City of Wanneroo - Minutes of House Working Party Dated 1 September 1997
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MINUTES OF HOUSE WORKING PARTY MEETING - 1.09.97
CITY OF WANNEROO
MINUTES OF THE HOUSE WORKING PARTY HELD IN CONFERENCE ROOM 2, JOONDALUP CIVIC CENTRE, BOAS AVENUE, JOONDALUP ON MONDAY, 1SEPTEMBER 1997
ATTENDANCES
Councillors:L A EWEN-CHAPPELL - ChairmanCentral Ward
M E LYNN, JPSouth-West Ward
T W POPHAMSouth Ward
A G TAYLORSouth Ward
Chief Executive Officer:L O DELAHAUNTY
Director, Strategic Planning:R FISCHER
Marketing Manager:M BARCLAY
Council Steward:P DRAPER
Minute Clerk:S BRUYN
The Chairman declared the meeting open at 1803 hrs.
CONFIRMATION OF MINUTES
MINUTES OF HOUSE WORKING PARTY MEETING HELD ON 21 JULY 1997
MOVED Cr Lynn, SECONDED Cr Popham that the Minutes of the House Working Party Meeting held on 21 July 1997, be confirmed as a true and correct record. CARRIED
DECLARATIONS OF FINANCIAL INTEREST
Nil
PETITIONS AND DEPUTATIONS
Nil
ITEMS OF BUSINESS
OC32-09/97COUNCIL DINING ROOM AND BAR - [702-0]
At the 21 July 1997 House Working Party Meeting, it was resolved that the House Working Party give consideration to the formulation of a policy for use of the Councillors’ Dining and Bar Areas.
Discussion ensued.
MOVED Cr Lynn, SECONDED Cr Popham that it be recommended that as the House Working Party believes that there is adequate provision in the current policy to recognise community groups no further action be taken in relation to the formulation of a policy for use of the Councillors’ Dining and Bar Areas. CARRIED
OC33-09/97CIVIC CHAMBERS - ALTERATIONS TO BAR TO COUNCILLORS’ LOUNGE - [730-8-8-1]
Architectural details for the redesign of the Councillors’ Lounge Bar are presented for consideration of the House Working Party Committee.
Discussion ensued. Cr Taylor distributed a copy of an amended plan to the Committee for consideration.
Members suggested keys be issued to all Councillors, with a key to the side door of the kitchen being made available to the Council Steward, to enable the area to be secured at all times when not being used by Councillors.
MOVED Cr Popham, SECONDED Cr Lynn that it be recommended that the Director, Strategic Planning submit a further report to the House Working Party in relation to the proposal submitted by Cr Taylor. CARRIED
OC34-09/97CIVIC CHAMBERS - COUNCILLORS DINING ROOM, TABLES - [730-8-8-1
Options for alternative table layouts in Councillors’ dining includes the use of round tables. A layout is proposed for the Committee’s consideration.
Discussion ensued. Cr Lynn suggested the feasibility of using round table tops on the existing square tables be considered when new tables are required.
MOVED Cr Lynn, SECONDED Cr Popham that it be recommended that Council does not consider changes to tables used in the Councillors’ dining room and maintains the existing tables. CARRIED
OC35-09/97CIVIC CHAMBERS - LEVEL 3 KITCHEN DOOR TO DINING ROOM - [730-8-8-1]
A potential safety problem exists where the single door providing access between the kitchen and the dining room does not have a viewing panel. Arrangements have been made to install a viewing panel.
MOVED Cr Lynn, SECONDED Cr Popham that Report OC35-09/97 be received. CARRIED
OC36-09/97CIVIC CHAMBERS - KITCHEN DISHWASHER REQUIREMENTS - [730-8-8-1]
Use of the kitchen has shown that a dishwasher is essential for the proper efficient use of the kitchen. The Committee is advised that the works to install a suitable dishwasher have been instigated.
MOVED Cr Popham, SECONDED Cr Lynn that Report OC36-09/97 be received. CARRIED
OC37-09/97COUNCIL CHAMBER - PROVISION OF STEPS - [730-8-8-1]
The provision of steps from the public gallery to the floor of the Council Chamber would ease access for citizenship ceremonies. The cost is $2,460.00.
Discussion ensued. The Director, Strategic Planning advised of changes to the plan submitted for movable stairs to Council Chambers to allow for wheelchair access. He also advised that due to these changes, an adjustment to the total sum required would be made.
