Town of Bassendean: Agenda

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T

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, 15 July 2008, in the Council Chamber, 48 Old Perth Road, Bassendean, commencing at 7.00pm.

A G E N D A

1.0 INSPECTIONS

2.0 DECLARATION OF OPENING/ANNOUNCEMENT OF VISITORS

3.0 PUBLIC QUESTION TIME

4.0 ATTENDANCES, APOLOGIES AND APPLICATIONS FOR

5.0 DEPUTATIONS

Mr Ken Johnston from Sports Turf Technology will make a presentation as the first step in providing information to Councillors on the Water Conservation Plan for the Management of Groundwater in the Town.

6.0 CONFIRMATION OF MINUTES

6.1 Standing Committee Meeting held on 17 June 2008

OFFICER RECOMMENDATION – ITEM 6.1(a)

That the minutes of the Standing Committee meeting held on 17 June 2008, be received.

OFFICER RECOMMENDATION – ITEM 6.1(b)

That the minutes of the Standing Committee meeting held on 17 June 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

9.1 Strategic Streetscape - Policies (Ref: COUP/PLANNG/1 – Simon Stewert-Dawkins, Director Operational Services)

Report Summary

· The draft Strategic Streetscape Policies provides best practice guidelines for staff involved in the management of the streetscapes.

· The policies ensure an integrated approach to protecting and enhancing the streetscapes in a sustainable manner for future generations.

· The policies strengthen the Town’s position as an innovative, independent local government in business excellence and best management practices.

PURPOSE

The purpose of this report is for Council to receive the Strategic Streetscape Policies under the triple bottom line policy framework and seek community consultation on the polices.

BACKGROUND

In December 2005 (OCM 19/12/05), Council accepted Hames Sharley Consultants’ offer to produce the Strategic Streetscape Plan and the associated streetscape policies.

Information has been provided to Council regarding the delays in providing the project deliverables. Hames Sharley has acknowledged that the delays have been unacceptable, and has now completed the draft Streetscape Polices in accordance to the project deliverables.

As advised in June 2008, Hames Sharley has provided the draft revised Streetscape Master Plan and documentation and these documents are included as an attachment for consideration.

At Council’s meeting held in August 2007, Council adopted the triple bottom line policy framework as follows:

 

		Sustainable Bassendean(Overarching Sustainability Policy)
Environmental Enhancement(Natural & Built Environment)	Community Wellbeing(Community Development & Services)		Economic Vitality(Local & Regional Economic Development Strategies)		Leadership in Business Excellence(Governance & high level management policies)

 

The draft polices provided by Hames Sharley have been adjusted to reflect the Town of Bassendean’s new style guide for the sustainability framework.

In June 2008, the draft Streetscape policies were presented to Standing Committee for consideration and Council resolved to defer the draft policies to a workshop.

A Councillor Workshop was held on Tuesday 8 July 2008 to discuss the draft suite of streetscape policies, the draft Streetscape Master Plan and the Recommended Tree Species Information.

RELEVANT LAW AND POLICY

Local Govt Act 1995

Council policy 1.5.5 – Community Consultation

CONSULTATION

A Project Control Group was established to review and provide input to the draft Streetscape Policies presented to the Town by Hames Sharley. The Project Control Group included the following:

§  Director Operational Services

§  Manager Development Services

§  Manager Asset Services

§  Manager Health and Environmental Services

§  Manager Leisure Services

§  Environmental Officer

The following additional consultation and communication has been undertaken:

· March 2006 Community Workshop;

· May & August 2006 Councillor Workshops;

· September – November 2006 TOB staff review draft of policies and provide feedback;

· November 2006 Comprehensive Street Tree Audit completed;

· July & November 2007 Elected Members provided with a project update regarding delays in delivering the Strategic Streetscape project;

· December 2007 Council Workshop providing an overview of the Local Law, Policy and Street Tree Master Plan;

· April 2008 (OCM – 11/04/08) Council deferred the Streetscape Master Plan component of the project deliverables;

· May 2008 (SC - 47/05/08) Council noted the status of the work undertaken with the Strategic Streetscape Plan; and

· June 2008 Councillor Workshop reviewed the draft suite of streetscape policies

· June 2008 (OCM - 12/06/08) Council deferred the draft suite of Streetscape Policies to a further Council workshop;

· July 2008 Councillor Workshop conducted to review the draft suite of streetscape policies, the draft Streetscape Master Plan and the Recommended Tree Species Information.

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 Community

The draft suite of policies attached to this report will provide residents with the strategic streetscape direction that will provide for a sustainable environment.

The Workforce

The draft suite of policies attached to this report will provide Council staff with policies that can be easily applied to streetscape activity. Policies provide direction on state government regulations as well as Council Local Laws.

Environmental Impact

Policies endeavour to provide sound environmental practices for decision making within business sections.

Reputation

The draft Streetscape Policies demonstrates Council’s commitment to enhancing and protecting the natural and build environment.

OPTIONS

Council receives the draft Streetscape Policies and seek community consultation before adopting the policies.

COMMENT

Attached to this agenda is the draft suite of Strategic Streetscape policies for Council consideration:

• Public Art Policy
• Outdoor Eating Facilities on Public Places Policy
• Trading In Public Places Policy
• Advertising Signage Policy
• Street Name & Directional Signs Policy
• Fencing Policy
• Street Tree Protection Policy
• Amenity Tree Evaluation Policy
• Street Tree Removal & Replacement Policy
• Verge Treatment Policy
• Crossover Policy
• Streetscape Information Policy

It should be noted that in the June 2008 Standing Committee Agenda, the Manager Development Services submitted a report under Local Planning Scheme No. 10 – Policies and includes a “Window Security for Non-residential Properties” policy. This policy will be advertised as part of the adoption of

Local Planning Scheme.

At the July 2008 Councillor Workshop, some discussion occurred on all of the proposed draft policies.

In regards to the Outdoor Eating Facilities on Public Places policy, Councillors asked if there was an opportunity to provide advertising on umbrellas.

On 9 July 2008 following the Councillor Workshop, the Director Operational Services made enquiries with the Council appointed Strategic Streetscape Consultants, Hames Sharley regarding the potential opportunity to provide advertising on umbrellas and other furniture in the streetscape.

Hames Sharley advised that Council would need to be careful if the Outdoor Eating Facilities on Public Places Policy was amended to encourage advertising for dining facilities, as other businesses would then argue that they are improving the streetscape by introducing some form of advertising.

As discussed at the workshop, the Activities on Thoroughfares and Trading in Thoroughfares and Public Places Local Law determines what signage/advertising can be provided within the road reserve.

If additional advertising is permitted, this would increase advertising in the streetscape and the outcome would result in what could be regarded as visual pollution and potentially increase driver distraction.

In regards to the draft Outdoor Eating Facilities in Public Places Policy, Hames Sharley advised that branding or logo must be copyright of the owner and evidence of approved to use the brand or logo in the streetscape should be provided to the Town. As a result this information has been added to the draft policy.

Hames Sharley also advised that “Product Branding” such as Alcohol, may be problematic if State or Federal regulations change, as has been proposed.

The draft policy states that “the provision of outdoor eating areas in itself, increases customer awareness of an outdoor eating facility, encourages pedestrian activity and increases patronage” therefore the draft Outdoor Eating Facilities on Public Places policy presented and the advertising permitted is adequate.

It is not recommended that Council amend the draft Outdoor Eating Facilities on Public Places Policy to increase in advertising on umbrellas or other out door furniture due to the issues outlined above, the potential visual pollution and distraction this causes to road uses and the additional administrative requirement (not currently resourced) for staff to control this type of advertising.

The draft Streetscape Policies presented to the July 2008 Standing Committee provides best practice guidelines for all staff working in areas that have Natural and Build Environmental, Community Wellbeing or Economic considerations. These documents provide staff with necessary information to manage and maintain the Streetscape issues in the Town.

The Streetscape Policies provides proactive management approach for the Town.

In accordance to Council Policy 1.5.5 – Community Consultation, it is suggested that the suite of Streetscape Polices be advertised seeking community feedback over the next three months.

OFFICER RECOMMENDATION – ITEM 9.1

That Council:

1. Receives the following draft policies attached to the July 2008 Standing Committee Agenda:

• Public Art Policy
• Outdoor Eating Facilities on Public Places Policy
• Trading In Public Places Policy
• Advertising Signage Policy
• Street Name & Directional Signs Policy
• Fencing Policy
• Street Tree Protection Policy
• Amenity Tree Evaluation Policy
• Street Tree Removal & Replacement Policy
• Verge Treatment Policy
• Crossover Policy
• Streetscape Information Policy; and

2. Seeks community feedback on the Streetscape Policies between August and October 2008.

10.0 REPORTS

10.1 Strategic Streetscape – Streetscape Master Plan & Recommended Tree Species Information (Ref: COUP/PLANNG/1 – Simon Stewert-Dawkins, Director Operational Services)

Report Summary

· The draft Streetscape Master Plan and Recommended Tree Species Information has been developed to provide long term guidance for staff involved in the management and enhancement of the streetscapes in a sustainable manner for future generations.

· The draft Streetscape Master Plan and Recommended Tree Species Information is presented for Council’s endorsement prior to inviting community comment.

PURPOSE

The purpose of this report is for Council to endorse the Streetscape Master Plan and the Recommended Tree Species Information and for the Town to seek community comment on the documents.

BACKGROUND

In December 2005 (OCM 19/12/05), Council accepted Hames Sharley consultant’s offer to produce the Strategic Streetscape Plan and the associated streetscape policies.

Information has been provided to Council regarding the delays in providing the project deliverables. Hames Sharley has acknowledged that the delays have been unacceptable, and has now completed the draft Streetscape Polices in accordance to the project deliverables.

The draft Streetscape Master Plan and the Recommended Tree Species Information provided by Hames Sharley in April 2008 has been adjusted to reflect the Town of Bassendean’s feedback.

RELEVANT LAW AND POLICY

Local Govt Act 1995

Council policy 1.5.5 – Community Consultation

CONSULTATION

A Project Control Group was established to review and provided input to the draft Streetscape Master Plan and the Recommended Tree Species Information presented to the Town by Hames Sharley. The Project Control Group included the following:

• Director Operational Services;
• Manager Development Services;
• Manager Asset Services;
• Manager Health and Environmental Services; and
• Environmental Officer.

The following additional consultation and communication has been undertaken:

· March 2006 Community Workshop;

· May & August 2006 Councillor Workshops;

· September – November 2006 TOB staff review draft of policies and provide feedback;

· November 2006 Comprehensive Street Tree Audit completed;

· July & November 2007 Elected Members provided with a project update regarding delays in delivering the Strategic Streetscape project;

· December 2007 Council Workshop providing an overview of the Local Law, Policy and Street Tree Master Plan;

· April 2008 (OCM – 11/04/08) Council deferred the Streetscape Master Plan component of the project deliverables;

· May 2008 (SC - 47/05/08) Council noted the status of the work undertaken with the Strategic Streetscape Plan;

· June 2008 Councillor Workshop to review the draft suite of streetscape policies and to seek feedback;

· June 2008 (OCM - 12/06/08) Council deferred the draft suite of Streetscape Policies to a further Council workshop; and

· July 2008 Councillor Workshop conducted to review the draft suite of streetscape policies, the draft Streetscape Master Plan and the Recommended Tree Species Information.

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.

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.

Hames Sharley consultants have undertake an area study of streetscapes within the Town, review the existing planting lists, streetscape documentation, relevant EMRC publications and Government agency programs and advise how to best achieve the boulevard style streetscapes in accordance to the brief provided.

The draft Streetscape Master Plan has categorized the streetscapes in relation to the streets function, specific precinct themes reflecting architectural character, linking areas together in order to create a sense of place and have clearly identified bio-diversity corridors within the Town which will link to Regional Bio-diversity corridors including the City of Bayswater and the City of Belmont bio-diversity corridors.

Hames Sharley developed the draft Streetscape Master Plan and the Recommended Tree Species Information taking into consideration the following:

• “Boulevard” style streetscapes;
• Biodiversity Corridors;
• Historical, cultural or natural association;
• Form and scale;
• Impact on utility services;
• Drought tolerance;
• Performance record;
• Response to pruning;
• Planting tolerance in paved areas;
• Resistance to pest and diseases;
• Verge widths;
• Long lived; and
• Limb shear.

In developing the draft Streetscape Master Plan and the Recommended Tree Species Information, Hames Sharley in consultation with “Arbor Logic”, a qualified Arboricultural sub-consultant, inspected every streetscape and to recommend trees to the Town that fulfilled the above criteria.

The draft Streetscape Master Plan provides to Council a Plan for the Future – Built Environment 2 – Townscape and Streetscape Enhancement: Implement Strategic Streetscape Plan.

To achieve long-term improvements in the Town’s streetscapes, it is imperative that the Streetscape Master Plan be adopted and implemented. Prior to adoption the plan should be advertised for community comment.

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

Other than advertising costs and Officer time, there are no additional costs in advertising the draft Plan for community comment.

Council has previously resolved that the Consultant was to develop a strategic street tree improvement and planting plan, including capital and maintenance cost estimates, together with a detailed maintenance and improvement program.

As a consequence, Hames Sharley provided to the Town the estimated the costs (see attached).

A summary of the estimated costs are as follows:

Tree Planting – Capital Costs

 

Description	Average Rate$	Estimated costs$
Preliminaries – site establishment and traffic management not provided	-	-
5,640 trees(depending on tree size the price range is from $130-$300 per tree)	$172.50	973,300
Establishment watering for 5,640 trees for 2 years(Estimate $102.30 per year x 2)	$204.60	1,154,000
Sub-total		2,787,180
Contingency 15%	-	418,077
TOTAL	377.10	3,205,257

 

It should be noted that Council can determine the speed at which it wishes to implement the programme by the funding allocated on an annual basis.

Due to other competing financial demands, it is assumed that Council would not fund the entire proposed planting program over two financial years. Therefore, the Nominal Annual Average dollars table below has been provided to assist in considering street tree planting which could be achieved in a sustainable manner:

 

Capital Improvement Program	Estimated trees planted per year	Nominal estimated fundingper year(not including escalations)$
5 year program	1,128	641,052
10 year program	564	320,526
15 year program	376	213,684
20 year program	282	160,263

 

The 2008/09 capital works budget allocated the following:

Street tree planting $25,000

Street Garden Upgrade $10,000

Guildford Road – median strip $20,000

As discussed above, the draft Streetscape Master Plan includes bio-diversity corridors that link and are integrated across the region. As a result, it is possible that the Town could submit grant applications to source potential funding to assist with the planting of “endemic” (endemic, in a broad sense, can mean “belonging” or “native to”, “characteristic of”, or “prevalent in” a particular geography, area, or environment) street trees.

A few of the potential funding sources are as follows:

Fund Name	Provider	Locality	Limit$
Perth Biodiversity Project	Western Australian Local Government Association	Perth Metropolitan Region	15,000
Gordon Reid Conservation of Natural Heritage Grants	Lotterywest	WA	15,000
Australian Government Envirofund	Natural Heritage Trust	Australia wide	50,000(community groups)

It is important to note that there are numerous other potential funding sources and all of the funding providers have selection criteria that must be fulfilled in order to obtain grant funding.

Tree Planting – Maintenance Costs

As discussed above, Council has previously resolved that the Consultant was to develop estimated costs that would assist in improving street tree maintenance programs. As a consequence Hames Sharley provided to the Town (see attached to the July 2008 Standing Committee report) the estimated maintenance costs.

It should be noted that the estimated Tree Management costs have been provided as a guide to the Town for future budget considerations in order to achieve improved street trees.

As Council is aware the Asset Services 2008/09 maintenance budget allocated was as follows:

Street tree maintenance $177,176

Street Gardens maintenance $125,055

The 2008/09 Budget allocation ensures that existing street trees are pruned from powerlines in accordance to the Western Power requirements and the Town of Bassendean street tree pruning specifications. The maintenance budget also allows for Asset Services field staff to maintain the street trees and gardens, including but not limited to, inspections, the selective removal of trees and watering of newly planted street trees.

