Draft MINUTES
NOVEMBER 2015
ORDINARY COUNCIL MEETING
Minutes of the ordinary meeting
Of Council held on Wednesday 25TH November 2015
At the Council Chambers Gascoyne Junction, commencing at 8.34am
CHIEF EXECUTIVE OFFICER
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DISCLAIMER
No responsibility whatsoever is implied or accepted by the Shire of Upper Gascoyne for any act, omission
or statement or intimation occurring during Council Meeting. The Shire of Upper Gascoyne disclaims any
liability for any loss whatsoever and howsoever caused arising out of reliance by any person or legal entity
on any such act, omission or statement or intimation occurring during Council or Committee Meetings.
Any person or legal entity who acts or fails to act in reliance upon any statement, act or omission made in a
Council Meeting does so at that person’s or legal entity’s own risk.
The Shire of Upper Gascoyne warns that anyone who has any application or request with the Shire of
Upper Gascoyne must obtain and should rely on
WRITTEN CONFIRMATION
Of the outcome of the application or request of the decision made by the Shire of Upper Gascoyne .
B G WALKER
A/CHIEF EXECUTIVE OFFICER
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SHIRE OF UPPER GASCOYNE
MINUTES OF THE ORDINARY MEETING OF COUNCIL HELD IN THE COUNCIL CHAMBERS
GASCOYNE JUNCTION ON WEDNESDAY NOVEMBER 25TH 2015 AT 8.34am
__________________________________________________________________________________________
1.0
DECLARATION OF OPENING/ANNOUNCEMENTS OF VISITORS
The Chairman declared the meeting open at 8.34am
2.0
RECORD OF ATTENDANCE/APOLOGIES/LEAVE OF ABSENCE (PREVIOUSLY APPROVED)
2.1
Councillors
Cr L McTaggart
President
Cr D Hammarquist
Deputy President
Cr J Caunt
Councillor
Cr A McKeough
Councillor
Cr R Collins
Councillor
Cr H McTaggart
Councillor
Staff
Bruce Walker
Acting Chief Executive Officer
Visitors
2.2
John King
Talis
John McCleary
CEO Elect
Patrick Parrelli
Max Employment
Apologies
An apology was received from Cr Watters
3.0
PUBLIC QUESTION TIME
3.1
Questions on Notice
Nil
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3.2
4.0
Questions without Notice
APPLICATIONS FOR LEAVE OF ABSENCE
Nil
5.0
DISCLOSURE OF INTEREST
Nil
6.0
PETITIONS/DEPUTATIONS/PRESENTATIONS
Nil
7.0
CONFIRMATION OF MINUTES FROM PREVIOUS MEETINGS
7.1
Ordinary Meeting of Council held on 28TH October 2015.
OFFICER RECOMMENDATION/COUNCIL RESOLUTION
Resolution No.[1/11/15]
Moved Cr McKeough
Seconded Cr Collins
That the Unconfirmed Minutes from the Ordinary Meeting of Council held on 28th October 2015
be confirmed as a true and correct record of proceedings.
CARRIED 6/0
8.0
REPORTS OF OFFICERS
8.2
8.3
Finance & Administration
8.2.1 Admin Manager Report –November 2015
8.2.2
Finance Manager Report –November 2015
8.2.3
List of Accounts – November
8.2.4
Monthly Financials – October
Chief Executive Officer
8.3.1
Tourism Precinct EOI
8.3.2
Solar Energy Agreement
8.3.3
CEO Report – November 2015
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Report of the
Works Supervisor
for the month of
November 2015
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AGENDA ITEM:
SUBJECT:
PROPONENT:
SITE:
FILE REFERENCE:
PREVIOUS REFERENCE:
AUTHOR:
DISCLOSURE OF INTEREST
8.1.1
WORKS REPORT – NOVEMBER 2015
N/A
WHOLE OF SHIRE
WORKS MONTHLY REPORTS
N/A
JARROD WALKER
Nil
BACKGROUND
The Works report contains a number of issues which Council may find of interest however are not considered worthy
of a separate Agenda Items as often these are information items only. Often these items will be updates of various
operational matters within the Shire.
COMMENT
The Works report for the month of November 2015 follows.
STATUTORY ENVIRONMENT
Nil
POLICY IMPLICATIONS
Nil
