TOWN OF CLAREMONT ORDINARY COUNCIL MEETING MINUTES TUESDAY 5 JUNE 2018
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TOWN OF CLAREMONT
ORDINARY COUNCIL MEETING
MINUTES
TUESDAY 5 JUNE 2018
Liz Ledger
CHIEF EXECUTIVE OFFICER
Date:
DISCLAIMER Would all members of the public please note that they are cautioned against taking any action as a result of a Council decision tonight until such time as they have seen a copy of the Minutes or have been advised, in writing, by the Council’s Administration with regard to any particular decision.
ORDINARY COUNCIL MEETING MINUTES 5 JUNE 2018
TABLE OF CONTENTS
ITEM SUBJECT PAGE NO
1 DECLARATION OF OPENING/ ANNOUNCEMENT OF VISITORS ........... 1
2 RECORD OF ATTENDANCE/ APOLOGIES/ LEAVE OF ABSENCE ........ 1
3 DISCLOSURE OF INTERESTS .................................................................. 1
4 RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE . 1
5 PUBLIC QUESTION TIME .......................................................................... 2
6 PUBLIC STATEMENT TIME ....................................................................... 3
7 APPLICATIONS FOR LEAVE OF ABSENCE ............................................ 4
8 PETITIONS/ DEPUTATIONS/ PRESENTATIONS ...................................... 4
9 CONFIRMATION OF MINUTES OF PREVIOUS MEETINGS ..................... 4
10 ANNOUNCEMENT OF CONFIDENTIAL MATTERS FOR WHICH
MEETING MAY BE CLOSED TO THE PUBLIC ......................................... 4
11 BUSINESS NOT DEALT WITH FROM A PREVIOUS MEETING ............... 4
12 REPORTS OF COMMITTEES ..................................................................... 5
12.1 AUDIT AND RISK MANAGEMENT COMMITTEE ........................... 5
12.1.1 ADOPTION OF THE INTEGRATED RISK MANANGEMENT
FRAMEWORK ........................................................................ 6
12.1.2 FINANCIAL MANAGEMENT REVIEW – MAY 2018 ............ 10
12.2 CLAREMONT TOWN CENTRE ADVISORY COMMITTEE............ 16
12.3 CEO RECRUITMENT COMMITTEE ............................................... 17
13 REPORTS OF THE CEO ........................................................................... 18
13.1 CORPORATE AND GOVERNANCE .............................................. 18
13.1.1 BUSINESS PARKING PERMITS ......................................... 18
13.1.2 DRAFT 2018-19 ANNUAL BUDGET .................................... 28
13.1.3 TOWN OF CLAREMONT WASTE AMENDMENT LOCAL
LAW 2018............................................................................. 35
Page (i)
ORDINARY COUNCIL MEETING MINUTES 5 JUNE 2018
13.2 INFRASTRUCTURE ....................................................................... 39
13.2.1 FORESHORE TREE PLANTING PUBLIC CONSULTATION
OUTCOME ........................................................................... 39
13.2.2 HENSHAW DRAIN BIORETENTION BASIN ....................... 42
13.3 PLANNING AND DEVELOPMENT ................................................ 51
13.3.1 LOT 1 AND 5 (16) RESERVE STREET CLAREMONT -
ADDITIONS AND ALTERTATIONS TO HERITAGE
DWELLING........................................................................... 51
14 ANNOUNCEMENTS BY THE PRESIDING PERSON ............................... 67
15 ELECTED MEMBERS’ MOTIONS OF WHICH PREVIOUS NOTICE HAS
BEEN GIVEN ............................................................................................. 68
16 NEW BUSINESS OF AN URGENT NATURE APPROVED BY THE
PERSON PRESIDING OR BY DECISION OF MEETING ......................... 68
17 CONFIDENTIAL MATTERS FOR WHICH THE MEETING MAY BE
CLOSED TO THE PUBLIC ....................................................................... 69
17.1 CEO RECRUITMENT COMMITTEE UPDATE ............................... 70
17.2 TOWN OF CLAREMONT DEPOT SITE RELOCATION ................ 71
18 FUTURE MEETINGS OF COUNCIL ......................................................... 72
19 DECLARATION OF CLOSURE OF MEETING ......................................... 72
Page (ii)
ORDINARY COUNCIL MEETING MINUTES 5 JUNE 2018
TOWN OF CLAREMONT
ORDINARY COUNCIL MEETING
5 JUNE 2018
MINUTES
1 DECLARATION OF OPENING/ ANNOUNCEMENT OF VISITORS
His worship the Mayor, Jock Barker, welcomed members of the public, press, staff and
Councillors, and declared the meeting open at 7:00PM.
2 RECORD OF ATTENDANCE/ APOLOGIES/ LEAVE OF ABSENCE
Mayor Jock Barker Town of Claremont
Cr Bruce Haynes East Ward
Cr Kate Main East Ward
Cr Jill Goetze South Ward
Cr Paul Kelly South Ward
Cr Peter Edwards West Ward
Cr Sara Franklyn West Ward
Cr Peter Browne, JP West Ward
Ms Liz Ledger (Chief Executive Officer)
Mr Les Crichton (Executive Manager Corporate and Governance)
Mr Saba Kirupananther (Executive Manager Infrastructure)
Mr David Vinicombe (Executive Manager Planning and Development)
Miss Sarah Hingston (Governance Officer)
16 members of the public
One member of the press
LEAVE OF ABSENCE
Cr Alastair Tulloch East Ward
APOLOGY
Cr Chris Mews South Ward
3 DISCLOSURE OF INTERESTS
NIL
4 RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE
NIL
Page 1
ORDINARY COUNCIL MEETING MINUTES 5 JUNE 2018
5 PUBLIC QUESTION TIME
Ms Heidi Hardisty – 12A Myera Street, Swanbourne
Item 13.2.2 Henshaw Drain Bioretention Basin
Q1. How will Option 3 impact on local groups? What are these local groups?
A1. The local group mentioned is the Friends of Lake Claremont. The impact
on them would be the assistance with planting should this option be
selected.
Q2. What is the area that the basin sized will be reduced if Option 3 is
chosen?
A2. The base area where the majority of nutrient stripping should occur would
only be moderately reduced, by up to 40m2. However, the total extents
of the basin visible to the public will be reduced by approximately 150m2,
by steepening the batters reducing the size of the sloped bank area, and
by constructing the boardwalk partially over the remaining batters.
Q3. How much area for native planting will be reduced if Option 3 is adopted?
A3. The sloped banks will not be planted to the extent planned previously
due to the steepening of the batters and being covered by the boardwalk.
The base area where the majority of nutrient stripping should occur would
be planted in its entirety, the sediment trap area immediately at the pipe
outlet would not be planted.
Page 2
ORDINARY COUNCIL MEETING MINUTES 5 JUNE 2018
6 PUBLIC STATEMENT TIME
Item 13.2.1 Foreshore Tree Planting Public Consultation Outcome
Mr Ken Bell – Unit 2, 42 Victoria Avenue, Claremont
Mr Bell spoke for the Officer’s Recommendation.