In accordance to current practices, Asset Services inspect each street and determine street tree pruning, formative pruning, selective pruning and removal programs.

A summary of the Hames Sharley Tree Management estimated costs are as follows:

 

Description	Unit	Average Rate$	Estimated costs$
Formative pruning	1233	55	67,815
Annual pruning from Power Lines	2079	70	145,530
Selective pruning	3364	200.80	675,780
Future removal of trees	2775	337.74	942,780
Removal of trees	484	305.42	147,825
Stump Grinding			104,154
Pest & disease treatments	28		7,500
Removal of Dead Palm fronds	176		12,500
Relocating of Trees	235		85,000
Sub-total			2,188,884
Contingency (15%)			328,332.60
TOTAL			2,517,216.60

 

The Hames Sharley Street Tree Audit Report identified that $11,730 worth of urgent street tree removals/maintenance works required. Asset Services will arrange for these urgent works to be undertaken using the 2008/09 maintenance budget.

Once again, it should be noted that Council can determine the speed at which it wishes to implement the proposed street tree improvement programme by allocating additional maintenance funding on an annual basis.

The Nominal Annual Average dollars table below has been provided to assist in considering the proposed street tree improvement programme which could be achieved in a sustainable manner:

 

Street Tree Maintenance Improvement Programme	Nominal estimated fundingper year(not including escalations)$
5 year program	503,444
10 year program	251,722
15 year program	167,815
20 year program	125,861

 

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

To support the Street Tree Master Planning process once the plan is adopted by Council, Hames Sharley has developed a Street Tree Works Programming Strategy below, that set out the programming priorities:

It is intended that the Street Tree Works Programming Strategy would be used by staff to determine the future planting program.

RISK MANAGEMENT

The Community

The draft Streetscape Master Plan and the Recommended Tree Species Information attached to this report will provide Officers and residents with the strategic streetscape direction for improved and sustainable environment.

The Workforce

The draft Streetscape Master Plan and the Recommended Tree Species Information attached to this report will provide Council staff with clear guidance on the appropriate tree species to be planted in the future taking into consideration bio-diversity corridors which are an important element within the streetscape.

Reputation

The draft Streetscape Master Plan demonstrates Council’s commitment to enhancing and protecting the natural environment.

OPTIONS

Council may receive the draft Streetscape Master Plan and the Recommended Tree Species Information and invite community comment, or not.

COMMENT

The June 2008 Standing Committee report presented a draft suite of Strategic Streetscape policies which were developed to complement the draft Street Tree Master Plan and Recommended Tree Species Information.

The draft Streetscape Policies and the draft Street Tree Master Plan and Recommended Tree Species Information provides best practice guidelines for all staff working in areas that have Natural Environmental, Community Wellbeing or Economic considerations.

The draft Street Tree Master Plan and Recommended Tree Species document provides staff with necessary information to upgrade Streetscape on a progressive basis, as funding permits, throughout the Town.

In accordance to the Council policy 1.5.5 – Community Consultation, it is suggested that the Street Tree Master Plan and Recommended Tree Species Information be advertised seeking community feedback over the next three months.

OFFICER RECOMMENDATION – ITEM 10.1

That Council:

1. Receives the draft Street Tree Master Plan and Recommended Tree Species Information attached to the July 2008 Standing Committee Agenda; and

2. Seeks community feedback on the Streetscape Policies over the next three months.

10.2 Bassendean Civic Centre Precinct Concept Plan (Ref:LUAP/PLANNG/2 – Brian Reed, Manager Development Services)

Report Summary

· As part of the Development of the Town Centre area Strategy Hames Sharley has developed a Civic Precinct Concept Plan.

· Council is requested to adopt the Plan.

PURPOSE

The purpose of this report is for Council to consider and adopt the Bassendean Civic Precinct Plan.

BACKGROUND

As part of the Development of the Town Centre Strategy, Hames Sharley has been engaged to develop a concept plan for the development of the Civic Precinct. A copy of the final plan may be found in the attachments section of the agenda.

RELEVANT LAW AND POLICY

Local Govt Act 1995

Planning and Development Act 2005

CONSULTATION

No consultation has been carried out in the preparation of this report.

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 high 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.

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.

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

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

RISK MANAGEMENT

Buildings And Similar Property/Revenue Streams

At this stage, Council is requested to adopt the Concept Plan. The adopted Plan will be used to examine ways of funding the project in the future. Possible sources of funding include a combination of, income from the development of land associated with the Town Centre Area Strategy, the sale of freehold land owned by Council or borrowings.

Environmental Impact

While the design of the proposed building is conceptual at this stage, it includes environmentally sustainable design principles.

OPTIONS

Council’s options are to adopt the Plan in its submitted form or to require changes to it.

COMMENT

The Civic Precinct Concept Plan is consistent with the Town Centre Area Concept Plan adopted by Council In August 2007.

The Civic Centre Precinct Plan includes two design versions, one with a floor area of 3795m² to meet the operational and civic needs of Council, together with a second version which includes an additional floor of 1500m². The second version has been designed in response to Council’s December 2007 resolution that discusses opportunities for commercial leasing and Joint venture proposals.

An estimated cost of the proposed buildings will be derived through the feasibility study that is currently being carried out by Syme Marmion and Co on behalf of the Town of Bassendean, the Department for Planning and Infrastructure and Landcorp

Council has also allocated $15,000 for a follow up business planning study to look at the sale of property in the Town with a view to how the project will be funded.

OFFICER RECOMMENDATION – ITEM 10.2

That Council adopts The Bassendean Civic Precinct Concept Plan prepared by Hames Sharley attached to the Standing Committee Agenda of 15 July 2008.

10.3 Ashfield Parade – Drainage Works (PARE/DESCONT/5 – Simon Stewert-Dawkins(Director Operational Services)

Report Summary

·         October 2007 Syrinx Environmental PL in conjunction with Downer EDI were appointed in accordance to Tender RFT CC005/2007/08 for Road Works, Drainage and Foreshore Rehabilitation of Ashfield Parade Reserve.

·         March 2008 Ashfield Parade Reserve project commenced.

·         SCM – 1/06/08 Council approved additional expenditure to construct the appropriate road sub-base for Ashfield Parade.

·         June 2008 Ashfield Parade road was recommenced.

·         This report is to inform Council of the localized peat material and sub-surface water flow.

·         It is recommended that Council approves a budget review to allocated funds for the Ashfield Parade drainage/ roads works to be undertaken.

PURPOSE

The purpose of this report is to inform Council of the localized peat material and sub-surface water flow that has prevented Ashfield Parade road from being constructed to the required standard.

BACKGROUND

In November 2007 Council appointed Syrinx Environmental PL. in accordance to the specifications, and terms and conditions of RFT CC005/2007-08 to undertake Roadworks, Drainage & Foreshore Rehabilitation of Ashfield Parade Reserve.

In March 2008 Syrinx Environmental PL, in conjunction with Downer EDI, commenced works on site and have been progressing with the drainage, road and rehabilitation works.

The road RFT requirement was to re-profile (milling off) the existing bitumen and increase the road level on the eastern side of the road to eliminate water pooling.

The contractor completed the required re-profiling and levelling and compaction works to the sub-base in accordance to the RFT requirements. However, during the compaction process, it was it identified that the laterite (gravel) sub-base on the western side of the road was not compacting to achieve the required compaction standards.

As a consequence, the Town requested that the contractor undertake further evaluations to determine if the sub-base was contaminated and to determine the depth of the sub-base on the western side of the road.

Random sampling of the road sub-grade identified that the base course varies from approximately 40mm to over 220mm in depth and therefore the compaction could not be achieved.

In June 2008 (SCM – 1/06/08), Council resolved to use Roads to Recovery grant funds for the reconstruction of Ashfield Parade, Ashfield, in accordance to with Section 6.8 of the Local Government Act and to notify the residents of what was happening on site.

As a result of the Council resolution, a letter drop was provided to the residents in Ashfield Parade and within a week Downer EDI recommenced road works which required the following:

§ Additional mobilisation of plant;

§ Strip, stockpile and dispose of existing pavement and base course material;

§ Disposal of material;

§ Importation of 75mm limestone @ 200mm -95% compaction;

§ Testing base course;

§ Rework/compaction base course; and

§ Final trim and levels.

Since providing the June 2008 report to the Special Council Meeting, the contractor has identified further site specific issues that has prevented the road from being constructed, being:

§ A section of Ashfield Parade has seasonal sub-surface water flow at 800-900mm deep which has prevented the required 95% compaction requirements for a section of the road. The attached photos show that when the road was compacted it brought the water to the surface.

Trenches were dug at sites along the road; some of the trenches were dry, while others had water at 800-900mm from the surface.

As background information, prior to commencing works, the 1.0m deep random test holes along the entire length of Ashfield Parade were undertaken, no sub-surface water flow was found.

The Town was aware of season surface water flow across residential properties and subsequently onto the road and across the reserve, which was causing the foreshore erosion problems being experienced.

During the recent road works a new drain was constructed. The construction of the drain occurred in April 2008 to average trench depth of 1500mm. At this time there was no evidence of sub-surface water flow for the entire length of the trench.

§       A section of Ashfield Parade road near the intersection of Moojebing Road would not compact after the 200mm limestone sub-based was laid as per specifications. As a result this portion of the sub-base was removed. The attached photos show 200mm of limestone (as per specifications). The contractor dug further and found approximately 300-350mm of sand and then under the sand, a peat type material was evident. It is this peat type material that is preventing compaction results from being achieved

As background information, prior to commencing works, the 1.0m deep random test holes along the entire length of Ashfield Parade were undertaken, no peat or acid sulphate soil was identified. Also, during the recent roadworks, a new drain was constructed. The construction of the drain occurred in April 2008 to average trench depth of 1500mm. At this time there was no evidence of peat type soil. It appears from the compaction results that the peat type material is isolated to a small portion within the road reserve.

As a result of the issues outlined above, Downer EDI could not complete the required road works and have submitted a further variation quote.

Due to the issues identified, the Town engaged GHD Engineering (via the Town’s panel contract) to undertake an independent assessment and review of the variation.

On Friday 4 July 2008, a site inspection was undertaken with the following present:

• GHD Engineering – Senior Civil Engineer
• Downer EDI – Project Manager
• Syrinx Environmental - Operational Director/Project Manager
• Town of Bassendean - Director Operational Services
• Town of Bassendean – Engineering Officer

GHD has provided feedback to the Town on the Syrinx/Downer EDI variation. The formal variation is attached to the agenda for information.

In essence, GHD considered alternatives to solving the specific issues, however, the solutions suggested by Downer for the subsurface water flow and the peat type material was endorsed.

The suggestions to solve the issues being experienced are as follows:

§  Remove the peat type material by excavating down to and chasing it to its extents within the road formations; and

§  Construct a sub-soil drain that would lower the moisture content of the sub-grade sufficiently to allow compaction of the base course.

RELEVANT LAW AND POLICY

Local Govt Act 1995

CONSULTATION

The Town has arranged for an independent review of the drainage issues associated with Ashfield Parade road works. No further consultation has been undertaken

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.

Environmental Enhancement:

No detrimental environmental impacts are anticipated in the implementation of the Ashfield Parade drainage works.

Implementing the Ashfield Parade Reserve Concept Plan will have positive environmental impacts by improving water quality entering the Swan River, rehabilitation of the foreshore vegetation and providing a habitat for native flora and fauna.

Community Wellbeing:

No detrimental community impacts are anticipated in the implementation of the Ashfield Parade Concept Plan. Positive community impacts will include improved opportunity and encouragement for leisure and recreation in the Town, an integration of recreation opportunity with the culturally significant Swan River, and improved amenity and safety of public facilities.

Economic Vitality & Financial Considerations:

Syrinx/Downer have submitted a variation quote (see attached) using a schedule of rates for the drainage works which required the following:

• Drainage Installation;
• Drainage Construction;
• Kerbing (remove, dispose and replace);
• Driveway reinstatement;
• Property verge reinstatement;
• Removal/replacement redundant sub-base due to works associated with the peat removal and connecting the proposed new subsoil drainage pipe to existing drainage
• Prepare, trim and compact sub-grade.

Proceeding with the variation under the schedule of rates, GHD have advised that they consider that the upper limit of $89,058.60 would be the expected costs.

GHD have further advised that the proposed solutions will overcome the identified problems and will allow the completion of the works.

Taking into consideration the July Special Council meeting, which adopted the 2008/09 budget and the variation request; the Director Operational Services, Manager Asset Services and the Director Corporate Services have identified the following funds within the budget:

• Drainage Construction/ Upgrade $75,000
• Budget surplus $21,392

The 2008/09 Budget includes funding of $75,000 which was provisionally allocated to insert a temporary PVC liner inside the existing Success Hill Reserve drainage pipe.

As Council is aware, on 24 June 2008 (OCM - 7/06/08) Council adopted the Success Hill Reserve Concept Plan. As a consequence, Council has now resolved that a future a sub-surface wetland will be constructed and therefore the temporary PVC liner is no longer required.

The works required to implement the Success Hill Reserve Concept Plan will be included in next years Strategic Financial Management Plan for Council consideration.

Taking into account the $75,000 listed in the Drainage Construction/Upgrade account and that $14,085.00 can be allocated from the budget surplus, it is possible that Council can to undertake the Ashfield Parade drainage works to the value of $89,085.10.

RISK MANAGEMENT

Reputation

It is critical that the peat type material be removed from the site to allow for the road to be constructed and that sub-soil drainage be installed to protect the road.

GHD identified that Council could postpone the completion of the road sub-base (base course) to later in the year when the water table would be naturally lower therefore completing the works without the installation of the sub –surface drain. However GHD also stated that this option had problems as the flow of water would be impeded into the new road drainage system due to the level difference between the instilled pits and the surface, plus additional costs would be incurred through maintenance and or sealing of the road.

Therefore to taking into consideration the issues outlined in GHD’s report, the impact that the delays would have on the balance of the civil construction activities associated with Ashfield Parade Reserve project, the impact for residents that live adjacent to the reserve and the Town’s reputation, it is important that funds are allocated to complete to the drainage/ road works.

OPTIONS

Council has no option but to remove the peat type material and install sub-soil drainage to allow for the road construction to continue and to protect the road asset for the future.

COMMENT

Syrinx / Downer have submitted to the Town a variation to remove the peat type material from under a section of Ashfield Parade and to the resolve the seasonal drainage problems being experienced in a section of Ashfield Parade.

It is recommended that Council approves the Drainage Construction/ Upgrade budget of $75,000 and $14,085 from the Budget Surplus for the Ashfield Parade drainage and peat removal works.

OFFICER RECOMMENDATION – ITEM 10.3

That Council:

1. Approves the Drainage Construction/ Upgrade budget of $75,000 being used for the Ashfield Parade drainage and peat removal works

2. Approves the $14,085 from the 2008/09 Budget surplus being allocated to the Drainage Construction/Upgrade budget for the Ashfield Parade drainage and peat removal works.

TO BE PASSED BY AN ABSOLUTE MAJORITY VOTE UNDER SECTION 6.8 OF THE LOCAL GOVERNMENT ACT 1995 TO EXPEND FUNDS FROM THE 2008/09 BUDGET WHICH HAVE NOT BEEN APPROVED.

10.4 RFT CC034/2007-08 – Street Sweeping & Gully Educting Services. (Ref: ROAD/TENDNG/4– Ken Cardy Contracts & Support Services Coordinator - Asset Services)

Report Summary

·      Tenders have been called for the Provision of Street Sweeping & Gully Educting Services for the Town of Bassendean.

·      Tenders closed 2.00pm Wednesday 18^th June 2008 with submissions received from six companies.

·      Council officers have assessed the Tender submissions, contacted referees, viewed equipment and have recommended that Kalamunda Sweeping be appointed as the provider of the above service for the Town of Bassendean over a three year period commencing 1^st September 2008.

