. 

3.11    Notification in the form of a section 70A notification, pursuant to the Transfer of Lands Act 1893 (as amended), is to be placed on the Certificates of Title of the lot advising the following:

This land is within a bushfire prone area as designated by an Order made by the Fire and Emergency Services Commissioner and is be subject to a Bushfire Management Plan. The approval of the Service Station is conditional upon the details contained within the Bushfire Management Plan (BMP) prepared by Bushfire Prone Planning dated 16 December 2020 and the accompanying Bushfire Risk Management Plan (BRMP).

A copy of the Certificate of Title with the section 70A notification registered against it, or Landgate lodgement receipt, is to be provided to the City.

 

 

Prior To Occupation/Use Of The Development Conditions

4.         The development hereby approved shall not be occupied, or used, until all plans, details or works required by Condition 2 and 3 have been implemented; and the following conditions have been complied with:

4.1      Crossovers are located and constructed to the City’s specifications.

4.2       The development being connected to reticulated sewerage.

4.3       The development being connected to reticulated water.

4.4      Landscaping shall be implemented in accordance with the approved Landscape Plan.

4.5       The proposed Landscaping Buffer shown on the approved Development Plans shall be vested in the Crown under Section 152 of the Planning and Development Act 2005, such land to be ceded free of cost and without any payment of compensation by the Crown.

Ongoing Conditions

5.         The works undertaken to satisfy Conditions 3 and 4 shall be subsequently maintained for the life of the development; and, the following conditions shall be complied with:

5.1      For the life of the development, any illuminated signs hereby approved shall:

a)        Not be of a light emission intensity to cause a traffic hazard or distraction to drivers on the adjacent public road or be confused with traffic signals; and

b)        Not flash, pulsate, chase, or otherwise cause a nuisance to occupiers of an adjoining site or the local area; and

c)         Not be animated; and

d)        Not be illuminated when the business is not operating.

5.2      The pylon signs shall be restricted to a maximum of 6 metres above natural ground level.

5.3      The approved Bushfire Management Plan shall be implemented and maintained in accordance with the approval details and any recommendations therein.

 

Advice Notes

 

1.         If the applicant and/or owner are aggrieved by this decision, there may also be a right of review under the provisions of Part 14 of the Planning and Development Act 2005. A review must be lodged with the State Administrative Tribunal, and must be lodged within 28 days of the decision being made.

 

2.         This Decision Notice grants development approval to the development the subject of this application. It cannot be construed as granting development approval for any other structure shown on the Approved Development Plans, which was not specifically included in this application.

 

 

 

3.         For the purposes of this condition, the term “substantially commenced” has the meaning given to it in the Planning and Development (Local Planning Schemes) Regulations 2015 as amended from time to time. Please note it is the responsibility of the applicant / owner to ensure that this development approval remains current and does not lapse.

 

4.         In accordance with the provisions of the Building Act 2011, and Building Regulations 2012, an application for a building permit must be submitted to, and approval granted by the City, prior to the commencement of the development hereby permitted.

 

5.         The Applicant is advised that the food storage, retail and preparation areas are to be designed and constructed in accordance with Food Act 2008, Food Regulations 2009 and the Food Standards Code Requirements.

 

6.         The Applicant is advised that the food business is required to be registered with the City of Busselton. A Food Business Notification / Registration Form is to be submitted for approval by an Environmental Health Officer (include a detailed sketch plan of fit out of premise) prior to operating the food business.

 

7.         Further to Condition 3.1, the applicant is advised that the stormwater and groundwater management plan shall address the following:

a)        Pre-development surface and groundwater regime for the small, minor, and major events; and

b)        Post-development surface and groundwater management criteria to be applied at the sub-catchment and proposed lot scale for the small, minor, and major events; and

c)         Measures to mitigate water quantity and quality risks to the Franklin Wetland and downstream receiving environment.

 

8.         Further to Condition 3.3, the Applicant is advised that an executed Legal Agreement, prepared at the full cost of the applicant, with the City will be required to satisfy this condition.

 

9.         Further to Condition 3.4, the Applicant is advised that lighting will be required to comply with any applicable Main Roads WA requirements and is not to cause a traffic hazard or distractions.

 

10.       Further to Condition 3.8, the applicant is advised that a suitable rubbish enclosure adequate to service the development is constructed and provided in accordance with the City of Busselton Health Local Laws 1997.

 

EXECUTIVE SUMMARY

The City has received an application for development approval for a proposed Service Station at Lot 9052 (No. 210) Northerly Street, Vasse. Due to the nature of the issues requiring consideration, the application is being presented to Council for determination, rather than being determined by City officers acting under delegated authority.

 


 

During the assessment of the application, the following issues that require consideration have been raised in relation to the application:

·        Zoning and land use permissibility;

·        Vehicle access and traffic;

·        Visual impact from Bussell Highway;

·        Height of pylon signs;

·        Bushfire; and

·        Environmental impacts.

 

Having considered the application, including submissions received, officers consider that the application is consistent with the City of Busselton Local Planning Scheme No. 21 (the ‘Scheme’) and the broader, relevant planning framework.

 

It is recommended that the application be approved, subject to appropriate conditions.

 

BACKGROUND

The Council is asked to consider an application for development approval for a proposed Service Station at Lot 9052 (No. 210) Northerly Street, Vasse. A copy of the development plans that the Council are being asked to consider for approval are provided at Attachment A.

 

Key information regarding the application is set out below:

 

1.         Landowner: Vasse Commercial Pty Ltd

 

2.         Applicant: Able Planning and Project Management 

 

3.         Site area: 5.8130 Ha

 

4.         General description of the site: Lot 9052 (No. 210) Northerly Street, Vasse (the Site) is located approximately two kilometres south-west from the Vasse neighbourhood centre. The Site is bound by Bussell Highway to the west and Northerly Street to the south with the surrounding land in these directions zoned Rural under the Scheme. Directly to the north of the Site is a Reserve (Recreation) which contains the Franklin Wetland. To the north of this reserve is the Vasse Light Industrial Area (LIA) (zoned Light Industry under the Scheme). The remaining land to the north-east of the site is zoned Urban Development and is planned, under a Development Guide Plan applicable to the area, to be developed for residential lots in the future.

 

5.         Current development/use: The Site is currently vacant however has formerly been used for grazing (Agriculture – Extensive) and associated residential development (Single House). 

 

6.         Brief description of proposed development: The applicant proposes a Service Station with three double sided refuelling bays for standard passenger vehicles and two double sided high-flow bays for larger diesel passenger vehicles and trucks, located under two separate canopies.

 

An ancillary retail building is also proposed that will be the point of sale for fuel purchases, sale of packaged petroleum, lubricant and motoring products, motor vehicle accessories and goods of an incidental or convenience nature, including basic food, snacks and non-alcoholic drinks. 


 

The retail building will have a commercial kitchen, servery, dry store, cool room and freezers, plus a dedicated staff toilet and office.  A unisex ambulant toilet and universal access toilet are provided for customers.

 

Parking will be provided for eight standard vehicles, including one accessible bay. Trucks will be accommodated in three large bays in the western portion of the Site.

 

Two vehicle access points are proposed along Northerly Street. The eastern vehicle access point is proposed to allow access and egress in both an easterly direction towards the Vasse neighbourhood centre and Vasse (LIA) and a westerly direction towards Bussell Highway. The western vehicle access point is proposed to be left-in only and will only provide access into the Site for vehicles approaching from the west, turning off Bussell Highway.

 

The applicant also proposes two illuminated pylon signs which will display brand advertising signage and mandatory fuel pricing. 

 

The proposal includes a 30 metre wide landscaping buffer along the entire length of the western lot boundary of the Site. This buffer will be located between the proposed development and Bussell Highway and, once suitably landscaped, will soften the visual impact of the development as viewed from Bussell Highway.

 

7.         Applicable Zoning and Special Control Area designations: The Site is located within the Urban Development zone and located within a Special Provisions Special Control Area (SP68) and Environmental Conditions Special Control Area.

 

8.         Land-use permissibility: Under the Scheme land use permissibility within the Urban Development zone is as per clause 3.4.3 of the Scheme which states as follows:

 

If the zoning table does not identify any permissible uses for land in a zone the local government may, in considering an application for development approval for land within the zone, have due regard to any of the following plans that apply to the land –

(a)       a structure plan;

(b)       an activity centre plan;

(c)       a local development plan.

 

The Site is subject to the Vasse Newtown Overall Structure Plan (Vasse Structure Plan) and the Vasse Light Industrial Estate Detailed Area Plan and is designated as a Reserve for Recreation under both. The applicable zoning under the Vasse Structure Plan, as well as the land use permissibility is discussed further in the officer comment section of this report below.

 

OFFICER COMMENT

During consultation on the application, a number of concerns were raised that are not considered to be relevant planning matters. The exercise of discretion when determining a development application should only take into account relevant considerations as identified within Clause 67 Consideration of application by local government, Schedule 2, Deemed Provisions of the Planning and Development (Local Planning Schemes) Regulations 2015 (the Regulations). The decision-maker has an obligation to exercise their statutory responsibilities appropriately and a decision is required to be based upon sound planning principles.