Item 13.2.2 Henshaw Drain Bioretention Basin
Ms Heidi Hardisty – 12A Myera Street, Swanbourne
Ms Hardisty spoke against the Officer’s Recommendation.
Mr Nick Cook – 108 Alfred Road, Claremont
Mr Cook spoke against the Officer’s Recommendation.
Ms Caroline Fullerton – 1 Elliott Road, Claremont
Ms Fullerton spoke against the Officer’s Recommendation.
Item 13.3.1 Lot 1 and 5 (16) Reserve Street Claremont – Additions and Alterations
to Heritage Dwelling
Ms Sally Anne Hasluck – 14 Reserve Street, Claremont
Ms Hasluck spoke against the Officer’s Recommendation.
Mr Roger Bartlett – 18 Reserve Street, Claremont
Mr Bartlett spoke against the Officer’s Recommendation.
Ms Jane Allen – 11 Walter Street, Claremont
Ms Allen spoke against the Officer’s Recommendation.
Ms Ariane Prevost – 575 Stirling Highway, Claremont
Ms Prevost spoke for the Officer’s Recommendation.
Page 3
ORDINARY COUNCIL MEETING MINUTES 5 JUNE 2018
7 APPLICATIONS FOR LEAVE OF ABSENCE
NIL
8 PETITIONS/ DEPUTATIONS/ PRESENTATIONS
NIL
9 CONFIRMATION OF MINUTES OF PREVIOUS MEETINGS
Moved Cr Browne, seconded Cr Kelly.
That the minutes of the Ordinary Meeting of Council held on 15 May 2018 be
confirmed.
CARRIED(79/18)
(NO DISSENT)
10 ANNOUNCEMENT OF CONFIDENTIAL MATTERS FOR WHICH MEETING
MAY BE CLOSED TO THE PUBLIC
Item 17.1 CEO Recruitment Committee Update and Item 17.2 Town of Claremont
Depot Site Relocation.
11 BUSINESS NOT DEALT WITH FROM A PREVIOUS MEETING
NIL
Page 4ORDINARY COUNCIL MEETING MINUTES 5 JUNE 2018
12 REPORTS OF COMMITTEES
12.1 AUDIT AND RISK MANAGEMENT COMMITTEE
Attachments: Audit and Risk Management Committee
Meeting Minutes 25 May 2018
Responsible Officer: Les Crichton
Executive Manager Corporate and Governance
Meeting Date: 25 May 2018
OFFICER RECOMMENDATION
Moved Cr Haynes, seconded Cr Kelly.
That the Minutes of the Audit and Risk Management Committee Meeting held on
25 May 2018 be received.
CARRIED(80/18)
(NO DISSENT)
Page 5ORDINARY COUNCIL MEETING MINUTES 5 JUNE 2018
12.1.1 ADOPTION OF THE INTEGRATED RISK MANANGEMENT FRAMEWORK
File Ref: RSK/00168
Attachments: Risk Management Framework (Attachment 1)
Responsible Officer: Les Crichton
Executive Manager Corporate and Governance
Author: Danielle Uniza
Senior Governance and Risk Advisor
Proposed Meeting Date: 5 June 2018
Purpose
To present the Integrated Risk Management Framework (‘IRMF’) for adoption.
Background
In 2014, Regulation 17 of the Local Government (Audit) Regulations 1996 was
introduced, requiring the Chief Executive Officer to review the appropriateness and
effectiveness of the Town’s systems and procedures relating to risk management,
internal control and legislative compliance. In response to this, the Town
commissioned an external review of its risk management practices in 2014. As a result,
the Town drafted its first Risk Management Framework in line with the International
Risk Management Standard AS/NZS ISO 31000: 2009. At its inception, the original
framework aimed to:
Identify the Town’s operational and strategic risks
Provide a quarterly report on the process of further actions identified to mitigate
risks, and
Catalogue the risks into a risk register.
This framework was then presented to, and adopted by, Council in December 2014.
While the framework suited its purpose at the time, changes in the legislative
landscape of the local government sector, and in the Town’s own strategic direction,
has warranted a renewed approach. As such, the Town has reviewed and revised its
risk management framework to achieve further objectives, such as:
Ensuring that the Town achieves its strategic objectives as set out in the
Claremont Ahead 2027
Highlighting areas of the Town’s risk profile that have the capacity to deliver the
maximum benefit or maximum harm, and to identify those areas which should
receive priority action
Ensuring the effective allocation of resources
Determining how risk should be reported to Council, the Audit Committee and
Risk Management Committee, and external auditors
Identifying and preparing for emerging risks, future events and change, and
Improving stakeholder confidence and trust.
Page 6ORDINARY COUNCIL MEETING MINUTES 5 JUNE 2018
Discussion
In line with Council’s adoption of its Strategic Community Plan (‘SCP’), Claremont
Ahead 2027, the need to do a full review of its current Risk Management Framework
has arose to better align its risk management practices with the SCP and other
informing documents.
The first version of the draft Integrated Risk Management Framework was presented
to the Audit and Risk Management Committee (‘ARMC’) at its meeting held on 9
February 2018, where it resolved the following –
That the item be deferred until the next meeting of the Audit and Risk Management
Committee.
The reason for deferral was to enable the Town to review the scoring within its
proposed Risk Level Matrix, and to give due consideration to further comments
regarding the Town’s Risk Appetite and categories. The IRMF has since undergone
several rounds of review and consultation, as follows:
Date Action
March 2018 Revision of the IRMF based on comments received from ARMC
March 2018 Meeting with LGIS (the Town’s insurers) to provide draft IRMF and
discuss the Town’s next steps for implementation
April 2018 IRMF reviewed by LGIS and comments (as included in Attachment
2) provided back to the Town
April 2018 IRMF is revised based on feedback received from LGIS
April 2018 Workshop with Executive Management Team (EMT) to review
proposed ‘Risk Appetites’
April 2018 Workshop with EMT to discuss and identify the Town’s ‘Risk
Appetite Statements’
May 2018 Final revision of IRMF with Risk Appetite Statements
Whilst most elements of the draft IRMF have remained the same, there are a few major
changes which have been made as follows:
1. Alignment of risk ratings across the different matrices within the IRMF to ensure
standardisation across the board
2. Replacement of the numeric ‘Risk Appetite/ Risk Tolerance’ approach with
qualitative ‘Risk Appetite Statements’ to ensure the Town’s boundaries and
parameters for risk-taking are clearly outlined
The revised IRMF was then re-presented to the ARMC at its meeting held on 25 May
2018 for review prior to submission to Council for consideration.
In recommending the Risk Management Framework, it agreed that the examples of
acceptable risks within the framework be clarified and detailed as risk tolerance levels
within the risk appetite for each key risk category.
Once adopted by Council, the Town will progress to the next stage of implementing
the IRMF through identification and assessment of its strategic risks, and recording its
existing controls within the Risk Register.