PURPOSE

The purpose of this report is:

·      To present to Council a summary of tenders received against RFT CC034/2007-08 Street Sweeping & Gully Educting Services ; and

·      To seek Council approval to award the contract for the supply of the above service as specified in RFT CC034/2007-08 to Kalamunda Sweeping for the period 1.09.08 to 31.08.11.

·      To seek Council endorsement to the recommendation of the Tender Evaluation Panel, to delegate to the Chief Executive Officer the authority to exercise the option to negotiate with the successful contractor, a one (1) year extension of the contract beyond the nominal expiry date of 31 August 2011.

BACKGROUND

The current contract, expiring on the 31 August 2008, for the provision of Street Sweeping and Educting services is currently held by Autovac.

Contractors were invited to tender for the provision of Street Sweeping & Gully Educting Services to the Town via an advertisement in the Western Australian Newspaper on Saturday 21 May 2008.

RELEVANT LAW AND POLICY

Local Government Act 1995

Local Government (Functions and General) Regulations 2007

Town of Bassendean Tendering Procedures Manual

The CEO was delegated the authority to enter into contracts for the supply of goods, services and programs identified within the approved budget up to the value of $100,000, exclusive of GST, and for the inviting of tenders for the supply of contracts over the value of $100,000 without further reference to Council.

The Council requires all purchasing decisions for tenders with a value of over $100,000 to be brought before Council for determination unless expressly identified and itemised by resolution of the Council and furthermore will identify, during the annual adoption of the Budget, any specific items below $100,000 on which it wishes to receive a report and to make the final determination on the awarding of the Tender.

Adopted: OCM-24/05/08     Ref: FINM/PROCED/1

CONSULTATION

The Tender Evaluation Panel has reviewed the tender documents. No consultation has been undertaken in the conduct of this tender or preparation of this report.

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.

Community Wellbeing

Ensure community access to appropriate community services.

The purchase of this service will enable the Town to undertake an entire sweep of the Town four times per year, carry out the educting or cleaning of drainage where required and on a weekly basis the sweeping of the town centre and riverside reserve car parks.

Economic Vitality & Financial Considerations

The total dollar value for the provision of this service (three years) is an estimated $255,000 (GST Ex). ($85,000 per year)

RISK MANAGEMENT

Potential Risk – A decision to not proceed with the recommendation or to re-tender for other providers will cause an increase in costs associated through the time delays required to appoint another provider.

Probability – Medium

LEGAL LIABILITY

Potential Risk – An increase in Public Liability Claims

Probability – Medium

Maintaining the amenity of Council roads and drainage to a high and safe standard has an impact of facility users. If the condition and safety standards are seen to be declining or the perception of this, then Council may be seen as not looking after the community.

OPTIONS

Council may:

·      Accept the officer recommendations as written; or

·      Decide not to proceed with the purchase of this service.

COMMENT

In response to Request for Tender RFT CC034/2007-08 “Street Sweeping & Gully Educting Services”; Six (6) tender offers were received prior to the tender closing time of 2.00pm, Wednesday 18 June 2008 from Austra-Sweep, Coastal Sweeping Services, Kalamunda Sweeping, SweepCare Australia, Cleensweep and Western Educting Services.

The Tender evaluation panel consisted of the Contracts & Support Services Coordinator, Asset Services-Engineering Department Works Supervisor and Senior Leading Hand. Members of the panel assessed all tender offers against the selection criteria.

The following table represents an assessment of each tender offer against the qualitative criteria.

 

		<1>	<2>	<3>	<4>
Selection Criteria	Item	Relevant	Key Personnel	Understanding	Lump Sum	Total Weighted
and Weighting		Experience	Experience	Resources	Fee	Score
		25%	15%	20%	40%	100%
Austra-Sweep	Score/30	20	21	16	10
	Percentage	16.67	10.50	10.66	13.33	51.17
Coastal Sweeping	Score/30	16	16	13	20
	Percentage	13.33	8.00	8.66	26.66	56.67
Kalamunda Sweeping	Score/30	20	20	19	30
	Percentage	16.67	10.00	12.66	40	79.33
Sweepcare Australia	Score/30	8	11	10	24
	Percentage	6.67	5.50	6.67	32.00	50.83
Cleansweep	Score/30	21	19	22	14
	Percentage	17.50	9.50	14.66	18.66	60.33
Western Educting	Score/30	18	18	20	9
	Percentage	15.00	9.00	13.33	12	49.33

 

Index

1      Relevant Experience (25% weighting)

2      Key Personnel/Experience (15% weighting)

3      Understanding Resources (20% weighting)

4      Lump Sum Fee (40% weighting)

 

	OH&S Rating
Name	Satisfactory / Unsatisfactory
Austra-Sweep	Satisfactory
Coastal Sweeping	Satisfactory
Kalamunda Sweeping	Satisfactory
Sweepcare	Satisfactory
Cleansweep	Satisfactory
Western Educting Services	Satisfactory

 

Qualitative Criteria

Selection Criteria 1: Relevant Experience (25% weighting)

The majority of tenderers in their tender response indicated they had a long history in this industry and were rated similar. Sweepcare Australia who has recently managed Autovac’s business operations are new to the Industry and were rated accordingly.

Selection Criteria 2: Key Personnel & Experience (15% weighting)

Similar to selection criteria 1 the majority of Tenderers key personnel have been working within the industry for a considerable time and were rated accordingly. Sweepcare Australia new to the industry and lacked the experience of other tenderers were rated accordingly.

Selection Criteria 3: Understanding / Resources (20% weighting)

Kalamunda Sweeping and Western Educting indicated in their submission that they had a sufficient number of resources and showed a high understanding of the requirements in their response for this criteria. Austra-Sweep, Sweepcare Australia and Cleensweep had insufficient or no educting resources. Coastal Sweeping had a satisfactory amount of resources while Sweepcare Australia indicated they were still building their fleet of street sweepers and all tender submissions were rated accordingly.

Selection Criteria 4: Lump Sum Fee (40% weighting)

Each Tenderer offer was rated accordingly from lowest to highest against their submitted total cost for the three year contract.

Kalamunda Sweeping received the highest score as their total cost for the service over the three years was the lowest whilst Western Educting received the lowest score as their total cost for the service over the three years was the highest.

Sweepcare Australia, Cleansweep and Coastal Sweeping did not provide an offer to conduct gully educting services. This was taken into account when the evaluation panel rated each of their offers.

Cost Estimate

 

	Austra-Sweep	Coastal Sweeping	Kalamunda Sweeping	SweepCare Australia	Cleansweep	Western Educting
	(Gst Ex)	(Gst Ex)	(Gst Ex)	(Gst Ex)	(Gst Ex)	(Gst Ex)
Year 1
Item 1	$1,500.00	$1,100.00	$648.00	$600.00	$800.00	$2,000.00
Item 2	$150.00	$90.00	$108.00	$100.00	$187.50	$250.00
Item 3	$22,000.00	$8,789.00	$10,800.00	$12,000.00	$24,000.00	$30,000.00
Item 4	$145.00	$18.00	$150.00	N/A	N/A	$100.00
Item 5	$105.00	$95.00	$120.00	$117.00	$250.00	$205.00
Item 6	$90.00	$47.00	$60.00	$120.00	$63.00	$180.00
Year 2
Item 1	$1,600.00	$1,133.00	$648.00	$660.00	$848.00	$2,500.00
Item 2	$160.00	$92.70	$108.00	$110.00	$198.75	$350.00
Item 3	$23,000.00	$9,052.67	$10,800.00	$13,200.00	$25,440.00	$32,000.00
Item 4	$150.00	N/a	$150.00	N/A	N/A	$115.00
Item 5	$110.00	$97.85	$120.00	$131.84	$265.00	$225.00
Item 6	$95.00	$48.41	$60.00	$133.64	$66.78	$210.00
Year 3
Item 1	$1,700.00	$1,166.00	$648.00	$730.00	$898.90	$3,000.00
Item 2	$170.00	$95.48	$108.00	$120.00	$210.65	$450.00
Item 3	$24,000.00	$9,324.25	$10,800.00	$14,520.00	$27,220.80	$34,000.00
Item 4	$160.00	$23.10	$150.00	N/A	N/A	$125.00
Item 5	$115.00	$100.78	$120.00	$145.46	$280.95	$245.00
Item 6	$100.00	$49.86	$60.00	$147.30	$71.45	$225.00
Total Cost over 3 years	$550,560.00	$299,877.04	$247,536.00	$279,520.00	$470,120.80	$828,600.00

 

Note : Item 1 is to be carried out 52 times per year

Item 2 is to be carried out 4 times per year

Item 3 to be carried out on an as required basis

Item 4 to be carried out on an as required basis

Item 5 to be carried out on an as required basis

OFFICER RECOMMENDATION – ITEM 10.4

That Council:

1. Appoints Kalamunda Sweeping as the Contractor for the Provision of Street Sweeping & Gully Educting Services to the Town Bassendean in accordance with the specifications, and terms and conditions of RFT CC034/2007-08 Provision of Street Sweeping & Gully Educting Services for the period 1 September 2008 – 31 August 2011;

2. Delegates to the CEO the authority to exercise the option under the contract to negotiate for a one (1) year extension of contract beyond the nominal expiry date of 31 August 2011.

POINT 2 IS TO BE PASSED BY AN ABSOLUTE MAJORITY VOTE UNDER SECTION 5.42(1) OF THE LOCAL GOVERNMENT ACT 1995 AS IT DELEGATES SOME POWERS AND DUTIES TO THE CEO.

10.5 Water Conservation Plan for the Management of Groundwater in the Town of Bassendean (Ref: GOVR/LREGLIA/8 – Ian McDowell, Manager Asset Services)

Report Summary

· Local governments are required to submit Water Conservation Plans for the Management of Groundwater to the Department of Water.

· The Town has drafted a Water Conservation Plan for the Town of Bassendean which is presented for Council’s endorsement.

PURPOSE

The purpose of this report is to present to Council for its endorsement, a Water Conservation Plan (WCP) for the Management of Groundwater in the Town of Bassendean.

Mr Ken Johnston from Sports Turf Technology will make a presentation to the Standing Committee in July 2008 as the first step in providing information to Councillors on the WCP.

BACKGROUND

Local governments were required to provide the Department of Water with their Water Conservation Plans (WCPs) by 1 July 2008. The Town of Bassendean has applied for and been granted a one-month extension to the deadline. Although the new water efficiency measures, including the requirement to produce WCPs, were announced in July 2007, the Department of Water did not provide the template for the reports until May 2008.

WCPs will help local governments conserve groundwater and improve water use efficiency so that public open space can be managed under the drier and warmer conditions we are experiencing with climate change. The aim is to maintain the usefulness and attractiveness of public open space while being more efficient in groundwater use.

RELEVANT LAW AND POLICY

Local Govt Act 1995

CONSULTATION

Sports Turf Technology were engaged to prepare a draft WCP for the Town of Bassendean. Prior to drafting the plan, the consultant facilitated a three hour workshop with the Town’s Reticulation Tradesperson, the Bushcare Field Officer, the Parks and Gardens Supervisor, Consultant Environmental Officer, Manager Health and Ranger Services and the Manager Asset Services. An outcome of the workshop was to develop strategies for the management of the Town’s groundwater supplies now and in the future.

Once endorsed by Council, the WCP will be advertised for public comment. It is important to note, however, that the plan is a dynamic document and may be subject to change due to operational and/or resourcing requirements; or following the implementation of initiatives contained in the plan. Council officers will monitor the effectiveness of the plan and make these changes as required. The plan will be available for scrutiny by Council and the community on the Town’s website on an ongoing basis.

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.

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.

· Natural Environment 1 – Protecting the Natural Environment

An objective of water conservation plans is to develop and implement climate change adaption strategies.

· Natural Environment 2 – Improve the Town’s Parks and Reserves

Climate change and predicted reduced rainfall present significant challenges to the management of water resources in the Town. Hydrozoning is a strategy that can be used to conserve water while maintaining the amenity and functionality of our public open space.

· Natural Environment 4 – Improve Water Quality and Stormwater Management

The installation of water meters on the Town’s bores will enable the Town to monitor its groundwater usage and ensure that water use remains within our licensed allocation.

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.

· Community Development 1 – Maximise Use of Community Facilities and Sporting Grounds

Strategies of the plan will allow the Town to accommodate decreasing groundwater availability while maintaining amenity, sport and recreation, and biodiversity outcomes.

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

· Strategy and Planning – Effective Planning for the Sustainable Management of the Town’s Financial Resources and Assets

The plan has identified a number of strategies to better manage our groundwater supplies. These will be prioritised and including in the Strategic Plan for the Future for the consideration of Council.

· Success and Sustainability – Effectively Measure Performance and Sustainability

Again, the installation of water meters to enable the Town to monitor groundwater usage will provide us with a toll to ensure water usage is within licence allocation.

RISK MANAGEMENT

The Town of Bassendean currently draws water from two groundwater sources: the Leederville and superficial aquifers. The Leederville aquifer is an important water resource for coastal and south-western communities and industries. This readily accessible aquifer is the most widely used source of groundwater on the Swan Coastal Plain. Demands on this aquifer are not sustainable and as a result, local governments are required to prepare and implements management plans that demonstrate an environmentally responsible approach for the management of groundwater supplies.

The Department of Water is working with local government to achieve the development and implementation of WCPs. Local governments are currently afforded the opportunity to drive the process through the development of strategies that allow us to plan and budget for implementation in the future. If we do not take this opportunity, we may have restrictions for groundwater use placed on us in the future that would prevent us from maintaining our sporting grounds, parks and reserves to a standard considered acceptable by the community.

OPTIONS

Council may:

1. Endorse the Water Conservation Plan for the Management of Groundwater in the Town of Bassendean as presented;

2. Endorse the Water Conservation Plan for the Management of Groundwater within the Town of Bassendean with changes; or

3. Choose not to endorse the Water Conservation Plan for the Management of Groundwater in the Town of Bassendean.

COMMENT

As explained above, Local governments were required to provide the Department of Water with their WCPs by 1 July 2008. The Town of Bassendean has applied for and been granted a one-month extension to the deadline. Although the new water efficiency measures, including the requirement to produce WCPs, were announced in July 2007, the Department of Water did not provide the template for the reports until May 2008.

A copy of the Town’s Water Conservation Plan for the Management of Groundwater is attached to this report for the reference of Council.

The plan has identified the following major issues with regard the management of groundwater within the Town of Bassendean over the next five years.

1. Groundwater usage data is only an estimate based on flow rates that assume systems are operating at optimum performance, there are no flow meters installed.

2. Artesian water (Leederville aquifer) needs to be monitored closely and assigned a high priority for water conservation.

3. Iron in bore water across areas of Bassendean (especially Jubilee Reserve). This is creating significant problems in blocking sprinklers and deteriorating infrastructure.

4. No accurate measurement of irrigated areas throughout the Town.

5. Park design is not conducive to water conservation leading to limited ability to hydrozone (hydrozoning is explained later in this report).

6. Many bores are past their use by date. No information on the performance of irrigation systems – require a performance audit.

7. We have a system for the categorisation of parks but the categories do not relate to water use or water conservation.

8. No design guidelines for the Town’s irrigation systems.

9. No centralised irrigation control system.

10. No system for the annual monitoring of bore water quality and bore water levels.

11. No communication with Council and community on groundwater conservation.

12. May need to rationalise irrigated turf areas as a component of the Public Open Space (POS) strategy.

13. Need for a tree planting program in dry parks and/or parks/areas that will be watered less. This gives a balance of green and brown.

14. Class 1 and Class 2 acid sulphate soils in the locality with no monitoring being done.

15. A lack of experienced staff to maintain proposed new and existing irrigation system efficiency requirements.

16. Tight clays make the superficial aquifer an unreliable supply of groundwater.

17. Water repellence on Bassendean sands.

18. Training and information required.

19. There are a lack of in-house resources to properly manage the development of hydrozoning within the Town’s parks and reserves.

