UNCONFIRMED MINUTES
MINUTES OF THE ORDINARY MEETING OF COUNCIL HELD IN THE
COUNCIL CHAMBERS ON THURSDAY 20TH MAY 2010
1.
OPENING
1.1
DECLARATION OF OPENING
The Shire President welcomed all in attendance and declared the meeting open at
1.2
RECORDING OF THOSE PRESENT
Cr K J Chappel
Cr D J Coaker
Cr G R North
Cr K P Stokes
Cr P A Duke
Mr GR Treasure
Mr D G Williams
President
Deputy President
Chief Executive Officer
Deputy Chief Executive Officer
1.3
RECORDING OF APOLOGIES
1.4
LEAVE OF ABSENCE
Nil
1.5
ANNOUNCEMENTS BY PRESIDENT WITHOUT DISCUSSION
1.6
VISITORS TO THE MEETING
Nil
2.
PUBLIC QUESTION TIME
Nil
3.
DECLARATIONS OF INTEREST
Nil
Shire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 20th May 2010
UNCONFIRMED MINUTES
4.
4.1
PREVIOUS MINUTES
CONFIRMATION OF MINUTES OF ORDINARY MEETING
Confirmation of Minutes of the Ordinary Meeting held on 15th April 2010
Moved:
Seconded:
Cr
Cr
CARRIED
5/0
4.2
BUSINESS ARISING FROM THE MINUTES
Nil
Shire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 20th May 2010
UNCONFIRMED MINUTES
Item No:
Subject:
Proponent:
Signature of Officer:
Signature of CEO:
File Number:
Voting Requirements:
5.1
Status Report
Chief Executive Officer
Various
Simple Majority
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 the 20th May 2010, Ordinary Meeting be received.
COUNCIL RESOLUTION
Moved:
Seconded:
Cr
Cr
The Status Report submitted to the 20th May 2010, Ordinary Meeting be received.
CARRIED
7-0
Shire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 20th May 2010
UNCONFIRMED MINUTES
Item No:
Subject:
Proponent:
Signature of Officer:
Signature of CEO:
File No:
Voting Requirements:
Meeting Date:
6.1
Accounts Due for Payment
Finance Officer
ADM 0135
Simple Majority
20th May 2010
INTRODUCTION
A list of accounts is attached for all payments made for the month of April 2010.
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 EFT1348 to EFT1416 inclusive, EFT1418 to
EFT1423 inclusive, amounting to $168,494.05;
- Municipal Direct Debit Payment Numbers DD918.1, DD959.1, DD972.1, DD985.1
amounting to $6,512.95;
- Municipal Cheque Payments numbered 9821 to 9848 inclusive amounting to
$36,232.08;
- Trust EFT Payments numbered EFT1417 inclusive amounting to $381.20;
- Trust Cheque Payments numbered 80 inclusive amounting to $570.00;
be endorsed.
Shire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 20th May 2010
UNCONFIRMED MINUTES
COUNCIL RESOLUTION
Moved:
Seconded:
Cr
Cr
That the list of accounts paid by the Chief Executive Officer under designated
authority, represented by:
- Municipal EFT Payment Numbers EFT1348 to EFT1416 inclusive, EFT1418 to
EFT1423 inclusive, amounting to $168,494.05;
- Municipal Direct Debit Payment Numbers DD918.1, DD959.1, DD972.1,
DD985.1 amounting to $6,512.95;
- Municipal Cheque Payments numbered 9821 to 9848 inclusive amounting to
$36,232.08;
- Trust EFT Payments numbered EFT1417 inclusive amounting to $381.20;
- Trust Cheque Payments numbered 80 inclusive amounting to $570.00;
be endorsed.
CARRIED
7-0
Shire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 20th May 2010
UNCONFIRMED MINUTES
Item No
Subject:
Proponent:
Signature of Officer:
Signature of CEO
File No:
Voting Requirements:
Meeting Date:
6.2
Reconciliations
Finance Officer
ADM 0189
Simple Majority
20th May, 2010
INTRODUCTION
Local Government (Financial Management) Regulation 34 (1)(a) states that a Local
Government must prepare financial statements monthly.