FINANCIAL IMPLICATIONS
Nil
STRATEGIC IMPLICATIONS
Nil
VOTING REQUIREMENTS
Simple Majority
OFFICER RECOMMENDATION/COUNCIL DECISION
Resolution No.[2/11/15]
Moved by Cr H McTaggart
Seconded Cr Caunt
That the Works report for the month of November 2015 be received.
CARRIED 6/0
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Works Report Nov 2015
General Work.
Town maintenance crew have been reinstating the main workshop since the new floor has been laid. The Koorda
Club shed has had part of its cyclone damaged roof structure removed to render the area safe.
Michael has been assisting Junction Contracting with the installation of extra rock walls/footings and cement binding
on two creeks at Burringurrah. These creeks were badly damaged in rain events earlier this year and the new works
should provide better access in future rain events. He will then be involved in extending the concrete crossings at
both Geeranoo and Congo creeks beginning on 17th Nov.
Burringurrah creek wall
Cement binding Creek @ Burringurrah
Ken Kempton and Brian Steele have been replacing signs and guide posts on the Cobra-Dairy Creek Rd and also
Glenburgh-Landor Rd.
Construction Crew.
Landor-Mt Augustus Rd: Approximately 8km of various sections of road between SLK 21-38km has been re-sheeted
and water bound using local gravel. Three water carts were needed as water was sourced from the Landor race
track and Mt Clere Rd turkey’s nest. The construction crew was also involved in the cement binding of the two
creeks at Burringurrah.
Remedial work to the Burringurrah airstrip taxi section was completed with the flat drum roller and water cart on
the 13th Nov to minimise damage to the RFDS props while taxiing for patients.
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Landor-Mt Augustus Rd Re-sheeted and water bound section
All equipment has been demobilised back to town/Ullawarra Rd to begin re-sheeting and water binding 11km of
sections on the Ullawarra Rd between SLK 13-28km. Water will be sourced from the Lyons River and Gascoyne River
with two water carts from Junction Contracting. Jimmy Caunt has been used to push up gravel in two pits at either
end of the intended road works. Works are expected to begin on the 17th Nov and continue into next year.
Jimmy Caunt will be removing tree growth on the inside of three corners on the Ullawarra Rd to improve driver
vision and overall safety of this section of road to align with RAV9/10 ratings. He will also open out a section of the
Lyons River crossing where flood waters have created a wash out.
Donny Kelly is expected back from long service leave on 28th Nov and will take over from Thomas Fletcher on the
construction crew.
Downer will commence resealing sections of the Carnarvon-Mullewa West Rd on 30th Nov and finish resealing
Viveash Way in the same week. We will be responsible for traffic management and Junction Contracting will provide
a water cart.
Maintenance Grading.
Colin has completed grading on the Ullawarra Rd from Gascoyne Junction towards the Lyndon-Minnie Ck Rd. Colin
will continue on the Ullawarra Rd until the Christmas break.
Kent has completed grading the Glenburgh-Dalgety Rd and Dalgety-Landor Rd. He has also completed grading from
the Glenburgh turnoff to the south-east boundary including remedial works on four creeks requiring gravel brought
in by Junction Contracting. Gravel was sourced from nearby pits.
Kent is now working towards Gascoyne Junction on the Carnarvon-Mullewa Rd with a water cart repairing various
blowouts and damaged sections. He will then assist in opening up the main river crossing at Gascoyne Junction and
will finish up on the 27th Nov.
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Equipment Maintenance.







