MINUTES OF THE ORDINARY MEETING OF COUNCIL HELD IN THE
COUNCIL CHAMBERS ON Tuesday 25th September at 15:30pm
1. OPENING
1.1 DECLARATION OF OPENING
The Shire President welcomed all in attendance and declared the meeting open at 15.32pm.
1.2 RECORDING OF THOSE PRESENT
Cr K J Chappel President
Cr D J Coaker Deputy President
Cr D S Carslake
Cr D S Agar
Cr M J Thornton
Cr K P Stokes
Mr G R Treasure Chief Executive Officer
Mr D G Williams Deputy Chief Executive Officer
1.3 RECORDING OF APOLOGIES
Nil
1.4 LEAVE OF ABSENCE
Cr G R North was not present and had formally been granted leave of absence at the August 2012 Meeting of Council.
1.5 ANNOUNCEMENTS BY PRESIDENT WITHOUT DISCUSSION
Cr K J Chappel on behalf of Council thanked Mr Gavin Treasure for all of his work, efforts and endeavours in his 8 years as Chief Executive Officer for the Shire of Morawa.
Mr Gavin Treasure has been appointed to the Chief Executive Officer position titled Director, Mid West Development Commission. Mr Treasure’s appointment is effective from 17th October2012 for a term of three years.
1.6 VISITORS TO THE MEETING
Sargent Ron Pace Western Australia Police Force
2. PUBLIC QUESTION TIME
Sargent Pace enquired into the ownership of the St John Ambulance Centre as there was no override system in place to open the garage doors in the event of a power failure.
Sargent Pace was informed the centre was owned by St John Ambulance.
3. DECLARATIONS OF INTEREST
Cr D S Agar declared an interest in item 8.1.3
4. PREVIOUS MINUTES
4.1 Confirmation of Minutes 16th August 2012 – Ordinary Council Meeting
Moved: Cr K P Stokes
Seconded: Cr M J Thornton
CARRIED
6/0
4.2 Confirmation of Minutes 11th September 2012 – Special Council Meeting
Moved: Cr D J Coaker
Seconded: Cr D S Carslake
CARRIED
6/0
INTRODUCTION
A status report on progress of items requested by Council from previous meetings will be provided each month for Councillor’s information.
OFFICER’S RECOMMENDATIONS
It is recommended that:
The Status Report submitted to 25th September 2012 Meeting be received.
COUNCIL RESOLUTION
Moved: Cr K P Stokes
Seconded: Cr M J Thornton
That the Status Report submitted to 25th September 2012 Meeting be received.
CARRIED
6/0
Item No: 6.1
Subject: Accounts Due for Payment
Proponent: Finance Officer
Signature of Officer:
Signature of CEO:
File No: ADM 0135
Voting Requirements: Simple Majority
Meeting Date: 25th September 2012
INTRODUCTION
A list of accounts is attached for all payments made for the month of July 2012.
OFFICER’S COMMENT
Nil
FINANCIAL IMPLICATIONS
As per list of accounts hereunder
POLICY IMPLICATIONS
Nil
STRATEGIC IMPLICATIONS
Nil
OFFICER’S RECOMMENDATION
It is recommended that the list of accounts paid by the Chief Executive Officer under designated authority, represented by:
- Municipal EFT Payment Numbers EFT3966 to EFT4047 inclusive, amounting to $$619,784.95;
- Municipal Direct Debit Payments Numbers DD2632.1, DD2634.1, DD2636.1, DD2638.1, DD2640.1, DD2642.1, DD2644.1, DD2646.11 & DD2648.1 amounting to $14,046.74;
- Municipal Cheque Payments numbered 10591 to 110612 totalling $26,798.61;
- Payroll for July 2012
04/07/2012- $51,471.89
18/07/2012- $51,846.06
Be endorsed.
COUNCIL RESOLUTION
Moved: Cr D J Coaker
Seconded: Cr K P Stokes
That the list of accounts paid by the Chief Executive Officer under designated authority, represented by:
- Municipal EFT Payment Numbers EFT3966 to EFT4047 inclusive, amounting to $$619,784.95;
- Municipal Direct Debit Payments Numbers DD2632.1, DD2634.1, DD2636.1, DD2638.1, DD2640.1, DD2642.1, DD2644.1, DD2646.11 & DD2648.1 amounting to $14,046.74;
- Municipal Cheque Payments numbered 10591 to 110612 totalling $26,798.61;
- Payroll for July 2012
04/07/2012- $51,471.89
18/07/2012- $51,846.06
Be endorsed.
CARRIED
6/0
Item No 6.2
Subject: Reconciliations August 2012
Proponent: Manager Accounting & Finance
Signature of CEO
File No: ADM 0189
Voting Requirements: Simple Majority
Meeting Date: 25th September, 2012
INTRODUCTION
Local Government (Financial Management) Regulation 34 (1)(a) states that a Local Government must prepare financial statements monthly.