 

The matters to be given consideration which are relevant to this development application are outlined in the Statutory Environment section of this report, below. If an item or issue is not listed it is not deemed to be a valid planning consideration and therefore is not to be given regard in the determination of a development application. For example, while the improvement of the region, including ‘economic development’ is one of the broader aims of the Scheme, economic considerations, including the economic competition as well as demand for a development, are not listed under Clause 67 of the Regulations. Therefore, economic considerations per se should only be considered when setting the planning framework and not when making a determination on an individual development application. 

 

It is considered that the main planning issues relevant for detailed discussion in this report are as follows:

·        Zoning and land use permissibility;

·        Vehicle access and traffic;

·        Visual impacts from Bussell Highway;

·        Height of pylon signs;

·        Bushfire; and

·        Environmental impacts.

 

Zoning and Land Use Permissibility

In 2018 the City endorsed Amendment 28 (‘Omnibus 3’) to the Scheme. The intent of Omnibus 3 was to align the Scheme with the Regulations and consolidate the ‘Development’ and ‘Deferred Development’ areas. In relation to the Vasse Structure Plan area, Omnibus 3 re-zoned the developed portions of land in line with the applicable zoning under the structure plan and areas which had not yet been developed were re-zoned either Urban Development or Industrial Development in line with the Regulations. As part of Omnibus 3, which was subsequently gazetted on 16 February 2021, the Site was rezoned from ‘Deferred Vasse Development’ to ‘Urban Development.’

 

Land use permissibility within the Urban Development zone is detailed within Clause 3.4.3 of the Scheme which states as follows:

If the zoning table does not identify any permissible uses for land in a zone the local government may, in considering an application for development approval for land within the zone, have due regard to any of the following plans that apply to the land –

(a)       a structure plan;

(b)       an activity centre plan;

(c)       a local development plan.

 

Currently, under both the Vasse Structure Plan and the Vasse Light Industrial Estate Detailed Area Plan, the Site is designated as ‘Reserve for Recreation.’

 

In 2018, following the endorsement of Omnibus 3 by the City, the City progressed modifications to the Vasse Structure Plan. The purpose of these modifications was to align the structure plan with changes to the Scheme proposed as part of Omnibus 3. During consultation on these modifications, the City received a submission, on behalf of the owners of the Site, opposing to the identification of the Site as ‘Reserve for Recreation’. As there was never any intent that the modifications to the Vasse Structure Plan would propose substantive changes to existing land use zones, the Site remained ‘Reserve for Recreation’.

 


 

Notwithstanding the above, it is acknowledged that the reservation of the Site on the Structure Plan is somewhat of an anomaly as the land is not required to satisfy the minimum 10% provision of public open space across the Vasse Structure Plan area and in any case is poorly sited for such a purpose. A public open space (POS) audit has been prepared by DPLH for the current Structure Plan area. The schedule identifies 8.81% POS provision within the proposed Structure Plan, representing a shortfall of 1.19% relative to the standard Liveable Neighbourhoods allocation of 10%. However, the shortfall is offset by the over-provision of public open space across the endorsed Structure Plan area of 13% of the developable area.

 

A number of alternative land uses for the Site have been discussed and considered previously by City officers, DPLH and the landowner/landowner’s representative. Agricultural land uses were effectively ruled out, as were active recreation (sports ovals and the like) or conservation areas. The Site is not required for residential purposes (nor is the location of the Site ideal for this) as recent changes to the strategic planning framework for Vasse through the City’s Local Planning Strategy and the Leeuwin Naturaliste Sub-Regional Strategy identifies two planning investigation areas to guide the future expansion of Vasse.

 

The land is now recognised as being a potential extension to the Vasse LIA or ‘Business Park’ north of the Franklin wetland and west of Lynwood Street. A conceptual Local Development Plan for the Site has been prepared by the landowner, which shows the land zoned as Industry – Light, and has been informally discussed with City and Department of Planning, Lands and Heritage (DPLH) officers. To date, however, it is yet to be lodged as a formal application.

 

In relation to the consideration of a structure plan when determining a development application, clause 27 of the Deemed Provisions states as follows:

A decision-maker for an application for development approval or subdivision approval in an area that is covered by a structure plan that has been approved by the Commission is to have due regard to, but is not bound by, the structure plan when deciding the application.

 

In line with the above, while the Council is required to have consideration of a structure plan it is not bound by it when making a determination. It is considered, based on the above justification that the Site is not in a suitable location for a Recreation Reserve, that the Site would form a logical expansion to the Vasse Light Industrial area and that the approval of a Service Station in this location would be in keeping with orderly and proper planning principles.

 

Vehicle Access and Traffic

During consultation comments were received from Main Roads WA raising concerns in relation to the proximity of the proposed western vehicle access point to a future planned roundabout at the intersection of Northerly Street and Bussell Highway. Of particular concern are vehicles turning left into the Site from Northerly Street, after exiting the roundabout, given limited opportunity to signal on approaching the access, as well as potential conflict with between vehicles turning right out of the Site (from the western vehicle access point) and vehicles approaching the roundabout.

 

Following comments from Main Roads WA, additional technical advice in the form of a Technical Note was obtained by the applicant. In addition, clarification was provided that only left-in movements were proposed for the western vehicle access point. Subsequently, Main Roads WA advised that provided the western vehicle access point was left-in only, the risk with respect to rear end crashes as a result of vehicles turning left into the driveway was “minor”.

 


 

Both the applicant and Main Roads WA indicated that other left-in only vehicle access points have been approved in similar proximity to roundabouts in other locations. While these examples did not meet the Main Roads WA desirable standards they were accepted on the basis that they satisfied the minimum sight distance applicable for intersections and that a median was provided on the through road to manage the right-out movements. Main Roads WA subsequently recommended that, in order to prevent right turn movements into the western vehicle access point, the existing splitter island should be extended past the driveway.  Should approval be granted, it is recommended that this be imposed by way of condition.

 

In addition to the above, concerns were also raised during consultation regarding the impact of additional traffic along Northerly Street as a result of the development. A Traffic Impact Statement (TIS) prepared by a suitably qualified Traffic Engineer was submitted with the application. In relation to current and predicted traffic volumes along Northerly Street the TIS states as follows:

 

The latest traffic count data for Northerly Street indicates an average weekday traffic volume of 2,128 vehicles per day (vpd) in September 2016. According to WAPC Liveable Neighbourhoods, the indicative volume range for a Local Distributor Road is 3,000 to 5,000 vpd. The volume of traffic generated by the proposed fuel outlet has been estimated using standard vehicle trip generation rates from the Institute of Transportation Engineers (ITE) Trip Generation. The trip generation rate for standalone service stations are as follows:

•          Daily - 168.56 vehicle trips per fuel position.

•          Morning Peak hour - 12.16 vehicle trips per fuel position.

•          Afternoon Peak Hour - 13.87 vehicle trips per fuel position.

Based on the 9 fuelling positions, the fuel outlet would generate approximately 1517 vehicle trips daily, 109 vehicle trips during the morning peak hour and 125 vehicle trips during the afternoon peak hour.

Standard traffic generation rates suggest that approximately 56% of service station (with convenience stores) vehicle trips are “pass-by” trips which are trips that are already on the road network that would divert to the site and then continue on. This proportion is likely to be higher considering the relatively remote location of the site.

 

The net increase in traffic on the adjacent road network resulting from the development is therefore approximately 667 vehicles per day, 48 vehicles during the morning peak hour and 55 vehicles during the afternoon peak hour.

 

This volume of traffic is considered to be low to moderate and can be accommodated within the existing capacity of the road network.

 

Based on the above, the additional traffic generated by the proposed development along Northerly Street will not adversely affect the function or capacity of the road as a Local Distributor and is therefore acceptable. A copy of the TIS and Technical Note are provided at Attachment B of this report.

 

Visual impacts from Bussell Highway

The potential visual impact of the development as viewed from Bussell Highway was raised as a concern by the City. Clause 4.42 of the Scheme states as follows:

Development which is likely to contribute to ribbon development, the spread of town centres, or otherwise detrimentally impact the efficiency of or the rural and natural ambience of main or arterial roads will not be supported by the local government.

 

Following discussions with the City, the development has been designed to incorporate a 30 metre wide landscaping buffer along the entire western boundary of the Site. It is proposed, should development approval be granted, that this buffer be landscaped prior to the commencement of any works and ceded prior to occupation/use.

 

Based on the distance of the development from Bussell Highway, the existing vegetation that will be retained in the reserve to the north (which provides a high quality screen when travelling south along Bussell Highway) and the requirement for additional landscaping to be installed, it is considered that the visual impacts of the development will be sufficiently ameliorated.  This is demonstrated within the visual perspectives provided by the applicant at Attachment C.