Page 7ORDINARY COUNCIL MEETING MINUTES 5 JUNE 2018
Past Resolutions
Audit and Risk Management Committee Meeting 25 May 2018, Resolution No. 05/18:
That the Audit and Risk Management Committee recommend Council adopt the draft
Risk Management Framework, as amended in Attachment 1.
CARRIED
Audit and Risk Management Committee Meeting 9 February 2018, Resolution No.
03/18:
That the Audit and Risk Management Committee recommend Council adopt the draft
Risk Management Framework as received.
MOTION TO DEFER
That this item be deferred until the next meeting of the Audit and Risk Management.
CARRIED
Ordinary Council Meeting 9 December 2014, Resolution No. 193/14:
That Council adopt the:
1. Draft Risk Management Framework
2. Draft Risk Categories
3. Draft Audit Committee of Terms of Reference
as presented.
CARRIED
Financial and Staff Implications
Resource requirements are in accordance with existing budgetary allocation.
Policy and Statutory Implications
Local Government Act 1995
Local Government (Audit) Regulation 1996 – cl.17
Communication / Consultation
In draft was reviewed by the Executive Management Team prior to review by the
ARMC.
Strategic Community Plan
Governance and Leadership
We are an open and accountable local government; a leader in community service
standards.
Demonstrates a high standard of governance, accountability, management and
strategic planning.
Urgency
N/A
Page 8ORDINARY COUNCIL MEETING MINUTES 5 JUNE 2018
Voting Requirements
Simple majority decision of Council required.
COMMITTEE RECOMMENDATION
Moved Cr Haynes, seconded Cr Kelly.
That Council adopt the Town of Claremont Integrated Risk Management
Framework as detailed in Attachment 1.
CARRIED(81/18)
(NO DISSENT)
Page 9ORDINARY COUNCIL MEETING MINUTES 5 JUNE 2018
12.1.2 FINANCIAL MANAGEMENT REVIEW – MAY 2018
File Ref: FIM/00070
Attachments: Moore Stephens Report – Financial
Management Review May 2018 (Attachment 1)
Responsible Officer: Les Crichton
Executive Manager Corporate and Governance
Author: Hitesh Hans
Manager Finance
Proposed Meeting Date: 5 June 2018
Purpose
To present to Council the outcome of the Financial Management Review (‘FMR’) May
2018 and note the appropriateness and effectiveness of the Town’s financial
management systems and procedures.
Background
The Local Government Act 1995 and associated regulations requires the Chief
Executive Officer to review the appropriateness and effectiveness of the Town’s
financial systems. This review is to be undertaken no less than once in every four
financial years, with the outcomes of the review to be reported to the Council.
In addition to the annual audit, the Town has engaged its Auditors to undertake an
annual Financial Management Review for each year of its appointed three years (2015-
16 to 2017-18). The previous FMR review under this arrangement was completed in
May 2017 and presented, with management’s response, to the Audit and Risk
Management Committee on 6 October 2017, and at the Ordinary Council Meeting held
on 17 October 2017.
The Auditor conducted the FMR for the period 1 July 2017 to 28 February 2018.
At its meeting of 25 May 2018 the Audit and Risk Management Committee reviewed
the ‘Financial Management Review May 2018’ report, together with the management
responses and resolved:
That the Audit and Risk Management Committee:
1. Receives Financial Management Review May 2018 Report, and
2. Recommends Council
a) Notes the results of the Chief Executive Officer’s review of the
appropriateness and effectiveness of the Town’s financial management
systems and procedures, and
b) Notes management’s response and action to address identified
improvement areas.
Discussion
As detailed within the conclusion of the independent reviewer’s report, the auditors
confirmed that the Town maintains appropriate and effective financial management
systems and procedures.
Page 10ORDINARY COUNCIL MEETING MINUTES 5 JUNE 2018
The review examined the following 22 areas, five had matters noted for improvement
with varying risk assessments.
A summary of each finding, including the Auditor’s recommendations (contained in
boxes), is provided together with management’s response below:
1. Purchases, Payments and Payables (Including Purchase Orders)
Purchase orders were raised after the supplier invoices on four occasions (Risk Rating
- Moderate)
All authorised officers should be ‘reminded’ of the need to ensure purchase orders are
raised prior to the time of authorising works/ services or ordering goods. This will help
to ensure goods/ services have been appropriately ordered and authorised, and also
assists ensuring a responsible budget.
Management Comment
The process for each of the four items was in accordance with the Town’s Procurement
Policy LG509. Three were approved through the tender process and one through the
Request for Quote process RFQ and as such approved prior to the invoice date. In
these instances, purchase orders (PO’s) were issued after the invoice date with
Officer’s on the understanding that the award of a tender or formal quote was sufficient
authorisation.
Regular reminders to staff on the issuing of PO’s has been updated to clarify the need
to issue a PO irrespective of a tender or formal quote being accepted and advised.
2. Credit Cards
The number of credit cards issued is considered excessive (Risk Rating – Moderate)
The Town has 20 credit cards on issue. Given the size of the Town and the sensitivities
surrounding credit cards, we consider this number to be excessive.
We are aware of increased concerns over the usage of credit cards within the Local
Government industry in Western Australia (including by the Department of Local
Government). As a consequence, we have had a specific focus on credit cards.
Whilst we acknowledge that the Town’s existing controls and policies surrounding
credit cards appear to be adequate, having twenty cards on issue compromises the
level of payment controls.
To help ensure stronger controls over credit card usage, the number of credit cards
held should be reviewed and guidelines established to streamline the number on issue.
Management Comment
The Auditors have also acknowledged the Town’s processes and controls issue and
use of purchase cards is satisfactory. The number of credit cards allocated is
determined by the need to:
Ensure all small purchases are properly accounted for through a transparent
system,
Reduce the reliance on petty cash systems (petty cash removed from five
locations with introduction of credit cards), and
Increase efficiency of smaller purchases through purchase cards instead of
accounts payable system.
Page 11ORDINARY COUNCIL MEETING MINUTES 5 JUNE 2018
The Town currently has 18 purchase cards (1 has recently been cancelled and 1
belongs to the social club).The credit cards system requires each payment to be
authorised by the employee’s manager/supervisor and all credit card purchases are
presented to Council as part its monthly submissions of payments.
Currently, the monthly credit card limit for the CEO, Executive’s and other Manager’s
is set at $10,000, $5,000 and up to $3,000 respectively. As a measure of reducing risk,
each purchase card carries a transaction limit of $500 and requires pre-approval for
purchases over $500.
An analysis of the Town’s credit card transactions for the last 12 months has been
completed and shows:
There were 1,398 purchase cards transactions
The combined purchase card total was $160,021 (average purchase of $115
per transaction)
1,312 (95%) of all transactions were below $500 and 1,007 (73%) under $100.