The main groundwater conservation objectives for the Town to achieve over the coming five-years are as follows:

1. To collect, collate and prepare a report on current irrigated area, groundwater use, irrigation efficiency and infrastructure performance. This will require the estimation of water use using meters and pump run times. It will also require irrigation systems audits, measuring flow rates, co-efficiency of uniformity (CU), water quality and water levels. Achieve this by December 2009.

2. Review the Town’s irrigated POS with the intention of applying watering categorisation to all parks and reserves, assess each parks potential for hydrozoning and start monthly water budgeting. Achieve this by December 2009.

3. Formalise and document a turf maintenance program that leads to water conservation outcomes such as the application of wetting agents, use of soil amendment and limited use of nitrogen fertilisers. Achieve this by December 2009.

4. To investigate and develop and irrigation asset replacement program for the Town of Bassendean and have recommendations completed by July 2009. This is consistent with the Town’s program for the development of asset management plans.

5. Investigate the use of water from the Water Corporations main drain, and grey water sources such as the proposed new civic centre. Complete investigations by December 2009.

6. To educate and inform Councillors, the community, and staff of the Town of Bassendean’s WCP. Link the outcomes of the WCP to International Council for Local Environmental Initiatives (ICLEI) targets. Achieve this by October 2008.

The Town has identified nine strategies to be undertaken to achieve the objectives outlined above. The strategies are listed below and covered in detail in the WCP.

1. Measure and record water use and irrigated area to accurately determine water use.

2. The progressive implementation of watering categories and hydrozoning across irrigated playing fields and POS.

3. Improve the performance of irrigation systems.

4. Implement improved irrigation scheduling practices.

5. Maintain irrigation systems at optimum performance.

6. Prepare and implement “water conservation design guidelines” for the development of new and existing turfed areas and/or the redevelopment of garden landscapes.

7. Investigate the use of alternative water sources.

8. Develop and implement turf maintenance programs that lead to water savings.

9. Communicate the outcomes of the WCP to the community.

The Town of Bassendean currently holds 17 licences for 18 bores. Five of the bores draw water from the Leederville aquifer and 13 from superficial aquifers.

To achieve the outcomes of the WCP, the Town will need to consider the installation of flow meters on its bores, and the installation of a centralised control system on some of the meters as a means of measuring and therefore, optimising the performance of our irrigation systems.

The priority for the installation of the flow meters is the five bores on the Leederville aquifer. The cost for the supply and installation of each meter is approximately $5,000. The Town’s Parks and Gardens Supervisor is currently exploring an opportunity to participate in the Department of Water’s Gnangara Mound Metering Project which may provide some or all of these meters free of charge.

The cost to supply and install a central control system to the five bores that draw water from the Leederville aquifer is between $50,000 and $100,000. It is likely to be cost prohibitive to connect the smaller bores to such a system. A central control system will allow staff to:

· Monitor water usage from the Depot.

· Quickly identify performance issues.

· Diagnose faults from the Depot.

· Make changes to run times from the Depot.

The WCP uses terminology that may not be familiar to Councillors, the community and staff. The following definitions are provided to assist readers understand the WCP.

Hydrozoning

Hydrozoning is the practice of establishing separate areas or zones to receive different amounts of irrigation water.

Larger turf areas such as dedicated sports grounds, recreational ovals, parks and verges can be classified into different zones according to their water usage and categorisation. For example, a high-use dedicated sports field such as Bassendean Oval would be classified as Zone 1 because the turf requires more water to grow rapidly and resist the wear and tear of heavy use. A less frequently used passive park may be classified Zone 2 or 3.

Also, a site classified as a priority reserve with both very high and low use areas currently receiving the same application of water could be split into at least two hydrozones. For example the playing surface at Bassendean oval would be Zone 1, with the surrounding embankments and other turfed areas Zone 2 or 3.

Hydrozoning also provides opportunities for reducing the amount of irrigated turf areas within POS through the planting of landscaped areas using waterwise planting and principles.

The Department of Water’s Information Sheet on hydrozoning is attached to this report for the information of Councillors.

Water Categorisation

A strategy of the WCP is to categorise the Town’s POS based on the needs of sporting groups and the community as a whole. For example, Council may decide to either stop altering some of our smaller parks altogether, or to reduce the amount of water that is applied which of course will then affect the appearance of the turfed areas.

It is important to consult with and communicate to the community any proposed categorisations for the Town’s parks and reserves. Community expectations at the moment may be that our parks and reserves are all at least a Category 9000 for example. However, after the categorisation of the parks it may be that some are categorised lower (or the water turned off altogether) resulting in a degraded appearance of the turfed areas.

Water Budgeting

As previously advised the Town currently holds 17 licences to draw groundwater. Each of these licences provides a total allocation or allowance of water for each of the reserves it serves. Details of the licences are as follows:

 

Item	Licence	Description	Aquifer	CurrentAllocation(kilolitres)	EstimatedCurrent Use(kilolitres)
1	152669	Bassendean Oval	Leederville	34,500	54,756
2	152671	Sandy Beach Reserve	Leederville	17,250	14,924
3	152673	Ashfield Reserve	Leederville	60,400	59,332
4	152674	Jubilee Reserve	Leederville	67,000	65,728
5	99734	BIC Reserve	Superficial	28,500	15,756
6	99735	Parmelia Way Reserve	Superficial	1,500	1,976
7	110681	Colin Smith Reserve	Superficial	2,400	2,340
8	152677	May Holman Reserve	Superficial	1,600	1,768
9	152679	BIC Reserve	Superficial	2,250	0
10	152681	Anzac Terrace Reserve	Superficial	3,645	2,808
11	152683	Freeland Square Res	Superficial	3,675	2,496
12	152688	Padbury Way Reserve	Superficial	4,100	3,952
13	152689	Culworth/Mickleton Res	Superficial	6,850	14,040
14	152690	Jubilee Reserve	Superficial	16,050	0
15	152692	Council Depot	Superficial	28,250	1200
16	152695	Mary Crescent Reserve	Superficial	51,170	18,200
17	63989	Success Hill Reserve	Leederville	15,750	10,816

 

There are two bores located at the BIC and two at Jubilee Reserve. The Town has no way of calculating the flow of water from individual bores in one location which is why the estimated use for two of the bores is zero.

The Department of Water is currently in the process of amalgamating the Town’s licences from 17 to three. Items 1 to 4 will be amalgamated to one licence, items 5 to 16 another, with item 17 remaining as is.

The amalgamation of the licences will provide a total allocation of water available across all reserves served by the licence. Therefore, the total annual allocation of water for items 1 to 4 will be 179,150kL, items 5 to 16 will be 149,990kL, and item 17 will remain at 15,750kL.

Water budgeting will allow the Town to allocate water to individual reserves within each licence to suit the water categorisation of the reserve, and the hydrozones contained within the reserve as long as the total usage does not exceed allocation.

OFFICER RECOMMENDATION – ITEM 10.5

That Council:

1. Endorses the Water Conservation Plan for the Management of Groundwater in the Town of Bassendean as attached to this report; and

2. Notes that the Water Conservation Plan for the Management of Groundwater in the Town of Bassendean will be advertised for public comment for a period of six weeks.

10.6 Black Spot Funding Applications (Ref: ROAD/PROGM/3 – Ian McDowell, Manager Asset Services)

Report Summary

· MRWA has called for submissions for the 2009/10 State and National Black Spot Programs.

· Council Officers have identified two projects.

· One project is to construct a roundabout at the intersection of Collier Road, Grey and Jackson Streets.

· The other project is to construct traffic islands at the intersection of Broadway and Ida Street.

PURPOSE

The purpose of this report is to present Council details of the following 2009/10 Black Spot funding applications:

a) Collier Road/Grey Street/Jackson Street – installation of a roundabout; and

b) Broadway/Ida Street – installation of traffic islands.

BACKGROUND

Main Roads Western Australia has called for submissions for the 2009/10 State and National Black Spot Program. The closing date for applications is 27 July 2008.

The Black Spot Program is aimed at improving road safety thereby reducing the social and economic costs of road trauma. The objective of the program is to ensure the community is provided with a road system which is safe for all road users, including drivers, motorcycle riders, pedestrians and cyclists.

The program targets existing Black Spots and Black Lengths and also potential hazardous locations. Black Spots can be at an intersection, mid block or short sections of road and Black Lengths are lengths of road with a proven crash history. Black Spots and Black Lengths will be selected on the basis of recorded history, while potentially hazardous locations will be selected on the basis of formal road safety audits.

Funds are dedicated to providing on-road solutions to road safety issues which can be termed the road environment. To achieve maximum effect from the available funding, the emphasis is on low-cost, high-return projects.

Sites will be selected on the basis of their recorded crash history. Crash data is included on the Main Roads CRASHtool System, which is updated on an annual basis. Prioritisation of projects nominated on the basis of crash history will be based on treatment, cost effectiveness and the eligibility criteria. The Benefit Cost Ratio (BCR) must be determined for each crash history related project using manual calculations or the Main Roads CRASHtool System issued to all local governments within Western Australia. Crash history project will be ranked in order of BCR and project with the highest BCR will be considered for funding first.

Proposals for treatments on local roads (roads under the care and control of Local Government) will be evaluated through the Regional Road Groups in association with local RoadWise officers and managed by the State Road Funds to Local Government Advisory Committee through those groups. Co-ordination of the State Black Spot Program will be provided by MRWA Regional Managers, RoadWise Road Safety Officers and Regional Road Groups in consultation with WALGA and the State Black Spot Program Manager.

State Black Spot Program

The State Black Spot Program is complementary to the National Black Spot Program. It is intended that the State Black Spot Program criteria will enable application of funds to a wider range of projects at hazardous locations through the use of different and simple thresholds – for example, using data for all crashes rather than casualty crashes only.

The eligibility criteria for the State Black Spot Program are based on the following:

· Crashes for the five-year period, 2003 to 2007 inclusive, will be used for qualifying audits and BCR calculations;

· For intersections, mid-block or short road sections (<3kms), the crash criterion is five crashes over a five-year period;

· For road lengths (>3kms), the crash criterion is average of two crashes per kilometre per five-year period;

· Value of works between $2,000 and $1,000,000; and

· Minimum Benefit Cost Ratio (BCR) = 1.0.

Projects on local roads will be funded by a joint contribution of two dollars from the State Black Spot Program and a one dollar financial contribution from the local government where the project resides.

National Black Spot Program

The National Black Spot Program focuses on hazardous road locations through the identification and cost effective treatment of locations with a record of casualty crashes. Financial assistance is provided to improve the physical condition or management of sites noted for a high incidence of crashes involving death and injury. The program also aims to encourage the implementation of safety-related traffic management techniques and other road safety measures that have proven road safety value such as traffic signs, traffic control equipment, street lighting etc.

The eligibility criteria for the National Black Spot Program are based on the following:

· Crashes for the five-year period, 2003 to 2007 inclusive, will be used for qualifying audits and BCR calculations;

· A road length is defined as a section of road greater than three kilometres in length;

· For road lengths (>3kms), the crash criterion is one casualty crash per kilometre per five years period;

· For intersections, mid-block or short road sections (<3kms), the crash criterion is three casualty crashes over a five-year period;

· Value of works between $2,000 and $750,000; and

· Minimum Benefit Cost Ratio (BCR) = 2.0.

The National Black Spot Program is federally funded and allocates 100% funding for the successful project.

RELEVANT LAW AND POLICY

Local Govt Act 1995

Federal and State Black Spot Programs

CONSULTATION

The intersection of Collier Road, Grey and Jackson Streets is on the boundary of the Town of Bassendean and the City of Bayswater. In August 2004 the City of Bayswater wrote to the Town indicating their support for the construction of a roundabout at this intersection.

In October 2007, the Town of Bassendean and the City of Bayswater signed a Boundary Roads Memorandum of Understanding. Under Section 3.5 of the Boundary Roads Memorandum of Understanding between the Town and the City, “own resources” funding components for all capital road works on all sections of boundary roads shall be shared equally between the two local governments, unless agreed otherwise. Section 4.3 of the MOU requires that the initiating local government liaise with the other local government within a timeframe that suits both local governments budget preparation process.

The Town has written to the City of Bayswater seeking in principle support for the new Black Spot submissions for the installation of a roundabout at the Collier Road, Grey and Jackson Streets intersection; and has advised that if successful we will be seeking a contribution under this MOU of $141,667 from the City of Bayswater.

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.

Treatment of these accident Black Spot intersections will help to improve community accessibility and safety.

National Black Spot funding is available up to 100% of the project cost. State funding is available on a 2 for 1 basis with the State providing 2/3 of the project costs and the local government the other 1/3.

RISK MANAGEMENT

Council has an obligation to the community to improve road safety. The intersections listed are recognised accident Black Spots within the Town and need to be addressed as a matter of priority. In addressing these intersections Council will enhance its reputation in the community.

OPTIONS

The timeframe between the provision of the Crashtools data from MRWA and the deadline for the submission of Black Spot submissions is short. The preparation of Black Spot submissions is a time consuming and involved process that does not allow Council Officers time to present details of the Town’s submissions to Council prior to submitting them to MRWA.

Council is only being asked to note details of the submissions and may decide whether or not to support them during the 2009/10 budget deliberations.

COMMENT

Collier Road/Grey Street/Jackson Street – Roundabout

This is the Town’s number one Black Spot intersection. In 2006/07 we were successful in obtaining State Black Spot funding for the construction of a roundabout with a project cost of $250,000. Following the detailed design process for the roundabout, the Town’s engineering consultant provided pre-tender estimate of $760,000 for the construction works. The actual construction works did not proceed on the basis of cost and it was decided to resubmit an application for funding in future years.

The estimated cost for the construction of a roundabout at this intersection is $850,000 excluding GST. The Benefit Cost Ratio (BCR) for the proposed works is 1.05 which means we will not be eligible for National funding. If we are allocated funding under the State Black Spot program the State Government will contribute two-thirds of the costs ($566,666). The Town has written to the City of Bayswater seeking a 50% cost-sharing contribution under the Boundary Roads Memorandum of Understanding for the balance. This will result in a contribution, subject to Council approval, of $141,667 each from the Town of Bassendean and the City of Bayswater.

The increase of $90,000 to $850,000 from the 2006/07 pre-tender estimate of $760,000 is to allow for costs increases over the succeeding three-year period for the proposed construction works in 2009/10.

Broadway/Ida Street – Traffic Islands

Our application for Black Spot funding for this intersection is being submitted on the basis of a Road Safety Audit carried out at the intersection in May 08. Accordingly we cannot calculate a BCR using the MRWA Crashtools software.

Although there were only two reported accidents at this intersection in the period 2003 to 2007 inclusive, there is anecdotal evidence from residents of another four since the beginning of 2008. Two of the accidents in 2008 resulted in injuries requiring hospital treatment. The formal road safety audit carried out at the intersection has been provided to MRWA in support of our Black Spot submission; it recommends the installation of traffic islands.

The estimated cost for this project is $78,000 excluding GST. If successful in obtaining State Black Spot funding, our contribution, subject to Council approval, will be $26,000. If successful in obtaining National Black Spot funding our contribution will be $0.

OFFICER RECOMMENDATION – ITEM 10.6

That Council notes:

1. Under the 2009/10 Black Spot Program, the Town has made application for grant funding for the following projects:

a) Collier Road/Grey Street/Jackson Street – construction of a roundabout at an estimated cost of $850k; and

b) Broadway/Ida Street – construction of traffic islands at an estimated cost of $78k; and

2. That in the event these applications are successful that draft budget items will be included in the 2009/10 Capital Budget for the consideration of Council.

10.7 1 Surrey Street – (Exploring Residential Use of c1893 & c1952 House) – Conservation Management Plan (Ref: COUP/PROGM/1 – Simon Stewert-Dawkins, Director Operational Services)

Report Summary

·         In 1994, the Heritage Council of WA entered 1 Surrey Street, Bassendean onto the permanent register of Heritage Places.