COMMENT
The Shire of Morawa’s financial position is as follows:
BANK BALANCES
The Bank Balances as at 30th April 2010:
-
Municipal Account
Trust Account
Gold Cash Management Account (Reserve)
Business Telenet Saver (Reserve)
Land & Building Term Deposit (Reserve)
$318,174.90
$291,512.41
$92,141.43
$1,488,765.70
$114,683.09
BANK RECONCILIATION BALANCES
The Bank Reconciliation Balances for 30th April 2010 with a comparison for 30th April 2009
is as follows:
2010
2009
Municipal Account *
$319,055.14
$406,538.10
Trust Account
$290,897.41
$115,585.56
$1,695,590.22
$1,413,057.51
Reserve Account
* Notes for Municipal Account:
- Includes Restricted Cash for Incubator Project ($216,237.39)
- Transfer from Plant Reserve still to be carried out ($90,000.00)
- RRG Funds still to be claimed ($162,400.00)
- R2R Funds still to be claimed ($149,213.00)
Shire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 20th May 2010
UNCONFIRMED MINUTES
RESERVE ACCOUNT
Reserve Funds of $1,695,590.22 as at 30th April 2010 were invested with Bank of Western
Australia in the Gold Cash Management Account ($92,141.43), Business Telenet Saver
Account ($1,488,765.70) and the Term Deposit No 024-0127153 ($114,683.09) maturing 10th
May 2010.
Breakdown for April 2010 with a comparison for April 2009 is as follows:
2010
2009
31,883.09
62,891.88
Land & Building Reserve
314,366.36
361,112.33
Plant Reserve
107,952.22
100,958.52
Leave Reserve
58,826.92
56,702.32
759,563.15
727,318.42
0.00
94,000.00
Unspent Grants & Contributions Reserve
296,515.74
10,074.04
Community Development Reserve
126,482.74
0.00
Sports Reserve
Economic Development Reserve
Sewerage Reserve
RATES 09/10
Total Rates/Charges Outstanding as of 30th April 2010
$223,692.28
Total Current Rates/Charges Outstanding as of 30th April 2010
$139,272.29
Total Arrears Rates/Charges Outstanding as of 30th April 2010
$84,419.99
A detailed Rates Report will be presented as a separate item for the June 2010 meeting.
STATUTORY ENVIRONMENT
Local Government Act 1995 and Local Government (Financial Management) Regulations
POLICY IMPLICATIONS
Nil
FINANCIAL IMPLICATIONS
As presented
Shire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 20th May 2010
UNCONFIRMED MINUTES
STRATEGIC IMPLICATIONS
Nil
OFFICER’S RECOMMENDATION
It is recommended that the bank reconciliation, rates report and credit card reconciliations for
April 2010 statements be received.
COUNCIL RESOLUTION
Moved:
Seconded:
Cr
Cr
That the bank reconciliation, rates report and credit card reconciliations for April 2010
statements be received.
CARRIED
7-0
Shire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 20th May 2010
UNCONFIRMED MINUTES
Item No:
Subject:
Proponent:
Signature of Officer:
Signature of CEO:
Voting Requirement:
Meeting Date:
6.3
Annual Report
Manager of Finance & Accounting
Simple Majority
20th May, 2010
INTRODUCTION
The 2008/2009 Annual Report is presented to Council for adoption. A copy of the 2008/2009
Annual Report has been provided separately to all Councillors.
BACKGROUND
Council has an obligation under the Local Government Act 1995 to prepare an Annual Report
and to present the report to the Community within 56 days of accepting the Annual Report.
There is a requirement to give 14 days’ public notice of the Annual Electors Meeting.
Council has advertised the meeting in the Geraldton Guardian on the 7th May, 2010 for the
Electors Meeting to be held on Thursday, 20th May, 2010 at 5.30 pm.
OFFICER’S COMMENTS
The Annual Report includes:






Shire President’s Report
Chief Executive Officers Report
Statutory Reports
Freedom of Information Statement
Audited Financial Statements
Audit Report
The reports outline activities undertaken during 2008/09 together with the financial position
of the Shire of Morawa as at 30th June, 2009.
STATUTORY ENVIRONMENT
Local Government Act 1995
Local Government (Financial Management) Regulations 1996
POLICY IMPLICATIONS
Nil
FINANCIAL IMPLICATIONS
Nil
STRATEGIC IMPLICATIONS
Shire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 20th May 2010
UNCONFIRMED MINUTES
Nil
OFFICER’S RECOMMENDATION
It is recommended that:1. Council adopt the 2008/2009 Annual Report for the Shire of Morawa.