P68 grader -6000hr service and minor repairs.
P32 grader – 500hr service.
P36 prime mover- 10,0000km service and minor repairs.
P73,57,56 side tippers- wheel bearing failures x4 (all remaining bearings to be replaced by year end)
P27 Bomag roller- blown steering lines replaced, transmission coupling replaced, exhaust/ muffler replaced,
air conditioner repaired.
P69 fire truck required new batteries
P32 grader- steering sensor malfunction ( change main steering control valve)
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Report of the
Administration Manager
for the month of
November 2015
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AGENDA ITEM:
SUBJECT:
PROPONENT:
SITE:
FILE REFERENCE:
PREVIOUS REFERENCE:
AUTHOR:
DISCLOSURE OF INTEREST
8.2.1
ADMIN MANAGER REPORT NOVEMBER 2015
N/A
WHOLE OF SHIRE
ADMINISTRATION MONTHLY REPORTS
N/A
MARGARET ROWE
Nil
BACKGROUND
The Administration Manager report contains a number of issues which Council may find of interest however are not
considered worthy of a separate Agenda Items as often these are information items only. Often these items will be
updates of various operational matters within the Shire.
COMMENT
The Administration Manager report for the month of November 2015 follows.
STATUTORY ENVIRONMENT
Nil
POLICY IMPLICATIONS
Nil
FINANCIAL IMPLICATIONS
Nil
STRATEGIC IMPLICATIONS
Nil
VOTING REQUIREMENTS
Simple Majority
OFFICER RECOMMENDATION/COUNCIL RESOLUTION
Resolution No.[3/11/15]
Moved Cr Caunt
Seconded Cr McKeough
That the Administration Manager report for the month of November 2015 be received.
CARRIED 6/0
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Gascoyne dash
The annual Gassy Dash was held on October 24th & 25th with the new track including the river crossing. This event
attracted a lot of tourists, competitors and volunteers to our town. It was an exciting two days with Cody Upton
taking out the Moto class on his Honda, and Brett and Kevin Renton winning the Auto class outright.
Vet Clinic
Veterinary students from Murdoch University under the guidance of Professor Robinson conducted a vet clinic at the
Junction on Monday 19th October offering free Sterilisation and checks along with substanially reduced prices for
Vacinations and Micro Chipping. We had a good response with many pets having the surgery and being micro
chipped.
Rangelands Biosecurity
“A New Lease on Life” confernece was held at the shire on 12th & 13th November running over 2 days.
Approximately 60 Pastoralists attended the conference with a number of presentations on varied topics such as
markets, technology, cattle and land. This was of great benefit to all who attended.
Ross Collins Farewell
After 35 years as a councillor, 25 of those as Shire President, the shire bid farewell to Ross Collins. A function was
held at the Tavern on 28th October for the community to thank Ross for all his contribution to the shire and wish him
well in his retirement.
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Shire Christmas Party
The annual Shire Christmas Party wil be held on Friday 4th December at the Pavilion. The School will be joining in
again this year with their presentation and awards. There will be the usual activities with a DJ, raffles, food and fun,
and a visit from the man in red. We hope to see you all there on the night.
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Report of the
Finance Manager
for the month of