·         OCM - 16/06/05 Council adopted a Conservation Policy and Development Guidelines.

·         OCM – 5/03/08 Council adopted the 1 Surrey Street, Bassendean Conservation Management Plan.

·         OCM – 5/03/08 resolved to Explores opportunities for residential use of the residence, including a caretaker function, as an appropriate function for the place in accordance with Guide 2.16 of the Conservation Management Plan.

·         OCM – 5/03/08 Noted that the Conservation Management Plan does not support a recommendation for the residence to be used as a museum.

·         This report is provided to Council for consideration regarding the opportunities for residential use of the residence, including a caretaker function.

PURPOSE

The purpose of this report is to present the interim findings of the enquiries undertaken in accordance to the March 2008 (OCM – 5/03/08) Council resolution to explore opportunities for residential use of the residence, including a caretaker function, as an appropriate function for the place.

BACKGROUND

In 1988, the Town of Bassendean purchased what is now known as 1 Surrey Street which includes the Pensioner Guard Cottage (1856-1857, 1991-1993) and the attached Residence (c1893, c 1952). Council at the time recognized that the Pensioner Guard Cottage was possibly a rare remaining example of its type in the State and therefore prompted the decision to restore the Pensioner Guard Cottage.

In 1994, the Heritage Council of Western Australia placed 1 Surrey Street (Pensioner Guard Cottage) onto the permanent State Register of Heritage Places under the Heritage Act.

In 2002, a report was prepared by Paul Bridges and Val Humphrey on a Pensioner Guard Museum Project. The intention of the project was for the Cottage to become a tourist attraction shared with the wider community.

In June 2005 (OCM - 16/06/05), Council adopted a Conservation Policy and Development Guidelines and as a consequence listed funding in the Strategic Financial Management Plan for 2006/07 for a Conservation Plan to be developed at 1 Surrey Street (Pensioner Guard Cottage), Bassendean.

The Town liaised with and obtain the Bassendean Historical Society feedback in the appointment of Ms Laura Gray Heritage and Conservation Consultant and Ms Irene Sauman Historian to provide the Conservation Management Plan.

In February 2008, the draft Conservation Management Plan was presented to Council for consideration and in March 2008 (OCM – 5/03/08) Ordinary Council Meeting resolved to:

“1. Adopt the 1 Surrey Street, Bassendean Conservation Management Plan dated December 2007 prepared by Ms Laura Gray, Heritage and Conservation Consultant in association with Ms Irene Sauman, Historian, to guide the future use and development of the place;

2. Explores opportunities for residential use of the residence, including a caretaker function, as an appropriate function for the place in accordance with Guide 2.16 of the Conservation Management Plan;

3. Notes that the Conservation Management Plan does not support a recommendation for the residence to be used as a museum;

4. Lists funding in the 10 Year Strategic Financial Management Plan to undertake conservation works at 1 Surrey Street, Bassendean as detailed in Section 16.0 of the Conservation Management Plan;

5. Seeks relevant funding to undertake conservation works for 1 Surrey Street, Bassendean in accordance with adopted budgets as detailed in Section 16.0 of the Conservation Management Plan; and

6. Notes the February 2008 Standing Committee Report that indicates the Town has in place and existing Building Inspection and Maintenance Program that incorporates the Conservation Management Plan inspection and maintenance requirements.”

Also at the March 2008 (OCM - 6/03/08) Ordinary Council meeting, it was resolved that Council notes OCM - 12/11/04 as shown below.

As Councillors are aware, the adopted Conservation Management Plan provides a number of guidelines to assist Council manage the place and the proposed conservation works.

The specific key recommendation in the Conservation Management Plan as it relates to this agenda item as follows:

Guide 2.13 Any new work to the building should be sympathetic, with the remaining fabric of Some, Considerable or Exceptional Significance, or able to be reversed without damage to the surrounding fabric at a later date.

Guide 2.14 It is very important to the ongoing viability of the place to establish an appropriate and viable function. The choice of a compatible use can be essential to the survival of the significance of a building, as all uses require some changes to accommodate their needs.

Guide 2.15 Any future compatible uses and users must not compromise the significance of the place as described in the Statement of Significance.

Guide 2.16 Opportunities for residential use of the residence (c.1893, c.1952), including a caretaker, should be explored, as an appropriate function for the place. A caretaker function in the residence would optimise the interpretation and museum viability of the Pensioner Guard Cottage.

Guide 4.2 The Town of Bassendean must refer any development proposal to the Heritage Council for approval prior to endorsing any proposals, and cannot act contrary to the Heritage Council recommendation.

Guide 5.5 Future compatible uses for 1 Surrey Street, Bassendean must:

• Take opportunities to retain or reinstate it’s integrity by using the place as originally designed and intended where practicable in a contemporary society.

• Take the opportunities presented for the restoration of fabric.

• Not compromise the significance of the place as described in the Statements of Significance.

• Not require alteration to any fabric described as being of Some, Considerable or Exceptional Significance in the Statements of Significance.

• Require only adaptations, partitioning or fixtures that can be easily removed or reversed in the future without causing damage to fabric of Some, Considerable or Exceptional Significance.

Guide 5.6 In terms of long-term viability, the place needs to be occupied and used for viable and appropriate functions.

Guide 6.2 Do not consider any future use or development that would diminish the significance of the place.

On 29 April 2008, the Town wrote to the Bassendean Historical Society and on 20 May 2008, the President of the Bassendean Historical Society provided a letter of response. See attached the above correspondence.

RELEVANT LAW AND POLICY

Metropolitan Region Scheme Act 1959;

Heritage Act 1990;

Local Govt Act 1995;

Conservation Policy and Development Guidelines;

1 Surrey Street - Conservation Management Plan;

Asset Management Policy.

CONSULTATION

A copy of the 1 Surrey Street - Conservation Management Plan has been provided to:

§  Heritage Council WA;

§  Bassendean Historical Society; and

§  Bassendean Local Studies.

A local real estate agent was requested to inspect the 1 Surrey Street residence and provide an estimate rental figure that could be achieved “if” Council resolved to rent out the property.

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.

In accordance to the Conservation Management Plan, any new work to the building should be sympathetic, with the remaining fabric of some, considerable or exceptional significance, or able to be reversed without damage to the surrounding fabric at a later date.

Council’s Asset Management policy states that the priority is to ensure that the Town’s existing assets are maintained and rehabilitated to maximize the whole of life opportunity of existing assets before embarking on the acquisition of additional assets.

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.

In April 1999, Council (OCM 8/4/99) adopted a philosophical approach for its residential housing to provide affordable residential accommodation (i.e. youth housing and Hyde Retirement Village) which encourage continued independence and freedom of choice in the community by providing Bassendean seniors with access to affordable, strategically located retirement village style accommodation.

Therefore, in regards to the Council resolution (OCM – 5/03/08) which resolved to explore opportunities for residential use of the residence, including a caretaker function, the residence (c1893, c 1952) could provide access to affordable housing, bring in a weekly income for Council, but most importantly, provide a caretaker function in that someone would be living at the property in accordance to the Conservation Management Plan.

Leisure Services has recently obtained from a local real estate agent the potential rental income for the residence (c1893, c 1952), and can confirm that the rental was estimated at $280 to $300 per week or approximately $14,560 per year.

It should be noted that depending on the level of the caretaker function resolved to be undertaken, the weekly rental may be reduced accordingly.

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

In November 2004, a CEO prepared report was submitted to Council regarding the “Future of the Masonic Hall Site and Associated Council Owned Properties”.

It was at this meeting that Council (OCM - 12/11/04) adopted the CEO’s recommendation, in part the following:

“If, in the event of the sale of the Masonic Hall site, includes in any future business plan prepared in accordance with Section 3.59 of the Local Government Act 1995 for the development of the Masonic Hall property, a proposal that proceeds of $150,000 be placed in reserve from the sale of the Masonic Hall site for the future refurbishment of the 1 Surrey Street property”.

In May 2008 (OCM - 30/05/08) the CEO again reported to Council on the former Masonic Hall site comprising lots 162, 164, and 166 Wilson Street, Bassendean for community consultation and feedback in accordance with Section 3.59 of the Local Government Act 1995. It was also resolved) that Council commissions an independent valuation of lots 162, 164, and 166 Wilson Street, Bassendean (Masonic Hall site).

Despite the CEO’s recommendation that all funds be transferred into a reserve fund known at the Municipal Buildings and Town Planning Reserve Fund, Councillors indicated that it still specifically wants $150,000 to be earmarked for 1 Surrey Street and a new reserve fund will need to be created for that purpose on the sale of the property.

The CEO’s report brought the timeframe of the sale forward from that listed in the Strategic Financial Management Plan as TPS 10 has upgraded the site to R60 and funds will be required to implement key strategies in the Town in the near future.

The Heritage & Conservation Consultant has estimated the cost of undertaking the conservation works at approximately $264,200 and in accordance to priorities listed in the Conservation Management Plan, the proposed works have been included into the 2008/09 Strategic Financial Management Plan as follows:

 

1 Surrey Street – Costed Scope of Works	2011/12	2012/13	2013/14	2014/15	2015/16	2016/17
Substructure & drainage works	15,000
Pensioner Guard Cottage refurbishment		30,000
Residence & additions			65,500
Residence & additions				108,000
Rear scallion verandah and fire place					34,000
Timber floors to residence & additions restored						11,700

 

It should be noted that the estimates above have been prepared at a time when building costs are increasing dramatically, therefore the estimated costs need to be reviewed prior to the annual budgets.

To assist in the future conservation works at 1 Surrey Street, it is anticipated that approximately $150,000 will be available from the proposed sale of the Masonic Hall and the Town will submit grant applications to various Government agencies and Lotterywest.

In regards to the Council resolution to explore the opportunities for residential use of the residence, including a caretaker function, the Principal Building Surveyor, Environmental Health Officer, Asset Services Building Supervisor and Manager Leisure Services inspected the 1 Surrey Street residence (c1893, c 1952) house and identified that there were no major building issues preventing occupation, however, the following issues would need to be addressed:

§ Kitchen - In accordance with the requirements of the Health Local Laws 2001, the building can only be used as a dwelling once a stove, oven and exhaust hood is installed;

§ Laundry – A designated wet area is required;

§ Repair of ceiling and walls as a result of building settlement and some water damage;

§ Timber window frame restorations;

§ Carpets need to be replaced or floor boards polished;

§ Internal painting of walls and ceilings; and

§ Repair to hot water system.

If Council resolved to rent out the residence prior to the proposed timeframe, the immediate renovations for the residence would be approximately $30,000 and these renovations would need to be undertaken prior to the place being rented. It should be noted that these costs would be part of the estimated costs listed for the whole project.

Should Council resolve the rent out the residence prior to the proposed restoration time frames outlined above, quotes would need to be obtained from appropriately qualified heritage builders and approvals granted from the Heritage Council of WA.

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

The Manager Development Services has advised that the 1 Surrey Street residence (c1893, c 1952) property had no “planning” history for the site in terms of applications to use the building for any particular use.

A report to Council in August 1995, by the former Recreation Manager, recommended the “residence” building be used for leisure courses.

As a result, there was a former lease agreement for the Residence (c1893, c 1952) know as the “Learning and Sharing Centre” allowed this organisation to use the residence for meeting purposes associated with their objectives.

The Manager Development Services advised that Council may take these uses to be the current uses. Therefore, the residence would be either a “civic use” or a “community purpose”.

“Civic use” means premises used by a government department, an instrumentality of the Crown, or the local government, for administrative, recreational or other purposes;

“community purpose” means the use of premises designed or adapted primarily for the provision of educational, social or recreational facilities or services by organisations involved in activities for community benefit.

In regards to the superseded 2002 proposal to change the residence into a museum or for a change of purpose, the Manager Development Services has advised that any change for a use of the site would require a change to the purpose which can be dealt with administratively by the Town. However, consultation would be required with the Heritage Council of WA to ensure that it considers that the proposed use is consistent with conservation of the place.

RISK MANAGEMENT

Insurance

Should Council resolve to permit residential use of the 1 Surrey Street residence (c1893, c 1952), it would be treated in a similar way to all other Council leased properties.

In this regard, the current practice is for the Town to take out building insurance and public liability insurance in its name to protect its interests. Lease holders are required to reimburse the Town for the costs of the building and public liability insurance and the lease holders take out their own contents insurance.

OPTIONS

Council may:

1. Restore the residence (c1893 & c1952) in accordance to the 1 Surrey St Conservation Management Plan to allow for residential use or a care taker function; or

2 Explore other appropriate functions for the residence (c1893 & c1952) in accordance to 1 Surrey St Conservation Management Plan.

COMMENT

The letter dated (20/05/2008) from the President of the Bassendean Historical Society advised that the Society was concerned with the proposal that Council was exploring the possibility of renting out or placing a caretaker into the 1 Surrey Street residence (known as the Learning & Sharing Centre) house.

The Society advised that it was of the understanding that the Conservation Management Plan was to advance a report prepared in 2002 by Paul Bridges and Val Humphrey on a Pensioner Guard Museum Project which incorporated the Residence (c1893, c 1952) and the Pensioner Guard Cottage (1856-1857, 1991-1993).

In regards to the above comment, the Bassendean Historical Society assisted the Town in providing the background information for the 1 Surrey Street site which included Pensioner Guard Cottage, residence, the detached ablution building and grounds. Plus the Bassendean Historical Society contributed to the project deliverable requirements of the proposed Conservation Management Plan.

A Bassendean Historical Society representative was invited to participate in evaluating the Return for Quotes (RFQ) received. The quotation evaluation panel unanimously appointed the Heritage & Consultation Consultant.

The Return for Quote (RFQ) required that the appointed consultant provide to the Town, a Conservation Management Plan developed and produced in accordance with the Heritage Council of Western Australia document “Conservation Plan – A Standard Brief for Consultants (October 2002 edition)”. This brief sets the structure, standards and format required.

The first draft of the Conservation Management Plan was presented to the Bassendean Historical Society and feedback received and the Consultant adjusted the plan where in her professional opinion the plan required to be amended. A copy of the first draft of the Conservation Management Plan was also provided to the Heritage Council of WA seeking feedback. The Heritage Council of WA’s feedback was that it requested a copy of the final Conservation Management Pan once adopted.

As requested, the adopted Conservation Management Pan has been provided to the Heritage Council of WA.

The RFQ methodology stated that the “Consultants will work with the Town’s Director, Operational Services and representatives of the Bassendean Historical Society. The consultants will meet with the above upon acceptance of the contract, during the project and at presentation of the draft report.

The Town of Bassendean will provide material and reports pertaining to the Pensioner Guard Cottage site for consideration in the Conservation Plan and requires a review of the recommendations in the Pensioner Guard Cottage Project report pertaining to alterations to the buildings in support of the future museum interpretation proposal”.

As a result, the Conservation Management Plan set out the following key recommendations:

Guide 3.1 Pensioner Guard Cottage is the single most compelling interpretive element on the site. It is the beginning of the story of the place, and a logical self explanatory introduction.

Guide 3.2 Given the cultural importance of the Pensioner Guard Cottage it is worth developing interpretative material drawing upon the research that has been compiled (refer to Appendices 6, 7, 8 and Pensioner Guard Museum project 2002), and the work in this report, using the plans and information developed for it, to explain the nature and function of the various parts and of the history of the place and the context from which it evolved.

Guide 3.3 Any interpretive material should be secondary to the authenticity of the Pensioner Guard Cottage and the story it tells.

Guide 3.4 Facilitate the telling of the story of the evolution of the development through the existing elements and places and the changes that have taken place.

Guide 3.5 Further research and develop a range of educational programs targeting schools and groups.

Guide 3.6 Develop a range of non-intrusive interpretive elements.

Guide 3.7 Any signage should be discreet must be consistent within an overall site context.