OFFICER’S COMMENT
The Shire of Morawa’s financial position is as follows:-
BANK BALANCES
The Bank Balances as at 1st September, 2012:-
- / Municipal Account / $500,248.38- / Trust Account / $ 24,767.26
- / Business Telenet Saver (Reserve) / $7,582,194.73
- / WA Treasury O/Night Facility (Super Towns) / $3,521,206.89
BANK RECONCILIATION BALANCES
The Bank Reconciliation Balances for 31th August, 2012 with a comparison for 31st, August 2011 is as follows:-
2011 / 2012Municipal Account # / $436,742.06 / $430,935.46
Trust Account / $61,161.33 / $24,767.26
Reserve Account / $4,628,278.94 / $11,103,401.62
RESERVE ACCOUNT
As at 31th August, 2012 Reserve Funds of $7,582,194.73 were invested with Bank of Western Australia in the Business Telenet Saver Account and $3,521,206.89 with WA Treasury O/Night Facility. Breakdown for July 2012 with a comparison for July 2011 is as follows:-
2011 / 2012Sports Complex Upgrade Reserve / $0.00 / $854,640.03
Land & Building Reserve / $335,868.55 / $4,777.93
Plant Reserve / $1,136,347.67 / $661,056.95
Leave Reserve / $81,193.80 / $84,777.91
Economic Development Reserve / $415,791.29 / $197,551.99
Sewerage Reserve / $0.00 / $481,079.65
Unspent Grants & Contributions Reserve / $456,285.81 / $35,793.90
Community Development Reserve / $841,261.73 / $3,182,338.66
Water Waste Management Reserve / $63,554,55 / $66,360.01
Future Funds Reserve / $1,209,591.10 / $1,262,985.45
Morawa Community Trust Reserve / $88,384.44 / $58,980.03
Aged Care Units Reserve / $0.00 / $331,316.79
Transfer Station Reserve / $0.00 / $360,535.43
S/Towns Revitalisation Reserve / $0.00 / $3,018,177.29
ST Solar Thermal Power Station Reserve / $0.00 / $503,029.60
Total $4,628,278.94 $11,103,401.62
STATUTORY ENVIRONMENT
Local Government Act 1995 and Local Government (Financial Management) Regulations
POLICY IMPLICATIONS
Nil
FINANCIAL IMPLICATIONS
As presented
STRATEGIC IMPLICATIONS
Nil
OFFICER’S RECOMMENDATION
It is recommended that the bank reconciliation report for 31st August, 2012 be received.
COUNCIL RESOLUTION
Moved: Cr D J Coaker
Seconded: Cr K P Stokes
That the bank reconciliation report for 31st August, 2012 be received.
CARRIED
6/0
Item No 6.3
Subject: Monthly Financial Statements
Proponent: Manager Accounting & Finance
Signature of CEO
Voting Requirements: Simple Majority
Meeting Date: 25th September, 2012
INTRODUCTION
Under the Local Government (Financial Management) Regulation 34(1) (a)
Local Government must prepare financial statements monthly.
COMMENT
The August Monthly Financial Activity Report/Variance Report and a copy of the schedules pertaining to Councils operations are provided under separate.
STATUTORY ENVIRONMENT
Local Government Act 1995 and Local Government (Financial Management) Regulations
FINANCIAL IMPLICATIONS
As presented
STRATEGIC IMPLICATIONS
Nil
OFFICER’S RECOMMENDATION
It is recommended that Council receive the Statement of Financial Activity Report/Variance Report and Schedules 3-14 for the reporting period 1st July- 31st August, 2012.
COUNCIL RESOLUTION
Moved: Cr D J Coaker
Seconded: Cr K P Stokes
That Council receive the Statement of Financial Activity Report/Variance Report and Schedules 3-14 for the reporting period 1st July- 31st August, 2012.
CARRIED
6/0
INTRODUCTION
A Strategic Plan Update and Progress Report is provided each month for Councillors information.
OFFICER’S RECOMMENDATION
It is recommended that:
The Strategic Plan Update and Progress Report for the 25th September 2012, Ordinary Meeting be received.
COUNCIL RESOLUTION
Moved: Cr D S Agar
Seconded: Cr D J Coaker
That the Strategic Plan Update and Progress Report for the 25th September 2012, Ordinary Meeting be received.
CARRIED
6/0
INTRODUCTION
The purpose of this report is for Council to endorse the attached plans for the construction and establishment of four (4) new single person aged living units located in Morawa.
ATTACHMENTS
Architectural concept design provided by Eastman Poletti Sherwood Architects
BACKGROUND INFORMATION
The Shire President and Chief Executive Officer met with representatives of Morawa Community Care Inc on 24th November 2010. Also in attendance was Architect, Mr Greg Eastman. The purpose of the meeting was to initiate discussion in an endeavour to reach agreement and advance progress towards the establishment of additional aged care living units in Morawa.
There are currently five (5) independent aged living units located and in operational occupancy in Morawa. The demand for access to these living units is greater than the actual units currently available. All units are managed by Morawa Community Care Inc with some units being co-owned by Department of Housing.
There is currently land available to develop up to four (4) additional single person aged living units between the existing units and the lock up garage compound. This land is currently under the direct control, care and responsibility of Morawa Community Care Inc.