Corporate credit cards are regularly used by most of the staff members
The average number of transaction/ purchases for all the card holders is 70 for
the period
Use of credit card system:
o assists a faster receipt of goods and services
o reduces need for staff to incur minor business expenditure using their
own funds (and seeking reimbursement through petty cash systems)
o provides a more cost and time effective purchase mechanism than
cheque, eft or reimbursement methods for low value transactions
o provides a central and auditable record all transactions and approval.
This was further enhanced in October last year with the system capturing and retaining
with the transaction record a digital image of the tax invoice/receipt. This also reduces
printing costs and removes the requirement to hold paper records.
The Office of the Auditor General (OAG) recently completed a focus area audit on
controls over corporate credit cards within the local government sector. They audited
eight local governments (big, small, regional and metropolitan) and presented their
findings in a report to Parliament.
While the report outlined that the OAG found that overall policies and administrative
systems for managing corporate credit cards were appropriate, they provided the
following recommendations in response to their findings.
Local governments should:
a) ensure policies specify requirements for all key credit card processes
b) keep adequate records of all card transactions, including information that
describes the nature/purpose of the expenditure and evidence of review and
approval
c) cancel redundant cards in a timely manner to avoid loss and/or misuse of cards
d) regularly monitor outstanding transactions to identify and follow up on long
outstanding un-acquitted transactions
e) ensure senior management periodically review credit card use, to confirm
compliance with policies and to identify any abnormal trends. The results of
these reviews should be documented and retained.
Page 12ORDINARY COUNCIL MEETING MINUTES 5 JUNE 2018
Administration has reviewed its policies and processes against the recommendation
and confirm:
Council policies and work procedures detail the Town’s requirements on
provision and use of cards, transaction coding and detail, and transaction
approvals.
The credit card system holds all records for each transactions, requires
transaction description and coding for acquittal, and segregates transaction
makers from transaction approvers, including the CEO.
Card list is reviewed by two card administrators each month to ensure redundant
cards are cancelled. Human Resource exit procedures include return of cards
to the Town.
Outstanding accounts are monitored each month to ensure transaction
description, coding and approval is finalised. This is required to capture within
the Town’s financial system to provide monthly financial reports to Council
A review of credit card use was provided to the Audit and Risk Management
Committee at its November 2017 meeting and again in response to this item.
Further reviews will be undertaken in September and March of each year.
It was interesting to note the OAG’s report made no recommendation as to the number
of cards issued.
3. Minutes and Meetings
The Minutes of the Council meetings were not always signed when confirmed (Risk
Rating – Minor)
The minutes of the Ordinary Council meetings held on 12th December was not
signed by the person presiding at the next meeting at which the minutes were
confirmed as required by Section 5.22(3) of the Local Government Act 1995.
Management Comment
A checklist has been implemented within the Governance unit to ensure the minutes
are signed once confirmed by Council.
4. Register (Including Annual and Primary Returns)
Annual Return contained blank section (Risk Rating – Minor)
One Councillor’s return (the responsibility of which rests with the individual
completing them) contained sections which were left blank.
Management Comment
Additional reminders will be issued to all persons who are required to complete a
Primary or Annual Return on the need to leave no blanks.
5. Information Technology General Environment
No documented business continuity and recovery procedures in place (Risk Rating –
Minor)
The Town does not have documented procedures relating to business continuity and
recovery in the event of a disaster in place.
Management Comment
Page 13ORDINARY COUNCIL MEETING MINUTES 5 JUNE 2018
Preparation of the plan is continuing for completion by 30 June 2018.
Past Resolutions
Ordinary Council Meeting 17 October 2017, Resolution 147/17:
That Council
1. Receives Financial Management Review April 2017 Report, and
2. Notes:
a) the results of the Chief Executive Officer’s and staff review of the
appropriateness and effectiveness of the Town’s financial management
systems and procedures.
b) management’s response and action to address those areas identified for
improvement.
Financial and Staff Implications
NIL
Policy and Statutory Implications
Local Government Act 1995: Division 4 - General Financial Provisions
Local Government (Financial Management) Regulations 1996: Part 2 - 5(2)c -
Financial Management Review.
Communication / Consultation
NIL
Strategic Community Plan
We are an open and accountable local government, a leader in community service
standards.
Demonstrate a high standard of governance, accountability, management and
strategic planning.
Provide responsive and responsible leadership.
Urgency
NIL
Page 14ORDINARY COUNCIL MEETING MINUTES 5 JUNE 2018
Voting Requirements
Simple majority decision required.
COMMITTEE RECOMMENDATION
Moved Cr Haynes, seconded Cr Browne.
That Council:
1. Receives Financial Management Review May 2018 Report (Attachment 1)
2. Notes the results of the Chief Executive Officer’s review of the
appropriateness and effectiveness of the Town’s financial management
systems and procedures
3. Notes management’s response and actions within this report to address
identified improvement areas.
CARRIED(82/18)
(NO DISSENT)
Page 15ORDINARY COUNCIL MEETING MINUTES 5 JUNE 2018
12.2 CLAREMONT TOWN CENTRE ADVISORY COMMITTEE
Attachments: Claremont Town Centre Advisory Committee
Meeting Minutes 22 May 2018
Responsible Officer: Liz Ledger
Chief Executive Officer
Meeting Date: 22 May 2018
OFFICER RECOMMENDATION
Moved Cr Goetze, seconded Cr Main.
That the Minutes of the Claremont Town Centre Advisory Committee Meeting
held on 22 May 2018 be received.
CARRIED(83/18)
(NO DISSENT)
Page 16ORDINARY COUNCIL MEETING MINUTES 5 JUNE 2018
12.3 CEO RECRUITMENT COMMITTEE
Confidential Attachments: CEO Recruitment Committee Meeting Minutes
28 May 2018 (As previously distributed)
Responsible Officer: Cathy Bohdan
Executive Manager People and Places
Meeting Date: 28 May 2018
OFFICER RECOMMENDATION
Moved Cr Edwards, seconded Cr Franklyn.
That the Minutes of the CEO Recruitment Committee Meeting held on 28 May
2018 be received.
CARRIED(84/18)
(NO DISSENT)
With the majority of the gallery in attendance to observe debate and discussion over
the following items:
Item 13.2.1 Foreshore Tree Planting Public Consultation Outcome
Item 13.2.2 Henshaw Drain Bioretention Basin
Item 13.3.1 Lot 1 and 5 (16) Reserve Street Claremont – Additions and
Alterations to Heritage Dwelling.
The Mayor referred the meeting to item 13.3.1 Lot 1 and 5 (16) Reserve Street
Claremont – Additions and Alterations to Heritage Dwelling on page 51.
Page 17ORDINARY COUNCIL MEETING MINUTES 5 JUNE 2018
13 REPORTS OF THE CEO
13.1 CORPORATE AND GOVERNANCE
13.1.1 BUSINESS PARKING PERMITS
File Ref: LAW/00089
Responsible Officer: Les Crichton
Executive Manager Corporate and Governance
Author: Brian Kavanagh
Manager Statutory Services
Proposed Meeting Date: 5 June 2018
Purpose
Report recommends Council implement Business Owners Parking Permits (‘BOPP’)
to provide business owners and their staff access to all day parking within selected
Town parking stations.