 

Height of Pylon Signs

The development includes two proposed pylon signs being 12 metres in height. The proposed height of the pylon signs exceeds the maximum height requirements for ‘Pylon-Large’ signs permitted in any zone under Local Planning Policy 4.12 – Advertisements and Advertising Signs (LPP4.12). A review of recent pylon signs approved in association with various commercial development, including service stations, is summarised below:

·        Lot 16 (100) West Street, West Busselton – Service station approved by the Regional Joint Development Assessment Panel in March 2021 with a condition for a maximum height of 6 metres.

·        Lot 100 (No. 81 – 93) West Street – Service station approved by the Council in 2020 with a condition for a maximum height of 6 metres.

·        Lot 1 (99) Causeway Road, Busselton – Service station approved in 2017 with a condition for a maximum height of 6 metres.

·        Lot 11 (No. 88) Causeway Road, Busselton – Service station approved in 2015 with a pylon sign 5 metres in height.

 

In addition to the above, it is noted that within the Vasse Village Activity Centre Plan, the maximum height for pylon signage for the Service Commercial lots fronting on to Northerly Street is 6 metres. While the Vasse Village Activity Centre Plan is not applicable to this Site, the standards contained within are consistent with LPP4.12 and other approved Pylon Signs within the City.

 

Notwithstanding the justification submitted by the applicant, the 12m height of the proposed signs is not considered appropriate as it would contribute unnecessarily to visual clutter and pollution and would be contrary to the purpose set out within the LPP. It is further noted that a maximum height of 6m for these kinds of advertising signs is a long held policy position of the City with similar controls being defined in the City’s Signage Local Law prior to the introduction of an LPP in 2020 addressing the issue. It is therefore recommended that, should development approval be granted, a condition be placed on the approval limiting the height of both signs to 6 metres which is consistent with both the LPP and other similar signage within the area.

 

Bushfire

A Service Station is considered a “High-risk” land use under State Planning Policy 3.7 Planning In Bushfire Prone Areas (SPP3.7) and the Guidelines for Planning in Bushfire Prone Areas. A Bushfire Management Plan (BMP), including a risk management plan, prepared by an accredited Level 3 Bushfire Planning Practitioner was provided with the application and was referred to DFES for comment in accordance with SPP 3.7.

 


 

The Site is well serviced being in close proximity to the Vasse neighbourhood centre and it is proposed that the development will be connected to reticulated water. The Site is easily accessible from Northerly Street which provides access and egress from the Site in either an easterly direction towards the Vasse neighbourhood centre or westerly direction towards Bussell Highway.

Part 6.6 of SPP3.7 applies to consideration of High Risk land uses:

6.6 Vulnerable or high-risk land uses

6.6.1   In areas where BAL-12.5 to BAL-29 applies Subdivision and development applications for vulnerable or high-risk land uses in areas between BAL-12.5 to BAL-29 will not be supported unless they are accompanied by a Bushfire Management Plan jointly endorsed by the relevant local government and the State authority for emergency services. Subdivision applications should make provision for emergency evacuation. Development applications should include an emergency evacuation plan for proposed occupants and/or a risk management plan for any flammable on-site hazards.

 

The BMP indicates that the development can achieve a Bushfire Attack Level (BAL) of BAL-29 and will be able to maintain this BAL rating even within the installation of landscaping within the buffer along the western lot boundary. In accordance with SPP3.7, the BMP was referred to Department of Fire and Emergency Services (DFES) for comment. The only concern raised by DFES was in relation to the Asset Protection Zone (APZ) required to achieve BAL-29 projecting outside the future lot boundary to the north. From a statutory perspective, there is no ability to consider the subdivision of the parent lot as part of this development application. The applicant has agreed that, when the time comes for the structure planning of the Site, the lot boundaries will be designed to ensure the APZ is wholly within the Service Station lot.  A new BMP will be required with the new Structure Plan which can address this issue.

A copy of the Bushfire Management Plan submitted as part of the development application is provided at Attachment D.

Environmental Impacts

A number of concerns were raised during consultation regarding the impact the Service Station may have on the natural environment, more specifically the ground water and the wetlands in this area. The application has been referred to, and a submission received from, the Department of Health, Department of Water Environment and Regulations (DWER) and Department of Mines, Industry Regulation and Safety (DMIRS).

 

DMIRS identified no issues with the development and confirmed that the site will require a Dangerous Goods Licence before it can operate. The site requirements will be fully assessed during the Dangerous Goods Licence application process where it will be assessed against the relevant Australian Standards for compliance. The issuing of the Dangerous Good Licence will ensure that there will be no adverse effect of storing fuel on site such as fumes (vapour) or ground contamination.

The City is satisfied that this type of industry is regulated through DMIRS and that, subject to a suitable stormwater and groundwater management plan being prepared and implemented, the development will not have an adverse impact on the ground water and/or surrounding wetlands.


 

Statutory Environment

The key statutory environment is set out in the City of Busselton Local Planning Scheme 21 (Scheme), the Planning and Development (Local Planning Schemes) Regulations 2015 (Regulations), Schedule 2 of which is the ‘deemed provisions’, which also functionally form part of the Scheme. The key aspects of the Scheme and Regulations relevant to consideration of the application are set out below.

 

Zoning

The site is zoned ‘Urban Development’ under the Scheme.  The objectives of the Urban Development Zone area as follows:

Objectives

(a)       To designate land for future urban development and provide a basis for more detailed structure planning in accordance with this Scheme.

(b)       To provide for a range of residential densities to encourage a diversity of residential housing opportunities.

(c)        To provide for the progressive and planned development of future urban areas for residential purposes and for commercial and other uses normally associated with residential development.

(d)       To proactively plan for vibrant and attractive activity centres in urban areas developed along ‘main-street’ lines with activated public streets, high levels of pedestrian and civic amenity and a mix of public spaces including retail, commercial, café, restaurant, bar, entertainment, tourism and community uses.

(e)       To provide for a range of recreational, community, cultural and social facilities to meet the needs of a growing and diverse population.

(f)        To provide for the protection of natural areas and habitats within urban areas.

 

Land-use and permissibility

The proposed land use is defined as follows:

 

“Service Station” means premises other than premises used for a transport depot, panel beating, spray painting, major repairs or wrecking, that are used for:

(a)       the retail sale of petroleum products, motor vehicle accessories and goods of an incidental or convenience nature; or

(b)       the carrying out of greasing, tyre repairs and minor mechanical repairs to motor vehicles.

 

Land use permissibility within the Urban Development zone is detailed within Clause 3.4.3 of the Scheme which states as follows:

 

If the zoning table does not identify any permissible uses for land in a zone the local government may, in considering an application for development approval for land within the zone, have due regard to any of the following plans that apply to the land –

(a)       a  structure plan;

(b)       an activity centre plan;

(c)       a local development plan.

 

This matter is discussed further in the officer comment section of this report above.


 

Special Provision Area

The Site is subject to Special Provision Area Special Control Area (SP68) as outlined below:

5.3       SPECIAL PROVISION AREA

5.3.1.  Notwithstanding any other provisions of the Scheme, use and development of land identified on the Scheme map within a Special Provision area and specified in Schedule 3, shall be subject

SP68

Lot 9558 Napoleon Promenade, Lots 4000 and 9000 Yebble Drive, Lot 9521 Bussell Highway, Lots 9052 and 221 Northerly Street, Lot 461 Florence Road and Lot 250 Kaloorup Road, Vasse

(Amendment No. 28 – GG 16 February 2021)

Urban Development

Industrial Development

1.     Notwithstanding the requirement for a structure plan for land in a Development Zone a single integrated Structure Plan shall be required for the whole of Special Provision Area 68.

2.     Lot 221 Northerly Street, Vasse contains important environmental values including, but not limited to, poorly represented vegetation and habitat for Western Ringtail Possum (Pseudocheirus occidentalis) and Black Cockatoo species (Calyptohynchus latirostis, Calyptohynchus baudinii and Calyptohynchus bandsi naso). Future structure planning should require these environmental values to be retained, managed and protected for conservation purposes.

3.     For residential areas of SP68 a minimum front setback of 4 metres applies to dwellings and structures (excluding driveways) to facilitate provision of drainage.

 

In relation to point 1 above, see discussions regarding the requirement for an integrated Structure Plan in the officer comment section of this report above.

 

In relation to point 2, it is considered that the proposed development will not have a significant impact upon vegetation and habitat for Western Ringtail Possum (Pseudocheirus occidentalis) and Black Cockatoo species (Calyptohynchus latirostis, Calyptohynchus baudinii and Calyptohynchus bandsi naso). It is considered that the proposed landscaping within the vegetation buffer will provide opportunity to enhance supporting habitat for the species. 

 

Point 3 is not applicable to this site.

 

Environmental Conditions

The Site is subject to Environmental Conditions Special Control Area (EC1) as outlined below:

No.

