Town of Bassendean: Agenda

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TOWN OF BASSENDEAN

NOTICE OF A MEETING OF THE

STANDING COMMITTEE

Dear Committee Member

A meeting of the Standing Committee of the Town of Bassendean will be held on Tuesday, 9 December 2008, in the Council Chamber, 48 Old Perth Road, Bassendean, commencing at 7.00pm.

GRAEME HAGGART

ACTING CHIEF EXECUTIVE OFFICER

5 December 2008

A G E N D A

1.0                                 INSPECTIONS

COUNCILLORS:    PLEASE NOTE THAT INSPECTIONS WILL COMMENCE AT 5.30PM.

1.1               Partial closure of a right of way Scaddan Street, Bassendean

1.2             Residential building 66 Broadway, Bassendean

1.3             Jubilee Reserve Fencing

2.0                                 DECLARATION OF OPENING/ANNOUNCEMENT OF VISITORS

3.0                                 PUBLIC QUESTION TIME

3.1             Questions Taken on Notice

Mrs Val Dreyer, 31 Naunton Crescent, Eden Hill

At the November 2008 Standing Committee meeting, Mrs Val Dreyer, asked what was the cost to the Town of Bassendean to undertake public event surveys.

Mrs Dreyer has been advised by the Manager Leisure Services that surveys conducted at the Town’s Public Events generally range from $300 to $600 depending on the nature, duration and size of the event. For example, the cost to hold a recent survey conducted at the Australia Day event was $585.

3.2             Public Questions

Members of the public who wish to do so may ask questions at this point in the agenda. A further opportunity is also provided later in the meeting.

4.0                                 ATTENDANCES, APOLOGIES AND APPLICATIONS FOR LEAVE OF ABSENCE

Apologies

Her Worship the Mayor, Cr Tina Klein

5.0                                 DEPUTATIONS AND PETITIONS

5.1             Bassendean Caledonian Soccer Club

Mr Brian Lockyear, Club President, will be in attendance to provide a deputation on Jubilee Reserve proposed fencing.

6.0                                 CONFIRMATION OF MINUTES

6.1             Standing Committee Meeting held on 18 November 2008

OFFICER RECOMMENDATION – ITEM 6.1(a)

That the minutes of the Standing Committee meeting held on 18 November 2008, be received.

OFFICER RECOMMENDATION – ITEM 6.1(b)

That the minutes of the Standing Committee meeting held on 18 November 2008, be confirmed as a true record.

7.0                                 ANNOUNCEMENTS BY THE PRESIDING PERSON WITHOUT DISCUSSION

8.0                                 DECLARATIONS OF INTEREST

9.0                                 BUSINESS DEFERRED FROM PREVIOUS MEETING

10.0                              REPORTS

10.1          Jubilee Reserve Fencing (Ref: PARE/MAINT/6 – Ian McDowell, Manager Asset Services & Patrick Quigley, Manager Leisure Services)

Report Summary

  • In 2004, Leisure Consultants Jill Powell & Associates developed a draft Concept Plan for Jubilee Reserve, with the final Concept Plan being subsequently adopted by Council in September 2004.
  • One of the recommendations included in the draft Plan was for the removal of the fences around the soccer pitches to provide greater access to the Reserve by the public.
  • Feedback at the time from the main tenant at the Reserve, the Bassendean Caledonian Soccer Club, was that the fence was a requirement for their participation in the state soccer competition.
  • In adopting the Concept Plan, Council resolved to withdraw the recommendation to remove the fence and asked that a further separate report be presented for their consideration at a later date.
  • In September 2007, Council resolved to adopt a Public Open Space (POS) Strategy for the Town, which included a classification for all its parks and reserves. The POS Strategy also includes a framework that provides recommendations on the provision of facilities within the POS depending on its classification.
  • Jubilee Reserve is categorised as a “District” level reserve within the Town’s POS Strategy, and so, it is recommended that its facilities be consistent with the Strategy.
  • Within the Town’s POS Strategy framework is a recommendation that spectator fencing be 100% club funded.
  • The spectator fencing around Jubilee Reserve has deteriorated with age and as the result of vandalism and is now in need of repair or replacement.
  • Manager Asset Services and Manager Leisure Services recommends that Council approves the removal of a section of fencing and the retention and refurbishment of another section of fencing at Jubilee Reserve.

PURPOSE

The purpose of this report is to seek Council’s approval to remove some of the fencing in the vicinity of the Caledonian Soccer Club at Jubilee Reserve.

BACKGROUND

In Mid 2004, Jill Powell & Associates developed a concept plan for Jubilee Reserve. This was presented to Council in September 2004 and included a recommendation to remove the fences around the soccer pitches to provide greater access to the Reserve by the public. The recommendation excluded the portion of fence along the goal end of the Robinson Road pitch that was to be retained for safety reasons to prevent balls going onto Northmoor Road.

At the time, the Bassendean Caledonian Soccer Club made a deputation to Council requesting that the fence be retained on the basis that it was a requirement of Soccer West Coast that the playing area be fenced for Premier League and Division 1 Clubs.

During deliberations on the Jubilee Reserve Concept Plan Council decided to withdraw the recommendation to remove the fence and asked that a further separate report be presented for their consideration in two months. Presentation of the subsequent report was deferred pending the development of the Public Open Space Strategy.

In September 2007 Council resolved that under the hierarchy of Public Open Space that Jubilee Reserve be designated a “District Open Space” that is defined as “Servicing a 5km catchment; Significant interest to attract users from a wide range; and generally 15,000m2 to 40,000m2 in size. Public Open Space receiving a district classification shall be developed in accordance with Council’s framework”.

Within that framework, as presented to Council as an attachment to the draft Public Open Space Strategy in June 2006, fencing for District Open Space would be considered as follows:

1.       Reserve Barriers and Safety Fences – 100% Council             funded (capital purchase and maintenance); and

2.       Spectator Fences – 100% Club funded (capital purchase and maintenance).

Under the strategy the fence types are defined as follows:

1.       Reserve Barriers – usually of a post and rail construction and position to protect Council assets. Invariably they are located to prevent vehicle access to the reserve.

2.       Safety Fences – usually a cyclone mesh structure of 2.4m height and are positioned to prevent balls and participants from having direct access to roads, property and other hazardous adjoining areas.

3.       Spectator Fences – constructed only at the direct request of the club or organisation that wishes to charge an entry fee for the public to watch. They are not considered as standard provision. Failure to maintain the fence to Council standards will result in the removal of the fence.

At the time, Council withdrew the officer recommendation to remove the fence from around the soccer ground the fence was in reasonable condition and there was no immediate financial implication to retaining it. The condition of the fence has deteriorated with age and as the result of vandalism and is now in need of repair or replacement.

RELEVANT LAW AND POLICY

Local Govt Act 1995

Local Law Relating to Fencing 2005

Public Open Space Strategy

CONSULTATION

Manager Asset Services and Manager Leisure Services have worked together to present this report and its recommendations to Council. The report has been presented to the Town’s Asset Management Taskforce and has their endorsement.

In September 2008 the Manager Leisure Services received a letter from the president of the Bassendean Caledonian Soccer Club advising:

“It is the club’s intention to work our way back into professional soccer, one of our requirements will be to have control of access to the grounds by spectators, this of course is to raise revenue for the payment of referees fees, pitch marking etc”.

The club provided a diagram showing the existing perimeter fencing and their requirement “once they attain professional status”. They requested that their requirements be viewed in a manner that would allow them to achieve their planned goal.

SUSTAINABILITY & STRATEGIC PLAN ALIGNMENT

In carrying out its functions a local government is to use its best endeavours to meet the needs of current and future generations through an integration of environmental protection, social advancement and economic prosperity. (Section 1.3 of the Local Government Act).

This report has a low strategic impact.

Environmental Enhancement: To ensure an integrated approach to enhancing the built environment and protecting the natural environmental that provides a sustainable environment for future generations.

The fencing in the vicinity of the Caledonians Soccer Clubrooms in Jubilee Reserve is in two parts. There is a large 1.8m high cyclone mesh fence around the perimeter of the main soccer pitch, a second pitch to the south of the main pitch, and the club room. The height of this fence is increased with the inclusion of three strands of barbed wire at the top. There is also a 1m high cyclone mesh fence around three sides of the main soccer pitch (the fourth side is enclosed by the main perimeter fence.

The main perimeter fence is in very poor condition. There is no bottom rail to the frame which has resulted in much of the cyclone mesh “curling up” at the bottom. This makes it difficult for mowing crews to cut the grass and is potentially hazardous to people walking as there is a risk they could but their legs on exposed fence wire. In addition to this many of the poles are either leaning or bent, there are holes in the mesh, and the fence is badly stained with bore water.

The interior fence is in reasonable condition although there is some minor maintenance required. Again, this fence is badly stained with bore water.

Overall these fences detract from the amenity of the reserve. Their removal would open up the whole reserve to the public and make it much more visually appealing.

Community Wellbeing: To enhance the quality of community life in the Town characterised by vibrant participation, cohesiveness, increased social capital and recognition of the need for social justice and community safety.

The following definition is contained within the Town’s Local Law Relating to Fencing 2005:

“dangerous in respect of a fence means a fence or part of a fence which presents a danger or risk of injury to persons and may include a fence which is perilous, hazardous, unsafe or potentially injurious; and without limiting the generality of the foregoing includes a fence which is likely to collapse or fall, by reason of its faulty design, location or construction, deterioration of materials, damage by termites, decay, changes in ground level or other cause whatsoever; but does not include an electric fence, a barbed wire fence or a razor wire fence which is constructed in accordance with the Local Law”.

Furthermore, under the Local Law the erection of a fence wholly or partially constructed of barbed wire would not be permitted in a residential area.

Whilst a fence that was erected and maintained lawfully under a previous Local Law shall not become unlawful merely by reason of the revocation of that Local Law, it is clear that the perimeter fence is considered dangerous under the existing local law. The barbed wire portion of the fence and the bottom of the fence where the cyclone mesh has curled up present a risk of personal injury to the public and to staff maintaining reserve.

Economic Vitality & Financial Considerations: To foster economic prosperity in the Town and Region.

There are several options available with regards the provision of fencing around this area. The following are indicative costs for each of the options.

1.       To repair the existing outer perimeter fence (remove the existing cyclone mesh and barbed wire, straighten or replace existing damaged poles, and fit new black PVC cyclone mesh - $22,000.

2.       To remove the existing fence and replace with new black PVC cyclone mesh fence - $33,000.

3.       To remove the existing fence and replace with a new fence around the main soccer pitch, club room and car park (as preferred by the Bassendean Caledonian Soccer Club) - $25,000.

4.       To remove the existing fence and install a safety fence on the Northmoor Road boundary of the southern soccer pitch - $10,000.

Under the framework for fencing in the Public Open Space Strategy, the first three options would be classified as a spectator fence and should be therefore be funded and maintained by the Bassendean Caledonian Soccer Club. It is unlikely however, that the club would have the finances to afford this.

RISK MANAGEMENT

The Community & Workforce

In its present condition the fence presents a risk of injury to the community and to staff working nearby. Under the Town’s existing Local Law the fence would be classified as dangerous. The removal, repair or replacement of the fence will remove the risk.

Legal Liability

The Town is aware that the fence presents a risk of injury. Failure to address the risk may expose Council to claims of public liability or workers compensation.

Reputation

Total removal of the fence may not reflect well on Council in the eyes of the Bassendean Caledonian Soccer Club. However, its removal is likely to improve the overall amenity of the reserve and been seen more favourably by the wider community.

Football West’s Regulations for clubs participating in the State Amateur League prescribes that “A barrier fence between the pitch and all areas where spectators are located, must be erected for each game”. This barrier can be permanent or temporary, i.e. rope and star pickets are acceptable.

OPTIONS

The options available to Council are to approve:

1.       The repair of the existing fence at Council’s expense; or

2.       The removal of all existing fences without replacement; or

3.       The removal of the existing perimeter fence without     replacement but retaining the internal 1m high fence; or

4.       The removal of the existing fence and consider the allocation of Council funds in the 2008/09 Budget Review or 2009/10 Capital Budget to replace it on its existing alignment; or

5.       The removal of the existing fence and consider the allocation of Council funds in the 2008/09 Budget Review or 2009/10 Capital Budget to provide a safety fence along the Northmoor Road boundary of the southern soccer pitch; or

6.       The removal of the existing fence and consider the allocation of Council funds in the 2008/09 Budget Review or 2009/10 Capital Budget to provide a spectator fence around the main soccer pitch, club         rooms and carpark; or

7.       The removal of the existing fence and consider any applications from the Bassendean Caledonian Soccer Club to install spectator fencing at their expense.

COMMENT

Jubilee Reserve is one of the Town’s most popular reserves in terms of usage for both active and passive recreation.

Fencing around parks and reserves may or may not have an affect on people’s access to recreation. The most important objective for the Town is to strive to achieve a balance in meeting the needs and wants of “formal” organised sporting groups, whilst ensuring that the wider community can also enjoy adequate access to community facilities and parks and reserves to undertake “informal” recreation, such as walking.

The Bassendean Caledonian Soccer Club is keen to remain at Jubilee Reserve. The Club is of the belief that the fencing is an important requirement for their future operations, as it will provide the Club with an opportunity to collect gate receipts for matches, so will provide them with a much needed source of income. The Club has also stated that the fencing is required to provide a safe control of access to the grounds by spectators. However, as previously stated the Football West regulations do allow temporary fences for clubs participating in the State Amateur League including the Bassendean Caledonian Soccer Club.

Since Council agreed to deferring removal of the fence in September 2004 its condition has deteriorated to the extent that it will require some financial outlay to make safe. Even a decision to remove without replacement will incur a cost to Council.

The Public Open Space Strategy that was endorsed by Council in 2006 provides a framework for the provision of fencing in the Town’s reserves. Under that framework Council is responsible for providing funding for the capital purchase and maintenance of barrier or safety fencing, whilst sporting organisations are responsible for the capital purchase and maintenance of spectator fencing. The majority of the existing perimeter fence would be classified as spectator fencing whilst a small portion would be classified as safety fencing.

The Bassendean Caledonian Soccer Club has indicated that their preference would be for a spectator fence to be constructed around the main soccer pitch, clubrooms and car park. Whilst they have not said as much, it is the opinion of officers that it is the expectation of the club that Council would fund such a fence. The Club has also indicated that the fence would be a requirement should they make a return to the professional league. As they are currently an Amateur Fourth Division club this process is likely to take several years with the construction of a fence difficult to justify on this basis.

The Club’s access to Jubilee Reserve is on a seasonal basis under a regular hire agreement with the Town. The Club’s access to the club/change-rooms facility is governed by a Lease Agreement. Historically, the Town has paid for the maintenance costs for fencing around its parks and reserves, including at Jubilee Reserve.

The existing 1.8 metre perimeter fence is in poor condition and presents a risk of personal injury. A majority of the fence serves no practical purpose although the small portion on the Northmoor Road boundary does provide a safety barrier for the southern ground.

It is difficult to justify the expense to Council to do anything other than remove this fence in the interest of public safety and improved amenity for the reserve. However, Council Officers consider that the small section of fencing along the Northmoor Road boundary does provide a safety barrier for the southern ground, so should remain.

Council may consider the retention of the 1 metre internal fence to provide some barrier between the spectators and players on the main pitch. It is important to note however, that should the external perimeter fence be removed the internal fence would then only have three sides. For this reason it is recommended that the Town write to the Club inviting them to apply for approval to fully enclose the area through the construction of the fourth side of the fence. Council Officers believe that any such construction should be at the expense of the Club in accordance with framework contained in the Town’s Public Open Space Strategy.

OFFICER RECOMMENDATION – ITEM 10.1

That Council:

1.       Considers the following projects during the 2009/10 Capital Budget deliberations:

a)        The removal of approximately 150 lineal metres of the existing 1.8 metre high external perimeter fence in Jubilee Reserve;

b)        The replacement of approximately 40 lineal metres of the existing 1.8 metre high perimeter fence on the Northmoor boundary of the southern most soccer pitch to act as a safety barrier;

c)        The installation of post and rail or bollard fencing on the Northmoor Road boundary of Jubilee Reserve to act as a barrier onto the reserve following removal of the existing 1.8 metre external fence; and

2.       Advises the Bassendean Caledonian Soccer Club that in accordance with the Public Open Space Strategy, the cost of the construction of the eastern boundary of the 1 metre fence be met by the Club.

10.2          Review of Community Venue Hire Procedures – Additional Information (Ref: COUP/USAGE/7 - Travis Moore, Recreation Development Officer)

Report Summary

  • The Town has experienced a recent increase in the amount of incidents occurring during high risk functions resulting in damage to the hired facility.
  • In November 2008, a report was presented to Council on the Town’s current community venue hire procedures. Council subsequently resolved that the report be refined to provide further information on bonds for low risk events; security issues; a “do not hire” section to the bonds criteria; and details on how the Town can best accommodate regular user groups.
  •  Recreation Development Officer recommends that Council amends the bonds matrix; enters into an agreement with a licenced security provider for the provision of a “caretaker” function at all high risk functions held in the Town’s facilities; and implements a new “security fee” for high/very high risk functions.

PURPOSE

The purpose of this report is for Council to receive additional information on the Town’s community venue hire procedures and to consider proposed improvements for community bookings held with the Town’s facilities.