November 2015
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AGENDA ITEM:
SUBJECT:
PROPONENT:
SITE:
FILE REFERENCE:
PREVIOUS REFERENCE:
AUTHOR:
DISCLOSURE OF INTEREST
8.2.2
FINANCE MANAGER REPORT NOVEMBER 2015
N/A
WHOLE OF SHIRE
FINANCE MONTHLY REPORTS
N/A
GINA MELLAN
Nil
BACKGROUND
The Finance Manager report contains a number of issues which Council may find of interest however are not
considered worthy of a separate Agenda Items as often these are information items only. Often these items will be
updates of various operational matters within the Shire.
COMMENT
The Finance Manager report for the month of November 2015 follows.
STATUTORY ENVIRONMENT
Nil
POLICY IMPLICATIONS
Nil
FINANCIAL IMPLICATIONS
Nil
STRATEGIC IMPLICATIONS
Nil
VOTING REQUIREMENTS
Simple Majority
OFFICER RECOMMENDATION/COUNCIL RESOLUTION
Resolution No [4/11/15]
Moved Cr Hammarquist
Seconded Cr Caunt
‘That the Finance Manager report for the month of November 2015 be received.’
CARRIED 6/0
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FM - Council report for the month of October 2015
The purpose of the FM’s monthly report is to allow the FM to report to Council various day to day
operational matters which may be of interest to Council but not considered worthy of a dedicated Agenda
item.
Debit Recovery
The shire has continued to successfully recover outstanding debits.
Date
17/11/15
End of month debtors balance
$14,660.17
Rates Recovery
Rates
17/11/15
End of month Rates Balances
$81,324.27
Instalment notices were issued on the 5th November and due on the 10th December.
Outstanding rates that have had their Final Notice and Final Letter will now be sent to our debt collection
agency.
Gina Mellan
FINANCE MANAGER
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AGENDA ITEM:
SUBJECT:
PROPONENT:
SITE:
FILE REFERENCE:
PREVIOUS REFERENCE:
AUTHOR:
DISCLOSURE OF INTEREST
8.2.3
LIST OF ACCOUNTS- NOVEMBER 2015
N/A
SHIRE OF UPPER GASCOYNE
1.300
N/A
BRUCE WALKER
Nil
SUMMARY
To seek Council approval to pay various invoices as presented to Council.
BACKGROUND
The list of accounts for payment is presented in accordance with regulations.
COMMENT
POLICY IMPLICATIONS
Nil
FINANCIAL IMPLICATIONS
Nil
STRATEGIC IMPLICATIONS
Nil
VOTING REQUIREMENTS
Simple Majority
OFFICER RECOMMENDATION/COUNCIL RESOLUTION
Resolution No.[5/11/15]
Moved Cr Hammarquist
Seconded Cr Caunt
‘That cheque numbered 15803 to 15804 totalling $300.00 (three hundred dollars) and Electronic
Funds Transfers (EFT) 5353 to 5458 totalling $627552.32 six hundred and twenty seven thousand,
five hundred and fifty-two dollars and thirty two cents) be approved for payment’
CARRIED 6/0
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AGENDA ITEM:
SUBJECT:
PROPONENT:
SITE:
FILE REFERENCE:
PREVIOUS REFERENCE:
AUTHOR:
8.2.4
FINANCIAL REPORT NOVEMBER 2015
ACCOUNTANT
SHIRE OF UPPER GASCOYNE
FINANCE
N/A
B G WALKER - ACEO / SUE VOLOCZI
DISCLOSURE OF INTEREST
Nil
SUMMARY
Nil
BACKGROUND
Nil
COMMENT
The monthly financial statements for the period 1 July to June 30th 2015 are attached to this report.
There are no major variations to the budget that require additional explanation to those in the report.
STATUTORY ENVIRONMENT
STRATEGIC IMPLICATIONS
Nil
VOTING REQUIREMENTS
Simple majority
OFFICER RECOMMENDATION/COUNCIL RESOLUTION
Resolution No.[6/11/15]
Moved Cr Hammarquist
Seconded Cr Caunt
‘That the Financial Report for the month of October 2015 comprising:

Statement of Financial Activity for the P/E October 31, 2015

Acquisition of Assets

Disposal of Assets

Reserve Funds

Net Current Assets

Rating Information

Trust Funds

Analysis of Budget vs. Actual Operating Income and Expenditure

Analysis of Budget vs. Actual capital Expenditure

Credit Card Statement
be received’
CARRIED 6/0
CARRIED/LOST
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AGENDA ITEM:
SUBJECT:
PROPONENT:
SITE:
FILE REFERENCE:
PREVIOUS REFERENCE:
AUTHOR:
8.3.1
LEASE OF TOURISM PRECINCT-EOI
SHIRE UPPER GASCOYNE
Viveash Way
11.31 Tourism Precinct
N/A
B.G.WALKER A/CEO
Disclosure of Interest
Nil
Purpose
For Council to give delegated authority to the CEO Mr John McCleary to consider the evaluation of Expressions of
Interest (EOI) carried out by WALGA and to invite tenders through WALGA from those chosen.
Background
Council have previously resolved to engage Kott Gunning to draft a 3+3 year lease agreement for the Tourism
Precinct. Council have twice considered the agreement drafted by Kott Gunning and given direction as to the content.
The Lease has now been finalised in accordance with that instruction and WALGA are inviting EOIs’.
Most of the WALGA purchasing staff will be away over December, and given that the expressions of interest will
probably come in over November and December, it is likely that the evaluation will be carried out during early January.
As Council does not meet in January, and in order to still be able to consider actual tenders at the February meeting, it
would be prudent to simply allow the CEO to have delegated authority to consider the recommendations of WALGA in
regard to the expressions of interest and to invite the tenders from those considered acceptable.
Council would then consider the tender evaluation done by WALGA at the February meeting.
It would also be appropriate for Mr John McCleary to be on the tender evaluation panel with WALGA.
It is not considered necessary for John to be involved in the EOI evaluation panel.
Comment
Section 5.42 of the Act provides that a local government may delegate to the CEO the exercise of any of its powers or
the discharge of any of its duties except those in section 5.43. Section 5.43(b) of the Local Government Act provides
that Council cannot delegate the accepting of a tender which exceeds an amount determined by the local government.
Or put the other way, the local government can delegate the acceptance of a tender up to an amount determined by
the local government. In this case therefore, Council may delegate to the CEO the acceptance of the EIO stage of the
process and provide for him to invite the tenders through WALGA as has been resolved.
Regulation 23(3) of the Functions and General regulations provides that expressions of interest that have not been
rejected are to be ‘considered by the local government and it is to decide which, if any of those expressions of interest
are from persons who it thinks would be capable of satisfactorily supplying the goods or service’. The CEO would then
list each of those persons as an acceptable tenderer and give notice in writing to all those who submitted an EOI as to
who was on the list of acceptable tenderers.
WALGA therefore could evaluate the EIOs for the CEO to consider on behalf of the local government in accordance
with 23(3) and the CEO compile the list of those who are considered as acceptable tenderers. Tenders can then be
invited and evaluated by WALGA ready for the February 2016 meeting.
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.
Consultation
WALGA
John McCleary
Statutory Environment
Local Govt. Act section 5.42 and 5.43; and Functions and General Regulations –Tenders
Policy Implications
Nil
Financial Implications
The financial implications have been discussed through this process
Strategic Implications
In keeping with the intent of Council in accepting ownership of the precinct and having to hold the license for at least
one year before lease; and having to own the hotel for 5 years.
Voting Requirements
Absolute Majority required to delegate
OFFICER RECOMMENDATION/COUNCIL RESOLUTION
Resolution No. [7/11/15]
Moved Cr Caunt
Seconded Cr H McTaggart
‘’That council resolves in accordance with Section 5.42 (1) and 5.43 (b)to delegate to the CEO the function in
Regulation 23(3) of considering which of those Expressions of Interest for the lease of the Tourism Precinct
are capable of satisfactorily supplying the service. Further that it act through the CEO in inviting those
considered acceptable to submit a tender for evaluation through WALGA for a recommendation to come to
Council preferably at the February 2016 meeting.’
CARRIED BY ABSOLUTE MAJORITY 6/0
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AGENDA ITEM:
SUBJECT:
PROPONENT:
SITE:
FILE REFERENCE:
PREVIOUS REFERENCE:
AUTHOR:
8.3.2
RENTAL OF WORKSOP ROOF FOR SOLAR POWER
MAD HARRY ENTERPRISES
SHIRE DEPOT
10.5
N/A
Bruce Walker A/CEO
DISCLOSURE OF INTEREST
Nil
Purpose
For Council to consider a rental agreement allowing ‘Mad Harry Enterprises’ to install solar panels on the Shire
workshop roof and construct a small power management shed in the depot yard to house a solar generator.
BACKGROUND
Council recently met with Mr Alex Madden and Mr Andrew Harris of Mad Harry Enterprises to discuss the possibility of
them utilising the workshop roof for solar panels which will allow them to feed power into the Horizon Power
distribution system.
Mad Harry has now submitted a proposal overview for consideration. A copy of the proposal will be forwarded with the