Guide 3.8 Signage and marketing must be consistent with other tourism and historical sites in Bassendean, and linked on a regional connection.

Guide 3.9 Respond to these 8 principles as a basis for any tourism activity at the place.

The Bassendean Historical Society letter (dated 20 May 2008) went on to say that “grant funding can be utilized to restore and convert the building as part of a museum proposal, rate payers funds are totally required to make it a rental”.

As explained in the Economic Vitality & Financial Considerations section above, it is intended that grant funding will be obtained for conservation works in accordance to priorities listed in the 2008/09 Strategic Financial Management Plan which reflects the Conservation Management Plan proposed.

The Conservation Management Plan’s overall recommendation is that 1 Surrey Street, Bassendean, be retained and conserved and in providing rental use of the residence will ensure that the property is occupied and as such will assist in the maintenance of the property.

The Bassendean Historical Society letter (dated 20 May 2008) further stated that “this rental proposal will remove the museum project further, if not permanently, from this vision for Bassendean and with dubious benefit to the community”. Our whole Society has been working towards this goal for several years, and we have devoted many voluntary hours to its eventual fulfilment. Should this objective be removed, we will need to convene to consider our future contribution to the community, if any”.

As explained above, the Conservation Management Plan set out the key recommendations regarding the Pensioner Guard Cottage, developing interpretative material including story telling of the evolution of the development of the place that has taken place.

In this regard, it is the Director Operational Services’ opinion that the Bassendean Historical Society has a critical role to play in assisting the Town implement some of the key recommendations associated with the Pensioner Guard Cottage and assisting Officers to develop interpretative material and particularly the story telling to patrons that may visit the site.

It appears from the correspondence received that the Bassendean Historical Society may have under estimated its role in the long term objectives of the Conservation Management Plan and the correspondence has focused on potential rental aspect and not considered the overall Council objective to restore all of 1 Surrey Street buildings and to tell the story of the Pensioner Guards in our community.

In regards to current use of the residence, the Manager Leisure Services has advised that the Bassendean Historical Society hire the residence (known as the Learning & Sharing Centre) once a month for its meetings and are the only users of the building. The Bassendean Historical Society also open the Pensioner Guard Cottage to the public on a Sunday once a month.

Should Council resolve to rent out the residence, it is possible for the Town to provide the Bassendean Historical Society an alternative meeting room to hire, such as a meeting room in the Bassendean Memorial Library.

In accordance to the “Economic Vitality & Financial Considerations” section above, it is intended that funding will not be listed to commence conservation works until the draft 2011/12 Budget. However, the residence will not be able to be occupied until approximately 2013/14 or 20014/15 when the renovations will have been completed.

Based on the information outlined in the above report, it is suggested that Council continues to permit the Bassendean Historical Society to use of the 1 Surrey Street residence (c1893, c 1952) house for its meetings and where possible, the Town seeks other casual use of the building.

Commencing in 2011, it is proposed that the Bassendean Historical Society monthly meetings be convened at an alternative facility. After the restoration works are completed, the residence would then be rented out.

It is envisaged that the Bassendean Historical Society would work with the Town to develop interpretative material and to develop a variety of stories relating the Pensioner Guard Cottage, the history of the place and would facilitate the telling of the stories.

OFFICER RECOMMENDATION – ITEM 10.7

That Council:

1. Receives the July 2008 Standing Committee report regarding residential use of the house located at 1 Surrey Street, Bassendean;

2. Restores the residence at 1 Surrey Street, Bassendean, in accordance to the Conservation Management Plan to allow for residential use or a caretaker function of the place;

3. Writes to the Bassendean Historical Society and advises that in accordance with the 1 Surrey Conservation Management Plan and the current Strategic Financial Management Plan, Council has listed for consideration in the Budget 2011/12 funds to commence restoration works.

4. Advises the Bassendean Historical Society that once restoration works commence at the 1 Surrey Street residence, the Society’s monthly meetings will be need to be relocated to an alternative venue; and

5. Reiterates to the Bassendean Historical Society its important role in assisting the Town to develop interpretative material and to facilitate the telling of the stories associated with the history of the place.

10.8 Metropolitan Region Scheme Proposed Amendment 1154/57 Guildford and Bassendean Station Precincts (Ref: LUAP/ZNNG/1 – Brian Reed, Manager Development Services)

Report Summary

· The Western Australian Planning Commission has invited a submission from the Town on the above amendment.

· This report recommends that the Town supports the proposed amendment.

PURPOSE

The purpose of this report is for Council to consider a proposal to amend the Metropolitan Region Scheme in relation to land adjacent to the Bassendean Railway Station, and to provide comment on the proposal to the Western Australian Planning Commission.

BACKGROUND

The objective of the amendment is to incorporate minor changes to reservations of the Metropolitan Region Scheme (MRS) for land in the City of Swan and the Town of Bassendean. The amendment consists of two proposals.

The Bassendean proposal is reproduced below from the amendment document. A copy of the Amendment Report may be found in the attachments section of the agenda.

Proposal 2 (Bassendean)

To transfer approximately 6884m² of land adjacent to the Bassendean railway station from the railways reservation to the urban zone, as shown on figure 2. The eventual use of the site is proposed to be residential, subject to more detailed structure planning by the proponents, in accordance with the requirements under the Town of Bassendean's local planning scheme, should the amendment proceed to finalisation.

The subject land was originally reserved as an addition to the park'n'ride provision. The PTA advises that the projected park'n'ride demand can be accommodated in other areas of the railway reserve, and accordingly the amendment site has been identified by the PTA as being surplus to railway requirements.

The upgrade of the Bassendean station and revitalisation of the town centre was the subject of an enquiry by design workshop held in 2002. The workshop, which was facilitated by the DPI in conjunction with the Town of Bassendean, identified the potential for a transit oriented residential development of the surplus railway land.

The Perth Metropolitan TOD Program, initiated under Network City (2005) and administered by DPI, identified the subject land as a potential development site.

The land comprises Crown Reserve 12520 and part lot Q1, which are vested in the PTA for the purpose of railways.

Discussion

Given that the land in both proposals is surplus to railway requirements, an alternative designation in the MRS needs to be allocated. This amendment proposes an urban zoning, which will enable the land to be redeveloped for a variety of urban purposes, primarily residential uses, for the following reasons:

i) The proposals are consistent with Network City - Community Planning Strategy for Perth and Peel (September 2004) as it contributes to delivering urban growth management and accommodating urban growth primarily within a Network City pattern. Further, the amendment proposals are consistent with aligning transport systems with appropriate land uses to optimise accessibility and amenity;

ii) The proposals are consistent with WAPC draft State Planning Policy (SPP) "Network City" which seeks to implement that plan and encourage enhanced efficiency of urban land use and infrastructure, improving resource efficiency and energy use and generally enhancing community vitality;

iii) The proposals are consistent with WAPC Policy DC 1.6 "Planning to Enhance Public Transport Use" which seeks to achieve maximum development potential, on appropriate land within reasonable walking and cycling distances of train stations and transport hubs and to promote the integration of land use with the public transport system;

iv) The draft Maylands to Guildford TOD Structure Plan identifies the development potential of surplus rail land and the potential for Guildford station to increase patronage through improved bus services, walking and cycling and promotion as a tourist/visitor destination;

v) Proposal 2 is consistent with the outcomes of the Bassendean Enquiry by Design Workshop (2002), which identified the amendment site for medium density residential development.

Environmental issues

The proposed amendment was referred to the Environmental Protection Authority (EPA) for preliminary comment.

The EPA has advised that there may be a possibility of soil contamination as a result of historical land uses and recommends that a preliminary site investigation for contamination be undertaken. In addition the EPA advises that the amendment will need to be consistent with the WAPC's draft SPP "Road and Rail Transport Noise" with regard to noise and vibration impact of future development on the amendment site.

The EPA's advice was forwarded to the proponent who has subsequently undertaken a preliminary site investigation for contamination. The investigation revealed a quantity of dumped asbestos cement fencing, which the proponent advises will be removed and the site remediated prior to redevelopment to the satisfaction of the Department of Environment and Conservation and the Department of Health. With regard to the WAPC's draft "Road and Rail Transport Noise" SPP, compliance with the noise and vibration requirements will be addressed as part of the future structure planning process.

4. Environmental Protection Authority advice

The proposed amendment was referred to the Environmental Protection Authority (EPA) for advice on whether environmental assessment would be required.

RELEVANT LAW AND POLICY

Planning and Development Act 2005

CONSULTATION

The proposed Amendment has been advertised by the Western Australian Planning Commission with submissions due to be lodged by Friday 18 July 2008. The Manager Development Services has sought an extension for the Town to lodge its submission following the Council 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 medium 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.

RISK MANAGEMENT

Environmental Impact

The Amendment Report discusses the potential impact of noise and vibration on the future development of the land, and the fact that the site contains asbestos which will need to be remediated prior to the site’s development.

The impact of the Parmelia Gas Pipeline on the future development of the site should also be considered.

OPTIONS

Council’s options are to either provide a comment on the proposal or not.

COMMENT

Council has previously considered the proposal in February 2005 when it was resolved to support the inclusion of the land for Urban purposes in the next Omnibus Amendment to the Metropolitan Region Scheme.

In terms of the current proposal, it is considered that the proposal should be supported on planning grounds.

If the amendment to the MRS succeeds, then the Town will need to amend its Local Planning Scheme to apply an appropriate zoning under Local Planning Scheme No 10. From the information contained within the Amendment Report and the Bassendean Enquiry-by-Design process, it would be appropriate to zone the site residential. While the issue of density code will be addressed in the Local Scheme Amendment, a density code of around R60 would seem appropriate.

Issues associated with the adequacy of car parking for the Station can be addressed at the local amendment stage.

The site appears to be within 60m of the Parmelia Gas Pipeline which runs through the Railway reserve and it is considered that this element should be considered as part of the environmental factors in the consideration of the amendment to the Metropolitan Region Scheme.

OFFICER RECOMMENDATION – ITEM 10.8

That Council advises the Western Australian Planning Commission that:

1 Council supports the minor amendment to the Metropolitan Region Scheme insofar as it relates to the Bassendean Railway Station; and

2 It is considered that the impact of the Parmelia Gas Pipeline on the future use of the site should be considered as part of the Metropolitan Region Scheme Amendment.

10.9 Western Australian Local Government Association - Annual General Meeting 2008 (Ref: GOVR/LREGLIA/3 – Gary Evershed, Chief Executive Officer)

Report Summary

· Council has received the agenda for the WALGA AGM to be held on 2 August 2008.

· Council policy is to consider the agenda prior to the AGM to provide direction to its delegates when participating and voting at the AGM.

PURPOSE

The purpose of this report is for Council to discuss items affecting the Town of Bassendean and to give direction to its voting delegates attending the WALGA AGM.

BACKGROUND

Sixteen items are presented at the AGM for consideration as follows:

3. Closing of Regional Partnerships and the Area Consultative Committees

4. Australian Bureau of Statistics (ABS) – Census 2011 Fly-In, Fly-Out

5. Wheatbelt Drainage Council

6. Binding the Crown–Risk Prevention and Mitigation

8. Funding to the Royal Flying Doctor Service

9. Withdrawal State Government Services

11. Third Party Appeal Rights for the City of Albany

12. Elected Member Allowances

13. Local Government (Official Conduct) Amendment Act 2007

15. Rate Exemption Charitable Bodies

16. Capital Improved Value – Basis of Rating

Council’s delegates to the WALGA AGM are Cr Klein and Cr Stubbs.

RELEVANT LAW AND POLICY

Local Government Act 1995

WALGA Constitution

COMMENT

Council’s policy on voting delegates is:

That Council appoints two voting delegates and a deputy delegate to the Western Australian Local Government Association’s Annual General Meeting when appointing its three delegates to the East Zone of WALGA. The CEO is to bring items requiring a decision at the WALGA AGM to the July round of meetings in order for Council to discuss items affecting the Town of Bassendean and to give direction to its voting delegates attending the WALGA AGM.

Matters for Decision Affecting Local Government

Shire of Sandstone is to move as follows:

“That the question of endorsing the final draft paper on “The Journey”- sustainability into the future, be a matter for voting delegates of all member local governments to decide, at a specially convened State-wide forum, rather than the decision being made by the State Council of WALGA.”

Comment : The WALGA State Council is a democratically elected representative body of local governments from all over WA through the zone structure. A State wide forum would be costly and participants may find it difficult to reach consensus. A long advertising period has been made available and numerous submissions have been received. Council should have faith in the State Council and WALGA staff and let the WALGA body who initiated the report determine its adoption.

The Shire of Dardanup is to move as follows:

“1. That the convention debate the suitability of the SSS Report; The Journey – Sustainability into the Future as a planning tool to drive structural reform of Local Government in Western Australia.

2. That members acknowledge the rights of individual Local Governments to determine their own future where they have the support of their electors to either remain in their present form, become involved in Regional Councils of their choosing for the provision of services of their choosing or merger with adjoining Local Governments.

3. That WALGA with or without the support of the State Government provide members with a comprehensive qualitative assessment of the post structural reform of other States in Australia identifying how the reforms have provided economic, environmental and social sustainability, measured against their pre reform sustainability. That is; are the Local Governments, the people and the environment demonstrably better off having gone through structural reform?”

Comment: Number 1 - The report is extremely long with numerous recommendations covering a wide range of topics. The motion is impractical to be moved at the convention and then debated without narrowing the scope of the debate and without advance preparation notice. Number 2 – Local governments always have that autonomy anyway unless the State Government intervenes. Number 3 – This is a considerable body of work and if the local government had been following the Inquiries in NSW, SA and WA then they would already have a clear understanding of the debate as has been provided to Councillors at the Town of Bassendean.

The Shire of Gnowangerup is to move as follows:

“WALGA be requested to work with Australian Local Government Association (ALGA) to voice the following concerns and request the Federal Government to address the issues raised.

1.      The closure of the Regional Partnerships program has removed the only avenue available to regional communities to access Commonwealth funds for Local Government or community projects (acknowledging the Roads to Recovery and FAGS funding which is available to Local Governments only).

2.      The criteria for funding the Regional Development Australia projects needs to be clarified.

3.      The closure of state offices of the Department of Infrastructure, Transport, Regional Development and Local Government has removed a level of state assessment and monitoring of future projects, will centralise all assessments in Canberra, removing significant local knowledge.

4.      The reduction in the number of Regional Development Australia committees from the current 54 Area Consultative Committees will reduce local representation on these committees and will further reduce the local knowledge available in the assessment process.

5.      Budget figures for the continuation of local administrative staff needs to be finalised.”

Possible alternate motion:

WALGA to work with the Australian Local Government Association (ALGA) to express disappointment and concern at the lack of transition arrangements between existing and proposed new regional funding programs and request that the Federal Government:

·    determine and make publically available the funding and criteria for funding under the Regional and Local Community Infrastructure Program as quickly as possible;

·    genuinely engage with Local Governments and communities in determining funding criteria and processes to optimise the assessment and governance processes including the need to retain local expertise in the process; and

·    establish the new Regional Development Australia quickly and maintain adequate staff at the regional level to support the development and implementation of projects.

Comment: The incoming Rudd government squashed a number of Howard initiatives including promised regional projects funding for which has upset regional players. The alternative recommendation should be supported.

The City of Kalgoorlie-Boulder will move as follows:

“That WALGA liaises with the Australian Local Government Association (ALGA) to lobby the Australian Bureau of Statistics and the Federal Government to include a section of questions in the 2011 Census relating to Fly-in Fly-out workers and their living arrangements, to enable an accurate assessment of the Estimated Residential Population to be achieved. “

Comment : Supported

The Shire of Mukinbudin is to move as follows”

“That WALGA lobby the State Government (Ministers and/or Departments as appropriate) to request that with reference to the recommendations from the Wheatbelt Drainage Council:

1.        That Local Government, either individually or as Regional Councils, have no initial or ongoing governance, administrative or technical role in deep drainage;

2.        That Local Government’s involvement in deep drainage be limited to that a referral body when proposals impact on Local Government infrastructure;

3.        That deep drainage is administered on a catchment wide basis; and

4.        That (with reference to part 3) appropriate legislation is passed to give new “Catchment Management Authorities” the power and financial ability to administer deep drainage and all other catchment management issues.”