Particulars of Land

Gazettal Date

Environmental Conditions

EC1

 

Portions of Sussex Locations 221, 241, 248 and Part 657 and Lots 1, 2, Part 3 and 173 Bussell Highway, Lot 175 Rendezvous Road, Lots 3, 37 and 174 Kaloorup Road, Part Lot 159, portion of Lot 160 and portion of Sussex Location 4324 Yallingup Siding Road and Part Sussex Location 5, portion of Sussex Location 5252 and Lot 20 Dowell Road, Vasse

October 15, 2004

1        Contamination

1-1     Areas of soil and groundwater contamination resulting from previous activities in the District Town Planning Scheme No. 20 Amendment No. 1 shall be identified and remediated to a standard suitable for the intended land uses.

1-2     Any subdivision or application for development approval for land in the District Town Planning Scheme No. 20 Amendment No. 1 that has been utilised for farming practices creating the potential for contamination shall be accompanied by a report of an investigation of the area to determine the nature and extent of any soil and groundwater contamination, to the requirements of the Department of Environment Regulation. 

 

The site is determined to be contaminated if substances occur in the soil or groundwater at concentrations above background levels and where assessment indicates it poses, or has the potential to pose, an unacceptable risk to human health or the environment.

1-3     If unacceptable soil or groundwater contamination is identified by the investigation referred to in condition 1-2, a remediation program shall be prepared and implemented and if necessary, a management plan shall be prepared, to the requirements of the Office of the Environmental Protection Authority, prior to subdivision.

1-4     The management plan referred to in condition 1-3 shall be implemented.

2        Wetland Management Plan

2-1     Prior to ground disturbing activities the developer shall prepare a Wetland Management Plan for the wetlands and buffers to meet the following objectives;

          "to maintain and, where possible enhance the integrity, functions and environmental values of the wetland".

          The Wetland Management Plans shall be prepared to the requirements of the responsible authority in consultation with the Office of the Environmental Protection Authority and on advice of the Department of Parks and Wildlife and the Department of Water.

          Each plan shall include -

          (i)     A description of the wetland including its ecosystem, attributes and values;

          (ii)    Management objectives, including the protection of the water regime that supports the wetland;

          (iii)   Management actions to ensure that the management objectives are achieved including control of access through fencing and paths.

          (iv)    Measures to ensure that where there are impacts to a wetland or its buffer caused by development then there will be a net gain in environmental value for the remaining wetland to offset these impacts;

          (v)     A monitoring programme, including definition of performance criteria and analysis procedures, to demonstrate whether the management objectives are being met;

 

          (vi)    Contingency plans to be implemented in the event that performance criteria are not met; and

          (vii)   Identification of responsibilities for implementation of the plan.

3        Drainage and Nutrient Management

3-1     Prior to ground disturbing activities, a Drainage and Nutrient Management Plan over the whole of the subject land to ensure that the rate, quantity and quality of water leaving the subject land will not adversely impact on Geographe Bay or wetlands on or in the vicinity of the subject land to the requirements of the local government with the concurrence of the Department of Water on advice from the Office of the Environmental Protection Authority.

          This plan shall incorporate -

          (i)     Water Sensitive Urban Design best management practices to achieve the best removal of pollutants and nutrients from surface water and groundwater discharges from the subject land;

          (ii)    Water Sensitive Urban Design best management practices to maximise stormwater detention on site;

          (iii)   Mechanisms to minimise erosion during and after the development phase;

          (iv)    Mechanisms to protect the water regimes of the lakes protected under the Environmental Protection (Swan Coastal Plain Lakes) Policy 1992 situated on and nearby the subject land, including water quality and water level; and to ensure that there shall be no direct drainage to the "Franklin" wetland from the proposed adjacent industrial area.

          (v)     A monitoring and reporting programme for nutrient concentration in surface water and groundwater discharges from the subject land;

          (vi)    Contingency measures to be implemented in the event that pollution and nutrient removal and stormwater detention are not achieving Water Sensitive Urban Design best practice; and

          (vii)  Identification of responsibilities for implementation of the Drainage and Nutrient Management Plan.

 


 

In relation to point 1, a contamination report is generally conducted when there are known prior contaminating land uses, or the site is identified on DWER’s contaminated sites database (this Site is not). Given the Site was previously used for grazing, with no evidence of intensive agriculture or other potentially contaminating land uses, a contamination report is not deemed necessary.  In addition, as no sensitive land uses (eg: dwellings) are proposed the risk to future users of the site, should contamination be present, is very low. 

 

In relation to points 2 and 3, the requirement for a Wetland Management Plan and a Drainage Nutrient & Pollutant Management Plan pre-date the current requirements under the Better Urban Water Management Manual and Guidelines. Following discussions with DWER, it is considered that the issues raised under points 2 and 3 can be adequately addressed through the provisions of a suitable stormwater and groundwater management plan that addresses the entirety of Lot 9052.  Water management across the whole of Lot 9052, rather than just the area to be developed for the Service Station, is required to be addressed as the development application is being considered forward of subdivision or structure planning, which is when the broad impacts of water management would ordinarily be considered.

 

The stormwater and groundwater management plan shall be required to address the following:

a)         Pre-development surface and groundwater regime for the small, minor, and major events; and

b)        Post-development surface and groundwater management criteria to be applied at the sub-catchment and proposed lot scale for the small, minor, and major events; and

c)         Measures to mitigate water quantity and quality risks to the Franklin Wetland and downstream receiving environment.

 

Clause 67 Consideration of application by local government

Clause 67 of the deemed provisions within the Regulations sets out matters to be given consideration by a local government in considering an application for development approval. The following matters are considered to be relevant to consideration of this application:

 

(a)       the aims and provisions of this Scheme and any other local planning scheme operating within the Scheme area;

(b)       the requirements of orderly and proper planning including any proposed local planning scheme or amendment to this Scheme that has been advertised under the Planning and Development (Local Planning Schemes) Regulations 2015 or any other proposed planning instrument that the local government is seriously considering adopting or approving;

(c)        any approved State planning policy;

(d)       Any environmental protection policy approved under the Environmental Protections Act 1986 Section 31 (d);

(e)       any policy of the commission;

(f)        any policy of the State;

(g)       any local planning policy for the Scheme area;…

(h)       any structure plan or local development plan that relates to the development;

(m)     the compatibility of the development with its setting including –

(i)        compatibility of the development with the desired future character of its setting; and

(ii)       the relationship of the development to development on adjoining land or on other land in the locality including, but not limited to, the likely effect of the height, bulk, scale, orientation and appearance of the development;

(n)       the amenity of the locality including the following —

(i)        environmental impacts of the development

(ii)       the character of the locality;

(iii)      social impacts of the development;   

 (o)      the likely effect of the development on the natural environment or water resources and any means that are proposed to protect or to mitigate impacts on the natural environment or the water resource;

(r)        the suitability of the land for the development taking into account the possible risk to human health or safety;

(s)       the adequacy of —

(i)        the proposed means of access to and egress from the site; and

(ii)       arrangements for the loading, unloading, manoeuvring and parking of vehicles;

(t)        the amount of traffic likely to be generated by the development, particularly in relation to the capacity of the road system in the locality and the probable effect on traffic flow and safety;

(u)       the availability and adequacy for the development of the following —  

(i)        public transport services; 

(ii)       public utility services;

(iii)      storage, management and collection of waste; 

(iv)      access for pedestrians and cyclists (including end of trip storage, toilet and shower facilities); 

(v)       access by older people and people with disability;

           (w)     the history of the site where the development is to be located;

(x)       the impact of the development on the community as a whole notwithstanding the impact of the development on particular individuals;

(y)       any submissions received on the application;…

(zb)     any other planning consideration the local government considers appropriate.

 

The proposal generally complies with the relevant provisions noted above.

 

Relevant Plans and Policies

A matters to be given consideration when determining a development application includes any applicable LPP, which in this instance include the following LPPs:

·        LPP 2.1 – Car Parking; and

·        LPP 4.12 – Advertisements and Advertising Signs; and

·        LPP 6.1 – Stormwater.

 


 

LPPs are prepared by a local government to provide additional information about the position that local government will take on certain planning matters. LPPs are not part of a local planning scheme and as such cannot impose any mandatory requirement upon development, however, they may provide guidance on the way in which proposals will be assessed and determined by that local government. LPPs must be consistent with the intent of the relevant local planning scheme provisions and must also be consistent with any relevant SPP.

Local Planning Policy 2.1 – Car Parking

Under LPP 2.1 there is no car parking standard for a Service Station. For similar applications the car parking standard for a Shop under LPP 2.1 is applied to the net lettable area (NLA) of the store associated with the development.

 

NLA is defined under the Regulations as follows:

net lettable area or NLA means the area of all floors within the internal finished surfaces of permanent walls but does not include the following areas —

(a)       stairs, toilets, cleaner’s cupboards, lift shafts and motor rooms, escalators, tea rooms and plant rooms, and other service areas;

(b)       lobbies between lifts facing other lifts serving the same floor;

(c)        areas set aside as public space or thoroughfares and not for the exclusive use of occupiers of the floor or building;

(d)       areas set aside for the provision of facilities or services to the floor or building where those facilities are not for the exclusive use of occupiers of the floor or building.