BACKGROUND

Town of Bassendean Facilities Plan

In 2006, the Bassendean Town Council resolved to contract leisure consultants, Jill Powell & Associates, to undertake a review of the Town’s community facilities and make recommendations on ways to optimise usage of the facilities. The outcome of this process was the development of a Facilities Plan for the Town of Bassendean.

The plan identifies the need for the provision of facilities for wide community access.

The Town has five venues for hire to the community to accommodate a range of functions and activities, including 18th/21st birthday parties, engagement parties, weddings, meetings, dances etc.

These community venues are classed as “unmanned” facilities as Officers are not present for the entire duration of the hire period, with the hirer being responsible for access, security, cleaning and securing the facility.

In 2007, the Town experienced 4 functions that incurred damage to the venue hired and required retention of bonds to cover the costs of repair following the event.

This year to date, the Town has experienced 6 functions that have resulted in the hired venue incurring significant damage, 5 of which were 18th and 21st birthday functions.

In November 2008, Council was presented with a report on the current community venue hire procedures for the management of high risk functions. Council subsequently resolved to receive a further report outlining changes to accommodate a bond for low risk events, a “do not hire” section in the bonds criteria, security issues and consideration on how the Town can best accommodate regular users of the Town’s facilities.

RELEVANT LAW AND POLICY

Local Govt Act 1995

CONSULTATION

Consultation has occurred with a range of personnel during the preparation of this report, including:, Kiara Police, Australian Protection Services, City of Bayswater, City of Stirling, Town of Vincent, Shire of Mundaring, LGIS, the Town’s Manager Leisure Services, Manager Environmental/Health and Ranger Services, Volunteer & Community Transport Coordinator, Senior Ranger and Building Facilities Supervisor.

SUSTAINABILITY & STRATEGIC PLAN ALIGNMENT

In carrying out its functions a local government is to use its best endeavours to meet the needs of current and future generations through integration of environmental protection, social advancement and economic prosperity. (Section 1.3 of the Local Government Act).

This report has a medium strategic impact.

In addition, the Town’s Facilities Plan states that “community expectations” of the standard of facilities have risen and continue to rise”. Amending the Towns community venue hire procedures will ensure that the Towns facilities are maintained at a level that will not only meet the community’s expectations, but is also in line with the Town’s strategic planning decisions.

Community Wellbeing:

Amending the Town’s community venue hire management procedures would assist in ensuring community safety, whilst still providing affordable and accessible facilities for community access.

Economic Vitality & Financial Considerations:

In 2007/2008, the Town received $2,941 in revenue from the hiring of facilities for high risk functions. If Council decides to cease the hiring of the Town’s community facilities for high risk functions an estimated loss in revenue of $3,000 per year is expected.

This year to date, the Town has incurred $4,833 in damages resulting from the facilitation of high risk functions. This is an overall increase in damage costs of $1,820 from 2007.

Fees and Charges, including bonds are set annually by Council and adopted in the Budget. Changes to the adopted Fees and Charges requires advertising by way of public notice informing of the changed fees and dates of implementation.

If Council decides to implement a “caretaker” role for all high risk functions, the estimated cost of this service would be $480 i.e. $80 p/hour x 6 hours = $480. This would cover the cost of two licenced security personnel for the duration of the hire period. It is recommended that this cost be passed onto the hirer.

Whilst the implementation of a “caretaker” role would increase the total hire costs bourne by the hirer, these costs would include security and as such in most cases the hirer would not be required to obtain any additional security.

Currently, the Town administers the following bond fee structure when hiring community facilities for the purpose of social functions:

BONDS SCHEDULE

 

Criteria

Low risk

Medium risk

High risk

Very high risk

Type of Activity

1

3

5

7

Is Alcohol Consumption involved

1

3

5

7

Past Hire Record

1

2

7

7

Likelihood of damage

1

2

7

10

Number of People

1

4

5

6

 

Total Bonds Criteria Score

Bond Payable

5 points

$0

6 to 13 points

$300

14 to 18 points

$500

19 to 24 points

$1000

25+ points

Do Not Hire

 

Very high risk

$1000

High risk

$500

Medium Risk

$300

Low Risk

Nil

 

The following bond fee structure is proposed:

BONDS SCHEDULE

 

Criteria

Low risk

Medium risk

High risk

Very high risk

Type of Activity

1

3

5

7

Is Alcohol Consumption involved

1

3

5

7

Past Hire Record

1

2

7

7

Likelihood of damage

1

2

7

10

Number of People

1

4

5

6

 

Total Bonds Criteria Score

Bond Payable

5 points

$0

6 to 13 points

$300

14 to 18 points

$500

19 to 24 points

$1500

25 to 30 points

$3000

31 + points

Do not hire

 

 

Very high risk (All high risk functions at Cyril Jackson Recreation Centre)

$3000

High risk (All high risk functions at Bassendean Community Hall, Alf Faulkner Hall and Seniors & Community Centre.

$1500

Medium risk

$500

Moderate risk

$300

Low risk

Nil

 

The Town conducts a risk assessment of each booking based on the criteria outlined in the bonds schedule.

e.g.    Type of Activity – Community Dance = 3

          Alcohol – Yes = 5

          Past hire – Good = 1 point

          Likelihood of damage - low = 1 point

          Number of people – 100 = 4 points

          Total points = 14 points (Medium risk, $500 bond)

RISK MANAGEMENT

The Community

The Town’s community facilities play an important role in the provision of opportunities for the community to socialise and through providing an affordable option for function hire.

Reputation

If Council decide to outsource the “caretaker” role the persons undertaking the role will essentially be representing the Town and as such any behaviour good or bad will reflect on the Town.

Legal Liability

The Town’s insurance provider LGIS advised that the Town’s insurance would not be adversely affected by the outsourcing of the “caretaker” role, providing that the contracted security firm also has their own Public Liability insurance. Furthermore, LGIS support the initiative and have offered to assist in the development of an agreement with a licenced security firm.

OPTIONS

At this time, Council is presented with two options:

1.        Maintain current high risk birthday management procedures and bond amounts; or

2.        Adopt the proposed bond matrix model and implement a “caretaker” position for all bookings assessed to be of a “high/very high risk” nature.

COMMENT

The Town currently manages five community venues which are hired to the community for a range of various activities i.e. Cyril Jackson Recreation Centre, Alf Faulkner Hall, Seniors & Community Centre, Bassendean Community Hall and Bassendean Memorial Library.

                                      Low risk functions

Currently, the Town determines a function is of a low risk nature by assessing the booking against the criteria outlined in the bonds matrix. A function can only be considered low risk when it has a positive hire history, does not involve alcohol and is an activity of a low risk nature i.e. committee meetings, yoga classes, singing, dancing, arts and crafts.

This year, approximately 100 hirers have been assessed as bookings of a low risk nature. Of these bookings, only one incident of anti-social behaviour has occurred resulting in damage to the Town’s facilities.

Whilst a hall bond is currently not applied to these hirers, a $50 casual key bond is applicable and may also cover any minor damages if required.

Regular hirers

A regular hirer can be defined as “a group/hirer which has 10 or more bookings in any of the Towns facilities over the course of a one year period”.

Across the 5 community facilities that the Town manages, 42 regular hirer groups currently exist. Many of these groups have a long history in the Town and hire the Towns facilities for the purposes of activities considered as “low risk”. As such, historically no bond fee is currently applied to hirers of this nature.

As with low risk hirers, whilst a hall bond is currently not applied, a $100 regular key bond is applicable and may also cover any minor damages if required.

High risk functions

Whilst incidents of damage and anti-social behaviour have occurred during all types of functions in the past, the majority of issues experienced have occurred during “high risk” functions e.g. 18th/21st birthday functions.

As a standard practice the Town currently implements a $1,000 bond on all functions deemed to be very high risk. However, this amount is not always sufficient to cover the entire costs of repair and retrieving the additional costs can be a difficult process.

One function this year has incurred damage costs over the $1,000 bond limit, whilst two more functions have incurred damages of over $700.

At its recent meeting the Cyril Jackson Recreation Centre Management Committee resolved to support the facilitation of high risk functions at the Centre, as the Committee felt is was important to continue to provide the community with the opportunity to access the Centre for functions of all types. Furthermore, the Committee recommended an increase in the maximum bond amount to $3,000 and that a one guard per 50 person clause for high risk functions be included in the conditions of hire.

However, due to the size and characteristics of the Bassendean Community Hall, Alf Faulkner Hall and Seniors & Community Centre, it is recommended that the maximum bond amount applicable for high risk functions at these facilities be increased to $1,500.

Security issues

Currently, there is no specific requirement for hirers to provide security, however, details of security measures are requested and licensed security is highly recommended.

Whilst the majority of “high risk” function organisers do arrange their own security, this security is not necessarily licenced and may not have the protection of the Town’s interests as a priority.

In particular, security hired by the function organiser is essentially charged with the responsibility to ensure the safety of the patrons attending, however may not necessarily be concerned with ensuring the safety and security of the Town’s assets.

Several other Local Authorities, staff their facilities with a person/persons in the role of a “caretaker”. This position can act as a point of contact throughout the booking, as security for both function patrons & the Towns assets, ensure the venue is cleaned appropriately and undertake open & lock up responsibilities.

If Council decides to maintain the current bond structure and community venue management procedures, it is recommended that a further review of the procedures be conducted in 6 months with a subsequent follow up report to be provided to Council.

If Council decides to continue to facilitate high risk functions at the Town’s community venues, it is recommended that a “caretaker” management model be implemented for all high risk functions.

Acting Senior Sgt Baker, OIC, Kiara Police Station, supports the Town implementing a “caretaker” role and has further offered to assist where possible in the start up of the initiative.

However, if the role of “caretaker” was to be undertaken internally a significant increase in the Town’s human and financial resources would be required. In addition, the Town does not have sufficient staff in Ranger Services with the required skills to undertake the task and would require recruiting in a tight labour market.

As such, due to a lack of appropriately skilled resources internally, able to undertake the role of “caretaker” it is recommended that the Town enters into an agreement with a licenced security firm to undertake the role of “caretaker” at all functions considered to be of a high risk nature. Furthermore, that a new “security fee” of $80 p/hour be implemented to cover the costs of this service.

Summary

The Recreation Development Officer recommends that the Town continues to provide the community with access for high risk functions, however, with the amended bond matrix model. Furthermore, it is recommended that the Town enters into an agreement with a licensed security provider to undertake the role of a “caretaker” at all functions assessed to be of a high risk nature and that a new “security fee” of $80 p/hour be implemented to cover the costs.

OFFICER RECOMMENDATION – ITEM 10.2

That Council:

  • Advertises and implements a new security fee of $80 p/hour and increases the community venue hire maximum bond amount to $3,000 for the Cyril Jackson Recreation Centre and $1,500 for the Bassendean Community Hall, Alf Faulkner Hall and Seniors & Community Centre;
  • Enters into an agreement with a licenced security firm for the provision of a “caretaker” role for all functions of a high/very high risk nature; and
  • Amends the 2008/09 Budget to include an income and expenditure account of $5,000 for the contracting of a security company; and
  • Authorises the expenditure in accordance with Section 6.8 of the Local Government Act

TO BE CARRIED BY AN ABSOLUTE MAJORITY VOTE UNDER CLAUSE 6.8 AND 6.16(3) OF THE LOCAL GOVERNMENT ACT 1995 TO AMEND FEES AND CHARGES PREVIOUSLY ADOPTED BY COUNCIL.

10.3          Minor Amendments to Licence Agreement Conditions for New Year’s Eve Concert 2008 at Steel Blue Oval Bassendean (Ref: COUP/USAGE/3 - Graeme Haggart, Acting Chief Executive Officer & Patrick Quigley, Manager Leisure Services)

Report Summary

  • In October 2008, the Council resolved to support an application by a concert promoter to facilitate a New Year’s Eve Concert at Steel Blue Oval Bassendean on Wednesday 31 December 2008.
  • The Promoter is seeking minor amendments to the Licence Agreement conditions for the Concert.
  • Act/Chief Executive Officer and Manager Leisure Services support the amendments.

PURPOSE

The purpose of this report is to inform Council of a recent request by the Promoter of the New Year’s Eve Concert, scheduled to be held at Steel Blue Oval Bassendean on Wednesday 31 December 2008, to enact minor amendments to the Licence Agreement conditions and to seek Council adjudicate on the request.

BACKGROUND

   In October 2008, the Council resolved to agree to the staging of a New Year’s Eve Concert for 31 December 2008 at Steel Blue Oval Bassendean and delegate to the Acting CEO the authority to enter into a licence agreement with the promoters, subject to certain conditions.

In discussing the terms & conditions for the Concert, the Town and the Promoter were able to reach agreement with the majority of the terms & conditions. However, the Promoter is seeking minor amendments to the terms & conditions to extend the concert finish time by 30 minutes to 1.30am and to include a 4 minute fireworks show at the conclusion of the concert.

RELEVANT LAW & POLICY

Local Government Act 1995

Local Government (Financial Management) Regulations 1996)

Environmental Protection (Noise) Regulations 1997

CONSULTATION

Consultation has occurred with the Promoters and relevant officers of the Town during the preparation of this report.

SUSTAINABILITY & CORPORATE PLAN ALIGNMENT

The New Year’s Eve Concert assists in satisfying the Town’s objective of facilitating iconic events. It also assists in fulfilling the Town’s positioning statement as a place that fosters recreation, culture and the arts within Perth’s eastern region.

Revenue will be generated for the Town and potentially also for community/sporting groups through the staging of the event. The Town’s commercial sector should also benefit from increased trade.

RISK MANAGEMENT

A comprehensive event plan that meet the Australian Standards for the staging of significant events of this scale are required to be established by the promoters. The plan will require to be “signed-off” by relevant State Agencies/Departments, including the Town by a determined date prior to the event staging.

Based on the community consultation conducted prior to Soundwaves and even allowing for some loss of support resulting from excessive noise and unacceptable language at the Soundwaves Festival, a strongly supportive community attitude is anticipated. The communication plan will include establishing a “hot line” by the Town for the community to receive a prompt response to parking issues, noise complaints, observed criminal/anti social behaviours, to respond to litter in the street and so on.

One major improvement experienced by near residents at Soundwaves Festival was the lack of drunken behaviour.

The fireworks show will be facilitated by a licenced operator that has worked with the Town of Bassendean on previous occasions. The firework operator has public liability insurance coverage and will arrange for a fire truck and personnel to be in attendance during the fireworks, as standard risk management practice.

OPTIONS

To agree to the minor amendments for the New Year’s Eve Concert at Steel Blue Oval Bassendean on Wednesday 31 December 2008 or not agree.

COMMENT

The Town has a good record for conducting significant music events and Steel Blue Oval, Bassendean, is widely known for having hosted the large-scale events that brought significant positive attention to Bassendean.

If the Council resolves to not support the amendments, the Promoter anticipates some difficulties in scheduling all of the acts that have been booked. In particular, the Promoter requires a 30 minute extension to the concert finish time to accommodate the large number of acts involved in the concert and fireworks show, to ensure that the attendees get value for money; and allow enough time for all acts to get on stage, perform their musical sets and get off stage in time.

As previously stated, the Town and the Promoter have reached agreement with the majority of the terms & conditions.

In summary, the A/CEO and Manager Leisure Services recommend that Council endorses the minor amendments to be made to the Licence Agreement’s terms & conditions for the New Year’s Eve Concert.

OFFICER RECOMMENDATION – ITEM 10.3

That Council endorses the minor amendments to be made to the Licence Agreement terms & conditions, as stated in the Officer Report to the Standing Committee Agenda of 9 December 2008, for the New Year’s Eve Concert at Steel Blue Oval Bassendean on Wednesday 31 December 2008.

10.4          RFT CC055-2008/09 BIC Reserve – Plexipave Tennis Courts, Fencing & Lighting (Ref: PARE/TENDNG/11– Ian McDowell, Manager Asset Services)

Report Summary

  • The design process for the new Plexipave tennis courts at the BIC Reserve has taken much longer than anticipated.
  • To ensure the works are completed in a timeframe that will enable us to meet our contractual obligations with the Department of Sport and Recreation, the MAS is seeking delegated authority for the CEO to award the tender for the construction works.

PURPOSE

The purpose of this report is to seek Council’s delegation to authorise the acting CEO (or the CEO as the case may be) to award Tender CC055-2008/09, for the construction two new Plexipave Tennis Courts, including fencing and lighting, at the BIC reserve, to the tenderer considered to be the most advantageous to Council.

BACKGROUND

An amount of $178,664 has been allocated in the 2008/09 Capital budget for the construction two new Plexipave Tennis Courts, including fencing and lighting, at the BIC Reserve.

Due to matters beyond the control of staff, the design process for the new courts was delayed with the final specification and drawings not finalised until late November 2008.

The Town has received a CSRFF grant to assist with the construction of the courts. Under the terms of our contract with the Department of Sport and Recreation construction works are to be completed in April 2009 and the grant acquitted in May 2009.

RELEVANT LAW AND POLICY

Local Government Act 1995 – Section 3.57 Tenders for Providing Goods or Services

(1)      A local government is required to invite tenders before it      enters into a contract of a prescribed kind under which            another person is to supply goods or services.

(2)      Regulations may make provisions about tenders.

Local Government (Functions and General) Regulations 1996 – Part 4 paragraph 18 (4) Choice of Tender

(4)      Tenders that have not been rejected under subregulation    (1), (2), or (3) are to be considered by the local            government and it is to decide which of them it thinks    would be the most advantageous to the local          government to accept.