Comment: The CEO is not familiar with this issue and cannot advise.

The Shire of Serpentine Jarrahdale will move as follows”

“WALGA actively pursue the State Government to provide the necessary legislative and policy framework, funding and resources to ensure risk prevention and mitigation activities in relation to fire hazards, removal and management of Federal, State and locally declared pest weeds and animals are prioritised and undertaken with regularity and consistency by State Government agencies.”

Comment: Our experience of Pyrton would indicate that this is a real issue and that State land could be better managed for fire prevention.

The City of Albany Delegate will move as follows:

“That the Western Australian Local Government Association seek an urgent amendment to section 7(2) of the Bush Fires Act 1954 to exclude Local Authorities as owners or occupiers of land for the purposes of the Act.”

Comment: The CEO is not familiar with the thrust of this motion.

The Shire of Denmark Delegate will move as follows:

“That we, the democratically elected Councils of WA comprising 139 Councils, and on behalf of the State’s entire population, petition the Premier of Western Australia, the Hon Alan Carpenter, through and represented collectively by the WA Local Government Association, to urgently provide additional much-needed funding to the Royal Flying Doctor Service to enable it to adequately service this vast State and its regions.”

Comment: Supported.

The Shire of Laverton Delegate will move as follows:

“That WALGA seek a firm commitment from the Premier and State Government to acknowledge its lead role in the provision of services to rural and remote Western Australia and that the State Government immediately discontinue the practice of withdrawal of services solely on the basis of cost efficiency.”

Comment: Supported.

The City of Albany will move a follows:

“That the Western Australian Local Government Association actively support Dr Woollard’s attempt through a Private Members Bill to secure a Third Party Review (Appeal) Right for Western Australians under the Planning and Development Act 2005.”

“That the Western Australian Local Government Association make representation to the Hon Alannah MacTiernan, Minister for Planning and Infrastructure, supporting the City of Albany’s request to incorporate Third Party Appeal Rights into the text of its new Community Planning Scheme, on the grounds that these rights have existed in the Shire of Albany Town Planning Scheme for three decades and the City of Albany has resolved to extend them to the former Town of Albany.”

Comment: Not supported. Third party appeal rights have the potential to hold up development projects at considerable time and expense due to vexatious and mischievous appellants. In Bassendean this would enable vocal individuals in the community with considerable time on their hands to frustrate and hold up development applications and this is not supported by the administration.

The Cities of South Perth and Albany Delegate will move as follows”

“That the Western Australian Local Government Association:

1.        at the Annual General Meeting in August 2008 support a review of the allowances paid to elected members;

2.        continue to support the principal of the Western Australian Salary and Allowances Tribunal determining on an ongoing basis fees and allowances paid to Elected Members pursuant to Part 5, Division 8 of the Local Government Act 1995; and

3.        advocate to the Minister for Local Government to give effect to these changes by amending regulations 30 to 34(a) (b) inclusive of the Local Government (Administration) Regulations 1996.

Comment: Supported, Councillors are paid a pittance for the hours and effort put in by conscientious Councillors and increased fees should be supported as long as they recognise a voluntary component and do not impact a financial viability.

The City of Albany Delegate will move as follows:

“That the Western Australian Local Government Association request the Minister for Local Government and Regional Development to immediately review the Local Government (Official Conduct) Amendment Act 2007 and the Local Government (Rules of Conduct) Regulations 2007, and give effect to changes that better reflect the principles of natural justice in the prescribed complaint process.”

Comment: Supported, if there are any concerns of the principles of natural justice not being followed then the Rules should be reviewed.

The City of Stirling Delegate will move as follows:

“That the Western Australian Local Government Association LOBBY for an inclusion of independent legal representation for elected members issues in the Local Government Act 1995 and associated legislation.”

Comment: The Town of Bassendean would have difficulty in affording a carte blanche approach to elected members having access to legal advice. Recommend the status quo be maintained.

The Shire of Dardanup Delegate will move as follows:

“That the Western Australian Local Government Association lobby the State and Federal Governments for Local Governments to be compensated for loss of revenue associated with the area of land used for independent living units on estates operated by registered charities and religious bodies, and that the compensation be an annual direct payment to the Local Governments on the production of an invoice to the State Revenue Department and Federal Treasury.”

Comment : Supported to protect the rate base. The handing over of DHW dwellings to Foundation Housing is one example of how the rate base is eroded.

The Shire of Gingin Delegate will move as follows:

“That the Western Australian Local Government Association acknowledge the merits of introducing a single basis of rating for those Local Governments experiencing rapidly escalating property values and make political representations to the State Government with a view to having the Local Government Act 1995, amended to accommodate the discretionary application of a single basis of rating across land used for rural and non-rural purposes.”

Comment: This is not an issue for the Town and delegates should exercise their own discretion.

OFFICER RECOMMENDATION – ITEM 10.9

That Council delegates note the direction provided by Council through the July OCM discussions in participating and voting at the WALGA AGM.

10.10 Report on Use of the Common Seal (Ref: – Gary Evershed, Chief Executive Officer)

Report Summary

· The CEO recommends tightening up procedures regarding the use of the common seal.

PURPOSE

To implement a general authority of Council for the use of the common seal.

BACKGROUND

The internal audit has highlighted a deficiency in the applying of the common seal which can be easily addressed by a general authority of Council.

RELEVANT LAW AND POLICY

Local Govt Act 1995

Section 9.49 - Documents, how authenticated

A document, is, unless this Act requires otherwise, sufficiently authenticated by a local government without its common seal if signed by the CEO or an employee of the local government who purports to be authorised by the CEO to so sign.

Standing Orders

83. Custody and Use of the Common Seal

(1) The CEO is to have charge of the common seal of the local government, and is responsible for the safe custody and proper use of it.

(2) The common seal of the local government may only be used on the authority of the Council given either generally or specifically, and every document to which the seal is affixed must be signed by the Mayor and the CEO or a senior employee authorised by him or her.

(3) The common seal of the local government is to be affixed to any local law which is made by the local government.

(4) The CEO is to record in a register each date on which the common seal of the local government was affixed to a document, the nature of the document, and the parties to any agreement to which the common seal was affixed.

(5) Any person who uses the common seal of the local government or a replica thereof without authority commits an offence.

COMMENT

The Town’s practice for many years through successive CEO’s is to action Council’s decisions by affixing the common seal to documents. A report is then provided to Council to register the use of the seal, albeit retrospective approval. The internal audit has suggested that a Council resolution be made in advance of use of the seal to minimise the risk of fraud. From a practical viewpoint this is not feasible because of the volume of documents requiring the use of the seal and the fact that meetings are held on a monthly basis. An important document could be held up for 5 weeks awaiting a decision to affix the seal at the next meeting.

In accordance with the Standing Orders, it is recommended that Council adopts a resolution giving the CEO authority generally to affix the common seal on particular classes of documents where previous decisions of Council have been made to enter into those agreements or to endorse those documents.

OFFICER RECOMMENDATION – ITEM 10.10

That:

1. Council provides general authorisation for the affixing of the common seal to any of the following classes of documents in accordance with the Standing Orders Clause 83, without further resolution of the Council to do so:

a) Drainage easements that Council has previously resolved to take;

b) Leases, management licences and rental agreements that Council has resolved to enter into;

c) Agreements with organisations which provide funding for Council’s activities;

d) Debenture documents for loans which Council has resolved to raise;

e) Lodging of restrictive covenants and notifications under Section 70A of the Land Administration Act 1996 as required to satisfy conditions of development approvals by Council;

f) Local Laws and amendments that Council has resolved to adopt;

g) Transfer of Land documents where Council has previously resolved to either purchase or dispose of a particular piece of land;

h) Contracts for the supply of goods or services or the supply of equipment where Council has previously resolved to accept a tender or to enter into a contract for the provision of the particular goods or services or equipment; and

2. The affixing of the common seal is not limited to the aforementioned 8 categories but may also be applied to any document evidencing any agreement, deed, undertaking or contract of any kind that Council has previously resolved to enter into or any other document which is required to give effect to a previous resolution of Council.

TO BE PASSED BY AN ABSOLUTE MAJORITY VOTE UNDER SECTION 5.42(1) OF THE LOCAL GOVERNMENT ACT 1995 AS IT DELEGATES SOME POWERS AND DUTIES TO THE CEO.

10.11 Ashfield Stakeholder Advisory Committee Meeting held on 11 June 2008 (Ref: G0512.1 – Graeme Haggart, Director Community Development)

Report Summary

· Progress with the Ashfield Community Action Plan, DPI’s Ashfield Precinct Plan and Ashfield Parade Reserve Development Plan were the main items of discussion at the meeting.

PURPOSE

The purpose of the report is for Council to receive the report on a meeting of the Ashfield Stakeholder Advisory Committee held on 11 June 2008.

COMMENT

In all, 7 Committee Members, 2 staff and 10 Community Members attended the Meeting.

The main items of discussion in the meeting included:

1. Questions were asked by members of the public related to extent of public housing (x2), condition of public housing and public housing tenant’s relations with neighbours; status of the Ashfield Tavern site; and lack of provision of bins at Ashfield Reserve and glass build up around Ashfield Reserve.

2. Progress with DPI’s Ashfield Precinct Plan where the Consultant has commenced. An enquiry by design process will be held on 16, 17 and 20 June. Stakeholders were encouraged to attend the Enquiry-by-Design public sessions.

3. Progress in the works on the Ashfield Parade Reserve Development Project.

4. Progressing on the appointment of a consultant to produce the Ashfield Community Action Plan.

OFFICER RECOMMENDATION – ITEM 10.11

That the report on a meeting of the Ashfield Stakeholder Advisory Committee Meeting held on 11 June 2008, be received.

10.12 Local Studies Collection Management Committee meeting held on 12 June 2008 (Ref: GOVN/CCLMEET/3 – Allan Caddy, Manager Library & Information Services

Report Summary

· The Committee has recommended a policy on the issue of payment for candidates for Oral History interviews.

· The Committee has recommended that approval be given for the replacement of the Local Studies scanner.

PURPOSE

The purpose of the report is for Council to receive the report on a meeting of the Bassendean Local Studies Management Committee held on 12 June 2008.

Issues covered in the meeting included:

No policy exists on payment for Oral Interviews. A policy needs to be established to enable staff to make decisions when the issue is raised

The Committee recommended that a policy be adopted that no payment will be offered to candidates for an Oral History interview , but that they be given an audio copy and a printed copy of the transcript of the interview.

The scanner purchased in 2002 for the Local Studies Collection has failed and the Local Studies Librarian requested the Committee approve the purchase of a replacement scanner, which was approved.

OFFICER RECOMMENDATION –TEM 10.12

That:

1. Council adopts a policy that no payment will be offered to candidates for an Oral History interview, but they be given an audio copy and a printed copy of the transcript of the interview; and

2. The report on a meeting of the Bassendean Local Studies Collection Management Committee held on 12 June, be received.

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

Report Summary

· Council is requested to receive the Financial Reports for the period ended 30 June 2008.

· The Summary of Financial Activity shows the YTD operating income is 8%less than the budget and the expenditure is 7% more than the 2007/08 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 $80,779.06; > 60 days are $ 32,420.68; > 30days are $8,066.12, and current debts are $72,237.45.

· The “Actual” amounts in the statements do not represent the final amounts for the 2007/08 financial year. The final amounts will be included in the Annual financial statements.

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 B.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 recently 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:

o      Acquisition and Disposal of Assets

o      Information on Borrowings

o      Reserve Funds

o      Net Current Assets ( Surplus/ Deficit)

o      Rating Information

o      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 10.13

That:

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

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

3. The Statement of Outstanding Creditors’ accounts in the amount of $372,972.94 for the period to 30 June 2008, be received; and

4. The Statement of Outstanding Debtors’ accounts in the amount of $193,503.31 as at 30 June 2008, be received.

10.14 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 30 June 2008, as presented in the attachment sent under separate cover, are presented in accordance with the following recommendation.

OFFICER RECOMMENDATION - ITEM 10.14

That vouchers:

82284 – 82323 Municipal Fund – Commonwealth Bank

5806 - 5816 Trust Fund

2490 – 2814 Municipal Fund – EFT Vouchers

totalling $1,481,203.96 for payment.

10.15 Determinations Made by the Manager Development Services and Reported to Council (Ref: G1018 - 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
2008-73	STEEL CARPORT	1A IRELAND WAY BASSENDEAN 6054	Approved
2008-78	CARPORT	10 BROOK STREET BASSENDEAN 6054	Approved
2008-93	ADDITIONS/ALTERATIONS	5 BRADSHAW STREETEDEN HILL 6054	Approved
2008-101	PATIO/CARPORT	68B REID STREET BASSENDEAN 6054	Approved
2008-102	PATIO/CARPORT	68A REID STREET BASSENDEAN 6054	Approved
2008-106	PATIO AREA AT REAR OF FRONT DWELLING	1 DEVON ROAD BASSENDEAN 6054	Approved
2008-118	4 X 2 AGED PERSONS UNITS	38 MAIDOS STREET ASHFIELD 6054	Approved
2008-119	PROPOSED GARAGE TO EXISTING RESIDENCE	16 MANN WAYBASSENDEAN 6054	Approved

 