 

In this instance, the NLA for the tenancy is 154m2 which equates to 5.13 (6) car parking bays. The development proposes 8 car bays and therefore it is considered that there is sufficient car parking for the development provided on the Site.

 

Local Planning Policy 4.12 – Advertisements and Advertising Signs

Based on the nature of the development it is considered appropriate that the advertisement requirements applicable to the Light Industry zone be given due regard in the assessment of the development. It is noted that both ‘Pylon – Large’ and Wall advertising signs are proposed as part of the development application.

The requirements applicable to these types of signs in the Light Industry zone under the LPP are as follows:

·        Wall signage : Maximum 25% of the façade or 10m2 per tenancy, whichever is lesser.

·        Pylon – Large :

o   One per Lot – multitenancy sites should combine into one sign.

o   Maximum Height : 6m or the height of the associated building whichever is lesser.

o   Maximum Area : 10m2

o   Shall be located so as to not impede sightlines.

 

Further discussion regarding the Pylon – Large sign is provided within the officer comment section of this report above.

Local Planning Policy 6.1 – Stormwater

It is recommend that a condition for a Local Water Management Plan be prepared and submitted should development approval be granted.

Financial Implications

There are no financial implications associated with the officer recommendation.

Stakeholder Consultation

Public Consultation

Consultation on the proposed development was undertaken in the following manner:

·        Letters sent directly to surrounding landowners and the Vasse Joint Venture; and

·        Two signs erected on the lot; and

·        Notification placed in the local paper on 15, 22 and 29 January 2021; and

·        Development plans and information provided by the applicant were made available for public viewing on the City’s website via ‘Your Say’.

 

Consultation on the proposal concluded on 5 February 2021 with 14 public submissions received, including one on behalf of the Vasse Joint Venture, all of which raised concerns with the development.

 

The key concerns raised in the submissions are provided below:

·        Economic impact on existing service stations with the locality; and

·        Lack of need/demand for an additional service station in the locality; and

·        Proximity to, and environmental impact on, the Franklin Wetlands to the north of the Site; and

·        Concerns regarding traffic volumes.

 

These issues are addressed in the officer comment section of this report above. A complete schedule of all submissions is provided at Attachment E.

 

Agency Submissions

The proposed development was referred to the following agencies:

·        DMIRS;

·        DWER;

·        DPLH;

·        Department of Health;

·        Main Roads WA;

·        DFES; and

·        DBCA.

 

Submissions were received from all agencies with the key concerns raised by Main Roads WA in relation to potential conflict of the proposed western vehicle access point with a future proposed roundabout at the intersection of Bussell Highway and Northerly Street. A schedule of Agency submissions is provided at Attachment F and further discussions regarding the comments from Main Roads WA and DFES is provided within the officer comment section of this report above.

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:

1.         Refuse the proposal, setting out reasons for doing so; or

2.         Apply additional or different conditions.

 

CONCLUSION

Subject to the inclusion of relevant conditions, the proposal is considered appropriate to support and it is accordingly recommended for approval.

TIMELINE FOR IMPLEMENTATION OF OFFICER RECOMMENDATION

The applicant and those who made a submission will be advised of the Council decision within two weeks of the Council meeting.


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13.1

Attachment a

Development Plans

 





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Attachment b

Traffic Technical Advice

 





































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Attachment c

Landscape Strategy Plans and Viewpoint Perspectives

 






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Attachment d

Bushfire Management Plan

 














































































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Attachment e

Schedule of Submissions

 






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Attachment f

Schedule of Agency Submissions

 







 


Council                                                                                      164                                                                     28 July 2021

14.             Engineering and Work Services Report

14.1           RFT 05/21 GREEN WASTE PROCESSING TENDER 2021-26

STRATEGIC THEME

ENVIRONMENT - An environment that is valued, conserved and able to be enjoyed by current and future generations.

STRATEGIC PRIORITY

1.5 Implement best practice waste management strategies with a focus on waste avoidance, reduction, reuse and recycling.

SUBJECT INDEX

Tenders

BUSINESS UNIT

Waste and Fleet Services

REPORTING OFFICER

Manager Waste and Fleet Services - Mark Wong

AUTHORISING OFFICER

Manager Major Projects and Facilities - Eden Shepherd

NATURE OF DECISION

Contractual: To enter into a contract e.g. a lease or the award of a tender etc.

VOTING REQUIREMENT

Simple Majority

ATTACHMENTS

Attachment a   Published Under Separate Cover  Confidential Tender Evaluation Report RFT 05/21 Processing & Disposal of Green Waste

Attachment b    Published Under Separate Cover  Confidential Projected Cost of processing Green Waste for the next 12 months Based upon 2022/21 Volumes  

 

OFFICER RECOMMENDATION

That the Council:

1.         Pursuant to RFT 05/21 Processing and Disposal of Green Waste, accept the tender from T & D Boardman Group Pty Ltd, trading as Geospread, as the most advantageous tender (Successful Tenderer).

2.         Delegates power and authority to the Chief Executive Officer to negotiate and agree with the Successful Tenderer minor variations in accordance with Regulation 20 of the Local Government (Functions and General) Regulations 1996 (FG Regs).

3.         Subject to resolutions 1 and 2, authorises the CEO to enter into a contract with the Successful Tenderer for the supply of the relevant goods and services.

 

EXECUTIVE SUMMARY

The City of Busselton invited tenders under Request for Tender RFT 05/21 for Processing and Disposal of Green Waste (RFT 05/21). This report summarises the submissions received, and recommends that Council:

·        endorse the outcome of the evaluation panel’s assessment;

·        delegate power and authority to the CEO to negotiate and agree final terms and conditions with the Successful Tenderer T & D Boardman Group Pty Ltd, t/a Geospread (Geospread); and

·        enter into a contract for the Processing and Disposal of Green Waste.

 


 

BACKGROUND

Green waste is received at the City of Busselton waste facilities from residents, commercial businesses and from City operations, which includes green waste from reserve maintenance, construction sites and storm damage. The material is stockpiled until a sufficient quantity of material is received, before being processed (mulched) and transported off site to a suitable facility. High quality material is retained at the facilities for operations staff to use on the site or on the City’s reserves and construction sites. Materials transported off site are disposed at suitable facilities where the material is processed into commercial mulches.

 

RFT 05/21 was issued to be a direct replacement for RFT 06/14 Provision of Green Waste Processing and Recycling Services, which is due to expire in August 2021 and has had all options for extension exhausted. The tender comprised two tasks:

1.         Task 1 – Process Green Waste at the City’s Waste Facilities; and/or

2.         Task 2 – Remove from the Waste Facilities and Dispose of Processed Green Waste.

 

OFFICER COMMENT

RFT 05/21 was issued as a public tender on 6 March 2021 and closed at 2.00pm on 8 April 2021. The invitation to tender was advertised in ‘The West Australian’ newspaper and City of Busselton website.

 

The City received three compliant tender submissions from the following companies:

•          T & D Boardman Group Pty Ltd, t/a Geospread (Geospread)

•          Craneswest Pty Ltd t/a Western Tree Recyclers (Western Tree Recyclers)

•          Leeuwin Civil Pty Ltd (Leeuwin Civil)

 

Geospread and Western Tree Recyclers provided a response for both tasks, whereas Leeuwin Civil responded only for Task 2, the transport component (disposal of green waste).

 

Assessment Process

In accordance with the City’s procurement practices and procedures, tender assessments were carried out by a tender evaluation panel comprising City officers with relevant skills and experience.

 

The tender assessment process included:

·        Tenders received were assessed against relevant compliance criteria. The compliance criteria were not point scored. Each submission was assessed on a Yes/No basis as to whether each criterion was satisfactorily met. All tenders were deemed compliant.

·        The assessment of tenders against the following qualitative criteria; weighted according to the table below:


Criteria

Weighting

a)  Price

50%

b)  Relevant Experience

10%

c)  Local Benefit

5%

d)  Respondent’s Resources

20%

e)  Demonstrated Understanding

15%

 

The qualitative criteria were scored depending on the extent to which each tenderer was able to appropriately satisfy each criteria. Subsequently, the tendered prices were then accessed with the weighted qualitative criteria to determine the tender’s score, and which tenderer provides the most advantageous outcome to the City; based on principles of representing best value for money. That means that although price is a consideration, the tender containing the lowest price and / or the highest rank on the qualitative criteria will not necessarily be accepted by the City.

 

Summary of Assessment Outcomes

The outcome of the evaluation panel’s assessment was that Geospread was the highest ranked tenderer. Geospread tendered the cheapest price, displayed the most appropriate previous experience, and are supported by a fleet of machinery and vehicles that are deemed adequate for the contract. They also offer good support towards local community groups, with the supply of machinery and labour.

 

Although Western Tree Recyclers scored marginally higher than Geospread on qualitative aspects of the tender, this was not enough to outweigh the financial advantages of Geospread’s submission (see further Financial Implications section of the report).

 

Geospread are the incumbent supplier and have performed to a high standard over the past seven years, with no concerns raised over performance or safety over that time.