Local Government Act 1995 – Section 5.42 (1) – Delegation of Some Powers and Duties to the CEO

(1)      A local government may delegate* to the CEO the    exercise of any of its powers or the discharge of any of             its duties under this Act other than those referred to in    Section 5.43.

   *Absolute majority required.

CONSULTATION

The Manager Leisure Services met with the Bassendean Tennis Club President on 25 November 2008 to discuss the project and to present the design. The President fully endorsed the design on behalf of the Club at that meeting.

SUSTAINABILITY & STRATEGIC PLAN ALIGNMENT

In carrying out its functions a local government is to use its best endeavours to meet the needs of current and future generations through an integration of environmental protection, social advancement and economic prosperity. (Section 1.3 of the Local Government Act).

This report has a low strategic impact.

Economic Vitality & Financial Considerations: To foster economic prosperity in the Town and Region.

Council has allocated $178,664 in the 2008/09 Capital Budget for the conduct of these works. Tenders will only be awarded if they fall within the available budget allocation.

OPTIONS

Council may delegate its power to award Tender CC055-2008/09 to the acting CEO (or the CEO as the case may be) or not.

COMMENT

The design for the construction of Plexipave tennis courts at BIC Reserve was not finalised until late November 2008.

The administration of tenders is a timely process with most taking two to three months from the time of drafting the specification to the awarding of the contract.

Following the evaluation of tenders, a report is presented to Council for their consideration. The report provides a recommendation to award the tender to the tenderer that Council Officers have assessed as being the most advantageous to Council.

The Town has received a CSRFF grant to assist with the construction of the courts. Under the terms of our contract with the Department of Sport and Recreation construction works are to be completed in April 2009 and the grant acquitted in May 2009

Council Officers are seeking to maximise the lead time provided for these works so as to ensure they are completed within this timeframe.

If Council does not delegate its powers in this matter to the CEO, a report will not be presented to Council until January 2009 making it difficult to ensure the works are completed on time.

OFFICER RECOMMENDATION – ITEM 10.4

That Council:

1.       Delegates to the Acting CEO (or the CEO as the case may be) the power to award Tender CC055-2008/09 within the allocated budget, for the construction of two new Plexipave tennis courts, including fencing and lighting, at the BIC Reserve, to the Tenderer he considers to be the most advantageous to Council; and

2.       Acknowledges that advice on the assessment and awarding of the Tender will be provided to Council through the Councillors’ Bulletin.

POINT 1 TO BE PASSED BY AN ABSOLUTE MAJORITY UNDER SECTION 5.42 OF THE LOCAL GOVERNMENT ACT TO DELEGATE POWERS TO THE CEO.

10.5          Proposed Seven Bedroom Adult Respite House (Residential Building) Lot 703; 66 Broadway, Bassendean, Owner: Department of Housing and Works, Applicant: Broadhurst & Bott Architects (Ref: DABC/BDVAPPS/2008-188 – Brian Reed, Manager Development Services)

Report Summary

  • The proposal seeks Council approval for the development of a seven bedroom residential building with a reduced number of car parking bays
  • The request is based on the fact that the occupants of the complex do not drive.
  • All other planning aspects of the development would comply with Scheme requirements.
  • A conditional approval is recommended.

PURPOSE

The purpose of this report is for Council to consider an application for planning consent that involves a reduction in car parking spaces.

BACKGROUND

An application for planning consent has been received to erect a 7 bedroom adult respite house at the above property, which is zoned for Residential with a density code of R20. The use is classified as a Residential Building under the Local Planning Scheme No 10.

A Residential Building is a discretionary use within the Residential Zone which means that the use is not permitted unless the local government has exercised its discretion by granting planning approval.

A residential building is defined as:

A portion of a building together with rooms and outbuildings separate form such building but incidental thereto; such building being used or intended, adapted or designed to be used for the purpose of human habitation:

  • Temporarily by two or more persons, or
  • Permanently by seven or more persons, who do not comprise a single family, but does not include a hospital or sanatorium, a prison , a hotel , a motel or a residential building

The proposal complies with the Scheme and Residential Design Codes with the exception of the provision of car parking spaces.

The following justification has been provided by the applicant in terms of the shortfall of car parking spaces:

As noted in our application 23/10/2008 the proposed dwelling is for accommodation of persons with various disabilities for varying periods for the purpose of respite. The dwelling is being built by DHW and will be operated by ID Entity, a non profit N.G.O. ID Entity staff will be on site at all times providing care for the residents.

Under the Local Town Planning Scheme the prescribed parking requirements for the proposed residence is 1.5 bays for each bed, requiring 11 bays for the 7 beds provided.

The Department of Housing & Works seeks a waiver on these parking conditions and submit the following to justify their request.

1.       6 of the beds are for respite accommodation for disabled persons. This is generally short term.

2.       1 of the beds is to accommodate a carer.

3.       The disabled residents cannot drive and do not have cars.

4.       As the residents are in respite it is unlikely that they will have family visiting.

5.       An undercover disabled parking bay and a visitor parking bay is proposed.

The Department of Housing and Works have now agreed to provide an additional 2 parking bays as per the accompanying revised site plan.

A copy of a letter received from ID Entity outlining the use of the proposed residence and also requesting a waiver of the parking requirement, is included in the attachments.

RELEVANT LAW AND POLICY

Local Planning Scheme No. 10.

Residential Design Codes

CONSULTATION

The proposed ‘residential building’ is a discretionary land use under the Scheme, and as such does not require to be advertised for public consultation.

SUSTAINABILITY & STRATEGIC PLAN ALIGNMENT

In carrying out its functions a local government is to use its best endeavours to meet the needs of current and future generations through an integration of environmental protection, social advancement and economic prosperity. (Section 1.3 of the Local Government Act).

This report has a low strategic impact.

RISK MANAGEMENT

The only risk management issue associated with this application is whether adequate parking will be provided to cater for the proposed development.

OPTIONS

Council’s options are:

1.       To approve the application subject to standard conditions for this form of development.

2.       Defer the application pending the submission of revised plans demonstrating the required number of on-site car parking bays.

COMMENT

Clause 5.5.1 of Town Planning Scheme No.10 states that:

“Except for development in respect of which the Residential Design Codes apply, if a development is the subject to an application for planning approval and does not comply with a standard or requirement prescribed under the Scheme, the local government may, despite the non-compliance, approve the application unconditionally or subject to conditions as the local government thinks fit.”

Table 2 of Local Planning Scheme No. 10 would require for a residential building land use the provision of on-site car parking bays at the rate of 1.5 spaces per bed. On this basis, the proposed development would require 7 on site car parking bays.

The Manager Development Services considers that in this instance adequate car parking provision has been made to cater for the likely car parking demand likely to be generated by the proposed development.

OFFICER RECOMMENDATION – ITEM 10.5

That Council grants planning consent for a Proposed Seven Bedroom Adult Respite House (Residential Building) Lot 703 (66) Broadway; Bassendean, subject to the following conditions:

1.       This consent relates to the amended plan received by Council on 24 November 2008;

2.       The issue of a building licence prior to the commencement of any on site works;

3.       A detailed landscape plan being submitted with the application for a building licence which shows the location and type of existing and proposed trees and shrubs and lawns to be installed, and natural landscaping areas to be retained, in accordance with the approved plans;

4.       The landscaping plan shall include details of the proposed watering system to ensure the establishment of species and their survival during the hot, dry summer months. Council encourages landscaping methods which do not rely on reticulation. Where reticulation is not used, the alternative method should be described;

5.       All stormwater being retained on site;

6.       The issue of a building licence prior to the commencement of any on-site works;

  • The buildings hereby approved shall not be occupied until all of the conditions of planning consent have been complied with to the satisfaction of the Manager Development Services, unless the applicant has entered into an agreement with Council to comply with those conditions within a specified period;
  • In the event that a shortfall in on site parking develops due to the use of the site, the applicant shall provide sufficient additional on site parking bays to the satisfaction of Council; and
  • Prior to the issue of a building licence, the applicant shall lodged a notification under Section 70A of the Land Administration Act on the title of the land, advising purchasers of the site, that the current development has a shortfall in parking that may influence the permissibility of future uses on the site.

10.6          Proposed Closure of a Portion of ROW 6 at the Rear of 26 Scaddan Street and 33 Broadway, Bassendean, Applicant: H I Piller (Ref: ROAD/STMNGT/4 – Brian Reed, Manager Development Services)

Report Summary

  • A request has been received for Council to initiate closure of a portion of a right of way.
  • The request complies with Council policy.
  • The Manager Development Services supports the request.

PURPOSE

The purpose of this report is for Council to consider a request to initiate closure of a portion of ROW 6.

BACKGROUND

An application has been received to close a portion of the above right of way and amalgamate the land with 28 Scaddan Street and 35 Broadway Bassendean.

A copy of a plan showing the location of the ROW and the proposed land distribution is included in the attachments.

RELEVANT LAW AND POLICY

The process for the closure of rights of ways is governed by the Land Administration Act 1997. Council’s Policy dealing with rights of ways also applies.

CONSULTATION

Preliminary consultation undertaken by the applicant suggests that the other users of the ROW have no objection to the closure request.

More formal consultation will be carried out with adjoining owners, statutory consultees and the public utility providers through the closure process.

SUSTAINABILITY & STRATEGIC PLAN ALIGNMENT

In carrying out its functions a local government is to use its best endeavours to meet the needs of current and future generations through an integration of environmental protection, social advancement and economic prosperity. (Section 1.3 of the Local Government Act).

This report has a low strategic impact.

The sustainability of closing the ROW will be assessed as part of the closure process, if Council agrees to initiate closure.

RISK MANAGEMENT

The Manager Development Services cannot identify any risks in initiating the closure process.

All Council’s costs in administering the closure are required to be met by the applicant.

OPTIONS

Council’s options are either to initiate the closure process or not.

COMMENT

The request has been initially assessed against the policy principles of Council’s right of way closure policy, and it is considered by the Manager Development Services that the request should be supported.

It should be noted that the closure only impacts on the two properties concerned with the closure request and one further property to the east of the section proposed to be closed

Council is being asked to initiate a process that will allow consultation with adjoining land owners and other statutory consultees.

The relevant policy principles are reproduced below:

“Closure of a right-of-way shall not proceed generally where:

  • safe rear access is provided by the right-of-way to properties on Important Regional Roads;
  • the right-of-way is clearly used for access to small lots with limited street frontage;
  • the right-of-way is constructed;
  • the right-of-way provides the only means of access to an approved garage or carport;
  • the right-of-way has the potential either now or in the future to be used to facilitate the development of infill dwellings at the rear of existing residences;
  • agreement cannot be reached for the acquisition and inclusion of the subject land into adjoining properties;
  • arrangements have not been made to protect or relocate any public services located within the right-of-way;
  • reasonable objections by adjacent property owners and owners and residents of properties served by the right-of-way have not been satisfactorily addressed; and
  • relevant transport and planning considerations have not been taken into account and issues raised by Department for Planning and Infrastructure and other relevant government departments have not been properly considered.”

OFFICER RECOMMENDATION – ITEM 10.6

That Council initiates closure of part of Right of Way No 6 adjoining 28 Scaddan Street and 35 Broadway Bassendean, in accordance with the procedures outlined in the Land Administration Act 1997.

Footnote:

It should not be assumed at this stage that Council will support the eventual closure of the ROW, but is merely prepared to initiate a process to ascertain the feasibility of closure.

10.7          Request for Council to Accept a Cash-in-lieu Payment Rather than Providing Open Space on Site - Lot 202 (Nos. 1-5) Troy Street, Bassendean, Owner/Applicant: Department of Housing & Works (Ref: WAPC 134676/LUAP/POLCY/1 – Brian Reed, Manager Development Services)

Report Summary

  • Council has previously resolved to accept the principle of a cash-in-lieu payment rather that accepting the provision of open space on the above site.
  • The contribution has been valued by the valuation services of Landgate.
  • This report recommends that the valuation be accepted

PURPOSE

The purpose of this report is for Council to consider and accept a cash-in-lieu contribution for the above subdivision.

BACKGROUND

This matter was last considered by Council at its meeting held in March this year when it was resolved (OCM – 10/03/08) that Council accepts the principle of the owners of Lot 202 No. 1-5 Troy Street, Bassendean, paying to Council a sum that represents the value of providing open space on site, subject to compliance with the provisions of Sections 153, 154 and 155 of the Planning and Development Act 2005.

RELEVANT LAW AND POLICY

Section 153 of the Planning and Development Act 2005 governs the procedure associated with cash-in-lieu payments.

The legislation requires that:

1.       The payment must be an equivalent sum of the market value of providing open space on-site;

2.       Income from cash-in-lieu payments must be paid into a separate account of the local government and shall be applied:

a)        for the purchase of land for open space in the area;

b)        in repaying loans raised by the local government for the purchase of any such land; and

c)        with the approval of the Minister, for the improvement or development of open space of any land within the District.

CONSULTATION

Consultation has occurred with the Valuation Services of Landgate (Valuer General), who has independently valued the contribution to be $ 212,000.

SUSTAINABILITY & STRATEGIC PLAN ALIGNMENT

In carrying out its functions a local government is to use its best endeavours to meet the needs of current and future generations through an integration of environmental protection, social advancement and economic prosperity. (Section 1.3 of the Local Government Act).

This report has a medium strategic impact.

RISK MANAGEMENT

The Manager Development Services cannot identify any risks identified with accepting the contribution.

OPTIONS

Council’s only realistic option is to accept the valuation as provided by Landgate.

COMMENT

A copy of the valuation report is included as a confidential attachment.

The report concludes that the amount of the contribution calculated in accordance with section 155 of the Planning and Development 2005 is assessed at $212,000.

The acceptance of a cash-in-lieu payment needs the approval of Council, as the power to accept such a payment is not delegated to the CEO.

The expenditure of the cash-in-lieu funds should be considered through the Strategic Financial Management Plan and/or budgetary process.

OFFICER RECOMMENDATION – ITEM 10.7

That Council accepts the payment of $212,000 as satisfying the requirements of condition 1 of the approval WAPC 134676 dated 4 July 2007 for the subdivision of Lot 202; No. 1 to 5 Troy Street, Bassendean.

10.8          Ashfield Parade Reserve and Pickering Park – Riverbank Grant Funding Received (Ref: - GRSU/APPS-D/5 –(Director Operational Service , Simon Stewert-Dawkins; Environmental Officer , Leah Pearson)

Report Summary

  • In November 2008 the Town received letters of advice from the Swan River Trust regarding Riverbank expression of interest applications submitted for Ashfield Parade Reserve, Success Hill Reserve and Pickering Park.
  • The Town was successful in obtaining a total of $162,914 in grant funding for foreshore and escarpment rehabilitation works at Ashfield Parade Reserve and to rehabilitate the foreshore area and the outflow drainage area at Pickering Park.
  • This report recommends that Council accept the grant funding and approves a budget for expenditure of the funds.

PURPOSE

The purpose of this report is to advise Council of the outcomes of Riverbank expression of interest applications submitted by the Town, funding received, and obtain Council approval for a budget to allow expenditure of grant funds.

BACKGROUND

As Council is aware the Town has previously obtained funding from the Swan River Trust RiverBank program for the 1st year of a 3 year program to undertake environmental restoration works along Ashfield Parade Reserve.

In 2007/08 the Town removed an old dilapidated jetty structure from Pickering Park and undertook foreshore restoration works

Also as Council is aware, the Town is in the process of obtaining Swan River Trust development approval for the removal of the dilapidated jetty structure at Success Hill Reserve and the construction of Access Stairs and a Floating Fishing Platform and associated foreshore restoration works.

On 3 November 2008, the Town received letters of advice from the Swan River Trust regarding Riverbank expression of interest applications submitted for Ashfield Parade Reserve, Pickering Park and Success Hill Reserve.

The Town was successful in obtaining a total of $162,914 in grant funding for Ashfield Parade Reserve and Pickering Park.

Background information for each of the projects is as follows:

ASHFIELD PARADE RESERVE

The Ashfield Parade project is designed to resolve ongoing issues relating to foreshore erosion, drainage and public access. Stage 1 of the project commenced earlier this year with the implementation of the civil engineering and public access requirements, the commencement of the weed and re-vegetation of the reserve.

It should be noted that in the first year of the Ashfield Parade Reserve project, the Town secured from the Swan River Trust $390,016 grant. The Town was also successful in obtaining grant funding from the Recreation Community Fishing program for the kayak ramp and the fishing platform, Road to Recovery Program for the road works.

On the 3 November 2008 the Town was advised by the Swan River Trust that it had been successful in obtaining a grant of $115,914 for Stage 2 of the environmental restoration works in accordance to the application submitted for foreshore and escarpment rehabilitation works.

SUCCESS HILL RESERVE

In September 2008 (OCM – 20/09/08) a report was submitted to Council regarding the Swan River Trust development approval timeframes and the requirement from the Recreation Community Fishing program to have the Access Stairs and Floating Fishing Platform project completed by April 2008.

Prior to this report being submitted and in accordance to the overall project requirements, the Town submitted an expression of interest application for rehabilitation works associated with the Access Stairs and Floating Fishing Platform project.

The Swan River Trust advised that on this occasion the Town has not been successful in obtaining a Riverbank grant. An expression of interest application can be submitted again next year.