Background
At the 21 March 2017 Ordinary Council Meeting, Council authorised the Chief
Executive Officer to implement:
1. Four hour (‘4P’) timed parking control measures Monday to Friday 7.00AM to
6.00PM to Parking Stations 1A, 1B, 1C, the new golf course car park and 5A on
or before 30 June 2017.
2. Two hour (‘2P’) timed parking control measures Monday to Friday 7.00AM to
6.00PM and Saturday 7:00AM to 12:30PM along six roads within the North East
Precinct (‘NEP’) identified in the report on or before 30 June 2017.
3. Business owner permits be authorised for use in car park 1A and a fee for yearly
and monthly permits to be set as part of the budgetary process.
Resolutions 1 and 2 are now in operation with the implementation of resolution 3 being
the subject of this report.
Off-Street Parking
There are currently four off-street parking sites within NEP, which provide 344 car bays.
These are displayed as 1A, 1B, 1C, 1D and 5A in Map 1 (below).
There are also 200 bays available for Public Transport Authority (‘PTA’) commuters at
the underground ‘Park and Ride’ facility within the Claremont Football Club (‘CFC’) re-
development. The two temporary off-street car parks (Lots 509 and 512), which
provided approximately 198 parking bays for commuters have been closed for use by
the public.
CFC has been granted a licence for the use of Lot 512 Shenton Road for 12 months
with an option of a further 12 month extension for CFC staff and visitors pending
development of Lot 600 north of CFC.
Page 18ORDINARY COUNCIL MEETING MINUTES 5 JUNE 2018
Map 1
A break up of the current and potential off-street parking is provided in Table 1:
Location Number of Bays Comment
Includes 76 new bays on the corner of
1A Davies Road 130
Davies and Shenton Road
1B Swimming Pool 50
1C Golf Course 94
1D Golf Course/ Aspire 23 New constructed bays
Proposed additional bays on the verge of
2 Lapsley Road 13
Lapsley Road
Proposed additional bays on the verge of
3 Elliot Road 25
Elliot Road
PTA Controlled Parking
4 PTA Parking Claremont Football Club
Station
5A Claremont Crescent 47 Adjacent to Railway Station
30 additional bays by expanding Parking
5B Claremont Crescent 30
Station 5 along Claremont Crescent
Total: 412
Table 1: Off-Street Parking
Page 19ORDINARY COUNCIL MEETING MINUTES 5 JUNE 2018
Parking Station 1A (‘CP1A’) has 130 bays available and is controlled by 4P time
parking restrictions. The 4P control measures operate Monday to Friday 7.00am to
6.00pm. There are no restrictions in place over the weekend.
There is also a requirement for the Town to provide 76 car bays in CP1A to the
Claremont Tennis Club (CTC) during the Perth Royal Show. The arrangement with the
CTC is for five years.
Discussion
The implementation of 4P to the Town’s parking stations and the 2P controls for the
six streets surrounding the ‘Claremont on the Park’ development has reduced the
previously underutilised off-street parking areas. The 4P control measure assists with
provision of parking during weekdays while enabling use by CFC, CTC and the Aquatic
Centre patrons during weekends when no restrictions are in place.
Resolution 3 authorised the Chief Executive Officer to implement Business Owners
Permit for use in car park 1A, with the fees for the permits (yearly and monthly) to be
set as part of the 2017- 18 budget process.
Recent activity has seen an increase in take up of unrestricted on-street parking
provided within the streets adjacent to the Town Centre. This has been demonstrated
with drivers parking and walking into the CBD from outlying streets, together with
resident complaints about the growing lack of on-street parking.
This day parking demand has spilled into CP1A with parking staff observing take up of
bays early each day with drivers returning to ‘relocate’ their vehicles to avoid exceeding
the four hour time restriction.
While implementation of the Precinct Parking Plan will alleviate parking for residents,
it will further diminish availability of long-term parking for employees who work within
the town.
Provision of Business Parking Permits provides access by town business staff to all
day parking in addition to that which is required to be provided by the business itself.
Any shortfall acknowledges that historic parking requirement have been maintained
over time, but the actual requirements have increased.
Number of Business Permits to be allocated
Use of CP1A for BOPP represents approximately 35% of bays currently available
within the NEP precinct and it is recommended permits (regardless of type) be capped
to two per business.
Permit Types
Two types of business permits are proposed.
The first, (non-guaranteed business parking permit) in the same manner as a
residential (precinct) permit which doesn’t guarantee a bay, allows the holder to park
all day if they obtain a bay in CP1A. As with precinct parking permits, pricing is set at
$25 per year and recommended the number of these permits be capped at a total of
80 of the 130 available bays.
The other permit type is the guaranteed business parking bay permit.
Up to fifty bays be marked ‘Permit Holders Only’ and permits are sold to businesses
on an annual or monthly basis. These are located within CP1A and represent the
remainder of the 130 bays after allocation of the 80 non-guaranteed business parking
bays.
Page 20ORDINARY COUNCIL MEETING MINUTES 5 JUNE 2018
Based on a $5 per day for five days a week over 50 weeks, it is proposed the annual
fee for a BOPP be set at $1,250 including GST. The 50 week allocation recognises
the bays being unavailable during the Perth Royal Show week and potentially not
required over the Christmas/New Year holiday period.
The Council resolution also allowed for BOPP to be purchased on a monthly basis. It
is suggested if Council proceeds with allocating monthly permits the cost may be also
increased to reflect the level of administration required to process on a more regular
basis.
The recommended monthly BOPP is $130, calculated as $6.00 (20% on annual daily
rate) per day x 5 day’s week.
Monitoring
The car park is currently monitored manually with parking staff undertaking scheduled
chalking of vehicles throughout the day.
Implementation of business parking permits will require officers check vehicles with
permits only once during the day, and only chalk and monitor the balance of non-
business vehicles. This will allow officers to increase monitoring in other high demand
areas.
Other Parking Stations
Demand for available parking spaces adjacent to the ‘Claremont on the Park’
development is high, increased by construction workers employed on current building
developments. (This substantial activity is expected to continue for the next 5-10
years). The Town is currently in discussion with the Royal Agricultural Society on
potential to make available land within their grounds to provide additional parking.
Consequently a significant number of CP1A bays are taken by 8.00am which would
leave little available for BOPP holders.
Although the Council resolution identified CP1A as the primary location, Council may
also consider expanding the permit area and numbers to include CP1C. This will allow
unguaranteed BOPP holders who have purchased a permit in good faith with some
expectation of gaining a parking bay, a reasonable chance of success in obtaining a
bay.
Recommendation
Should Council agree to the proposal for business parking permits, it is recommended;
1. Permits be limited to two per business permit types
2. Two types of business permits be made available to provide the holder all day
parking.