 

Evaluation Panel Recommendation

Based on the Evaluation Panel’s assessment and overall ranking of the tenders, it is recommended that Council accept the tender from T & D Boardman Group Pty Ltd, t/a Geospread, as the most advantageous to the City. Geospread, compared to the other tenderers, demonstrated they have:

·        Strong relevant experience in mulching and transporting green waste.

·        A comprehensive understanding of the operational requirements of the service.

·        The lowest price tenderer.

 

Statutory Environment

This tender is a five-year contract with extensions and the contract value is greater than $500,000. Therefore, in accordance with section 5.43(b) of the Local Government Act 1995 (the Act), read with Delegation 3J, the tender is required to go before the Council. 

 

In terms of section 3.57 of the Act, a local government is required to invite tenders before it enters into a contract of a prescribed kind under which another person is to supply goods and service. Part 4 of the Local Government (Functions and General) Regulations 1996:

·        Requires that tenders be publicly invited for such contracts where the estimated cost of providing the required goods and/or service exceeds $150,000; and

·        Under Regulations 11, 14, 18, 20 and 21A, provides the statutory framework for inviting and assessing tenders and awarding contracts pursuant to this process.

 

The officer’s recommendation complies with the above-mentioned legislative requirements.

Relevant Plans and Policies

The City's Purchasing Policy, its Occupational Safety and Health Policy and any other relevant policy to the tender, have been adhered to during the process of requesting and evaluating tenders.

Financial Implications

This contract is funded by the City of Busselton’s green waste processing budget. The 2021/22 draft budget contains an allocation of $196,000. Each year’s budget, for the remaining contract period, will be determined as part of the ordinary budget cycle, noting that the ongoing operational costs for this service have been included in the City’s 10-year Long Term Financial Plan.

 

The contract includes provisions for annual CPI rate increases subject to the tenderer applying, in accordance with the special conditions of contract.

 

Financial comparisons between the tender submissions were made using the quantities of green waste processed during the 2020/21 financial year, along with estimated downsizing hours and mobilisation events. Using this analysis, Geospread were the cheapest at a value of $173,851.50.  Further detail is provided in the confidential attachment.

 

The tendered rate for mulching green waste represents a 7.5% increase on the current rate in accordance with RFT06/14. The rate increase from 2014 to the current tender is considered to be reasonable.

 

Unlike the other two responses from contractors who were able to perform all aspects of the service requirement, the evaluation team was only able to assess Leeuwin Civil’s submission to Task 2. Under more detailed examination of the two (2) submissions for both Task 1 and 2, Geospread’s tender was financially more advantageous to the City than that of Western Tree Recyclers, for both the processing and disposal of Green Waste.

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’s recommendation has been undertaken using the City’s risk management framework, with the intention being to identify risks which, following implementation of controls, are identified as medium or greater. There are no such risks identified, with Geospread assessed as being capable of delivering the services to a suitable service level. 

Options

As an alternative to the proposed recommendation, the Council could award the tender to an alternative tenderer, in which case the City would pay substantially more for the services to be undertaken.

CONCLUSION

Geospread’s submission offers significant financial advantages for the City over the alternative tenders. Additionally, they have been the City’s contractor for the past seven years and have not presented any contractual defaults. For these reasons, Geospread are recommended to be awarded the tender as the Successful Tenderer.

TIMELINE FOR IMPLEMENTATION OF OFFICER RECOMMENDATION

The existing tender expires in August 2021. This replacement tender is designed to take over immediately from the existing tender, and will run for five years, with the option of two 1-year extensions at the City’s sole discretion.

 


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14.2           RFT 11/21: PIPELINE AND PUMP STATION - DUNSBOROUGH NON-POTABLE WATER NETWORK, MEWETT ROAD, QUINDALUP

STRATEGIC THEME

ENVIRONMENT - An environment that is valued, conserved and able to be enjoyed by current and future generations.

STRATEGIC PRIORITY

1.4 Respond to the impacts of climate change on the City’s coastlines through informed, long term planning and action .

SUBJECT INDEX

Tenders

BUSINESS UNIT

Operation and Works Services

REPORTING OFFICER

Parks and Gardens Coordinator - Bradley Reynolds

AUTHORISING OFFICER

Manager Major Projects and Facilities - Eden Shepherd

NATURE OF DECISION

Contractual: To enter into a contract e.g. a lease or the award of a tender etc.

VOTING REQUIREMENT

Simple Majority

ATTACHMENTS

Attachment a   Published Under Separate Cover  Confidential Tender Evalulation Report RFT 11/21  

 

OFFICER RECOMMENDATION

That the Council:

1.         Pursuant to RFT 11/21 Dunsborough Non-Potable Water Network (Stage 1), accept the tenders:

·        Total Eden Pty Ltd as being the most advantageous tender for the Pump Station and Tank Construction for the lump sum price of $254,833.00 and;

·        Polyfuse Pty Ltd as being the most advantageous tender for the Pipeline Construction for the lump sum price of $1,084,858.33.

2.         Delegates power and authority to the Chief Executive Officer to negotiate and agree with the Total Eden and Polyfuse minor variations in accordance with Regulation 20 of the Local Government (Functions and General) Regulations 1996, subject to such variations and the final terms not exceeding the overall project budget.

3.         Subject to resolutions 1 and 2, authorises the CEO to enter into a contract with Total Eden and Polyfuse for supply of the relevant goods and services.

 

EXECUTIVE SUMMARY

The City of Busselton invited tenders under Request for Tender 11/21 Dunsborough Non-Potable Water Network (RFT 11/21). RFT 11/21 called for respondents to:

(a)       Construct a pump station at the Sue Coal Bore site, Mewett Road, Quindalup.

(b)       Construct an additional water storage tank at the Tank site, Diamante Boulevard, Dunsborough Lakes.

(c)       Install an approximately 3km Pipeline Network from the Mewett Road, Quindalup Bore Site to the Diamante Boulevard Tank Site in Dunsborough Lakes.

 


 

This report summarises the submissions received, and recommends that Council:

·        Endorse the outcome of the evaluation panel’s assessment;

·        Delegate power and authority to the CEO to negotiate and agree final terms and conditions with the successful tenderers being Total Eden Pty Ltd and Polyfuse Pty Ltd;

·        Authorise the CEO to award the contract to Total Eden Pty Ltd to provide the requirements of the Pump Station and Tank construction component of the Tender; and

·        Authorise the CEO to award the contract to Polyfuse Pty Ltd to provide the requirements of the Pipeline Network component of the Tender.

 

BACKGROUND

Councillors will be aware of the ‘South-West Non-Potable Water Study’, led by the Department of Water and Environmental Regulation (DWER), which investigated and assessed non-potable water issues across the South West. In this study, titled ‘Options to Supply Water to Meet Green Space Irrigation Needs in the South-West 2015-2060’ (still awaiting final publication), Dunsborough was identified as an area experiencing ongoing and significant challenges.

 

Dunsborough has access to only limited available allocations of groundwater and is currently experiencing a shortfall of some 25 megalitres per annum; a shortfall predicted to rise to 528 megalitres per annum by 2060. It is therefore critical to establish a viable and sustainable non-potable water supply to meet those longer-term needs.

 

The Water Corporation (WC), in partnership with DWER and the City of Busselton, identified and assessed a range of potential non-potable water options for Dunsborough, including surface water, groundwater, and the re-use of wastewater. The groundwater option, even if lower quality and only available from the deeper Sue Coal Measures aquifer (water licences for the superficial Leederville aquifer have already been fully allocated), was selected as the best option for accessing non-potable water suitable for the irrigation of parks, sporting ovals and other green spaces (including, in time, potentially contributing to water supply for the Dunsborough Lakes Golf Course).    

 

In an earlier hydrogeological study commissioned by the City (‘HydroConcept’: January 2019) it was estimated that a total of 5-7 bores accessing the Sue Coal Measures may be required to address total anticipated irrigation water shortfalls in Dunsborough to 2060. These prospective well sites were identified within a bore field that was required to be situated east of the Dunsborough Fault, sufficiently inland from the coastline to mitigate potential problems associated with salinity, and far enough removed from existing Water Corporation bores already in operation in the Sue Coal Measures aquifer in Quindalup (so as to prevent draw down, or otherwise adversely influence or affect operational efficiencies).

 

Research undertaken during the development of the City’s ‘Sports & Recreation Facilities Strategy 2020-2030’ identified a need to build the ovals in the Dunsborough Lakes Sporting Precinct (Sporting Precinct) in the current 2020/2021 financial year in order to meet strong community and strategic planning demand. As such, a viable and sustainable provision of non-potable water is urgently required.

 

The bore drilling works associated with RFT 03/20 had the express aim of investigating the suitability and sustainability of an ongoing supply of non-potable water from the Sue Coal Measures aquifer to irrigate the proposed works for the Dunsborough Non-Potable Water Network Stage 1 (‘Stage 1’). The works for this exploratory/test and production bore have been completed, which has produced adequate quality water and supply for irrigation purposes.