At a Council Workshop held on 1 December 2008, it was suggested that the Town of Bassendean & East Metropolitan Regional Council submit an expression of interest application for the Federal Governments Regional & Local Community Infrastructure program for the Success Hill Reserve Access Stairs and Floating Fishing Platform as part of the foreshore restoration works.

PICKERING PARK

During the 2007/08 budget Council allocated funds and the works were completed to remove the old dilapidated jetty structures at Pickering Park and to rehabilitate the small section of the foreshore impacted by the project.

As an extension of this project, the Town submitted an expression of interest application to the Swan River Trust for the rehabilitation of the foreshore and drainage area.

The Swan River Trust has recently been advised that the Town has been successful in obtaining a Riverbank grant of $47,000 to rehabilitate the balance of the foreshore area and the outflow drainage area to create a living stream.

RELEVANT LAW AND POLICY

Aboriginal Heritage Act 1972

Swan and Canning Rivers Management Act 2006

Local Government Act 1995

CONSULTATION

Extensive community consultation was undertaken during the development of the Ashfield Parade Reserve Concept Plan during the first year of the project. These comments were considered in the development of the overall plan for restoration of the Ashfield Parade Foreshore (OCM –7/06/06 & OCM – 10/09/06 - Ashfield Parade Reserve – Proposed Concept Plan).

During the development of the Riverbank expression of interest for the second year of the detailed design plans for Ashfield Parade Reserve the Swan River Trust was consulted, together with the works contractor (Syrinx).

The Swan River Trust was also consulted during the development of the Riverbank expression of interest for Pickering Park, and approval sought under section 18 (3) of the Aboriginal Heritage Act 1972 from the Department of Indigenous Affairs.

SUSTAINABILITY & CORPORATE PLAN ALIGNMENT

In carrying out its functions a local government is to use its best endeavours to meet the needs of current and future generations through an integration of environmental protection, social advancement and economic prosperity. (Section 1.3 of the Local Government Act).

Environmental Enhancement:

ASHFIELD PARADE RESERVE

Components of the Ashfield Parade Reserve project include foreshore stabilisation, revegetation, weed removal, drainage management and formalised public access.

With reference the Concept Plan and the impact on environmental enhancement, the following issues have been addressed in the environmental restoration:

  • Opportunistic extension of low growing (<600mm) vegetation into the parkland;
  • Planting of deep rooted tree species to stabilize the embankment above the escarpment;
  • Establishment of rushes and sedges along the foreshore to stabilize and prevent further erosion;
  • Dead, declining and unsuitable plant species such as Chinese Pepper trees will be removed. The concept plan also identifies that a Eucalyptus calophylla will be removed and six mature trees and eleven seedlings of the same species planted; and
  • Regarding of a section of the foreshore where the river has undercut the embankments. In these areas the area will be replanted.

PICKERING PARK

The bushland area running parallel to the foreshore is in a degraded state the Town proposes to restore the river bank with native riparian vegetation and to add diversity to the adjacent dryland zone.

Currently the river bank is subjected to erosion caused by constant water traffic and tidal effects. The dryland area has the potential to be an important bush corridor linking up with existing vegetation.

The proposed plan will incorporate the development and conversion of the Pickering Park drain into a living stream. The purpose of establishing the living stream is to create and support a complex ecosystem, which will support a wide range of flora and fauna. The Living Stream acts as a nutrient stripping system providing improved water quality discharging into the Swan River.

Components of the Pickering Park project include:

  • Establishment of rushes and sedges along the foreshore to stabilize and prevent further erosion;
  • Establishment of low growing (<600mm) vegetation between the river and the existing path;
  • Planting of deep rooted tree species to stabilize the foreshore;
  • Rehabilitation and revegetation works will incorporate erosion control products, riparian planting and transitional planting, making the riverbank less prone to erosion, provide habitat, create a corridor which will connect existing remnant vegetation together and be aesthetically pleasing.

Community Wellbeing:

ASHFIELD PARADE RESERVE

Ashfield Parade Reserve is a bold and dynamic part of the Swan River that provides visitors with extensive views of the Swan River, including Ron Courtney Island and the floodplains.

At present there is a safety risk associated with the steep embankments along the rivers edge with signs having been erected warning of the danger. Project outcomes will include stabilised riverbank, temporary fencing, formalised access to beach areas, the installation of a pedestrian path, furniture and improved amenity of the site.

Economic Vitality & Financial Considerations:

ASHFIELD PARADE RESERVE

The Swan River Trust has allocated $115,914 (plus 10% GST) to continue with implementing the Ashfield Parade Reserve – Concept Plan.

PICKERING PARK

The Swan River Trust has allocated $47,000 (plus 10% GST) to implement a project outlined within the Collective Local Biodiversity Strategy.

Leadership and Best Practice:

Council is demonstrating environmental leadership by resolving drainage problems, erosion problems and working towards improving water quality entering the Swan River.

RISK MANAGEMENT

Department of Indigenous Affairs

On the 15th November 2005 Section 18 approval was granted under the Aboriginal Heritage Act 1972 which included the “conditions of consent” for works on Ashfield Parade Reserve. These conditions will continue to apply.

Also on the 15th November 2005 and on the 14 December 2007 Section 18 approval was granted which included the “conditions of consent” for works on Pickering Park. These conditions will continue to apply.

OPTIONS

Two options are presented to Council as follows:

1.       Accept the grant funding and approves a budget for expenditure of the funds; or

  • Does not accept grant funding and does not approve a budget for expenditure of the funds.

It should be noted that if Council resolved to not accept the Riverbank grant funds, it would result in the Town having to negotiate with the existing contractor regarding the Ashfield Parade Reserve rehabilitation project. In regards to the Pickering Park project, the Town is yet to call quotes for the proposed works and therefore returning the grant funds would have minimal administrative impact.

COMMENT

The grant funding will assist the Town in continuing to enhance and regenerate the Swan River foreshore at Ashfield Parade Reserve and Pickering Park.

OFFICER RECOMMENDATION – ITEM 10.8

That Council:

1.       Accepts the additional grant funding from the Swan River Trust of $115,914;

2.       Amends the 2008/09 Budget to reflect the income received from the grant funds; and

3.       Approves the expenditure of the funds in accordance with Section 6.8 of the Local Government Act.

TO BE CARRIED BY AN ABSOLUTE MAJORITY VOTE UNDER CLAUSE 6.8 OF THE LOCAL GOVERNMENT ACT 1995 TO AMEND COUNCIL’S ADOPTED BUDGET.

10.9          Review of the Library Services (Ref: – Phil Baker, ADCD)

Report Summary

  • The responses indicate a high level of satisfaction with the Library Services.
  • The Library is a valued community resource.
  • Possible changes in the way libraries operate in WA may impact on future services but at this time there is no way of knowing how or when these changes will be implemented and it is therefore premature to make further comment.

PURPOSE

The purpose of this report is for Council to consider the Review of the Library Services which was conducted in 2008.

Council has in place, a programme to review all of its Business Units on a rolling basis. The Library Service review was scheduled for the current year and has been undertaken using in-house resources.

BACKGROUND

A report on the review of Community Services was received by Council on 15 March 2005, in which it was stated:

“Council should target its resources and services to become a specialist in an area which the community supports. For example:

  • Global Village - New library, lifelong learning, educational partnerships, internet access through Council website.”

The Library has been operating in the new facility for three years and therefore a review is timely.

RELEVANT LAW AND POLICY

Local Govt Act 1995

CONSULTATION

The community was consulted using a satisfaction survey which was sent to 500 random households in July 2008.

SUSTAINABILITY & STRATEGIC PLAN ALIGNMENT

In carrying out its functions a local government is to use its best endeavours to meet the needs of current and future generations through an integration of environmental protection, social advancement and economic prosperity. (Section 1.3 of the Local Government Act).

This report has a low strategic impact.

Environmental Enhancement: To ensure an integrated approach to enhancing the built environment and protecting the natural environmental that provides a sustainable environment for future generations.

The Library enhances the centre of Town, presents as a significant Civic building and offers a brightly lit and welcoming facility through extended opening hours to residents of the Town.

Community Wellbeing: To enhance the quality of community life in the Town characterised by vibrant participation, cohesiveness, increased social capital and recognition of the need for social justice and community safety.

The Library is a valued community resource.

Economic Vitality & Financial Considerations: To foster economic prosperity in the Town and Region.

The Library represents a significant outlay of resources for the Town, but the community would not support a reduction in the services.

Leadership in Business Excellence: To strengthen the Town’s position as an innovative, independent local government achieving business excellence.

The Library continues to offer innovative services and the initiatives which have been implemented are well received.

RISK MANAGEMENT

There are no identified risks.

OPTIONS

Council’s options are to endorse the Officers recommendation or to give further instructions.

COMMENT

In July 2008, a review of the Town of Bassendean’s Library Services was commenced. A survey was sent out to 500 households at random with a return date of 25 July.

Responses were received from 123 households (24.6%) which makes the sample statistically valid. There were 10 questions in all, with a mix of open ended and specific questions scored on a matrix of 1 to 5 with 5 being “highly satisfied”. The full survey results are attached as Appendix A.

In accordance with accepted Business Reviews methodology, the results have been evaluated under the following criteria:

  • Perceived Community Importance and Satisfaction levels;
  • Sustainable Value Assessment; and
  • Strategic Direction and Policy Context.

The results of the survey show a high level of satisfaction with the Library Service.

Filter 1:       Perceived Community Importance and Satisfaction Levels

The results indicate a very high level of satisfaction with the way the Library operates in a number of specific areas and with satisfaction as a whole.

Q6 and 7 = Satisfaction levels

 

Hours:

3.9

Layout

4.1

Study Facilities:

4.0

Seating:

3.9                   

Staff Service

4.5

Staff Knowledge

4.4

Overall Satisfaction

4.2

 

From the comments received, some people were willing to articulate what could be improved or added to but the survey demonstrated that this was from a position of being highly satisfied with the services already provided, rather than wanting improvements because of a low level of satisfaction.

Filter 2:       Sustainable Value Assessment

Sustainable Value assessment is based on three multi-variate criteria:

  • Community Wellbeing Impact;
  • The availability of alternative providers; and
  • Business Unit Assessment.

Community Well-being Impact

Services are evaluated in recognition of Council’s commitment to strengthening community well-being and reducing the causes of disadvantage. Key considerations are:

  • Support for people with disabilities;
  • Improved access to services;
  • Reduced loneliness & social isolation;
  • Support for disadvantaged young people;
  • Access to information;
  • Volunteerism;
  • Lifeskill development;
  • Lifelong learning options; and
  • Improved community safety.

One of the outcomes identified from the evaluation of the survey responses is the opportunities that arise from improved marketing of the Library’s existing services. The Library has amenities, services, equipment and programmes being currently provided, which are oriented towards strengthening community well being and reducing the effects of disadvantage. However, the number of survey respondents who requested or suggested services and amenities that are already being supplied, has been sufficient to signal the need for a review of the Library Service’s marketing strategy.

Other comments from the survey indicate that improvements to the Library Service may be possible through revisiting the internal signage. This may assist in better directing library clientele to the range of services and material types already available.

Services for People with a Special Needs

The new facility was designed to provide the best possible standards of universal access specified in the Australian Standards.

The at-grade entry, the wide doorways, the two metre divisions between shelves, the location and design of shelf lighting the provision of some adjustable tables and chairs plus vision enhancing equipment, a standby wheelchair and Braille signage on the public toilet doors are some of the measures in place to ensure accessibility. In addition:

  • The Library stocks loan material in a variety of formats to give a wider range of options for members seeking audio, visual and printed material for their informational, educational and recreational needs. The selections available, encompass a majority of the needs of peoples with disabilities.
  • A housebound service supported by volunteers enables home deliveries for those community members who are unable to physically access the Library.
  • The Library provides bulk loans to aged care facilities in the community.
  • Students with special needs attend the Library under supervision for regular visits and work experience each school term. This is conducted through an arrangement with the teaching staff at Cyril Jackson Senior Campus.

The Library provides accommodation and support for tutors and their students undertaking remedial and or literacy classes.

Youth Services

Provision of services to youth is limited but includes a discrete collection of book stock identified for Young Adults (YA), a strong collection of graphic novels, magazines, comics and Manga comic books specifically youth oriented.

The provision of Internet enabled PC’s which are provided without time restrictions attracts a regular youth clientele to the Library after school hours.

Traditionally and statistically (worldwide), the Public Library fails to retain its “youth” component from around the time they leave school until their mid twenties. Loan figures show that the Bassendean Memorial Library mirrors this trend.

Website

The Library has a website which enables members to transact renewals, requests, make general enquiries and obtain basic information about the library. Many respondents (nearly 50%) didn’t use it or didn’t know about the website. A programme to raise awareness of the Library website and its functionality needs to be developed and delivered to the community. This can be facilitated through the improved marketing strategy.

Other Action

A thorough evaluation of the survey results is being undertaken by Library staff with a view to developing new programmes and services that are relevant and sustainable. One of the highly valued services indentified by the survey was children’s services (storytime etc) and it is clear that an expansion of this service would be welcomed by the community.

Staff will also evaluate opportunities for further improvements to existing services which will add value and relevance to the client base whilst being sustainable. This evaluation will be undertaken initially through the annual planning process and new initiatives requiring extra resourcing be included in budget considerations for the year ahead.