COUNCIL RESOLUTION
Moved:
Seconded:
Cr
Cr
1. Council adopt the 2008/2009 Annual Report for the Shire of Morawa.
CARRIED
7-0
Shire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 20th May 2010
UNCONFIRMED MINUTES
Item No
Subject:
Proponent:
Signature of Officer:
Signature of CEO
Voting Requirements:
Meeting Date:
6.4
Monthly Financial Statements
Manager Accounting & Finance
Fred Gledhill
Simple Majority
20th May, 2010
INTRODUCTION
Local Government (Financial Management) Regulation 34(1)(a) states that a Local
Government must prepare financial statements monthly.
COMMENT
The Monthly Statement of Financial Activity report and the Variance Report for the month
ending 30th April, 2010 is presented to Council for adoption as a separate attachment.
STATUTORY ENVIRONMENT
Local Government Act 1995 Section 6.4 and Local Government (Financial Management)
Regulations 1996 Section 34
FINANCIAL IMPLICATIONS
As presented
STRATEGIC IMPLICATIONS
No strategic implications
OFFICER’S RECOMMENDATION
That Council adopt the Statement of Financial Activity and the Variance Report for the
month ending 30th April, 2010.
COUNCIL RESOLUTION
Moved:
Seconded:
Cr
Cr
That Council adopt the Statement of Financial Activity and the Variance Report for
the month ending 30th April, 2010.
CARRIED
7-0
Shire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 20th May 2010
UNCONFIRMED MINUTES
Item No:
Subject:
Proponent:
Signature of Officer:
Signature of CEO:
Voting Requirements:
Meeting Date:
6.5
Fund Transfers
Manager Accounting & Finance
Absolute Majority
20th May, 2010
INTRODUCTION
The Morawa Tennis Club Inc received funding through the Department of Sport and
Recreation Grant Scheme to resurface the six (6) tennis courts located at the Morawa
Recreation Centre facility.
BACKGROUND INFORMATION
As part of the grant application Council did support the application by the Morawa Tennis
Club and did agree to release funds from the Morawa Sport and Recreation Reserve Funds
for the purposes of providing a one third financial contribution towards the cost of
resurfacing the six tennis courts. (Minutes of the Ordinary Meeting of Council, held Thursday
23 October, 2008)
The cost of the project was $127270 (GST exclusive) and the CSRFF grant ($45067) has
been acquitted. The transfer of $28600 from the Sport and Recreation Reserve was carried in
March 2010, and the $24000 from the Morawa Community Trust has been accounted for
against that project.
As the $28600 was not included in the Budget process for 09/10 and the actual transfer has
been carried out, Council endorsement of the transfer is required for Audit purposes.
STATUTORY ENVIRONMENT
The Local Government Act 1995 Section 6.20(3)
POLICY IMPLICATIONS
Nil
FINANCIAL IMPLICATIONS
Nil
STRATEGIC IMPLICATIONS
Nil
Shire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 20th May 2010
UNCONFIRMED MINUTES
OFFICER’S RECOMMENDATION
It is recommended:That Council endorse the CEO’s actions of transferring $28600 from the Sport & Recreation
Reserve Account as part of the contributions for the resurfacing of the six tennis courts
located at the Morawa Recreation Centre facility.
COUNCIL RESOLUTION
Moved:
Seconded:
Cr
Cr
That Council endorse the CEO’s actions of transferring $28600 from the Sport &
Recreation Reserve Account as part of the contributions for the resurfacing of the six
tennis courts located at the Morawa Recreation Centre facility.
CARRIED
7-0
Shire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 20th May 2010
UNCONFIRMED MINUTES
Item No:
Subject:
Proponent:
Signature of CEO:
File Number:
Voting Requirements:
7.1
Strategic Plan Update and Progress Report
Chief Executive Officer
Various
Simple Majority
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 20th May 2010, Ordinary
Meeting be received.
COUNCIL RESOLUTION
Moved:
Cr
Seconded: Cr
The Strategic Plan Update and Progress Report for the 20th May 2010, Ordinary
Meeting be received.
CARRIED
7-0
Shire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 20th May 2010
UNCONFIRMED MINUTES
Item No:
Subject:
Proponent:
Signature of Officer:
File Number:
Voting Requirement:
8.1.1.