agenda and should be considered confidential.
COMMENT
The proposed rental agreement is quite simple but all that is probably necessary.
This proposal is not likely to cause any disruption or inconvenience to our day to day operations and should not cause
any cost to this Shire. Indeed it will give us a modest income.
The proposal gives us the opportunity to support alternative energy and to enhance the long term economic supply of
power to our town.
STATUTORY ENVIRONMENT
Good government
POLICY IMPLICATIONS
Nil
FINANCIAL IMPLICATIONS
A modest income from an existing asset.
STRATEGIC IMPLICATIONS
Nil
VOTING REQUIREMENTS
Simple Majority
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OFFICER RECOMMENDATION/COUNCIL RESOLUTION
Resolution No.[8/11/15]
Moved Cr Collins
Seconded Cr Caunt
‘That the Council agrees to the rental of roof and yard space to ‘Mad Harry Enterprises’ for the
purpose of a small solar power installation to enhance the town power supply through
Horizon Power.’
CARRIED 6/0
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Report of the
Chief Executive Officer
for the month of
November 2015
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AGENDA ITEM:
SUBJECT:
PROPONENT:
SITE:
FILE REFERENCE:
PREVIOUS REFERENCE:
AUTHOR:
DISCLOSURE OF INTEREST
8.3.5
CEO REPORT NOVEMBER 2015
N/A
WHOLE OF SHIRE
CEO MONTHLY REPORTS
N/A
BRUCE WALKER
Nil
BACKGROUND
The CEO’s report contains a number of issues which Council may find of interest however are not considered worthy
of a separate Agenda Items as often these are information items only. Often these items will be updates of various
operational matters within the Shire.
COMMENT
The Chief Executive Officers report for the month of November 2015 follows.
STATUTORY ENVIRONMENT
Nil
POLICY IMPLICATIONS
Nil
FINANCIAL IMPLICATIONS
Nil
STRATEGIC IMPLICATIONS
Nil
VOTING REQUIREMENTS
Simple Majority
OFFICER RECOMMENDATION/COUNCIL RESOLUTION
Resolution No.[9/11/15]
Moved Cr H McTaggart
Seconded Cr McKeough
That the CEO report for the month of November 2015 be received.
CARRIED 6/0
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CEO Council Report for the Month of November 2015
Low Level Bridge
The bridge final design is completed along with all of the Reports and technical specifications.
These specifications form the basis for going out to tender. Mr John King has been asked to attend our November
Council meeting to present the final design and specifications and give a review to Council.
Once funding is secured, it is recommended that Talis be used to call and evaluate tenders for report and acceptance
by Council. They should also be used as our project managers for the construction phase. This will provide a
continuum of knowledge and expert advice to Council and staff from someone that has been involved from the outset.
While we were unable to speak directly with the Minister for Regional Development at a recent CEDA conference in
Carnarvon, we have been encouraged by the Chairman of the GDC who did raise our project with him. The Minister is
aware that it is a project ready to go and his response was that the project was of a type that could certainly be
considered around March/April 2016 when other R4R project funding cannot be spent by the end of the financial year.
Because this is a local government project and not a state government department project, they can clear the funds
from treasury and we can guarantee the funds will be spent by next Christmas.
Drainage Tourism Precinct
Talis have now finished the re-design of the drainage in around the Tourism Precinct.
John King will have a final look on site during his visit to make sure that a couple of assumptions they have made from
the survey and aerial photos are correct.
John will present the plans and discuss the measures which he is recommending to Council at this November
meeting. The plans include a major upgrade of the culvert under Viveash Way to cater for the amount of water coming
down off lot 3. The drains at the rear of the tourism precinct and along Pimbee Road [west] will be done away with to
be replaced by an internal swale through our lot 4 and a drain down the east side of Pimbee Road.
Tavern Lease
An update will be given at the meeting. Please see agenda item 8.3.1.
B G Walker
A/CEO
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Presentation: Patrick Parrelli
[Max Employment]
Mr Parrelli gave a presentation on the CDP Wfd program which included seeking that this Shire becomes a host.
The possibility of a pastoral program was discussed and Mr Parrelli is to investigate this further.
The matter was left in abeyance.
11.15am- The meeting adjourned for morning tea
11.25am- The meeting resumed
9.0 Members Reports
Cr Hammarquist- gave a report of the interagency meeting held at Burringurrah and also advised that aerial baiting
in his sector went extremely well
Cr Caunt- gave a report on the CEDA conference held in Carnarvon
Cr McKeough- reported that the Melbourne Cup luncheon arranged by the CRC went very well
The President- gave a report of the RRG and WALGA zone conference
Presentation: John King Talis
John gave an up to date report and review of the Low Level Crossing project, the Mt-Augustus-Paraburdoo Road and
the drainage improvements to the Tourism Precinct.
10.0 Closure
There being no further business, the Chairman declared the meeting closed at 1.15pm
………………………………………….. President
…………………………………….. Date
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