MOVED Cr Popham, SECONDED Cr Lynn that Council allocate funds for the provision of carpeted steps with handrails from the public gallery to the floor of the Council Chamber. CARRIED
OC38-09/97MAIL BOXES - ELECTED MEMBERS - [730-8-8-1, 702-3]
The House Working Party at its meeting held on 21 July 1997 requested that pigeon holes be provided in the Mayor’s foyer.
Consideration has been given to a proposed layout and it is submitted for the consideration of elected members.
Discussion ensued. The Committee suggested that the mail boxes be installed in either one of the Ward Rooms or the Photocopy Room.
REPORT RECOMMENDATION: That Council:
1approves the installation of mail boxes for elected members within the Mayor’s foyer in the layout as detailed in Attachment 1 of the report dated 25 August 1997 at an estimated cost of $3,500;
2in accordance with Section 6.8 (1) of the Local Government Act 1995, approves, BY AN ABSOLUTE MAJORITY DECISION, the unbudgeted expenditure in (1) above;
3notes that the expenditure in (1) above can be accommodated from surplus funds in Account No. 50095 - Building Construction - Joondalup Civic Centre.
MOVED Cr Lynn, SECONDED Cr Popham that a further report be submitted on a simplified design for the provision of mail boxes for Councillors. CARRIED
GENERAL BUSINESS
CATERING - [703-5, 703-1-9]
The Marketing Manager provided an update on the tenders received for the catering contract for the Councillors’ Dining Room.
She advised that six companies had attended a tour of the kitchen facilities and that the closing date for receipt of tenders was 9 September 1997.
SIGNAGE - COUNCILLORS’ DOORS - [730-8-8-1]
Cr Taylor requested an update on the proposed signage for the Councillors’ doors.
The Director, Strategic Planning reported on the present position in relation to this matter and commented that the proposed signage was near completion.
He suggested directional signage be considered for the lobby area, with events of the day and directions to the Conference Rooms being displayed.
Discussion ensued in relation to signage. The Chief Executive Officer referred to the parking layout and believed improved directions should be given to the public on the appropriate places to park, with signs also being displayed near the lift to provide direction to various rooms.
Cr Taylor expressed concern at the dangerous situation caused by the lack of a footpath leading from the basement area and queried whether a concrete path was proposed for this area.
The Director, Strategic Planning advised that the Director, Technical Services was investigating the issue of pedestrian access through this area and commented that he would inform him of these concerns.
WEATHER PROTECTION - BALCONY - [210-2]
Cr Taylor referred to the lack of protection on the roof of the Council building for Councillors and guests wishing to use this area for smoking and requested that costing be submitted on providing weather protection over the balcony area for inclusion in the 1998/99 budget.
HONOUR BOARDS - [702-0]
Discussion took place in relation to the proposed location for the honour boards.
The Director, Strategic Planning advised that he would submit proposals to the next meeting of the House Working Party on possible locations for the honour boards and photos of previous Presidents and Mayors.
WHITEBOARDS - [210-2]
Cr Ewen-Chappell queried the need for the provision of whiteboards in the conference rooms.
The Council Steward advised that whiteboards were supplied upon request.
The Director, Strategic Planning explained why another electronic whiteboard had been requested and advised that the existing electronic whiteboard is available upon request.
RESPONSIBILITY FOR PROVISION OF EQUIPMENT - [702-0]
Cr Ewen-Chappell referred to the various items of equipment supplied by the Council Steward for meetings and queried who was responsible for payment.
The Council Steward advised that costs would be allocated from the Members Account.
The Chief Executive commented that the various Business Units would be responsible for costs incurred if they requested refreshments or meals.
SECURITY - COUNCIL BUILDING - [210-2-5]
Cr Ewen-Chappell queried who was responsible for security in the Civic Chambers in the absence of the Mayor’s Secretary as she was concerned with the lack of security in this area.
The Chief Executive Officer advised that although the Council Steward worked in conjunction with the Mayor’s Secretary, the area was not always attended during the day.
Following discussion on security in this area, the Chief Executive Officer advised that a desk was proposed to be placed in a prominent position in the reception area and to be attended by a uniformed guard during all night meetings.
Following a question on staff access to this area by Cr Ewen-Chappell, the Chief Executive Officer advised that staff should only be present in the building if on official business.
MOBILE PHONE - COUNCIL STEWARD - [010-5]
Cr Lynn suggested that the Council Steward be provided with a mobile phone for security reasons.
MOVED Cr Popham, SECONDED Cr Lynn that it be recommended that Council provide the Council Steward with a mobile phone. CARRIED
There being no further business, the Chairman declared the Meeting closed at 1914 hrs, the following Councillors being present at that time:
COUNCILLORS:EWEN-CHAPPELL
LYNN
POPHAM
TAYLOR