  • The Library Service has developed and retained a stable team of multi-skilled and well qualified staff who have a strong understanding of the community they serve.
  • The Library has recently undergone a staff restructure which has resulted in a reassignment of existing resources to further support the “front of house” customer services whilst enabling the development of extra services seen as “core”.
  • The restructure will offer staff greater personal and professional development as well as free up more time for the Deputy Manager to develop and provide additional support to the “Better Beginnings “ programme, Children’s Services generally and a new programme for the very young (Rhyme Time). The introduction of the young to the reading habit and Library Services as a source of information, is acknowledged as one of the positive paths to a more literate, educated and engaged community of the future – where lifelong learning is becoming an effective strategy for the individual keeping up in an ever changing world.
  • Alternative Providers
  • Public Library services compete with a range of other commercial providers in attracting the attention and patronage of the public. Principal competition for the Bassendean Library is perceived to come from Video Stores, the Internet, Movie houses, bookshops and other nearby Public Libraries.
  • Bassendean Library enjoys a prime central location, the new facility is of a very high standard, community usage and support is strong (a 50 plus percentage community membership is maintained). No major threats are perceived from alternative providers.
  • Business Unit Assessment
  • Business Units are assessed on their current and future performance as follows:
  • Service objectives;
  • Level of patronage and satisfaction;
  • Cost to Council;
  • Environmental impact;
  • Current need, anticipated demand and service gaps; and
  • Performance against KPI’s.
  • The Library is accessible for 56 hrs per week, with three evenings per week and Saturday morning openings, offering access for those community members who work office hours. Very few survey responses have indicated any desire for more weekend access to be provided.
  • The three year old facility attracts some 115,000 visits each year and annual loan activity has stabilised at 200,000 plus. These figure represent a sustained 22% increase in annual patronage over the previous levels recorded in the old facility.
  • When first planned and designed, the new facility was equipped with sufficient technology expected to reflect the demands and community expectations of the next five years.
  • Internet and computing access is well catered for with 15 free terminals offering Internet, Word processing, banking access, Library catalogue access and other traditional web based functions. There are an additional 2 terminals offering email facility on a pay basis and 2 further terminals dedicated to Library catalogue and website access.
  • Other publically available equipment of note includes Audio players, DVD, Video, MP3, TV, a Sight enlarger, colour Photocopier, Facsimile machine, binding equipment, laminator, guillotine, plus display and presentation equipment installed in the main meeting room.
  • There is however, an acknowledgement within the Library Service and also identified through this review, that a programme of continual improvement and training for staff needs to be maintained to enable the Library Service to maximise the opportunities and developments that technology is realising throughout all levels of society.
  • The electronic environment is an area of growth for future developments within the Library Service. The concept of the Library as a community hub is enhanced through the implementation of web 2 and web 3 technology applications.
  • There is potential for the Library Service to take up a more intensive educational role for technology through the provision of classes for the public – particularly where there is a demonstrated community demand or need.
  • NB. A recent series of evening classes conducted by the Library on the EBay site were well supported.
  • The Library facility was designed to provide a significant civic building in the Town Centre precinct as well as function as a Library and multipurpose community amenity.
  • The facility accommodates two well used community meeting rooms, public toilets and an underground car park in addition to the main Library hall and Library administration areas.
  • Operational and maintenance costs for these areas are included in the overall budget for the Library Service. Provision of the Library Service represents a sizable investment against the Town’s annual operational budget.
  • The 2008/09 financial figures for the Library Service totals $1,025,761. This breaks down into:
        • Operational $678,193; and
        • Overheads $347,568 –which includes the interest on loan component.
  • These costs are a reflection of the fact that the Library offers a service of 56 hours of access per week and the need to provide a minimum of two staff at any one time.
  • The Library Service stands up well to an evaluation using the Key Performance Indicators prescribed in the Framework Agreement for the Provision of Public Libraries. (refer appendix 2 )
  • The Library Service has effectively implemented all core and additional KPI’s laid down in the Agreement.
  • Entrance to the Library building. - Access is for 56 hrs per week and the door count for 07/08 was 115,000.
  • Statewide membership for all Western Australian citizens - Some 2,000 members are enrolled from outside the Town boundaries.
  • Loans and renewals of items from the general lending collections from the Library - Activity from loans and renewals was 202,000 for 07/08 with 6,753 specific requests being satisfied through the requests process.
  • Access to the information and other resources of the Library for use on the Library premises. - This includes public access to the Internet for accessing information content but excludes personal transactions. A total of 17 terminals are available and a Library website is provided and maintained.
  • Access to local public library catalogues, to the State wide catalogue and access to the SLWA website. - The 17 public access terminals plus 4 front desk staff terminals and the library website all provide access for these functions. The Bassendean Library website provides the same level of access for a person at home or off site.
  • Training courses –either one on one or group courses -are available to library users as an introduction to using the catalogues, website and data bases.
  • Assistance in the use of the Library and provision of basic reference/information services - The reference desk and loans desk are staffed through a roster with a minimum of two people for all 56 hours per week to assist with any enquiries. Specialist staff are also available in addition.
  • Provision of community information - The Library provides a very wide range of community information, including Town agendas, minutes, reports and brochures . The Local Studies Collection contains more in depth material for the enquirer or researcher.
  • Provision of an Interlibrary loan service - This important function saw 2,259 items loaned to other Libraries in 07/08 whilst we borrowed 3,150 items to satisfy requests for items not in stock.
  • Access to adaptive technology or devices designed to provide equity of access to library collections by people with disabilities. - The Library has a sight enlarger connected to a TV screen to assist the sight challenged, hand held magnifiers for in-house use, CD, DVD, Audio and MP3 equipment to enable people to see or hear material in the Library.
  • Provision of outreach services that enable access to the library’s collection, such as home delivery services, bulk loans to aged care services, schools , pre schools and other community facilities. - The Bassendean Library undertakes a weekly home delivery service, provides regular bulk loans to aged care facilities, and schools.
  • Provision of basic Library programmes that :
          • Educate the general community or sections of the community about the availability and nature of public library services;
          • Train clients to develop skills and the knowledge necessary to access core library products and services;
          • Directly support or foster literacy by facilitating the development of language acquisition and the acquisition of reading skills; and
          • Facilitate equity of access to library resources and core library services by particular segments of the community who may experience barriers to using a library.
  • The Library:
          • provides two storytelling sessions per week during school terms which attracted 1,176 attendees in 07/08;
          • Provided 17 formal one hour training sessions for internet usage/access in the year. Equipment/ computer enquiry statistics show 2,285 recorded for the 07/08 year; and
          • Displays, brochures ,bookmarks ,a presence at the annual Fair, school visits, special class groups, child care services visits, off site storytelling sessions, The Better Beginnings Programme, a specific collection of “parenting” resources, provision of material for loan and reference in Languages Other Than English and the provision of facilities for tutors in literacy and/or remedial reading are all employed by the library service to assist access to the information and services available.
  • The identified areas of improvement within the KPI’s are in the areas of family literacy and the provision of programmes that empower particular segments of the community who may experience barriers to using a library.
  • Additional service provision in these areas will require a re allocation of existing resources and/or extra resources.
  • Filter 3:            Strategic Direction and Policy Context
  • The type of services which a Council operates is the face that Council markets and promotes to the community.
  • The Town of Bassendean has been noted for caring for its community and for its community participation and focus. Every Local Authority in Western Australia has a Public Library service.
  • The overall high rating received for the Library from the 2008 satisfaction survey is in line with the high ratings accorded the Library from previous community satisfaction surveys.
  • The Bassendean Memorial Library service is a highly regarded, well used and high profile Council amenity which reinforces the values of the Town.
  • The Library Service undertook its annual Planning Day in October 2008 and some of the comments and issues raised from responses to the survey were examined by staff for service improvements. Some issues were identified as being able to be implemented immediately. For example:
          • The period of loan has been changed to three weeks (originally two weeks), the number of items available per loan has been increased from twelve to fifteen, the loan mix has been altered to enable more non book material to be borrowed.
          • A more considered examination of some of the survey results is planned by staff and longer term achievable outcomes will be reflected in the forward budget proposals and annual activities plan.
  • Future Considerations
  • Public Library Services in Western Australia are operated under a cooperative arrangement between local governments and the State Government. In broad terms, local governments provide infrastructure, staffing and operational costs, while the State Government provide public library resources, training, consultancy and advisory services.
  • The partnership arrangement has been in place for over fifty years and since December 2004 has been conducted under a Framework Agreement which is in place until June 2009.
  • The existing Agreement will be succeeded by a new Framework Agreement (2009-2012) which will be developed using elements of the Structural Reform Of Public Libraries in Western Australia Report delivered in August 2007. The report was overseen by Dr Veronica Lunn from the AEC group and commissioned by the State Government of the day.
  • The Structural Reform report provided a total of 14 high level recommendations which are to be considered in the near future by the body charged with developing the new Framework Agreement.
  • There is an expectation that substantial changes may be implemented over time –as the proposed recommendations are brought into the Framework Agreement. The recommendations have not yet been examined prioritised, researched or consulted on. This work is due to be commenced in the near future by a new body (currently called the Strategic Library Partnership Agreement Steering Committee) which contains representatives from WALGA, State Government and other institutional stakeholders.
  • It needs to be noted that until a revised Framework Agreement (2009-2012 period) is developed, there will no change in the delivery or operation of Public Library Services.
  • The Town needs to remain informed of the progress of the outcomes from the Structural Reform of Public Libraries in Western Australia, the priorities that are established and the time frames that are determined for implementing the strategic direction for public library services. This will be progressively undertaken through reports to Council in the normal course of business.

OFFICER RECOMMENDATION – ITEM 10.9

That:

1        Council acknowledges a high satisfaction rating in the community for the Bassendean Memorial Library;

2.       The Library and Information Services marketing strategy for its physical and electronic services be reviewed.

3.       The Bassendean Memorial Library internal and external signage be reviewed and referred for consideration in the draft 2009/10 Budget;

4.       Council endorses the development of the Bassendean Memorial Library staff technology training programme; and

5.       Council receives the review of the Bassendean Memorial Library.

10.10        Annual Report for the Year Ended 30 June 2008 (Ref: FINM/AUD/7 – Graeme Haggart, A/Chief Executive Officer)

Report Summary

  • Council is required to adopt an Annual Report which includes the 2007/08 Audited Annual Financial Statements, prior to 31 December each year.
  • The 2007/08 Audited Annual Financial Statements were presented to the Audit & Risk Management Committee for comment.
  • Following adoption of the Annual Report by Council, the General Meeting of Electors is to be held within 56 days of the adoption and is scheduled for 3 February 2009.

PURPOSE

The purpose of this report is to present the 2007/08 Annual Report to Council that includes the Annual Financial Statements, for the year ended 30 June 2008, to be adopted.

BACKGROUND

The 2007/08 Annual Report has been completed and is included with this agenda for adoption by Council.

The CEO is required to give local public notice of the availability of the report. Additionally, a General Meeting of Electors is to be held within 56 days of the adoption by Council of the Annual Report. It is proposed to hold the General Meeting of Electors on Tuesday 3 February 2009.

RELEVANT LAW

The Local Government Act specifies as follows:

Section 5.53.    Annual reports

(1)      The local government is to prepare an annual report for each financial year.

(2)      The annual report is to contain:

(a)       a report from the mayor or president;

(b)       a report from the CEO;

[(c)      (d)     deleted]

(e)       an overview of the plan for the future of the district made in accordance with section 5.56, including major initiatives that are proposed to commence or to continue in the next financial year;

(f)        the financial report for the financial year;

(g)       such information as may be prescribed in relation to the payments made to employees;

(h)       the auditor’s report for the financial year;

(ha)     a matter on which a report must be made under section 29(2) of the Disability Services Act 1993;

(hb)     details of entries made under section 5.121 during the financial year in the register of complaints, including -

           (i)   the number of complaints recorded in the register of complaints

(ii)    how the recorded complaints were dealt with: and

(iii)   any other details that the regulations may require;

and

(i)        such other information as may be prescribed.

Section 5.54.    Acceptance of annual reports

(1)      Subject to subsection (2), the annual report for a financial year is to be accepted* by the local government no later than 31 December after that financial year.

* Absolute majority required.

(2)      If the auditor’s report is not available in time for the annual report for a financial year to be accepted by 31 December after that financial year, the annual report is to be accepted by the local government no later than 2 months after the auditor’s report becomes available.

Section 5.55.    Notice of annual reports

The CEO is to give local public notice of the availability of the annual report as soon as practicable after the report has been accepted by the local government.

CONSULTATION

The external auditors have prepared the 2007/08 Annual Financial Statements for Council’s adoption.

POLICY & STRATEGIC IMPLICATIONS

The Annual Report, including the Audited Annual Financial Statements, are important to give a clear picture of the Town’s financial position and performance for the year in achieving the outcomes specified in the Strategic Plan.

SUSTAINABILITY CONSIDERATIONS

The adoption of the 2007/08 Annual Report does not affect sustainability considerations, however, if the Town does not manage its financial affairs, it will negatively impact on its ability to manage its infrastructure and assets for future generations.

FINANCIAL IMPLICATIONS

The cost of publishing the Annual Report is approximately $6,800.

OPTIONS

Council must adopt the Annual Report by 31 December as a requirement of the Local Government Act, unless it has not received the Auditors’ report in time. As the Town has received the Auditors’ report, Council must adopt the Annual Report by 31 December 2008.

COMMENT

The Annual Report and Financial Statements give a picture of the financial and strategic performance of the Council following the 2007/08 year.

The Independent Audit Report provided by the Town’s Auditors, Marci & Partners, is included in the Financial Report.

OFFICER RECOMMENDATION – ITEM 10.10

That Council:

1.       Adopts the Town of Bassendean’s Annual Report, including the audited Annual Financial Statements for the year ended 30 June 2008; and

2.       Holds its General Meeting of Electors on Tuesday, 3 February 2009.

POINT 1 IS TO BE PASSED BY AN ABSOLUTE IN ACCORDANCE WITH SECTION 5.54 OF THE LOCAL GOVERNMENT ACT TO ADOPT THE ANNUAL REPORT.

10.11       Trust and Reserve Funds (Ref: – Mike Costarella, Director Corporate Services)

Report Summary

  • To receive the information on the under utilised funds in the Reserve and Trust Fund.

PURPOSE

The purpose of this report is to provide Council with information regarding Trust and Reserve Funds.

BACKGROUND

At the Special Council meeting held on 19 July 2008, Crs Gangell and Piantadosi moved that a report be referred to Council to consider closing under-utilised funds in the Reserve and Trust Funds.

RELEVANT LAW AND POLICY

Trust Funds

Section 6.9 Local Government Act 1995 provides the following in relation to the Trust Fund:

“6.9.   Trust Fund

                  1)       A local government is to hold in the trust fund all money or the value of assets —

          (a)        that are required by this Act or any other written law to be credited to that fund; and

          (b)        held by the local government in trust.

(2)      Money or other property held in the trust fund is to be applied for the purposes of, and in accordance with, the trusts affecting it.

(3)      Where money or other property is held in the trust fund, the local government is to —

          (a)        in the case of money, pay it to the person entitled to it together with, if the money has been invested, any interest earned from that investment;

        (b)        in the case of property, deliver it to the person entitled to it.

(4)      Where money has been held in the trust fund for 10 years it may be transferred by the local government to the municipal fund but the local government is required to repay the money, together with any interest earned from its investment, from that fund to a person claiming and establishing a right to the repayment.”

Reserve Funds

Section 6.11 Local Government Act 1995 provides the following in relation to reserve accounts:

6.11.        Reserve accounts

(1)      Subject to subsection (5), where a local government wishes to set aside money for use for a purpose in a future financial year, it is to establish and maintain a reserve account for each such purpose.

(2)      Subject to subsection (3), before a local government —

(a)        changes* the purpose of a reserve account; or

(b)        uses* the money in a reserve account for another purpose,

it must give one month’s local public notice of the proposed change of purpose or proposed use.

   * Absolute majority required.

(3)      A local government is not required to give local public notice under subsection (2) —

                        (a)        where the change of purpose or of proposed use of money has been disclosed in the annual budget of the local government for that financial year; or

(b)        in such other circumstances as are prescribed.

(4)      A change of purpose of, or use of money in, a reserve account is to be disclosed in the annual financial report for the year in which the change occurs.

(5)      Regulations may prescribe the circumstances and the manner in which a local government may set aside money for use for a purpose in a future financial year without the requirement to establish and maintain a reserve account.

CONSULTATION

Consultation has occurred between Corporate Services, Development Services, and the Community Development Business Units

SUSTAINABILITY & STRATEGIC PLAN ALIGNMENT

This report has a low strategic impact.

COMMENT

Trust Funds

The Town’s has traditionally used the Trust Fund as a method of identifying and holding funds that are likely to be refunded to the payee at some point in time.

Bonds

The most common form of payment into the Trust Fund is a Security Bond that is imposed upon a user of a facility in case of damage to the Towns property while using that facility - for example Hall Hire. Other security bonds include Building Security and Development Bonds, in case of damage to the Town’s infrastructure during private development or non-compliance.

Other Bonds held by the Town are for the Hyde Retirement Village Ingoing Residents Bond, and sundry type bonds like Election Deposits and Animal Trap hire.

Contributions

Another use of the Trust Fund has been to hold and identify development contributions that have legislative restriction as to there use. These are currently held for:

(a)     Scheme 4a

The use of these funds must be spent on the acquisition of land for open space purposes in the Town Planning Scheme 4a area in accordance with and the Planning & Development Act and:

(b)     Public Open Space

These funds are cash in lieu contributions for the provision of Open Space, where an approved development provides no on-site open space. These funds need Ministerial approval to be spent, and must be used for the improvement and or acquisition of Open space.

Other Sundry

Other Sundry funds have been held in Trust to restrict their use for the following:

1.        Fundraising efforts by the Children’s Services and Seniors & Disability Services Business Units. These funds are raised internally by those units to purchase equipment and/or to assist subsidize special occasions, like a Christmas party, and or gifts for users of the facility.

2.        Dudley Robinson Youth Award.

Agency Collection

The only true trust funds (in accordance with the Act) that the Town holds are those funds that the Town has no control over - being funds collected by the Town on behalf of another agency. These include Building Construction Industry Fund and the Builders Registration Board. The Town has no ownership of these monies that are transferred to the relevant organisations on monthly basis.

A general breakdown of the funds currently held in Trust as at 30 November is provided below.

 

Type

Balance

BONDS

 891,961

CONTRIBUTIONS

 371,352

SUNDRY

53,998

AGENCY

4,755

TOTAL

 1,322,066

 

 

 

Balance

Amounts

Amounts

 

Detail

 

Received

Paid

Balance

 

$

$

($)

$

BCIT Fund

8,651

28,281

(35,024)

1,908

Building Licence Levy

1,368

6,245

 (5,834)

1,779

Iveson Hostel Residents

18

 

 

18

Lyneham Hostel Residents

1,050

 

 

1,050

Sundry

32,590

16,195

(48)

48,737

Securities

359,109

50,301

 (174,063)

235,347

Hall Hire Bonds

8,883

13,240

(13,258)

8,865

Crossover Deposits

103,576

50

(550)

103,076

Landscaping Bonds

154,127

63,500

 (23,404)

194,223

Hyde Retirement Village Retention Bonds

263,200

87,750

(500)

350,450

Scheme 4a Contributions

6,965

 

 

6,965

Public Open Space Contributions

364,387

 

 

364,387

Stormwater Deposits

4,511

300

 

4,811

Donations Community Bus

450

 

 

450

 

1,308,884

265,862

(252,681)

1,322,066

 

Staff have undertaken an assessment of the amounts in the Trust fund and believe that currently there are no funds that are considered” surplus” or have been held in excess of 10 years.

Additional details of the amounts included in the Trust Fund is shown on page 13 of the Monthly Financial Statements.

Reserve Funds

The Town of Bassendean, in accordance with Council resolutions has created reserve accounts as a means of providing funding for future items generally of major expense.

The purposes for which the funds in these accounts are or can be set aside for is as follows:

Aged Persons Housing Reserve:

To accrue funds to provide facilities for the aged.

Building Maintenance and Upgrade Reserve:

To accrue funds for the purpose of maintaining and upgrading buildings owned by the Town.

Conference and Training Reserve:

To accrue funds to provide for exceptional and significant conference or training expenses incurred in any one year.

Cultural Events Reserve: To provide funds for cultural events and activities for the Town.

Information Systems Reserve:

To accrue funds for the purpose of upgrade of computer, telephone and other communication systems.

Municipal Buildings & Town Planning Reserve:

To hold funds accrued as a result of Town Planning schemes and for the provisions of funds for the purchase, building or development of municipal buildings.

Plant & Equipment Reserve:

To accrue funds for the purpose of replacement of major plant items

Recreation Development Reserve:

To accrue funds for major expenditure in the provision of recreational facilities.

Underground Power Reserve:

To accrue funds for engaging consultants to consider the implementation of Underground Power

Waste Management Reserve:

To accrue funds for the purpose of development or research into waste management practice.

Wind in the Willows Child Care Reserve:

To accrue funds for the purpose of replacement of equipment used in the Centre.

Youth Development Reserve: To provide funds for activities and facilities for the benefit of youth of the Town.

Self Insurance Reserve: To accrue funds to provide for legal representation in all matters affecting the Town.