2.1. Non-guaranteed Business Permits
Maximum of 80 permits provided
Parking bay not guaranteed
Fee of $25 per year
2.2. Guaranteed Parking Business Permits
Up to maximum of 50 bays marked and permits issued
Parking is guaranteed
Page 21ORDINARY COUNCIL MEETING MINUTES 5 JUNE 2018
Annual fee of $1,250 or monthly fee of $130
3. The permits can be used within CP1A.
Past Resolutions
Ordinary Council Meeting 21 March 2017, Resolution 40/17
That Council authorises the Chief Executive Officer to implement:
1. Four hour (4P) timed parking control measures Monday to Friday 7.00am to 6.00pm
to Parking Stations 1A, 1B, 1C, new golf course car park and 5A on or before 30
June 2017.
2. Two hour (2P) timed parking control measures Monday to Friday 7.00am-6.00pm
and Saturday 7.00am -12.30pm along the six roads within NEPZ1 identified in the
report on or before 30 June 2017.
3. Business owners permits be authorised for use in car park 1A. Fee for yearly and
monthly permits to be set as part of the budget process.
CARRIED
Ordinary Council Meeting 4 October 2016, Resolution 155/16
That Council:
1. Endorse the implementation of Parking Precincts
2. Endorse the proposed control zones within each precinct
3. Adopt Draft Precinct Parking Management Policy LV131
4. Adopt Draft Parking Permit Policy LV132
5. Receive a further report on fee paying management options to better reflect and
manage user demands in all off-street car parks and on-street bays within the
NEP Zone 1. Options to include recommended restrictions times and parking fee
business case to determine an appropriate fee structure for the Zone.
CARRIED
Financial and Staff Implications
The cost of implementing two business type permits includes minor capital costs of
signage of $10,000 and operational costs for permit administration (printing, issuing,
and recording) and monitoring of $10,000 per year.
The income has been estimated to be $46,700 which assumes 70% take up of both
types of permits and based on being continuously fully subscribed (guaranteed – 20
monthly/ 15 annual) for a full year.
Future Parking
While not subject of this report, a low cost opportunity which can provide an additional
30 bays has been identified along the south verge of Claremont Crescent between
Stirling Road and the existing parking station 5. This potential site (CP 5B) may be
used for additional business parking or general parking as demand dictates.
Construction of the parking station has been calculated at $142,000, with an
operational cost of $3,900 per year. Over a 15 year period this equates to an annual
cost of $13,433 or $448 per bay.
Page 22ORDINARY COUNCIL MEETING MINUTES 5 JUNE 2018
This site could be developed:
for additional BOPP parking should the take up of Option 1 demonstrate a
further demand, or
for BOPP if response to the feedback to Option 2 suggests demand in order of
30 bays, or
for additional parking for general (time limited) use.
Should the site be used for additional Guaranteed BOPP parking, income has been
estimated at $43,700 which assumes the take up of all 30 bays available for the full
year (10 bays on annual and 20 bays on monthly).
The Town has two Reserves relating to parking:
1. Cash in Lieu Parking- In accordance with clause 33(2) of the Town Planning
Scheme No. 3 (TPS3) and Local Planning Policy PS205 – Public Parking.
Clause 33 (2)
The monies received by the Town under this clause shall be paid into a Parking
Reserve Fund and shall only be used:
a) for the provision of public parking or facilities, infrastructure and services for
cyclists, pedestrians and public transport users;
b) for reimbursing the Town for any expenses incurred for the purpose of this
clause including any loan repayments.
Clause 33 of TPS3 and PS205 Public Parking require and determine the amount
of cash in lieu parking contributions to this reserve.
2. Parking Reserve - To provide for the purchase, upgrade or renewal of parking
infrastructure.
The projected balance of the Reserves as at 30 June 2018:
Cash in Lieu Parking- $425,056, and
Parking Reserve- $308,545
Provisions of the two Reserves allow for expenditure for the projects to come
from either or both funds.
Policy and Statutory Implications
Parking Local Law 2016.
Parking Permit Policy LV132.
Precinct Parking Management Policy LV131.
Local Planning Policy PS205 – Public Parking
Delegation DA31 – Parking and Parking Restrictions
Local Government Act 1995.
Road Traffic Code 2000.
Communication / Consultation
It is proposed to initiative be marketed through the Town’s local papers, website,
through the Claremont Town Centre Committee.
Page 23ORDINARY COUNCIL MEETING MINUTES 5 JUNE 2018
Strategic Community Plan
Liveability
We are an accessible community with well maintained and managed assets. Our
heritage is preserved for the enjoyment of the community.
Promoted and support initiatives that improve traffic flow
Maintain and upgrade infrastructure for seamless day to day usage.
Prosperity
Our businesses are thriving and integrated into the life of the Claremont community,
and the town centre is known as a premier retail destination.
Support new and existing local small business and entrepreneurial activity.
Plan for the development of attractive and thriving activity nodes to support
small local business.
Governance and Leadership
We are an open and accountable local government, a leader in community service
standards.
Develop and build partnerships that support the Town’s vision.
Urgency
The introduction of BOPP will assist to alleviate some of the impact on employees
within the Town and demonstrates the Town’s commitment to the business community.
Page 24ORDINARY COUNCIL MEETING MINUTES 5 JUNE 2018
Voting Requirements
Absolute majority decision of Council required.
OFFICER RECOMMENDATION
Moved Cr Goetze, seconded Cr Haynes.
That Council:
1. Endorse the implementation of a Business Owners Parking Permit
program to provide businesses and their staff access to all day parking at
selected Town parking stations.
2. The Business Owners Parking Permit comprise of two types of permits:
a) Non-guaranteed Business Permits:
i. Maximum of 80 permits provided
ii. Parking bay not guaranteed
iii. Fee of $25 per year
b) Guaranteed Parking Business Permits:
i. Up to maximum of 50 bays marked and permits issued
ii. Parking is guaranteed
iii. Annual fee of $1,250 or monthly fee of $130
3. The permits be initially can be used within CP1A
4. The CEO delegated authority to expand the program into other parking
stations if demand demonstrates requirement
5. The fees be reviewed annually with all other fees and charges
6. A provision of $20,000 for implementation and operation costs be included
in the draft 2018-19 Budget
7. Net proceeds of the Business Parking Permits program be transferred to
the Parking Reserve to fund future parking initiatives.
AMENDMENT
Moved Cr Haynes, seconded Cr Edwards.
That:
2. (b) iii. Amended to $1,000 and $100.00
3. ‘be initially’ be deleted
4. Point be deleted
6. After $20,000 ‘from Parking in lieu’ after ‘costs’ add ‘fees and revenue’,
and
8. Add Point 8 to read ‘That the Budget be amended accordingly.’
Reasons: The fee should be more than PTA parking, but less than all day
commercial rates. Discount should apply for the periods when
unavailable, staff are on holiday. BPP should be restricted to 1A. If
Page 25ORDINARY COUNCIL MEETING MINUTES 5 JUNE 2018
demand is perceived to be sufficient to warrant review than the matter
should come to Council as, for example, competing seasonal demands
of swimming, golf, etc. should be considered and Council take the
responsibility for the decision.