Following the joint meeting, Morawa Community Care Inc agreed to appoint Mr Greg Eastman to prepare preliminary designs and cost estimates for the establishment of four (4) additional single person aged living units in Morawa. This information has been provided by the architect and is attached for Council’s reference.
OFFICER’S COMMENT
The estimated cost to develop the four (4) additional aged living units has been assessed at $830,000 (plus GST). Morawa Community Care Inc has $200,000 in built up cash reserves available for contribution towards this project.
In March 2011 Council resolved the following:-
COUNCIL RESOLUTION
That:-
1. Council approve the allocation of $300,000 from the Community Buildings Reserve towards a $760,000 project to establish four (4) new single person aged living units in Morawa.
2. The allocation provided in 1 above is dependent on the project gaining approval access to an additional $260,000 in external grant funds and the Morawa Community Care also committing $200,000 towards the project.
CARRIED
7/0
Council was successful with grant funding from Royalties for Regions Mid West Investment Plan to the value of $329,000, enabling the project to now have a budgeted cost of $830,000.
A final set of plans have been prepared by the architect (as attached) and require Council endorsement before going to tender.
STATUTORY ENVIRONMENT
Local Government Act 1995
POLICY IMPLICATIONS
Nil
FINANCIAL IMPLICATIONS
The project is fully funded if tenders are received to the allocated budget.
STRATEGIC IMPLICATIONS
The former Shire of Morawa Strategic Plan – Plan for the Future has the following adopted strategy:-
“Assist in establishing additional aged care accommodation adjacent to the Morawa / Perenjori Health Service.”
RISK MANAGEMENT
Morawa Community Care Inc may need to seek and gain Department of Housing support to allocate the full $200,000 in cash reserves into this project.
OFFICER’S RECOMMENDATION
It is recommended that:-
- Council endorse the attached plans for the construction and establishment of four (4) new single person aged living units located in Morawa.
- Council endorse the continued appointment of Eastman Poletti Sherwood Architects to manage the project, including tender arrangements.
COUNCIL RESOLUTION
Moved: Cr K P Stokes
Seconded: Cr D S Carslake
That:-
1. Council endorse the attached plans for the construction and establishment of four (4) new single person aged living units located in Morawa.
2. Council endorse the continued appointment of Eastman Poletti Sherwood Architects to manage the project, including tender arrangements.
CARRIED BY ABSOLUTE MAJORITY
6/0
INTRODUCTION
The purpose of this report is for Council to agree with Sinosteel Midwest Corporation Ltd (SMC) that Council will:-
1. Rehabilitate any disturbance incurred from the removal of the remaining Council owned iron ore fines stockpile at the Koolanooka Mine Site
2. Accept responsibility for the management of the tourist areas at the Koolanooka mine when they are safely reinstated at closure of the mine in the future
ATTACHMENTS
Letter of request from Sinosteel Midwest Corporation Ltd
Site plan for location of lookouts at Koolanooka Hills
BACKGROUND INFORMATION
In December 2005, the following outcomes were reached with SMC:-
· $700,000 for Sale of Freehold Land located at Koolanooka Hills (to be reacquired by the Shire at completion of mining for $1).
· $25,000 upfront contribution towards establishment of an Interpretative Viewing Lookout from Koolanooka Hills.
· $100,000 annual (+CPI indexed) Community Development Fund contribution payable quarterly in advance for period of DSO project (NB: initial $25,000 due at first truck departure from mine site).
· $2.37 million spent on upgrading of Shire roads i.e. Munckton Road, Morawa / Yalgoo Road (NB: SMC will also contribute $60,000 per annum as a sinking fund contribution towards the resealing of the above mentioned roads).
· $1.7 million worth of roadworks on Main Roads WA network.
The lookout was closed when the mining activity commenced for safety reasons and a new lookout established near the detritals waste dump (as detailed on the site plan).
OFFICER’S COMMENT
Discussions with SMC have provided the following:-
“The one marked “Look Out” is the original one on top of the hill with cover, signage etc. The one on the waste dump is the one setup for viewing whilst current activity is occurring.
The closure process at Koolanooka will be a staged scenario as follows:-
Stage 1 - Mining ceased & road haulage to Geraldton completed (approx. June 2013).
- Landform rehabilitation largely completed
- Non-essential infrastructure removed (e.g. some offices, workshop, crusher)
- Ongoing activity on site will include rehabilitation research trials, environmental monitoring, exploration activity, Orica movements
In terms of public lookout – the current lookout on waste dump will remain open to public whilst continued activity occurs on site.
Stage 2 – Mining at Blue Hills ceased (approx. end of 2016). Note: dependant on future mining plan based on exploration results.
- Final closure of site
- At this stage, if no further activity on site, the original lookout on top of Koolanooka Hill will be re-established, in consultation with Morawa Shire.
The purpose of the request for Council approval is to provide a resolution of Council as part of the closure plan for the mine. However this may be some time away as the proposed closure is ‘Dependant on future mining plan based on exploration results and the closure of Blue Hills in approximately 2016’.
STATUTORY ENVIRONMENT
Local Government Act 1995
POLICY IMPLICATIONS