Whilst the Town has all of the abovementioned Reserve accounts, not all are currently in use. The following table identifies the Reserves that have a current balance:

 

Reserve Name

Balance as at 1/7/08

Transfer to Reserve

Transfer From Reserve

Balance as at 30/6/09

Aged Persons Housing

 533,659

 11,219

 

 544,878

Cultural Events

 3,544

 74

 

 3,618

Municipal Buildings & Town Planning

 36,626

 770

 

 37,396

Plant & Equipment

 5,775

 123

 

 5,898

Recreation Development Reserve

 22,851

 481

 

 23,332

Underground Power Reserve

 21,482

 451

 

 21,933

Waste Management Reserve

 40,946

 861

 

 41,807

Wind in the Willows Child Care

 15,108

 317

 

 15,425

Youth Development Reserve

 18,896

 397

 

 19,293

Self Insurance Reserve

 5,640

 119

 

 5,759

TOTAL

 704,527

 14,812

 -

 719,339

 

The 2008/09 Budget includes an amount of $65,000 from the Reserve funds that will be utilised for the following purposes:

  • Recreation Development           $25,000
  • Wind in the Willows                      $8,000
  • Aged Person’s Housing            $32,000

CONCLUSION

Council may consider utilising reserve funds or appropriate trust funds in the budget deliberations on an annual basis.

OFFICER RECOMMENDATION – ITEM 10.11

That the information on the Reserve and Trust Funds, be received.

10.12        Proposed Town of Bassendean Flag (Ref: GOVN/CCLMEET/6 – Sue Perkins, Executive Assistant)

Report Summary

  • The Bassendean State Emergency Service has requested a Town of Bassendean flag to fly at its facility at the Depot.
  • Quotes have been obtained to manufacture a new flag incorporating the Town’s Crest.

PURPOSE

The purpose of this report is for Council to consider approving the manufacture of new Town of Bassendean flags that incorporate the Town’s Crest.

BACKGROUND

During the May round of meetings, Council considered creating a new flag that incorporated the Town’s new logo, however, following consideration the item was deferred until the use of the Town’s Crest was confirmed.

A check of the retrieved files revealed that the Broun Family's representative in Australia, Mr Malcolm Broun, advised in 1991 that he does not object to Council using the Broun Coat of Arms, subject to the correct colours being used.

As a consequence, a flag containing the Town’s Crest was sent to Flagworld in Victoria for a quotation to reproduce the existing flag.

RELEVANT LAW AND POLICY

Local Government Act 1995

COMMENT

The quote from Flagworld is shown below. The flags would be the same size as those presently hosted at the front of the Administration building, that is, 1800mm x 900mm in size.

Option 1

Description:                   Fully sewn Council flags (as per supplied samples) on woven polyester, price includes artwork and pre-production

Price:                              2 @ $1187 each + GST

                                  4 @ $773 each + GST

Option 2

Description:                   Screen printed Council flags on knitted polyester material (as per supplied samples), price includes artwork and pre-production

Price:                              2 @ $1200 each + GST

                               4 @ $1120 each + GST

Advice from Flagworld is that Option 1 would be the most hard-wearing of the two fabrics.

The cost of the flags would be charged to Account number 391325 – Public Relations.

It is suggested that, as a minimum, 3 flags be purchased – one to replace the flag at the front of the Administration Centre which is very worn, one for the Bassendean State Emergency Service, and one as a spare.

It is recommended that 4 flags from Option 1 be purchased.

OFFICER RECOMMENDATION – ITEM 10.12

That Council approves the manufacture of 4 fully-sewn Council flags, incorporating the Town’s Crest, on woven polyester, at a total cost of $3,092 to be charged to Account number 391325 – Public Relations.

10.13        Bassendean Youth Advisory Council Meeting held on 4 November 2008 (Ref: GOVN/MEETCCL20 - Ayden Mackenzie, Youth Development Officer)

Report Summary

  • Council is requested to receive the report on a meeting of the Youth Advisory Council meeting held on 4 November 2008.

PURPOSE

The purpose of the report is for Council to receive the report on a meeting of Youth Advisory Council held on 4 November 2008.

The Bassendean Youth Advisory Council meets monthly to consider issues of relevance to young people of the Town.

The Bassendean Youth Advisory Council (BYAC) is comprised of up to 20 young people who live, work or recreate in the Town. The BYAC meets monthly at Bassendean Youth Services. The meeting usually includes a workshop topic and other general business.

There were two workshop topics for the November meeting – Daylight Savings and the Deaths of the Bali Bombers.

The Youth Advisory Council also discussed the Gravit8 Youth Event planned for 5 December 2008.

The Youth Development Officer, Ayden Mackenzie, will report further on the matter.

OFFICER RECOMMENDATION - ITEM 10.13

That the report on the meeting of the Bassendean Youth Advisory Council held on 4 November 2008, be received.

10.14        Audit & Risk Management Committee Meeting held on 12 November 2008 (Ref: GOVN/CCLMEET/1 –Mike Costarella Director Corporate Services)

Report Summary:

  • Council is requested to receive the report on a meeting of the Audit & Risk Management Committee held on 12 November 2008.

The Committee discussed and received the 2007/08 Audited Annual Financial Statements and recommended that a General Meeting of Electors be held on Tuesday, 3 February 2009.

The Committee discussed and received a report and attachments on the external audit of the Town’s playgrounds and play equipment.

OFFICER RECOMMENDATION – ITEM 10.14

That Council receives the report on a meeting of the Audit and Risk Management Committee held on 12 November 2008, be received; and

10.15        Children and Family Services Committee Meeting held on 12 November 2008 (Ref: GOVN/CCLMEET/24 – Phil Baker, A/Director Community Development)

Report Summary

  • Council is requested to receive the report on the meeting of Children and Family Services held on 12 November, 2008.

PURPOSE

The purpose of the report is for Council to receive the report on the meeting of the Children and Family Services Committee held on 12 November, 2008.

COMMENT

The Committee conducted two workshops to discuss the Playspaces Implementation Plan and the outcomes of the workshops were presented to the Committee which subsequently made some minor amendments. There is a report going to Council in early 2009 following the period of public comment on the Playspaces Plan. The feedback submitted by the Committee would be included in this report and submitted to Council.

A contact list of members and deputies was being prepared and would be circulated to all members.

Information was received on the Australian Early Development Index, and notice was given of an AEDI Forum hosted by the Bayswater/Bassendean Early years Group to be held in February.

OFFICER RECOMMENDATION – ITEM 10.15

That the report on a meeting of the Family and Children Services Committee held on 12 November 2008, be received.

10.16       Bassendean Local Emergency Management Committee Meeting held on 19 November 2008 (Ref: GOVN/CCLMEET12 – Graeme Haggart, Acting Chief Executive Officer)

Report Summary

  • Committee received reports on the EMP review from the working party; deferred conducting “stormy gales” part 2; and considered other items relevant to the Committee.

PURPOSE

The purpose of the report is for Council to receive the minutes of the Bassendean Local Emergency Management Committee Meeting held on 19 November 2008.

COMMENT

The main points of discussion in the meeting included:

1.       The working party met and commenced the review of the Bassendean Local Emergency Management Arrangements by being informed of the process Kalamunda went through to review their LEMP that has recently been praised by EMWA as the benchmark document;

2.       The date for the Stormy Gales “recovery” exercise was previously set for 26 November 2008 was deferred to a date to be set in the first quarter 2009;

3.       Evacuation planning for Aged Care facilities in the Town was discussed and referred to the EMP Review Working Party.

4.       The draft National Emergency Risk Assessment Guidelines, distributed for comment, was considered; and

5.       PPRR issues were discussed including: Fire prevention strategies deployed by the Town’s officers; progress on the review of the Resources Providers in the Town and of the Key Contacts section in the EMP

OFFICER RECOMMENDATION – ITEM 10.16

That the report on a meeting of the Bassendean Local Emergency Management Committee held on 19 November 2008, be received.

10.17        Economic Development Advisory Committee Minutes of 26 November 2008 (Ref: GOVN/CCLMEET/13 - Yvonne Zaffino, Council Support Officer)

Due to the lack of a quorum, this meeting was counted out.

With the completion of the Town Centre Area Strategy and Local Planning Scheme No. 10, there is now a need for the Committee to CONSIDER a detailed Investment Attraction program plan.

At the meeting it was suggested and agreed that Council be requested to make a determination that meetings for 2009 be rescheduled for the following months:

February, May, August and November

It should be noted that the 2009 meeting dates of the Committee have been endorsed by Council and as there was no quorum at the meeting, it is not possible for those present to make recommendations to Council. However, the holding of an additional meeting can be called by the Presiding Member to discuss items of an urgent nature.

It is anticipated that the Presiding Member will be asked to call for an additional meeting of the Committee to be held in February 2009, to consider this plan.

OFFICER RECOMMENDATION – ITEM 10.17

That Council notes that a quorum was not reached for the Economic Development Advisory Committee scheduled to meet on 26 November 2008.

10.18        Cyril Jackson Physical Education & Community Recreation Centre Management Committee Meeting held on 13 November 2008 (Ref: GOVN/CCLMEET/11 – Patrick Quigley, Manager Leisure Services)

Report Summary:

  • Active Abilities Physical Activity Program Progress Report provided.
  • 2008/09 Council Budget Capital Projects discussed.
  • Tree leaning up against Recreation Centre removed.
  • Indoor Sports Venue Proposal discussed.
  • Recreation Centre Venue Hire Procedures reviewed.
  • Financial Operating Report discussed.

PURPOSE

The purpose of the report is for Council to receive the report of a meeting of the Cyril Jackson Physical Education & Community Recreation Centre Management Committee held on 13 November 2008.

COMMENT

Discussion at this meeting focussed on the following topics:

Active Abilities Physical Activity Program - The Committee was presented with a progress report on the Active Abilities Physical Activity Program. It was agreed that the program launch was a great success.

2008/09 Council Budget Capital Items - The Committee received a progress report on three capital works projects for the recreation centre that were endorsed by Council and subsequently included within the 2008/09 Council Budget. The projects involve gutter repairs, removal of external enclosure at the rear of the main hall and installation of additional lockable cages in the storeroom.

Tree Removal – The Committee received a report advising that the large pine tree that was leaning up against the recreation centre’s gutters on the west side of the building has recently been removed. The project has addressed the hazard previously caused from the offending tree to the foundations and gutters at the Centre.

Indoor Sports Venue Proposal - The Committee received a report on a proposal to develop an indoor sports venue in Ashfield adjacent to the Recreation Centre. It was stated that the Council recently resolved to endorse for the Town to facilitate dialogue between the proponents and the Department of Education and Training to determine the preliminary project feasibility.

Review of Community Venue Hire Procedures – The Committee discussed reviewing the hire procedures and bonds for functions. The Committee resolved that the Recreation Centre not be excluded as a venue for functions assessed as potentially “high risk”. Furthermore, it was recommended that a new booking condition be introduced requiring security personnel and for hire bonds to be increased to $3,000 for such functions.

Note: Council has considered amendments to bonds paid on function hirers for Council facilities, included the Cyril Jackson Recreation Centre elsewhere in this agenda. Once adopted, CJRC hirers will comply with the new Fees and Charges Schedule.

Financial Operating Report - The Committee was presented with a report on the financial position of the Recreation Centre for the first quarter of the 2008/09 financial year. The Committee recommended that the financial report be received.

OFFICER RECOMMENDATION – ITEM 10.18

That Council:

  • Implements a clause in the conditions of hire for the Cyril Jackson Recreation Centre stating that high risk functions require a minimum of two security personnel from licensed security firms for the first 100 patrons and one additional security personnel from licensed security firms for each subsequent 100 patrons; and

2.       Receives the report on a meeting of the Cyril Jackson Physical Education & Community Recreation Centre Management Committee held on 13 November 2008.

10.19        Seniors’ Week Coordinating Committee Meeting held on 20 November 2008 (Ref: RECC/EVMNGT/7– Patrick Quigley, Manager Leisure Services)

Report Summary:

  • Evaluation of Events Program Conducted.
  • Shopping Centre Involvement Discussed.
  • Seniors Week Financial Report Presented.
  • Meeting Time Amendment Discussed.

PURPOSE

The purpose of the report is for Council to receive the report on a meeting of the Seniors’ Week Committee held on 20 November 2008.

COMMENT

Discussion at this meeting focussed on the following topics:

Events Planning – The Committee members provided an evaluation report on the facilitation of their events. It was agreed that Seniors Week was a great success.

Shopping Centre Involvement - the Committee received an evaluation report on the Centre’s involvement in Seniors’ Week. The Centre provided a range of displays, including: sewing, arts/crafts, tai chi, cooking and plants.

Budget – the Committee received a financial acquittal report on SW, indicating that all events were facilitated within the budgetary expenditure allocations.

Meeting Time Amendment – the Committee discussed amending the starting time for future SW meetings from 3pm to 12.30pm, following a request from the Minute Secretary as she now has commitments in the afternoons. The Committee supported the amended meeting starting time.

OFFICER RECOMMENDATION – ITEM 10.19

That Council receives the report on a meeting of the Seniors’ Week Coordinating Committee held on 20 November 2008.

10.20        Strategic Planning Workshop Outcomes – 8 November 2008 (Ref: GOVN/CCLMEET/1 – Graeme Haggart, Acting Chief Executive Officer)

Report Summary

  • Council held a Strategic Planning Workshop on 8 November.
  • Council is asked to consider the outcomes of the workshop.

PURPOSE

To bring the outcomes of the Strategic Planning workshop held on Saturday 8 November to Council for consideration.

BACKGROUND

Council conducted a Strategic Planning Workshop on Saturday 8 November. The workshop was attended by all sitting Councillors. Staff in attendance included the ACEO, DOS, DCS, ADCD and MDS.

The program was facilitated by Ms Helen Hardcastle, a well respected private consultant who works extensively with Perth’s Eastern Regional Councils.

The objectives of the workshops were:

1.       To assess progress of individual projects within the adopted Strategic Plan for the Future;

2.       To allow Councillors opportunity to input their ideas on the direction for the Town’s future and how the Town’s finances and resources should be allocated within the context of achieving the Vision 2030 Community Plan; and

3.       To ensure that the Plan is up to date and takes into account any changes which have happened in the Town’s operating environment which need to be taken into account.

The workshop was very productive and resulted in open discussion and constructive dialog on the Town’s future.

The outcomes of the workshop are presented in the attached draft document.

Included in the draft document is identification of operational and capital works items and Councillors proposed additions and deletions.

COMMENT

Council is required to review the Strategic Plan for the Future every two years and this will need to be completed by June 2009.

Any modifications of the Strategic Plan for the Future prepared by Council need to ensure that the electors and ratepayers of the Town are consulted during the process.

Staff propose a further workshop be held on Tuesday 10 February 2009 to establish the draft 2009/19 Strategic Plan for the Future. Once received by Council (February OCM), the draft will be advertised for public comment in accordance with the Local Government Act.

Completing the Strategic Plan for the Future is required prior to commencing the Strategic Financial Management Planning and budgeting process:

The process includes the following steps:

  • Workshop to finalize draft Strategic Plan for the Future;
  • Advertise for public comment;
  • Report on feedback seeking adoption;
  • Draft 10 year Strategic Financial Management Plan development, including costings;
  • Councillor Workshop – finalize Strategic Financial Management Plan 2009/19; and
  • Adoption Strategic Financial Management Plan 2009/19.

The 2009/10 budget process commences with the adoption of the Strategic Financial Management Plan.

OFFICER RECOMMENDATION – ITEM 10.20

That Council notes the discussions held at the Strategic Planning Workshop held on 8 November 2008 and looks to conducting a further workshop to finalise the revised Strategic Plan for the Future to be conducted on 10 February 2009.

10.21        Councillors’ Information Workshop held on 1 December 2008 (Ref: GOVN/COUNCLS/2 - Simon Stewert-Dawkins)

A workshop was held on 1 December 2008 to discuss Federal Government funding opportunities. All Councillors were in attendance. Officers in attendance were the A/CEO, DOS, DCS, A/DCD and MDS. Cr Pule was the facilitator of this workshop.

The DOS provided an overview of the criteria required for the $50m Regional & Local Community Infrastructure program being:

  • Individual projects need be over $2m to construct
  • Submissions due by 23 December 2008
  • Federal Government announcement of projects in February 2009
  • August 2009 projects need to commence onsite and be completed by agreed timeframe
  • Due to the timeframes outlined above, the projects need to have detailed designs completed or nearing completion
  • The required statutory approvals would need to have been provided or be close to being provided
  • Federal Government will look more favourably if additional contributions are being made by Local Governments or other government agencies

The DOS advised that the Town had no specific projects that fulfil this criteria. Success Hill Reserve for the Access Stairs and Floating Fishing Platform at approximately $600,000 - $650,000 was identified as under the $2m threshold.

The A/CEO advised that at the EMRC CEO Forum, discussions were held on potential projects being the Swan & Helena River Management Plan for the construction of paths along the Swan River and the implementation of the Foreshore Stabilization practices. A/CEO advised that he had spoken to officers at the EMRC and that it was considering the Foreshore Works and that the Success Hill Reserve at Access Stairs and Floating Fishing Platform as part of the submission.

Councillors discussed a variety of projects and how the Town could take advantage of this funding and the potential for additional grant funding in the future.