 


 

Stage 1 will deliver a cost-effective solution for the construction of oval planned for the new Sporting Precinct. Stage 1 will be designed to allow for future expansion to deliver a climate-resilient non-potable water supply for the irrigation of playing fields and other recreational and landscaped public open spaces for the long-term.

 

Additional bores will need to be constructed to service the planned growth of ‘green infrastructure’ and predicted irrigation shortfalls in Dunsborough. The quality and required quantity of non-potable water discovered through the new production bore will enable a cost-effective and reliable supply of water to the Sporting Precinct, when combined with the limited quantity of locally available groundwater that has already been secured.

OFFICER COMMENT

The City issued RFT 11/21 by upload to TenderLink and received a total of 5 submissions as follows:

Pump Station and Tank Construction:

1.         Total Eden Pty Ltd

2.         Polyfuse Pty Ltd

Pipeline Network Construction:

1.         Polyfuse Pty Ltd

2.         Geographe Excavation and Underground Power

3.         RL Communications Pty Ltd

 

In accordance with the City’s procurement practices and procedures, assessments were carried out by an evaluation panel comprising City officers and an external panel member with relevant skills and experience. The assessment process included:

 

(a)       Assessing submissions received against relevant compliance criteria. The compliance criteria were not point scored. Each submission was assessed on a Yes/No basis as to whether each criterion was satisfactorily met. All tenders were deemed compliant; and

 

(b)       Assessing submissions received against the Qualitative Criteria and each Criteria was given a score in accordance with the rating scale detailed below.

Qualitative Criteria

Weighting

Relevant experience

10%

Local Benefit

5%

Demonstrated Understanding

20%

Tenderers Resources

10%

 

 


 

Summary of Assessment Outcomes

Of the two submissions received for RFT 11/21 (Pump Station and Tank Construction), Total Eden ranked first (1st) on the Qualitative Criteria and ranked first (1st) in the Weighted Cost Criteria, providing a well-documented and detailed submission.

 

Of the two compliant submissions received for RFT 11/21 (Pipeline Network Construction), Polyfuse ranked second (2nd) on the Qualitative Criteria, ranked first (1st) in the Weighted Cost Criteria and ranked (1st) overall, providing a well-documented and detailed submission.

 

This decision is based on the following:

·        The four (4) compliant submissions received were processed through to qualitative criteria assessment on the basis that all terms and conditions and mandatory requirements of RFT 11/21 had been met.  

·        The submissions were scored according to the qualitative criterion outlined above.

·        The net price was scored using the ‘Average Based Scoring Method’ recommended by WALGA in the ‘Local Government Purchasing and Tender Guide’.

·        The panel members individually assessed the qualitative criteria for each schedule, then met and applied an average to provide a final ranking. The scores were then added together to indicate the rankings.

Statutory Environment

In terms of section 3.57 of the Act, a local government is required to invite tenders before it enters into a contract of a prescribed kind under which another person is to supply goods and service. Part 4 of the Local Government (Functions and General) Regulations 1996:

·        Requires that tenders be publicly invited for such contracts where the estimated cost of providing the required goods and/or service exceeds $150,000; and

·        Under Regulations 11, 14, 18, 20 and 21A, provides the statutory framework for inviting and assessing tenders and awarding contracts pursuant to this process.

The officer’s recommendation complies with the above-mentioned legislative requirements.

Relevant Plans and Policies

The City's Purchasing, Regional Price Preference, Occupational Safety and Health, and Asset Management policies, and the City’s Engineering Technical Standards and Specifications were all relevant to RFT 11/21, and have been adhered to in the process of requesting and evaluating this tender.

Financial Implications

The construction of bores, which are a component of the ‘Dunsborough Non-Potable Water Network Project’, will be funded from a total project budget of $2 million, listed as C3223 ‘Dunsborough Non-Potable Water Network’ and endorsed in the 2020/21 and included in the draft 2021/22 Capital Works budget. 

 

The project budget is a combination of $1,000,000 secured from the Federal Government Grant ‘Drought Communities Program’ and $1,000,000 from the City of Busselton’s ‘Coastal and Climate Adaptation Reserve’.

 


 

The City of Busselton’s Federal Grant application provided an estimated project budget as detailed in the table below:

Eligible expenditure

Project cost

Other costs

$22,000

Materials

$1,600,000

Suppliers, consultants and contracted labour

$878,000

Equipment

$0

 

Total

$2,500,000

 

Current and known future expenditure is summarised in the table below (C3223 Dunsborough Non- Potable Water Network Project):

Task

Cost

Production and Monitoring Bore

$512,924.21

Pump Station and Tank Construction

$258,333.00

Pipeline Construction

$1,088,358.33

Western Power Quote (Design Only)*

$3,000.00

Current and Future Known Expenditure

$1,862,885.54

Remaining Budget

$137,114.46

* The Council should note that the City are awaiting final costings from Western Power to deliver three (3) phase power to the Mewett Rd Bore Site.

Stakeholder Consultation

City officers undertook consultation with the property owners in Lot 91 Mewett Road, Quindalup, with regard to the works associated with the tender.

Risk Assessment

An assessment of the potential implications of implementing the officer’s recommendation has been undertaken using the City’s risk management framework, with the intention being to identify risks which, following implementation of controls, are identified as medium or greater. There are no such risks identified, with the preferred tenderer(s) assessed as being capable of delivering the services to a suitable service level. 

Options

As an alternative to the proposed recommendation the Council could determine not to accept the tender from Total Eden as being the most advantageous to the City for the construction of the Pump Station and Tank, and award the construction of the Pump Station, Tank and Pipeline to Polyfuse as a complete contract.  This would incur an additional cost to the City and so is not recommended.

CONCLUSION

The submissions from Total Eden and Polyfuse are considered the most advantageous to the City.  It is therefore recommended that:

·        Total Eden be awarded the contract for the construction of the Pump Station and Tank resulting from RFT 11/21; and

·        Polyfuse be awarded the contract for the construction of the Pipeline Network resulting from RFT 11/21.

TIMELINE FOR IMPLEMENTATION OF OFFICER RECOMMENDATION

If endorsed by Council, it is expected the City will enter into contracts with Total Eden Pty Ltd and Polyfuse Pty Ltd on 2 August 2021. Both contracts are expected to be completed at the end of November 2021.


Council                                                                                      171                                                                     28 July 2021

15.             Community and Commercial Services Report

Nil


Council                                                                                      174                                                                     28 July 2021

16.             Finance and Corporate Services Report

16.1           COUNCILLOR KELLY HICK - REMOTE ATTENDANCE

STRATEGIC THEME

LEADERSHIP - A Council that connects with the community and is accountable in its decision making.

STRATEGIC PRIORITY

4.2 Deliver governance systems that facilitate open, ethical and transparent decision making.

SUBJECT INDEX

Council Meetings

BUSINESS UNIT

Governance Services

REPORTING OFFICER

Governance Officer - Melissa Egan

AUTHORISING OFFICER

Manager Governance and Corporate Services - Sarah Pierson

NATURE OF DECISION

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

VOTING REQUIREMENT

Absolute Majority

ATTACHMENTS

Nil

 

OFFICER RECOMMENDATION

That the Council:

1.         Approves Councillor Kelly Hick to attend the Ordinary Council Meetings on 24 August 2021 and 22 September 2021 by telephone or other means of instantaneous communication pursuant to regulation 14A(1) of the Local Government (Administration) Regulations 1996.

2.         To facilitate recommendation 1, resolves that the property of Councillor Kelly Hick in West Leederville, Western Australia, is a suitable place in accordance with regulation 14A of the Local Government (Administration) Regulations 1996.

 

EXECUTIVE SUMMARY

The purpose of this report is to seek Council’s approval of an arrangement which enables Councillor Kelly Hick to attend the Ordinary Meetings of Council on 24 August 2021 and 22 September 2021 by telephone or other means of instantaneous means of communication in accordance with regulation 14A of the Local Government (Administration) Regulations 1996 (the Regulations).

 

Council is also asked to consider Councillor Kelly Hick’s property in West Leederville, Western Australia, as a suitable place as defined by 14A(4) of the Regulations.

 

BACKGROUND

Councillor Hick provided written notice on 16 June 2021 that she is required to attend training in relation to her employment over several dates which coincide with scheduled Ordinary Meetings of Council. The training is being held in Perth, which prevents Councillor Hick from physically attending the stated council meetings. Councillor Hick will, however, be able to return to her property in Perth in sufficient time to attend the meetings by electronic means.

 

OFFICER COMMENT

Councillor Hick is seeking approval to attend two Ordinary Meetings of Council on 24 August 2021 and 22 September 2021 via remote attendance. This is to enable Councillor Hick to attend an accreditation training upgrade course being held in Perth, which is a continuing requirement of engagement of her contract services and her ability to generate an income. Councillor Hick will have sufficient time, after the course, to return to her Perth property on the specified dates and attend the Ordinary Meetings of Council remotely.