Shire Administration Building
Chief Executive Officer
Absolute Majority
INTRODUCTION
Cr Carslake has requested that Council again give consideration to the preferred location of
providing Shire administration services in Morawa. The purpose of this report is for Council
to give due consideration to Cr Carslake’s request.
ATTACHMENT
Cr Carslake Briefing Note
Copies of Building Plans / Designs for the Shire of Perenjori
BACKGROUND INFORMATION
Council has considered a variety of options in relation to the future location of administration
services in Morawa. The various options include: Remaining at the original Prater / Dreghorn Street location, with modifications
 Establishing a new location at a green-fields site within the main (Winfield) street
 Refurbishing the ‘old Wesfarmers Building’ into a permanent location
After much deliberation, including extensive community consultation, Council resolved to
refurbish the ‘old Wesfarmers Building’ into a permanent Shire of Morawa location.
Work on this refurbishment has been delayed pending second round funding through the
State Government Royalties for Regions Program.
OFFICER’S COMMENT
The preferred location to provide Shire administrative services has been the subject of many
discussions and much Council deliberation over a significant period in time.
There are strong supporters from all sections of the community, including Council, to move
into a new (or refurbished) main street location or alternatively stay at the original site.
The final Council vote to determine the preferred location was not unanimous given the
strong views from both sides of the debate.
The Shire administration team have enjoyed the working environment created by the current
location, particularly following the cramp conditions experienced at the old Prater Street
building.
STATUTORY ENVIRONMENT
Nil
Shire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 20th May 2010
UNCONFIRMED MINUTES
POLICY IMPLICATIONS
Nil
FINANCIAL IMPLICATIONS
The financial costs vary dependant on the preferred option adopted. For refurbishing and
extending the original Shire administration building and Council Chambers to an optimum
design, an indicative (2007) cost has been assessed at $1.5 million.
A similar price tag of $1.5 million was also estimated to establish a new building in a (to be
determined) main (Winfield) street location.
The cheaper option of $0.6 million (2009) has been assessed to refurbish and upgrade the ‘old
Wesfarmers Building’. No borrowings are required for this option, with all funds sourced
from the State Government Royalties for Regions (R4R) Program together with internal Shire
building labour support.
STRATEGIC IMPLICATIONS
The adopted Shire of Morawa Strategic Plan / Plan for the Future (as updated) includes the
following strategy:“Finalise plans and complete refurbishment of Shire Administration Building in Morawa”.
RISK MANAGEMENT
The major risk in relation to this matter is inaction. Although recognising the community
ownership and strong views attached to the issue, it important that Council determines an
agreed position and moves forward in relation to the same. Failure to act to date has resulted
in high uncertainty, functional difficulties and cost increases.
OFFICER’S RECOMMENDATION
It is recommended that:1. Council recommit to refurbishing the existing ‘old Wesfarmers Building’ at a
previously estimated cost of $0.6 million.
2. Royalties for Regions (R4R) funding and Shire labour costs be utilised to complete
this refurbishment during the 2010/11 financial year.
Shire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 20th May 2010
UNCONFIRMED MINUTES
COUNCIL RESOLUTION
Moved:
Seconded:
Cr
Cr
1. Council recommit to refurbishing the existing ‘old Wesfarmers Building’ at a
previously estimated cost of $0.6 million.
2. Royalties for Regions (R4R) funding and Shire labour costs be utilised to
complete this refurbishment during the 2010/11 financial year.
CARRIED
7-0
Shire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 20th May 2010
UNCONFIRMED MINUTES
Item No:
Subject:
Proponent:
Signature of Officer:
File Number:
Voting Requirement:
8.1.2
Mid West Regional Council Minutes – April /
May
Chief Executive Officer
Absolute Majority
INTRODUCTION
Minutes taken from the most recent Mid West Regional Council Meetings and Council
Discussion Sessions are attached for Council’s reference and information. There are some
matters contained within the Minutes that require Council’s specific reference.
BACKGROUND INFORMATION
The Mid West Regional Council includes the representative Shires of Morawa, Mullewa,
Mingenew, Perenjori, Coorow, Carnamah and Three Springs. The respective Shires of both
Coorow and Carnamah have issued formal notice of their intention to withdraw from the Mid
West Regional Council to take effect from 30th June 2010. The respective Shires of Mullewa,
Mingenew and Three Springs have also issued formal notice of withdrawal from the Mid
West Regional Council to take effect from 30th June 2011.