Councillors suggested that when the EMRC Council delegates attend the EMRC Council meeting on 4 December 2008, that they suggest the Undergrounding of Power as a possible project and Success Hill Reserve Access Stairs and Floating Fishing Platform as part of the foreshore works.

The DOS provided an overview of the criteria required for the $139,000 grant funding requirement Regional & Local Community Infrastructure Program being:

  • Submissions due by 30th January 2009
  • May 2009 progress reports due to Federal Government
  • 30th September 2009 projects need to be completed
  • 30th November 2009 Final report on expenditure to be provided to Federal Government
  • Due to the timeframes outlined above, the projects needed to have the detailed designs completed or nearing completion
  • The required statutory approvals would need to have been provided or being close to being provided
  • Grant allocation of $139,000 which can be used on one or more projects with additional financial contribution being made by Local Governments or other government agencies

Councillors discussed the projects identified by Officers. There was general consensus that the priority one projects were suitable.

Councillors generally were of the opinion that the first priority was the Alf Faulkner Hall due to the roof leakage problems and additional funding requirements and that the total $139,000 should be allocated for the construction of the new roof and new toilets. If there are surplus municipal funds, they are to be reallocated at the February Budget review for other identified capital works.

OFFICER RECOMMENDATION – ITEM 10.21

That Council:

1.       Receive the report on a Councillors’ Information Workshop held on 1 December 2008;

2.       The 2008/09 Budget be amended to include the additional grant funding of $139,000 for the construction of the new roof and new toilets at Alf Faulkner Hall;

3.       The expenditure of $139,000 for the construction of the new roof and new toilets at Alf Faulkner Hall be authorised with Section 6.8 of the Local Government Act 1995.

TO BE CARRIED BY AN ABSOLUTE MAJORITY TO EXPEND FUNDS NOT LISTED IN THE ADOPTED BUDGET.

10.22        Access & Inclusion Committee Meeting held on 3 December 2008 (Ref: GOVN/CCLMEET16 – Patrick Quigley, Manager Leisure Services)

Report Summary:

  • DAIP Action Plan Discussed.
  • E-Qual Training Program Delivered.
  • Access at Steel Blue Oval, Bassendean Discussed.
  • Land Tax Assessment Act Amendment Discussed.
  • Audits on Bus Stop Infrastructure Discussed.

PURPOSE

The purpose of the report is for Council to receive the report on a meeting of the Access & Inclusion Committee held on 3 December 2008.

COMMENT

Discussion at this meeting focussed on the following topics:

DAIP Action Plan – The Committee members provided an evaluation report on the implementation of the DAIP Action Plan.

E-Qual Training - The Committee received a report to advise that training sessions have now been delivered, including training on improving accessibility at public events.

Access at Steel Blue Oval, Bassendean – The Committee received a report indicating that Council Officers will be conducting a visual inspection of the facilities at the Oval in early January 2009, to determine relevant projects that need to be completed, including to improve accessibility.

Land Tax Assessment Act – The Committee received a report clarifying the impact of the amendment to the Land Tax Assessment Act. The advice received was that there was no impact on the Town, as this was a tax collected by the State Government.

Audits on Bus Stop Infrastructure – The Committee received a report on recent feedback received from WALGA about bus stop infrastructure audits.

OFFICER RECOMMENDATION – ITEM 10.22

That Council receives the report on a meeting of the Access & Inclusion Committee held on 3 December 2008.

10.23        Cultural Development Advisory Committee Meeting held on 3 December 2008 (Ref: GOVN/CCLMEET/8 – Patrick Quigley, Manager Leisure Services)

Report Summary:

  • Past Public Events Report Received.
  • Combing Art & Photographic Exhibitions Discussed.
  • Upcoming Public Events Report Received.
  • Community Events Sponsorships Recommended.
  • Sculpture Park Exhibition Project Proposals Accepted.
  • Report on the Establishment of an Arts Centre Proposal Recommended.
  • Nominations for Vacant Community Representative Positions Deferred.
  • Premiers Australia Day Active Citizenship Award Recommended.

PURPOSE

The purpose of the report is for Council to receive the minutes of the Cultural Development Advisory Committee Meeting held on 3 December 2008.

COMMENT

Discussion at this meeting focussed on the following topics:

Past Public Events – The Committee was provided with an evaluation report on two recently completed public events, being the NAIDOC Week Family Fun Day and the Art Exhibition & Awards. The Committee resolved to receive the report.

Combining Art & Photographic Exhibitions - In August 2008, the Committee requested that a future report be provided to review the Photographic/Art Exhibitions, including the feasibility of combining the two events. The pros and cons of combing the exhibitions were discussed and following this process the Committee resolved to recommend that the exhibitions be combined, starting from 2010.

Upcoming Public Events – The Committee was provided with a progress report on an upcoming public events, being the Planet Earth Festival. The Committee resolved to receive the report.

Community Events Sponsorship Program - The Committee undertook an evaluation of two sponsorship applications received from the Broadway 11 Band and St Josephs Catholic Church. The Committee resolved that both proposed events complied with the Town’s Community Event Sponsorship Program guidelines, so recommended support.

Sculpture Park Exhibition Project - The Committee received a report advising that the Town had received nine proposals for the upcoming Sculpture Park Exhibition project being held at Sandy Beach Reserve in March 2009. In line with the Cultural Development Advisory Committee’s delegated authority and the Town’s Public Art Acquisition & Management Policy, the Committee resolved to accept all nine proposals, as follows: Daniel Iley – Floodplain; John Grono – Parabola; Paula Christoffanin – Paper Boat; Peter Zappa – Intension; Melanie Maclou – No 1: Peace; Marie Hammat – Flight; Chriss Middleton – Land; Michael Jurotte – After Manet Picnic on the Grass; and David Stockdale – Vortex 1.

Establishment of an Arts Centre Proposal – At the last meeting, a Notice of Motion was proposed on the establishment of an arts centre within the Town. The Committee resolved that a future report be provided in relation to establishing an Arts Centre within the Town, incorporating possible locations, funding sources, income streams and partnerships and/or shared use opportunities.

Nominations for Vacant Community Representative Positions - The Committee deferred this item until the next meeting to allow past nominees who missed out on a position on the Committee last time to be considered.

Premier’s Australia Day Active Citizenship Awards – The Committee resolved to recommend that an Award be provided to the nominee listed on the Confidential Attachment to the Cultural Development Advisory Committee Agenda of 3 December 2008.

OFFICER RECOMMENDATION – ITEM 10.23

That:

  • Council endorses that future exhibitions facilitated by the Town, incorporate a combination of artworks and photographs and that the combined exhibition be considered on a biennial basis, starting from 2010;
  • Council provides sponsorship of $1,000 under the Community Events Sponsorship Program, to the Broadway 11 Band, to assist in undertaking old time tea dances in 2009, and that a sponsorship agreement is prepared between the Town and the Band to outline the conditions of the sponsorship;
  • Sponsorship of $1,000 under the Community Events Sponsorship Program, be provided to St Josephs Catholic Church, to assist with a Community Procession in December 2008 and that a sponsorship agreement is prepared between the Town and the Church to outline the conditions of the sponsorship;
  • Council notes that the Committee has exercised its delegated authority to accept the designs for the Sculpture Park Exhibition Project being held at Sandy Beach Reserve in March 2009 from the following artists: Daniel Iley – Floodplain; John Grono – Parabola; Paula Christoffanin – Paper Boat; Peter Zappa – Intension; Melanie Maclou – No 1: Peace; Marie Hammat – Flight; Chriss Middleton – Land; Michael Jurotte – After Manet Picnic on the Grass; and David Stockdale – Vortex 1;
  • A future report be provided in relation to establishing an Arts Centre within the Town, incorporating possible locations, funding sources, income streams and partnerships and/or shared use opportunities;
  • A Premier’s Australia Day Active Citizenship Award be awarded to the nominee listed on the Confidential Attachment to the Standing Committee Agenda of 9 December 2008; and
  • The report on a meeting of the Cultural Development Advisory Committee held on 3 December 2008, be received.

10.24        Accounts for Payment (Ref: G041 – Michael Costarella, Director Corporate Services)

Regulations 11, 12 and 13 of the Local Government (Financial Management) Regulations 1996 requires payments made to be presented to Council and recorded in the Minute Book.

Accordingly, cheques drawn and EFT payments made for the period to 18 November 2008, as presented in the attachment sent under separate cover, are presented in accordance with the following recommendation.

OFFICER RECOMMENDATION - ITEM 10.24

That vouchers:

82543-82579                               Municipal Fund – Commonwealth Bank

5837-5842                                     Trust Fund

3892-4168                       Municipal Fund – EFT Vouchers

totalling $1,283,803.30 for payment.

10.25        Financial Statements for the Period Ended 30 November 2008 (Ref: G042 – Michael Costarella, Director Corporate Services)

Report Summary

  • Council is requested to receive the Financial Reports for the period ended 30 November 2008.
  • The Summary of Financial Activity shows the YTD operating income is 4 % more than the budget and the expenditure is 2% more than the 2008/09 YTD budget.
  • The Statements provide a comparison between actual and budget income and expenditure on year to date basis.
  • The Notes accompanying the statements provide a detailed breakdown of the amounts.
  • Council resolved (OCM - 21/2/07) to receive a summary debtor information. Debtors report states that debts of >90 days are $57,335.13; > 60 days are $45,274.63 > 30days are $2,120.8 and current debts are $43,506.37, the total outstanding debts being $148,236.93 (Note: the debtors aged trail balance includes details of individual the debtors outstanding).

PURPOSE

The Local Government Financial Management Regulations, Clause 34 (1) (a), require that a monthly financial report be presented to Council in a form and manner preferred by the Council. A monthly financial report, which clearly shows a comparison of the budget estimates with the actual revenue and expenditure figures for the year to date, is provided as a separate attachment.

Council’s Policy 1.5.4 requires that an investment report be provided to Council each month, and this is provided with the monthly financial report.

The Local Government (Financial Management) Regulations 1996 at Section 13 (4) require a statement of outstanding creditors’ accounts to be reported monthly.

Council has resolved (OCM - 21/02/07) that the CEO be requested to include a summary of outstanding debtors in future Treasurer’s Reports. This summary is included in the report.

BACKGROUND

The regulations require that the following statements be presented to Council on a monthly basis including:

  • Statement of Financial Activity- (this provides the income and expenditure for operating and non- recurrent as well as showing the amount of funds required from rates).
  • The Statements provide details of:
    • Acquisition and Disposal of Assets
    • Information on Borrowings
    • Reserve Funds
    • Net Current Assets ( Surplus/ Deficit)
    • Rating Information
    • Trust Funds
  • Balance Sheet- (This provides the current and non current assets and liabilities as well as the details of Council’s equity). The notes verify the amounts included in the Balance Sheet.
  • Operating Statement – (This is provided to reflect the income and expenditure by nature and type).
  • A monthly financial report shows the income and expenditure by Business Unit is also attached.

RELEVANT LAW AND POLICY

Financial Management Regulations and the Local Government Act 1995

SUSTAINABILITY & CORPORATE PLAN ALIGNMENT

Sustainability is defined in the State Sustainability Strategy (2003) as meeting the needs of current and future generations through an integration of environmental responsibility, social advancement and economic prosperity.

Economic Vitality & Financial Considerations: To encourage economic prosperity in the Town and Region; and to manage the Town’s assets and infrastructure in an effective and efficient way.

Leadership and Best Practice: To strengthen the Town’s position as an innovative, viable and independent “best practice” local government.

The reporting requirements provide Council with a comparison between budget and actual income and expenditure as well as the funding requirements and movements for the reporting period

RISK MANAGEMENT

The Director Corporate Services cannot identify any risks associated with the reporting requirements.

OFFICER RECOMMENDATION – ITEM 10.25

That:

1.     The Financial Reports for the period ended 30 November 2008, be received:

2.     The Investment Report for the period ended 30 November 2008, be received;

3.     The Statement of Outstanding Creditors’ accounts in the amount of $18,066.18 for the period to 30 November 2008, be received; and

4.     The Statement of Outstanding Debtors’ accounts in the amount of $148,236.93 as at 30 November 2008, be received.

10.26        Determinations Made by the Manager Development Services and Reported to Council (Ref: LUAP/PROCED/1 - Brian Reed, Manager Development Services)

The Manager Development Services made the following planning decisions under Delegated Authority since those reported to the last Council meeting:

Development Applications

 

Applic No

Description

 Address

DECISION

2008-105

ADDITIONS/ALTERATIONS

11 BROADWAY BASSENDEAN 6054

DELEGATED APPROVAL

2008-127

BRICK & TILE DWELLING

7 LYNEHAM PLACE BASSENDEAN 6054

DELEGATED APPROVAL

2008-145

HOME OCCUPATION

84 HAMILTON STREET BASSENDEAN 6054

DELEGATED APPROVAL

2008-168

ALFRESCO, POOL & GYM

10 RIVER STREET BASSENDEAN 6054

DELEGATED APPROVAL

2008-169

1 X WAREHOUSE UNIT

31 MAY HOLMAN DRIVE BASSENDEAN 6054

DELEGATED APPROVAL

2008-174

ATTACHED, GABLE PATIO

37 IRELAND WAY BASSENDEAN 6054

DELEGATED APPROVAL

2008-178

FLAT ROOF PATIO

30 FAULKNER WAY EDEN HILL 6054

DELEGATED APPROVAL

2008-183

FOOD PREPARATION LAYOUT

47-71 OLD PERTH ROAD BASSENDEAN 6054

DELEGATED APPROVAL

2008-193

CARPORT

34 CYRIL STREET BASSENDEAN 6054

DELEGATED APPROVAL

2008-194

SINGLE STOREY DWELLING

1 PROSPECTOR LOOP BASSENDEAN 6054

DELEGATED APPROVAL

2008-199

DOME ROOF PATIO

33 PADBURY WAY EDEN HILL 6054

DELEGATED APPROVAL

2008-200

GABLE ROOF PATIO

UNIT 1 8 PROWSE STREET BASSENDEAN 6054

DELEGATED APPROVAL

2008-203

WAREHOUSE UNIT

80 MAY HOLMAN DRIVE BASSENDEAN 6054

DELEGATED APPROVAL

2008-206

ADDITIONS/ALTERATIONS

19 CHAPMAN STREET BASSENDEAN 6054

DELEGATED APPROVAL

2008-207

ATTACHED STEEL PATIO

UNIT A 4 SCHOFIELD STREET EDEN HILL 6054

DELEGATED APPROVAL

2008-210

PATIO

UNIT A 51 EILEEN STREET BASSENDEAN 6054

DELEGATED APPROVAL

2008-212

PATIO

12 BRIDSON STREET BASSENDEAN 6054

DELEGATED APPROVAL

138586

TWO LOT SUBDIVISION

31 JAMES STREET BASSENDEAN 6054

DELEGATED REFERRAL

138605

TWO LOT SUBDIVISION

19 THIRD AVENUE BASSENDEAN 6054

DELEGATED REFERRAL

138644

TWO LOT SUBDIVISION

49 THIRD AVENUE BASSENDEAN 6054

DELEGATED REFERRAL

138691

TWO LOT SUBDIVISION

44 MAY HOLMAN DRIVE BASSENDEAN 6054

DELEGATED REFERRAL

138862

THREE LOT SUBDIVISION

82 IVANHOE STREET BASSENDEAN 6054

DELEGATED REFERRAL

118-08

FIVE LOT SUBDIVISION

2 IVESON PLACE BASSENDEAN 6054

DELEGATED REFERRAL

1487-08

LETTER RECEIVED FROM WAPC - APPLICATION FOR SUBDIVISION

93 PENZANCE STREET BASSENDEAN 6054

DELEGATED REFERRAL

 

Subdivisions

 

138586

TWO LOT SUBDIVISION

31 JAMES STREET BASSENDEAN 6054

138605

TWO LOT SUBDIVISION

19 THIRD AVENUE BASSENDEAN 6054

138644

TWO LOT SUBDIVISION

49 THIRD AVENUE BASSENDEAN 6054

138691

TWO LOT SUBDIVISION

44 MAY HOLMAN DRIVE BASSENDEAN 6054

138862

THREE LOT SUBDIVISION

82 IVANHOE STREET BASSENDEAN 6054

1811-08

FIVE LOT SURVEY STRATA SUBDIVISION

2 IVESON PLACE BASSENDEAN 6054

1487-08

TWO -LOT SURVEY STRATA SUBDIVISION

93 PENZANCE STREET BASSENDEAN 6054

 

OFFICER RECOMMENDATION – ITEM 10.26

That Council notes the decisions made under delegated authority by the Manager Development Services.

10.27        Implementation of Council Resolutions

At the Ordinary Council meeting held in April 1998, it was resolved that an ongoing report be presented each month detailing the status of Council resolutions.

The following table details those resolutions of the Council that are currently in the process of being implemented.

 

Issue ID

Assigned To

Brief Description

Action Taken

19671

Graeme Haggart

OCM - 43/12/07 & OCM - 13/07/08 - New Community, Civic and Administration Centre Building

Feasibility study to be presented by February 2009 indicates the financial return from developments in the BIC will not meet the cost of the new Civic building. Further, the Government has yet to commit to making available to the Town the realised capital from the process. To achieve the project, alternate funding will now require to be sourced and be the basis of the report and is intended to follow the feasibility study being received.

21860

Graeme Haggart

OCM - 21/03/08 - Notice of Motion and Update Pyrton Site

Follow up sent to the Minister for Planning seeking an appointment for a delegation. Correspondence sent 4 December.