LOST
For: Cr Browne, Cr Edwards, Cr Haynes.
Against: Mayor Barker, Cr Goetze, Cr Franklyn, Cr Kelly, Cr Main.
AMENDMENT
Moved Cr Edwards, seconded Cr Haynes.
That Point 4 be deleted.
Reason: To require a report to be submitted to Council to justify and balance the
residents needs with the business owners needs at the time if expansion
of the permit area is considered necessary.
CARRIED(89/18)
For: Cr Browne, Cr Edwards, Cr Franklyn, Cr Goetze, Cr Haynes, Cr Kelly, Cr Main.
Against: Mayor Barker.
AMENDMENT
Moved Cr Kelly, seconded Goetze.
That a Point be added to read:
A Report be provided to Council on the operation of the Business Parking
Permits Scheme following nine months of operation from the commencement
date.
Reason: To assess the operation of the Business Parking Permits Scheme.
CARRIED(90/18)
(NO DISSENT)
AMENDED PRIMARY MOTION
Moved Cr Goetze, seconded Cr Haynes.
That Council:
1. Endorse the implementation of a Business Owners Parking Permit program
to provide businesses and their staff access to all day parking at selected
Town parking stations.
2. The Business Owners Parking Permit comprise of two types of permits:
a) Non-guaranteed Business Permits:
i. Maximum of 80 permits provided
ii. Parking bay not guaranteed
iii. Fee of $25 per year
Page 26ORDINARY COUNCIL MEETING MINUTES 5 JUNE 2018
b) Guaranteed Parking Business Permits:
i. Up to maximum of 50 bays marked and permits issued
ii. Parking is guaranteed
iii. Annual fee of $1,250 or monthly fee of $130
3. The permits be initially can be used within CP1A
4. The fees be reviewed annually with all other fees and charges
5. A provision of $20,000 for implementation and operation costs be included
in the draft 2018-19 Budget
6. Net proceeds of the Business Parking Permits program be transferred to
the Parking Reserve to fund future parking initiatives.
7. A Report be provided to Council on the operation of the Business Parking
Permits Scheme following nine months of operation from the
commencement date.
LOST
For: Cr Edwards, Cr Goetze, Cr Haynes.
Against: Mayor Barker, Cr Browne, Cr Franklyn, Cr Kelly, Cr Main.
The member of the press left the meeting at 8:30PM.
Page 27ORDINARY COUNCIL MEETING MINUTES 5 JUNE 2018
13.1.2 DRAFT 2018-19 ANNUAL BUDGET
File Ref: FIM00054
Attachments: Draft 2018-19 Annual Budget (Attachment 1)
Draft 2018-19 Fees and Charges (Attachment 2)
Responsible Officer: Les Crichton
Executive Manager Corporate and Governance
Author: Hitesh Hans
Manager Finance
Proposed Meeting Date: 5 June 2018
Purpose
This report recommends Council to authorise the release of the Draft 2018-19 Annual
Budget for public submissions for a period ending 18 June 2018.
Background
The Draft 2018-19 Budget has been prepared in accordance with Council’s Annual
Budget Policy LG503. Council endorsement is sought to advertise the Draft Budget for
public comment.
The Draft reflects consolidation of the operating, capital and specific projects presented
at Elected Member Forum’s over the past three months, together with agreed
adjustments to date.
Discussion
Overview
The budget continues to deliver the strategic objectives outlined in Council’s Strategic
Community Plan. The main features of the 2018-19 Budget include:
Continuation of the broad range of statutory and discretionary services
generating a net operating surplus of $4,708,536. These funds are available for
asset development and renewal (capital works), transfer to reserves including
interest earnings, and loan reduction
Continues investment in the renewal of and additions to the Town’s infrastructure
with a budget provision of $$5,584,712
Allocates and carry forwards some of the UGP project costs and service charge.
A reduction in employee costs of $26,151 while incorporating the 2.5% salary
increase (from 1 January 2019) in accordance with Town’s Enterprise Agreement
Net increase in reserves of $104,767
Net decrease in borrowings of $694,286
An estimated surplus of $536,977 is anticipated to be brought forward from 30
June 2018 providing additional funds for 2018-19 budget
Proposes an increase in the rate in $ and minimums of 1.92%. With an increase
in Gross Rental Valuation over the year due to proposed new developments, the
increase in rate revenue equates to 3.5 %
Page 28ORDINARY COUNCIL MEETING MINUTES 5 JUNE 2018
Provides a projected surplus of $35,617. .
Capital Projects
Capital works proposed within this draft total $5.584M including those additions
detailed above. This shows Town’s commitment in development of new assets along
with upgrade and renewal of existing assets. This program is primarily driven by
scheduled renewal as set out by Council’s various Asset Management Plan’s (‘AMP's’).
Renewal
Road infrastructure
Alfred Rd $ 342,900
Davies Rd $ 321,800
Gugeri St (Langsford to $ 381,800
(Chancellor)
Servetus St $ 52,400
Chester Rd $ 24,880
Loch St $ 23,400 $1,147,180 (1,495,047)*
Other
Aquatic Centre car park $ 40,000
Mitford St LED lighting $ 30,000 $ 70,000 ( 268,500)
Shared paths $ 675,732 $ 675,732 ( 737,130)
Parks and Gardens
Lake Claremont
- path to Lakeway St $ 25,000
- path Lakeway St to Mulder $ 10,000
- buffer fence $ 20,000
- picnic area at Lapsley Rd $ 35,000
- bollards on Elliot Rd verge $ 8,000
Claremont Park
- playground $ 150,000
- BBQ and shelters $ 30,000
- sports area $ 30,000
Cresswell Park Upgrade $ 210,000
Mofflin Park drink fountain $ 25,000
Mrs Herbert’ Park path $ 3,000
Golf course
- play area screening $ 8,000
- rocker horse $ 2,000
Swanbourne shopping precinct
- Lighting $ 20,000
- Drink fountain $ 5,000
Shenton Rd landscaping $ 20,000
SDS controllers and flow meter $ 70,000 $ 671,000 (380,200)
Land and Building
Pool Filter/ staff room/lights $ 97,000
Land purchase $2,000,000
Aquatic Centre splash pad $ 600,000
Renewal – building $ 100,000 $2,797,000 ( 58,500)
Page 29ORDINARY COUNCIL MEETING MINUTES 5 JUNE 2018
Plant
Vehicle changeovers $ 142,800
Aquatic Centre
- pool cleaner $ 25,000
- water testing equipment $ 2,000
CCH tables (6) $ 6,000
Christmas lighting $ 18,000
CBD Christmas Tree $ 15,000 $ 208,800 ( 161,000)
Furniture and Equipment
CCTV network upgrade
- Museum and Aquatic Centre $ 15,000 $ 15,000 (75,000)
* Items in brackets are 2017-18 Adopted Budget allocations.