In accordance with 14A(1) of the Regulations, a person who is not physically present at a meeting is to be taken to be present:

(a)       if the person is simultaneously in audio contact, by telephone or other means of instantaneous communication, with each other person present at the meeting; and

(b)       the person is in a suitable place; and

(c)       the council has approved of the arrangement - by absolute majority.

 

A council cannot give its approval under 14(A)(1)(c) if to do so would mean that at more than half of the meetings of the council in that financial year, a person who was not physically present was taken to be present in accordance with this regulation. Councillor Hick has been physically present at all Council meetings (including Special and General Meetings of Electors) since 1 July 2020. With respect to the two meetings Councillor Hick is seeking approval to attend by electronic means, this will not constitute more than half of the meetings in the financial year ending 30 June 2022 (but would need to be taken into consideration should a similar arrangement be sought in the future).

 

Councillor Hick’s remote attendance will be facilitated through an audio and visual instantaneous connection with the meeting. If at any time during the meeting, Councillor Hick ceases to have this instantaneous connection, as per regulation 14A(3) of the Regulations, she will be deemed to be no longer taken to be present. If this occurs, the minutes of the meeting will record that Councillor Hick has left the meeting until such time she regains connection. Having used this practice previously, officers are comfortable that it will provide Councillor Hick sufficient connection and the ability to fully participate in the meeting with little impediment.

 

Councillor Hick has advised that, during the time of the meeting, she will be situated at her property located in West Leederville, Western Australia, which is approximately 224km from the location of the meeting in Busselton. The definition of “townsite” is an area that constitutes land, districts and townsites as defined by order of the Minister. West Leederville is a locality within the Town of Cambridge in the Perth metropolitan area and would sufficiently meet the requirements of “townsite” as defined.

 

Councillor Hick has provided assurances that she will be the sole occupant of her West Leederville residence and will be wearing a headset with microphone, which will provide sufficient privacy and maintain the confidentiality of the meeting with little impact on the running of the meeting.  It is therefore recommended by officers that Council approves Councillor Hick’s residence as a suitable place and approve her attendance by electronic means at the meetings on 24 August 2021 and 22 September 2021.

 

Statutory Environment

Regulation 14A of the Local Government (Administration) Regulations 1996 provides that:

 

(1)       Any person who is not physically present at a meeting of a council or committee is to be taken to be present at the meeting if –

(a)      The person is simultaneously in audio contact, by telephone or other means of instantaneous communication, with each other person at the meeting; and

(b)      The person is in a suitable place; and

(c)       The council has approved* of the arrangement.


 

(4)       Under this regulation –

suitable place [other in relation to a person with a disability]

(d)      … means a place that the council has approved* as a suitable place for the purpose of this paragraph and that is located –

(i)        In a townsite or other residential area; and

(ii)       150km or further from the place at which the meeting it to be held … measured along the shortest road route ordinarily used for travelling.

townsite has the same meaning given to that term in the Land Administration Act 1997 section 3(1).

* Absolute majority required.

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

As an alternative to the proposed recommendation, the Council could choose not to approve Councillor Hick’s property as a suitable place and/or not approve her attendance by electronic means at both or one of the meetings sought for approval. If this option was elected by Council, Councillor Hick may instead choose to apply for a leave of absence for any or all of the respective meetings.

CONCLUSION

Councillor Kelly Hick has sought approval from Council, under 14A of the Local Government (Administration) Regulations 1996, to attend two Ordinary Meetings of Council via remote attendance. Officers are of the opinion that the application meets the requirements under the Regulations and recommend the approval in accordance with the officer recommendation.

TIMELINE FOR IMPLEMENTATION OF OFFICER RECOMMENDATION

The officer recommendation will be implemented on the meeting dates specified.


Council                                                                                      177                                                                     28 July 2021

17.             Chief Executive Officers Report

17.1           COUNCILLORS' INFORMATION BULLETIN

STRATEGIC THEME

LEADERSHIP - A Council that connects with the community and is accountable in its decision making.

STRATEGIC PRIORITY

4.2 Deliver governance systems that facilitate open, ethical and transparent decision making.

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 is simply for information purposes and noting

VOTING REQUIREMENT

Simple Majority

ATTACHMENTS

Attachment a   Current Statutory Administrative Tribunal Reviews

Attachment b    Minutes Meeting June 2021 WALGA South West Country Zone

Attachment c    Letter from Department of Water and Environmental Regulation Endorsing Waste Plan

Attachment d   Letter from Hon. Mark McGowan Response to Congratulations

Attachment e    Letter from WALGA - Appointment of Regional Road Safety Advisor  

 

OFFICER RECOMMENDATION

 

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

17.1.1       State Administrative Tribunal Reviews

17.1.2       Minutes WALGA South West Country Zone Meeting 25 June 2021

17.1.3       Letter from Department of Water and Environmental Regulation

17.1.4       Minutes of the WALGA State Council Meeting 7 July 2021

17.1.5       Letter from Hon. Mark McGowan MLA

17.1.6       Letter from WALGA - Appointment of Regional Road Safety Advisor

17.1.7       Donations, Contributions and Subsidies Fund – June 2021

 

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

The current State Administrative Tribunal Reviews are at Attachment A.

17.1.2       Minutes WALGA South West Country Zone Meeting 25 June 2021

The Minutes of the South West Country Zone of WALGA meeting held on 25 June 2021 are at Attachment B.

17.1.3       Letter from Department of Water and Environmental Regulation

A letter from the Department of Water and Environmental Regulation, endorsing the City of Busselton Waste Plan, is at Attachment C.

17.1.4       Minutes of the WALGA State Council Meeting 7 July 2021

The Minutes of the Meeting of the WALGA State Council held on 7 July 2021 can be found at State Council Full Minutes July 2021.

17.1.5       Letter from Hon. Mark McGowan MLA

A letter from the Premier, Hon. Mark McGowan MLA, in response to the City’s congratulations on his re-election, is at Attachment D.

17.1.6       Letter from WALGA - Appointment of Regional Road Safety Advisor

A letter from WALGA advising of the appointment of the Regional Road Safety Advisor is at Attachment E.

17.1.7       Donations, Contributions and Subsidies Fund – June 2021

The Council allocates an annual budget allowance to the Donations, Contributions and Subsidies Fund. This is provided such that eligible groups and individuals can apply for and receive sponsorship to assist them in the pursuit of endeavours that bring benefit to the broader community.

 

Allocation of funds is delegated to the Chief Executive Officer, in accordance with the published guidelines and funding availability.

 

Six applications were received in June 2021, totalling $3,559.09, as outlined in the table below: 

 

Recipient

Purpose

Amount

Yallingup Boardriders Inc. (YBR)

YBR successfully sourced just over $10,000 in funding for 5 defibrillator units to be placed on DBCA ablutions at 5 popular surf breaks within the City. To meet the shortfall in funding for the units ($249 per unit) YBR requested the City's support to enable the roll out of defibrillator units to proceed. The project has no direct benefit to the club itself but will provide a broad impact throughout the local and visiting surfing community.

$1,245.00


 

Geographe Marine Research Ltd

Funds requested to cover the cost of their company launch event held at the Youth Community and Activities Building. The purpose of Geographe Marine Research Ltd is to conduct and promote more research into marine mammals that frequent the WA coast and to support and raise funds for more advanced research into hale migrations, particularly in Geographe Bay.

$305.00

Busselton Naturalists Club

Funds requested to assist with covering the cost of organising a 7km walk along the railway line near Tutunup to Wonnerup to commemorate the 150th anniversary of the Ballaraat steam engine. Funding provided to cover the cost of catering expenses as lunch will be provided for participants.

$500.00

AFL Masters Southwest

Funds requested to cover the cost of additional ablutions required at Sir Stuart Bovell Oval to accommodate 18 AFL Masters teams and spectators at the AFL Masters WA Carnival being held at Bovell Park during the June long weekend.

$909.09

Busselton and Dunsborough Dungbeetles Rugby Club

Hosting the Rugby WA Country Carnival during the June long weekend. Funding requested to cover the cost of PA hire and DJ services required for the event. The event attracted 5 teams from outside of Busselton to the event.

$350.00

Busselton Choral Society

Funds to assist with the cost of venue hire for the Choral Society’s annual Mid-year concert.

$250.00

June Total

$3,559.09

 


Council

179

28 July 2021

17.1

Attachment a

Current Statutory Administrative Tribunal Reviews

 



Council

183

28 July 2021

17.1

Attachment b

Minutes Meeting June 2021 WALGA South West Country Zone

 
















Council

196

28 July 2021

17.1

Attachment c

Letter from Department of Water and Environmental Regulation Endorsing Waste Plan

 



Council

197

28 July 2021

17.1

Attachment d

Letter from Hon. Mark McGowan Response to Congratulations

 


Council

198

28 July 2021

17.1

Attachment e

Letter from WALGA - Appointment of Regional Road Safety Advisor

 


Council                                                                                      199                                                                     28 July 2021

18.             Motions of which Previous Notice has been Given

Nil

 

19.             urgent business

 

20.             Confidential Matters

Nil 

 

21.             Closure