21881

Graeme Haggart

OCM - 44/03/08 - Swan Districts Football Club Inc Licence Agreement

Negotiations nearing completion. Report to Council in January or February 2009.

22867

Graeme Haggart

OCM - 30/04/08 - Notice of Motion, Cr Pule: Survey to Family Services

Report to be presented to the next meeting of the Children and Family Services Committee.

22877

Graeme Haggart

OCM - 42/04/08 - Swan Districts Football Club - Proposal to Fast Track the Redevelopment of Bassendean Oval

Dinner held with SDFC and others on Wed 3 December to promote partnership opportunities and build relations.

23829

Graeme Haggart

OCM - 29 & 30/5/08 - Proposed Sale of the Masonic Hall in 2008/09

Report to be presented in January/February as awaiting information from Ron Back.

24533

Graeme Haggart

OCM 32/6/08 - Notice of Motion - Grants from State and Federal Governments

Report to be presented in January/February.

24535

Graeme Haggart

OCM - 35/6/08 & 42/7/08 - Notice of Motion - Eden Hill Shopping Centre

Follow-up correspondence sent to the Minister seeking a delegation be received from the Town. Letter sent 4 December.

25062

Graeme Haggart

OCM - 45 & 46/7/08 - Application of the Code of Conduct for Councillors

Information has been circulated to Councillors on the visitation of the Peer Support Group. Meetings to be held in December 2008.

Recommend deletion.

25834

Graeme Haggart

OCM - 9/8/08 - Petition Intersection of Broadway and Ida Street, Bassendean

Finalization of works awaiting Black Spot funding application outcome.

25848

Graeme Haggart

OCM - 31/8/08 - Partnership with Shire of Wiluna

MOU awaiting signing.

25854

Graeme Haggart

OCM - 52/8/08 - Review of Governance Policy 1.2.2 - Councillors’ Training and Attendance at Conferences

Council's resolution requires staff review policy on Councillor training. For the information of Councillors, staff are still complying information from other Councils, however, the option of "carrying forward" any unused funds should not be considered. Providing sufficient funds in the budget for Councillor training should be assessed when considering the budget allocation. It has been suggested that an amount of $5,000 be considered for intrastate and interstate conferences. A further report will be presented at the February 2009 meeting.

26551

Graeme Haggart

OCM - 21/9/08 - Extraordinary Election- North and East Wards until October 2009

East Ward ballot papers delivered. Voting in progress.

26553

Graeme Haggart

OCM - 41/9/08 - Notice of Motion - Cr Butler – Flying of Aboriginal and Torres Strait Islander Flags

Report to be presented in January.

3309

Michael Costarella

OCM - 19/02/06 - Undergrounding Power

Staff provided details of the funding options to Council at its November meeting and as funding for the underground power may not be available until 2012, it is suggested that this item be deleted.

Recommend deletion.

11747

Michael Costarella

SCM - 13/10/06 - Review of Operational Services

Staff were presented with a demonstration on the use of software from INTERPLAN. this software is used by other Local Governments who use the ABEF. The cost of this software is estimated at $50k and at this stage is not included in the budget. It is not considered of a high priority by the DCS given the budgetary constraints.

25899

Michael Costarella

SCM2-19/7/08 - Reserve and Trust Funds Report

Report presented in the December 2008 standing committee agenda.

Recommend deletion.

26554

Michael Costarella

OCM - 42/9/08 - Notice of Motion - Cr Butler - Statutory Financial Reporting

The review undertaken by staff shows that the financial statements provided to Council exceed the statutory requirements and can be further abbreviated. The new format will be presented to Council at its February 2009 meeting.

26556

Michael Costarella

OCM - 45/9/08 - Notice of Motion – Cr Stubbs: Differential Rating

The report will form part of the First Draft of the 2009/10 budget in April/ May 2009.

17964

Simon Stewert-Dawkins

OCM 20/9/08, OCM - 13/10/07 - Success Hill Reserve Foreshore Access and Floating Fishing Platform concept Plan

On 18 November 2008, the Project Control Group and Swan River Trust representative reviewed the draft detailed drawings and specifications and provided feedback to consultant on the access stairs and floating fishing platform. Discussions held at a Councillor Workshop on Monday 1 December 2008 regarding the Federal Government Grant funding and the potential to submit expression of interest application.

24524

Simon Stewert-Dawkins

OCM 11/7/08 - Strategic Streetscape - Policies

Public comment period for the draft Streetscape policies closed on Friday 7 November 2008. Staff are reviewing the feedback received and in early 2009 a report will be presented for Council’s consideration.

25042

Simon Stewert-Dawkins

OCM - 13/07/08 - Strategic Streetscape – Streetscape Master Plan & Recommended Tree Species Information

Public comment period for the draft Streetscape policies closed on Friday 7th November 2008. Staff are reviewing the feedback received and early in 2009 will provide a report for Council’s consideration.

25457

Simon Stewert-Dawkins

OCM - 18/7/08 - 11 Surrey Street – (Exploring Residential Use of c1893 & c1952 House) – Conservation Management Plan

Meeting has been arranged for early 2009 with Museums Australia to discuss the 1 Surrey Street Conservation Management Plan, which includes the proposal to place a caretaker in the residence.

25845

Simon Stewert-Dawkins

OCM 27 & 28/8/08 - Strategic Streetscape - Draft Outdoor Eating Facilities on Public Places Policy

Public comment period for the draft Outdoor Eating Facilities in Public Places policy closes Friday 19th December 2008. Feedback will be collated early in 2009 and a report submitted for Council’s consideration.

26546

Brendan Nock

OCM - 14/9/08 - Local Biodiversity Strategy – Town of Bassendean, City of Bayswater, City of Belmont

Local Biodiversity Strategy currently out for public comment. All responses will be collated and reviewed. Report expected to be presented to Council in February 2009.

4195

Brian Reed

OCM - 8/03/06 - Consideration of Future Dedication of Right of Way No. 24 Located within the Street block Bounded by Guildford & Colstoun Roads, French and Maidos Streets, Ashfield

The Ministry of Housing has provided details showing the partial upgrading of the Right-of-Way.

4216

Brian Reed

OCM - 30/03/06 - Maylands to Guildford Transit Orientated Development Study

Final version of Ashfield Precinct Plan has been developed for consultation purposes. It will be presented to Council for endorsement for advertising once it has been endorsed by the WAPC and Project Steering Group.

4221

Brian Reed

OCM - 37/03/06 & OCM - 6/12/06 - Bassendean Town Centre Area Strategy

Feasibility study has been completed. Study to be presented to Council in February 2009 together with implementation options.

4940

Brian Reed

OCM - 8/04/06 & OCM – 6/09/06 Request for Council to Accept a Cash-in-lieu Payment Rather than Providing Open Space on Site - Lot 301; 1 Anzac Terrace, Bassendean & Proposed Residential Design Guidelines

Advice has been received that the owner disputes the valuation under the 1928 Act and the matter will be referred to arbitration if there is no agreement with the Town. The Manager Development Services has written to the applicant’s lawyers with a hope of finalizing the matter.

4950

Brian Reed

OCM - 31/04/06 & OCM-10/7/06 - Notice of Motion, Cr Klein - TPS 4A/Potential Winding up of TPS 4A

The revocation of Town Planning Scheme No 4A will be further investigated in the first quarter of next year following the consideration of legal advice.

5605

Brian Reed

OCM - 8/5/06 - Proposed Closure of a Portion of Railway Parade, Bassendean

Response received from DPI advising of no objection to road closure which has been passed on to State Land Services.

10375

Brian Reed

OCM - 8/12/07 - Revised Detailed Area Plan Scaddan Street, Bassendean

Modified DAP passed to the WAPC for their endorsement.

16645

Brian Reed

OCM - 12/9/08, OCM 36/08/07 & OCM 37/11/07– Land Acquisition and Disposal within Town Planning Scheme No 4A

Department of Local Government has advised that Mr Crosby cannot object against Council’s decision. Council resolution in terms of alternate treatment for the land to be subject to a report in March 2009.

21840

Brian Reed

OCM – 10/03/08 - Request for Council to Accept a Cash-in-lieu Payment Rather than Providing Open Space on Site - Lot 202, (No’s.1-5) Troy, Bassendean

Reassigned to Brian Reed. Subject to a report to the December Standing Committee meeting.

25836

Brian Reed

OCM - 12/8/08 - Possible Transfer of Swan Location Lot 14072 to Rail Heritage WA

Landgate and DPI advised of Council decision.

26555

Brian Reed

OCM - 44/9/08 - Notice of Motion - Cr Butler – Retaining Trees and Natural Flora on private property

Report to be prepared for January/February round of meetings.

26557

Brian Reed

OCM - 47/9/08 - Notice of Motion – Cr Gangell: Town Centre Zoning

Report prepared on appropriate zoning for Town Centre. Recommend deletion.

27971

Brian Reed

OCM - 12/11/08 - Proposed Amendment No. 1 to Local Planning Scheme No. 10 - Introducing the R Inner City Code to the Town Centre Zone

Amendment to be forwarded to the DEC w/e 12 December 2008. Once the DEC has signed off on the amendment, statutory consultation will commence.

27972

Brian Reed

OCM - 14/11/08 - Six Bedroom Residential Building – Lot 500 (No. 7) Lyneham Place Bassendean

Applicant advised of Council’s decision.

Recommend deletion.

23834

Christine Devereux

OCM - 51/5/08 - Notice of Motion: Development of Policy on Carbon Emissions

EMRC has advise that once the Federal and State Government have finalised developing the National Greenhouse & Energy Reporting System and the National Emissions Trading Scheme, then member Councils can consider and commence the development of a Carbon policy. No further action taken at this time.

26558

Greg Neri

OCM - 50/9/08 - Tendering for Stream Services Provision

Application in the process of development.

21856

Ian McDowell

OCM - 17/03/08 - Alf Faulkner Hall – New Public Toilet and Roof

Final design and specification due in first half of December. On receipt of these documents the project will be advertised for Tender. CEO has delegated authority to award Tender within existing budget.

21839

Kallan Short

0CM - 9/03/08 - Street – Awnings Requiring Remedial Works

Affected property owners have informed officers of works being carried out. Follow-up inspections have identified works completed and works still to be done. Letter of response sent to affected persons.

26541

Kallan Short

OCM - 7/9/08 - Private Swimming Pool Inspection Program

Instruction sent to the Town's Solicitors asking them to send notice to the affected property owners, noting their authorisation to commence prosecution, providing a final 30 days to resolve the matter, including a timeframe subject to our approval and advising should they fail to act prosecution will commence without further notice.

23818

Leah Pearson

OCM - 22/5/08- Notice of Motion: Plants to Residents Program

The Plants to Residents Program has been scheduled for June 2009. The plants have been ordered and it is anticipated that advertising of the program will occur in 2009 closer to the sale day.

Recommend deletion.

23821

Leah Pearson

OCM - 25/5/08 - Natural Environment Policies

Officers are reviewing the feedback received on the draft Natural Environmental Polices and it is anticipated a report will be submitted to Council in February 2009 for consideration.

2484

Michael Whitbread

OCM - 7/01/06, 10/08/06 & OCM - 9/7/07 - Obstructions in ROW No. 4 in the Block Bounded by First and Second Avenues, Walter Road and Anzac Terrace, Bassendean

Site visit on 24 November revealed that some obstructions have been removed. Two residents have contacted Council advising that the remaining obstructions will be removed by the first week of December. A follow-up inspection will be carried out at that time.

13750

Michael Whitbread

OCM - 7/05/07 - Retrospective Planning Consent: Concrete Tilt-up Outbuilding – Lot; 759 (No. 35) Broadway, Bassendean

Awaiting McLeod's advice regarding the issuing of notices for remedial action.

16629

Michael Whitbread

OCM 12/08/07- Possible Disposal of Lot 500 Nurstead Avenue, Bassendean

The valuation from the VGO was received and the owners were requested to advise if the proposed cost of acquisition and amalgamation were acceptable. Both adjoining/affected land owners have provided written acceptance of the valuation and an undertaking to meet all costs associated with the valuation and surveying costs. Report will be provided to Council in January.

19655

Michael Whitbread

OCM - 11/12/07 - Breach of Fencing Local Law Unauthorised Solid Front Fence Lot 10; No. 11 Shackleton Street, Bassendean

The owner has not responded to the Notices issued. The Town's solicitors are currently seeking a court date to commence prosecution.

22859

Michael Whitbread

OCM - 9/4/08 - Proposed Closure of Pedestrian Accessway (PAW) - Chesterton Road & Broadway, Bassendean

The owners have recently responded, agreeing to purchase the PAW, and meet the surveying expenses. Report will be provided to Council in January.

24522

Patrick Quigley

OCM - 9/6/08 - BIC Reserve Tennis Facilities

Report in this agenda to provide delegated authority to the CEO to expedite completion of the project as soon as practical.

25051

Patrick Quigley

OCM - 31/7/08 - Notice of Motion: Cr Butler - Ashfield Reserve Lighting

Leisure Services Officers have scheduled to present a report on the Ashfield Reserve lighting project at the Council meeting in February 2009.

25054

Patrick Quigley

OCM - 34/7/08 - Notice of Motion: Cr Gangell - Biodegradable Products at Functions and Events

A trial on the use of biodegradeable food packaging is occurring at the Planet Earth Festival in December 2008. A Council report to outline its effectiveness will be submitted in early 2009.

25056

Patrick Quigley

OCM - 36/7/08 - Notice of Motion: Cr Stubbs - Ticket Gate, Steel Blue Oval Bassendean

Leisure Services Officers have scheduled to submit a report to Council on the establishment of an additional ticket gate at Steel Blue Oval Bassendean in March 2009.

25841

Patrick Quigley

OCM 18, 19 & 20/8/08 - Alf Faulkner Hall Redevelopment Feasibility Study

The Town is currently reviewing which building maintenance enhancements required at Alf Faulkner Hall can be undertaken with available funds in the 2008/09 Council Budget. Quotes will be sought for the capital works enhancements required for the Hall and referred to the 2009/10 Council Budget for consideration.

17968

Robert Gray

OCM - 10/02/08 - Deep Sewerage in the Industrial Area

Survey of 33 firms in old industrial area of Bassendean was carried out and 11 responses were received for a good 33% response rate. Responses were overwhelmingly in favour of deep sewerage for reasons such as cost saving, improved land values and environmental protection.

In conjunction with EMRC’s Economic Development Officers' Group, we are now awaiting the results of the same survey which the City of Swan and the Shire of Mundaring intend to carry out. The results, when combined with the TOB data, will carry more weight with government.

25853

Sharna Murton

OCM - 49 & 50/8/08 - CCTV Security Monitoring - Ranger Vehicles

A finalised report will be presented to Council in February 2009.

23828

Sue Perkins

OCM - 28/5/08 - Proposed Town of Bassendean Flag

A report on this item is included in this agenda.

27969

Travis Moore

OCM - 10/11/08 - Review of Community Venue Hire Procedures

A report on this item is included in this agenda.

 

OFFICER RECOMMENDATION – ITEM 10.27

That the information on the implementation of Council resolutions be received, and that those recommendations recommended for deletion be deleted from the list.

10.28        Calendar for January 2009 (Ref: G1128 – Sue Perkins, Executive Assistant)

Thu        1 Jan            New Year’s Day – Offices closed

Fri         2 Jan            Offices closed

Mon        5 Jan            Re-opening of Council Offices

Mon       26 Jan        6.00pm            Australia Day Celebrations – Ashfield Reserve

Tue        27 Jan        7.00pm            Ordinary Council Meeting – Council Chamber

OFFICER RECOMMENDATION - ITEM 10.28

That the Calendar for January 2009 be adopted.

10.29        Use of the Common Seal (Ref: G0416 – Sue Perkins, Executive Assistant)

The Common Seal was attached to the following document during the reporting period under the general authorisation for the affixing of the Common Seal, in accordance with the Standing Orders, Clause 83, and as resolved by Council on 22 July 2008:

Hyde Retirement Village Residence Deed – Mrs Elizabeth Pendlebury

OFFICER RECOMMENDATION – ITEM 10.29

That the report on the use of the Common Seal be received.

11.0                              PUBLIC QUESTIONS AND RIGHT OF REPLY

12.0                              MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN

12.1          Notice of Motion – Cr Pule:

Cr Pule has advised in writing that he wishes to move the following motion at this meeting:

“That Council review the preparedness of projects under or for consideration to establish a three tiered, methodical approach of:

1.       Classifying projects as:

a)         New Projects or Assets Classification;

b)         Existing Projects or Assets for Refurbishment Classification; and

c)          Maintenance & Demolitions Classification.

2.       Under each classification develop a three phase system of:

a)         Preparation & Planning Phase;

b)         Consultation & Design Phase; and

c)          Construction Phase.

3.       That costings be prepared under:

a)         Overall Project Costings; and

b)         Three phased breakdown costings

4.       That Council’s schedule be to make a decision at the Ordinary Committee meeting for Tuesday 16 December for implementation by Ordinary Council meeting on 27 January 2009.”

13.0                              ANNOUNCEMENTS OF NOTICES OF MOTION FOR THE NEXT MEETING

14.0                              CONFIDENTIAL BUSINESS

15.0                              CLOSURE

The next Standing Committee meeting will be held on Tuesday, 17 February 2009.