Reserve Transfers
Reserve Fund transfers to be undertaken within 2018-19 are:
To Reserves
Future Fund – proceeds of lease of $ 210,000
Stirling Highway premises
Future Fund – proceeds Aged
Pool Upgrade Reserve - annual trnfr $ 80,000
Building Reserve $ 450,000
Art Reserve $ 20,000
Bore Replacement Reserve $ 20,000
Future Reserve (UGP) $1,680,000
Various - Interest earnings on Reserve $ 229,767 $2,689,767
From Reserves
Future Fund – land purchase $ 2,000,000
UGP Reserve – UGP Contingency $ 170,000
Bore Reserve – Creswell Upgrade $ 15,000
Pool Upgrade Reserve - Splash pad $ 400,000 $2,585,000
Total Reserves as at the 30 June 2019 is projected to be $8,518,581 with a projected
opening balance as at 1 July 2018 of $8,413,814 as detailed in the Reserves
document.
Rates
The budget projects $14.644M to be raised from rates. This has been estimated as
follows:
Adjusted to reflect full year rating (no rate increase) $14,161,003
Rates increase 1.92% (CPI +1%) $ 283,400
Interim rating $ 200,000
Total Rates $14,644,403
Each 1% increase provides an additional $141,610 of rate income.
Page 30ORDINARY COUNCIL MEETING MINUTES 5 JUNE 2018
Specified Area Rates $120,000
Council approved application of a Special Area Rate (SAR) on commercial properties
within the Business Improvement District (Stirling Highway – Stirling Road – Gugeri
Street – Leura Avenue) for a further three years at its 15 May 2018 meeting.
This levy together with Council’s contribution of $120,000 will fund business
strengthening initiatives as determined by the Claremont Town Centre Committee.
Closing Balance (2018-19 Surplus C/Fwd)
The 2018-19 Budget results with a closing surplus balance of $35,617.
Opening Balance (2017-18 Surplus B/Fwd)
A further review of the 2017-18 budget has identified a $418,298 increase in forecasted
closing surplus. These cost savings and increased revenue provides additional
funding for the 2018-19 year.
The final opening balance is yet to be determined however it will mainly comprise any
projects not completed by year end. These adjustments will have minimal impact on
the Draft 2018-19 Budget with incomplete works carried forward with unspent funding,
or where appropriate transferred to reserves.
Fees and Charges
The proposed 2018-19 Schedule of Fees and Charges reviewed by Administration
generally reflect an average increase based of 2%. However some fees and charges
are adjusted to reflect the true officer time and cost recovery. New fees and charges
introduced in 2018-19 are:
Fee 2018-19 Reason
Annual registration and inspection $305.00 Allow a food vendor to pay for an
permit (capped at 4 events per year) annual registration to trade at an
approved event for 12 months
Tradesperson parking permit -PP $35.00 Part of the Precinct parking permits
Day Rate to park against the signage if the
residents require more for their
builders
Tradesperson parking permit - PP $100.00 Part of the Precinct parking permits
Weekly Rate to park against the signage if the
residents require more for their
builders
External interlibrary loan charge $16.50 New charges for library
Administration Bin establishment fee $280.00 If Third Bin is Introduced 2018-19
(120 Litre Waste 240 Litre
Recycling Bin and 240 Litre
Greenwaste Bin)
Upgrade Recycling Bin 1x360 Litre $113.00 Replacement for 240 litre
(Replacement for 240 litre Recycling Recycling Bin
Bin)
8 Day Child Pass $28.60 New fee to cater for the 8 day
program
8 Day Spectator Pass $14.40 New fee to cater for the 8 day
program
Page 31ORDINARY COUNCIL MEETING MINUTES 5 JUNE 2018
Personal Training Session - 1 hour $70.00 Allow Pool to start personal
session training sessions at the centre
Partial Bond Demolition $1,000 To provide for partial demolition
applications
Group training session - 1 hour $100.00 Allow Pool to start personal
session for 3 or more training sessions at the centre
Access to private property – Price on Provide subsidised rates for repeat
Irrigated/non irrigated reserve application access in a year
Past Resolutions
Ordinary Council Meeting 15 May 2018, Resolution 81/18:
That Council:
1. Notes the Financial Statement of Activity for the period 1 July 2017 to 31 March
2018.
2. Approves amendment of the 2017-18 Budget to reflect the projected 2017-18
income and expenditure for the Underground Power Project as detailed in Table
1.
3. Approves transfer of $1.68M from Future Fund Reserve to fund balance of the
2017-18 UGP expenditure.
4. Includes in the draft 2018-19 Budget, provision for the projected 2018-19
income and expenditure for the Underground Power Project, including transfer
of $1.68M to the Future Fund Reserve as detailed in Table 1.
CARRIED
Ordinary Council Meeting 15 May 2018, Resolution 80/18:
1. Continue to impose a Specified Area Rate on the defined Town Centre BID area
(being the area bounded by Stirling Highway, Stirling Road, Gugeri Street and
Leura Avenue) for a further three year period to a maximum amount of $120,000.
2. Allocation in the Town’s budget of $120,000.
3. The approved purposes for which the rates may be expended are:
a) marketing, advertising and publicity
b) improved signage/way finding
c) festivals
d) street activities
e) electronic apps (to support above)
f) employees directly engaged in implementing the approved purposes.
4. In accordance with section 6.47 of the Local Government Act 1995, the rate be
waived for all residential properties within the defined area.
CARRIED
Page 32ORDINARY COUNCIL MEETING MINUTES 5 JUNE 2018
Ordinary Council Meeting 17 April 2018, Resolution 60/18:
That Council:
1. With immediate effect, cease the policy of issuing warnings to persons with their
first parking infringement for the year and revert to the approved policy of
infringing those contravening the parking regulations as deemed appropriate by
Council, with the exception of November and December each year.
2. Give consideration in the 2018/19 Budget process to allocating $400,000 to the
Building Reserve to be used in conjunction with the $250,000 recently approved
to go in that Reserve to partially fund renewal of the MacKenzie Pavillion at
Cresswell Oval.
CARRIED
Financial and Staff Implications
The financial implications are detailed with the report.
Policy and Statutory Implications
Local Government Act 1995 Part 6 – Financial Management
Division 2 - Annual Budget
Division 5 – Financing Local Government Activities
Division 6 – Rates and Service Charges
LG503 - Annual Budget Preparation and Plan for the Future Review.
Communication/Consultation
Development of the draft Budget has included elected member feedback through five
forums held over the last three months. Further feedback arising from the advertising
period will be included when the budget is presented for formal adoption, currently
proposed to be 19 June 2018.
Strategic Community Plan
Governance and Leadership
We are an open and accountable local government, a leader in community service
standards.
Demonstrate a high standard of governance, accountability, management and
strategic planning.
Manage our finances responsibly and improve financial sustainability.
Urgency
It is proposed that following the consultation period, the final draft will be presented to
the Council’s 19 June 2018 ordinary meeting for consideration and adoption.
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