OFFICER’S COMMENT
The attached information is provided to permit Council the opportunity to gain a level of
information and understanding on the projects and items being considered from a regional
perspective and its implications for each of the seven representative Shires, including
Morawa. Minutes of each future monthly Mid West Regional Council meeting will be
provided to Council on a similar basis.
The important issues requiring Morawa Shire Council consideration resulting from the
April/May 2010 meetings of the Mid West Regional Council (MWRC) relates to:1. Withdrawal of Shires of Coorow & Carnamah – Division of Assets (April)
The respective Shires of Carnamah and Coorow have confirmed their Councils intent to
withdraw from the MWRC as of 30th June 2010. Legal advice has been received by the
MWRC indicating that a ‘notional winding up’ of the MWRC is required through a valuation
of assets and liabilities of the regional council to determine final amounts payable or
refundable (if any) to or from the Shires of Carnamah and Coorow. The MWRC requires
each of its member Councils to endorse this ‘notional winding up’ process for this valuation
assessment to take place.
2. Future of Mid West Regional Council (May)
A Notice of Motion was considered and endorsed by the MWRC that the Shire of Mullewa
be permitted to withdraw from the regional council on 30th June 2010 on the condition that
the Shire of Mullewa fund all financial obligations due to 30th June 2011. This notice of
motion will be considered as a full Council agenda item by the MWRC at its next regional
council meeting.
Shire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 20th May 2010
UNCONFIRMED MINUTES
STATUTORY ENVIRONMENT
Local Government Act 1995
POLICY IMPLICATIONS
Nil
FINANCIAL IMPLICATIONS
Nil
STRATEGIC IMPLICATIONS
Nil
RISK MANAGEMENT
Nil
OFFICER’S RECOMMENDATION
It is recommended that:1. The April and May 2010 Meeting Minutes of the Mid West Regional Council be
noted.
2. Approval is given for a ‘Notional Winding Up’ of the Mid West Regional Council to
take place at 30th June 2010 to enable disbursements or recoups to be determined for
the withdrawing Shires of Carnamah and Coorow.
COUNCIL RESOLUTION
Moved:
Seconded:
Cr
Cr
1. The April and May 2010 Meeting Minutes of the Mid West Regional Council be
noted.
2. Approval is given for a ‘Notional Winding Up’ of the Mid West Regional Council
to take place at 30th June 2010 to enable disbursements or recoups to be
determined for the withdrawing Shires of Carnamah and Coorow.
CARRIED
7-0
Shire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 20th May 2010
UNCONFIRMED MINUTES
Item No:
Subject:
Proponent:
Signature of Officer:
Signature of CEO:
File Number:
Voting Requirements:
9.1
Shire Correspondence Requiring Council Attention
Chief Executive Officer
Various
Simple Majority
INTRODUCTION
Information that is requiring Councils Attention is provided each month.
OFFICER’S RECOMMENDATION
For Council’s consideration.
Item No:
Subject:
Proponent:
Signature of Officer:
Signature of CEO:
File Number:
Voting Requirements:
10.1
Information Bulletin
Chief Executive Officer
Various
Simple Majority
INTRODUCTION
An information bulletin is provided each month for Councillors information.
OFFICER’S RECOMMENDATION
It is recommended that:
The Information Bulletin submitted for the 20th May 2010, Ordinary Meeting be received.
COUNCIL RESOLUTION
Moved:
Seconded:
Cr
Cr
The Information Bulletin submitted for the 20th May 2010, Ordinary Meeting be
received.
CARRIED
Shire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 20th May 2010
UNCONFIRMED MINUTES
11
NEW BUSINESS OF URGENT NATURE INTRODUCED BY DECISION OF
MEETING
COUNCIL RESOLUTION
12
GENERAL BUSINESS
Nil
13
APPLICATION FOR LEAVE OF ABSENCE
Nil
14
NEXT MEETING
The next Ordinary Meeting of the Morawa Shire Council will be held on 17th June 2010.
15
MEETING CLOSURE
There being no further business for discussion the Shire President thanked everyone for their
attendance and declared the meeting closed at
I certify that the Minutes of this meeting were confirmed at the Council Meeting held on
Thursday, 17th June 2010.
…………………………………Presiding Person
Shire of Morawa: Minutes of the Ordinary Meeting of Council held Thursday 20th May 2010