OFFICER RECOMMENDATION – ITEM 10.15

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

10.16 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	Gary Evershed	OCM - 43/12/07 - New Community, Civic and Administration Centre Building	Funds have been allocated in the budget for business planning purposes and a plan will be presented to Council to finance a new Civic and Administration Centre.
21860	Gary Evershed	OCM - 21/03/08 - Notice of Motion and Update Pyrton Site	DHW are developing a new plan for the Member of Bassendean to present to the community for feedback.
22876	Gary Evershed	OCM - 58/5/08, OCM - 40/04/08 - Union Collective Agreement	Agreement reached with staff in accordance with financial parameters set by Council. Documentation will be finalised and the UCA lodged as soon as possible with benefits to flow from 1 July 2008.
22877	Gary Evershed	OCM - 42/04/08 - Swan Districts Football Club - Proposal to Fast Track the Redevelopment of Bassendean Oval	Details of potential development proposal at Bassendean Oval to be forwarded to the Town in the near future.
23829	Gary Evershed	OCM - 29 & 30/5/08 - Proposed Sale of the Masonic Hall in 2008/09	Business Plan for the sale of the Masonic Hall will be prepared and advertised in the September quarter.
24526	Gary Evershed	OCM - 17/6/08 - Formation of Code of Conduct Committee	Code of Conduct Committee formed and will be convened as required.Recommend deletion
24527	Gary Evershed	OCM - 18/6/08 - Committee to Review CEO Performance Review Process	Committee formed, Councillors appointed and terms of reference completed. Will meet by resolution of Council. All parts of resolution implemented.Recommend deletion
24529	Gary Evershed	OCM - 19/6/08 - Standing Down Provisions - Local Government (Rules of Conduct) Regulations 2007	Submission sent to WALGA.Recommend deletion.
24533	Gary Evershed	OCM 32/6/08 - Notice of Motion - Grants from State and Federal Governments	Draft lobbying strategy to be presented to Council in August.
24534	Gary Evershed	OCM - 33 & 34/6/08 - Nominations for WALGA Committees	Support letter has been drafted and Councillors are required to fill in their nomination forms and submit prior to the closing dates for nomination.
24535	Gary Evershed	OCM - 35/6/08 - Notice of Motion - Eden Hill Shopping Centre	Report presented to Council.Recommend deletion.
11118	Graeme Haggart	OCM - 57/5/08- Hyde Retirement Village - Fees	Correspondence delivered to all residents informing of the changed fees.
16635	Graeme Haggart	OCM 17/08/07 - Ticketing Booth and Other Works to Enhance Line of Sight to Heritage Stands and Skate Park, Steel Blue Oval Bassendean	No further capital works planned as funds not allocated in the adopted budget.
19003	Graeme Haggart	OCM - 21/09/07 & OCM 17/04/08 - Families & Children's Support Committee	Instrument of Appointment and Delegation adopted at the June meeting resulting in new SR. Recommend deletion.
20248	Graeme Haggart	OCM - 22/01/08 - Notice of Motion - SDFC Licence	Superseded by CR 21,881 (OCM -44/03/08).Recommend deletion.
21866	Graeme Haggart	OCM - 27/03/08 - Bassendean Local Emergency Management Committee Meeting held on 20 February 2008	Recovery exercise to be funded from training as not separately budgeted.Recommend deletion.
21881	Graeme Haggart	OCM - 44/03/08 - Swan Districts Football Club Inc Licence Agreement	Licence Agreement sent to the SDFC.
22867	Graeme Haggart	OCM - 30/04/08 - Notice of Motion, Cr Pule: Survey to Family Services	Survey proposed to be a work program of the Children and Family Services Committee.
23823	Graeme Haggart	OCM - 26/05/08 - Access to Toilets for Skate Park Users	Works program to be scheduled within limits of adopted funds.
24525	Graeme Haggart	OCM - 13 TO 16/6/08 - Instrument of Appointment and Delegation for the Children and Family Services Committee	Nominations for Community Representatives being received, closing 11 August. Article included in Bassendean Briefing, ESR and website.
3309	Michael Costarella	OCM - 19/02/06 - Undergrounding Power	A report on funding options for the undergrounding power in Ashfield is to be prepared for Council consideration.
11747	Michael Costarella	SCM - 13/10/06 - Review of Operational Services	Corporate Services to develop IT Vision system that will extract performance indicator data based on the Business Excellence Framework and specific to the Town's requirements.
17963	Simon Stewert-Dawkins	OCM - 12/10/07, OCM - 5/5/08 & OCM 7/6/08 - Success Hill Reserve Concept Plan	Success Hill Reserve Concept Plan adopted June 2008 and the Order of Magnitude Costs have been included into the draft Strategic Financial Management Plan for future Council consideration. No further action required at this stage.Recommend deletion
17964	Simon Stewert-Dawkins	OCM - 13/10/07 - Success Hill Reserve Foreshore Access and Floating Fishing Platform concept Plan	Development Application submitted to Swan River Trust for the Access Stairs & Floating Fishing Platform together with the Geotechnical assessment and other supporting documentation. All future works are dependent on the timing of the SRT development approval, tendering process and the ability to complete construction works by April 2009
21203	Simon Stewert-Dawkins	OCM - 7/2/08 - Town of Bassendean 5 Year Bushland Reserve Management Manual	A letter has been draft to the Minister for Local Government to allow disclosing members to participate in subsequent Bushland Management Manual discussion during Council meetings.
21838	Simon Stewert-Dawkins	OCM - 5/03/08 & 6/03/08 - Surrey Street (Pensioner Guard Cottage) – Conservation Management Plan & Appendices	A report has been submitted to the July 2008 Standing Committee in regards to the Council resolution to explore opportunities for residential use of the residence and funds have been included in the Strategic Financial Management Plan for the future conservation of the place and future Council consideration.Recommend deletion
23946	Simon Stewert-Dawkins	OCM-12/5/08 to 15/5/08 - Ashfield Flats Reserve - Rehabilitation & Long Term Management	OCM - 14/05/08 - CEO and DOS met with EMRC representative to discuss the EMRC lobbying strategy and the Town is continuing to lobby the State Government as opportunities arise.OCM-15/5/08 - funds were included in the 2008/09 adopted budget to create a re-structured position within the organisation.Recommend deletion
24524	Simon Stewert-Dawkins	OCM - Strategic Streetscape - Policies	On Tuesday 8 July 2008 a Councillor Workshop was held to discuss the Streetscape Policies and the Streetscape Master Plan. Recommend deletion
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	Enquiry-by-Design into Ashfield Precinct Plan to commence Week commencing 16 June 2008.
4216	Brian Reed	OCM - 30/03/06 - Maylands to Guildford Transit Orientated Development Study	Follow up workshop for full time participants organized for Thursday 24 July 2008
4221	Brian Reed	OCM - 37/03/06 & OCM - 6/12/06 - Bassendean Town Centre Area Strategy	Syme Marmion &Co appointed to carry out feasibility study. Anticipated completion mid August 2008
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	McLeods have advised that the Land should be valued under the 1928 Act. Advice has be sought from Valuer-General as to the merits of obtaining a fresh valuation.
4950	Brian Reed	OCM - 31/04/06 & OCM-10/7/06 - Notice of Motion, Cr Klein - TPS 4A/Potential Winding up of TPS 4A	A report will be prepared for Council's consideration once LPS No 10 is gazetted.
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.
6374	Brian Reed	OCM - 16 & 17/05/08, OCM - 11/6/06, 0CM - 7/12/06, OCM 28/6/07, OCM 11/9/04, OCM 12/10/07 & OCM 13/10/07 - Draft Public Open Space Strategy	MDS to write to DLI re land in Lord Street and Hamilton Street w/e 18 July 08
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 36/08/07 & OCM 37/11/07– Land Acquisition and Disposal within Town Planning Scheme No 4A	Proposal has been advertised in ESR, adjoining owners have been given fuller information and extra time to respond.
21211	Brian Reed	OCM - 18/5/08, OCM - 16/2/08 - Proposal to Name Hatton Court Reserve	MDS to write to Geographical Names Committee w/e 18 July 08
21219	Brian Reed	OCM - 33/02/08 & 10/4/08 - Notice of Motion - Cr Gangell	Subject to a report to the June Standing Committee Meeting.
24523	Brian Reed	OCM - 10/6/08 - Proposed Planning Policies for LPS 10	Planning policies being advertised.
21856	Ian McDowell	OCM - 17/03/08 - Alf Faulkner Hall – New Public Toilet and Roof	DA sent to WAPC for approval. Macleod Design have been requested to finalise design drawings and specifications to allow Tender process to commence.
21877	Ian McDowell	OCM - 40/03/08 - SC 32/03/08 – Notice of Motion – Cr Pule (Indigenous Traineeships)	Officers have met with a service provider who will provide information on funding opportunities available to the Town. A report will be presented to Council seeking approval to proceed.
13211	Kallan Short	OCM - 17/04/07 & OCM - 53/05/08 - Unauthorised Signs Located Within Street Thoroughfares	Matter was considered at Council's May Ordinary Meeting where Council resolved to authorise officers to proceed with the enforcement of the Town's Local Law, including the impounding of signs and /or issuing infringements where required. Authorisation extends to prosecution by the CEO where required.A course of action including timelines is to be resolved with the Ranger Services and signed off by the CEO prior to final action commencing.
21839	Kallan Short	0CM - 9/03/08 - Street – Awnings Requiring Remedial Works	Notices and cover letters have been signed and returned to the Town's Solicitors for service. The Town's Solicitors will advise once service is affected, notices to be placed on buildings and sent to owners by registered post once initial service is affected and 14 days lapses.
23838	Ken Cardy	OCM - 55/5/08 - Contract Management Commercial Cleaning Services at the Town	Tender process for the appointment of a new cleaning contractor has commenced. Following appointment of a new cleaner the existing contract will be terminated, and Council will be advised of the new contractor.
23834	Ken Goldsworthy	OCM - 51/5/08 - Notice of Motion: Development of Policy on Carbon Emissions	The EMRC was of the view that it would be premature for member Councils to commence development of a Carbon policy at this time. The EMRC would be happy to provide a quote to develop a comprehensive draft carbon policy once the Federal and State Governments stance on carbon trading was further developed.
21204	Leah Pearson	OCM 9/2/08 - Town of Bassendean 5 Year Bushland Reserve Management Manual	The Community comment period has concluded and feedback is being reviewed and where appropriate the 5 year Bushland Management Manual is being reviewing and will presented to Council for consideration
23818	Leah Pearson	OCM - 22/5/08- Notice of Motion: Plants to Residents Program
23821	Leah Pearson	OCM - 25/5/08 - Natural Environment Policies	The policies are currently out for community feedback.
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	Adjoining/affected owner given until the end of September 2008 to remove obstructions.
13749	Michael Whitbread	OCM - 6/05/07 - Unauthorised Use of Premises as Two Tenancies – Lot 232; 22 Blackthorn Road, Eden Hill – Owner: M Thiveos	The matter has been set down for hearing in the Midland court on the 17 July 2008.
13750	Michael Whitbread	OCM - 7/05/07 - Retrospective Planning Consent: Concrete Tilt-up Outbuilding – Lot; 759 (No. 35) Broadway, Bassendean	The issue of the wing wall remains unresolved to date. Unless the owner removes the wall by the end of July the matter will be referred back to Council in August for consideration.
16629	Michael Whitbread	OCM 12/08/07- Possible Disposal of Lot 500 Nurstead Avenue, Bassendean	Two meeting held with owners to gain agreement over what portion of the drainage easement would be allotted to each adjoining owners land.Process commenced and land Valuation currently being sought.
19655	Michael Whitbread	OCM - 11/12/07 - Breach of Fencing Local Law Unauthorised Solid Front Fence Lot 10; No. 11 Shackleton Street, Bassendean	The Town’s solicitors have served a notice to remove/modify the fence in accordance with Council's resolution.Awaiting solicitor’s confirmation that the notice has been served in order that the 28 day compliance period can commence.
20243	Michael Whitbread	OCM - 7/01/08 & 8/01/08 - Naming opportunities associated with Mr Rolf Harris	Sue Defries, the personal assistant to Rolf Harris, has advised that Rolf is ‘thrilled’ with the prospect of being honoured in this way by the Town.A brief report on this item will be ready for the August 2008 meeting.
21840	Michael Whitbread	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	Applicant advised of Council’s decision to accept cash in lieu of POS. The VGO has been contacted to arrange a valuation at the applicants expense.
22859	Michael Whitbread	OCM - 9/4/08 - Proposed Closure of Pedestrian Accessway (PAW) - Chesterton Road & Broadway, Bassendean	The service authorities have indicated that there are no objections to the closure.The State Land Service has provided a valuation and the owners have been advised of the costs
21857	Patrick Quigley	OCM - 18/03/08 - Community Cultural & Arts Facilities Fund	The Town is currently in the process of undertaking a feasibility study to assess the development/redevelopment needs for Alf Faulkner Hall. The outcome of the study will assist with the funding application to be made by the Town to the Department of Culture and the Arts.
23809	Patrick Quigley	OCM - 7/5/08 & OCM 8/5/08 - Draft Play Spaces Implementation Plan	Workshop to discuss the Play Spaces Implementation Plan has been scheduled for August 2008. Following the workshop, a subsequent report will be presented to Council.
23833	Patrick Quigley	OCM - 42, 43 & 44/5/08 - CDAC Meeting held on 7 May 2008	Sponsorship contracts sent to Blue Sky Community Group and Bassendean Primary School P & C Assoc. Applications submitted to SRT and WAPC to request approvals for installing sculptures. Arrangements made with artist to undertake Banners in the Terrace project and Ashfield Reserve urban art project.
24522	Patrick Quigley	OCM - 9/6/08 - BIC Reserve Tennis Facilities	Following adoption of the 2008/09 Council Budget, the MLS and RDO met with the Bassendean Tennis Club President to discuss the project. The Town has offered its assistance to the Club to progress the Tennis Australia funding rebate application.
24532	Patrick Quigley	OCM - 22/6/08 - Cyril Jackson Physical Education & Community Recreation Centre Management Committee Meeting held on 15 May 2008	The new fees and charges have been included in the 2008/09 Schedule of Fees and Charges, and so, will be implemented.
17968	Robert Gray	OCM - 10/02/08 - Deep Sewerage in the industrial area	Other local governments such as Bayswater and Swan also have older industrial areas without deep sewerage. EMRC's Economic Development Officers' Group has developed a survey questionnaire to obtain feedback from affected businesses re the economic impact of lack of deep sewerage. Questionnaire should be formatted by EMRC in May 2008 and sent out June to approx 50 Bassendean businesses. Propose to await survey results to provide added data to include in letter to Minister for Water Resources. MDS has already made the Town's views on this issue known to the Transport Oriented Development Study Group.
19667	Robert Gray	OCM - 34/12/07 - Notice of Motion - Cr Gangell	It is proposed that the Economic Development Officer will gather information for an audio-visual presentation to the Traders Forum planned for Monday 9th June 2008. The presentation will aim to take a holistic approach, in the context of the Town Centre Area Strategy and also looking at how some other retail strips in Perth have addressed the issues of branding and signage. Feedback from the June Traders Forum will be incorporated into a report to Council.
23828	Sue Perkins	OCM - 28/5/08 - Proposed Town of Bassendean Flag	Archived files have been retrieved and these will be reviewed to ascertain what permission has been given to the Town for the use of the Broun Family's Crest.
24530	Sue Perkins	OCM - 20/6/08 - Request for Financial Assistance – School Music Tour to Europe	Letter and cheque for $500 forwarded to recipient on Friday 4 July 2008.Recommend deletion.
23837	Travis Moore	OCM - 54/5/08 - Bassendean Cricket Club Turf Management Agreement Renewal	Draft management agreement received from McLeods Solicitors and forwarded to the Bassendean Cricket Club for comment/feedback.
24521	Travis Moore	OCM 8/6/08 - Ashfield Soccer Club Proposed Undercover Coaches Benches	Development application signed and forwarded to the WA Planning Commission for approval.
23831	Yvonne Zaffino	OCM - 35 & 36/5/08 - Review of Code of Conduct	Code of Conduct for Elected Members and Committee Members and Code of Conduct for Staff now finalised and will be circulated.Recommend deletion.

 

OFFICER RECOMMENDATION – ITEM 10.16

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

10.17 Calendar for August 2008 (Ref: G1128 – Sue Perkins, Executive Assistant)

Council needs to consider the most appropriate date to conduct the CEO Performance Review Committee.

Thu 31 July – Sat 2 Aug Local Government Convention & Exhibition – Perth Convention & Exhibition Centre

Tue 5 Aug 5.30pm Youth Advisory Council Meeting – McDonald Grandstand, Steel Blue Oval Bassendean

Tue 5 Aug 7.00pm Councillors Information Workshop (Constitutional Recognition for Local Government) – Council Chamber

Wed 6 Aug 6.00pm Cultural Development Advisory Management Committee Meeting - Council Chamber (Crs Gangell, Stubbs, Piantadosi & Butler)

Thu 7 Aug 9.00am Bassendean Local Studies Collection Management Committee Meeting – Council Chamber (Crs Brinkworth, Stubbs & Butler)

Thu 7 Aug 5.00pm Resource Recovery Committee Meeting EMRC (Cr Klein)

Thu 7 Aug 6.30pm Audit Committee Meeting – EMRC (Cr Klein)

Tue 12 Aug 7.00pm Councillors Information Workshop (Play Spaces Implementation Plan) – Council Chamber

Thu 14 Aug 8.30am Cyril Jackson Physical Education & Community Centre Management Committee – Council Chamber (Crs Brinkworth & Pule)

Tue 19 Aug 7.00pm Standing Committee Meeting – Council Chamber

Wed 20 Aug 11.00am Bassendean Local Emergency Management Committee Meeting – Council Chamber (Crs Klein & Butler)

Thu 21 Aug 6.00pm East Metropolitan Region Council Meeting – EMRC (Crs Klein & Pule)

Fri 22 Aug 6.30pm 2008 Mayoral Dinner – Botanical Room, Burswood Convention Centre, Burswood

Tue 26 Aug 7.00pm Ordinary Council Meeting – Council Chamber

Thu 28 Aug 7.30am Small Business Centre East Metro – Midland (Cr Elgar)

OFFICER RECOMMENDATION - ITEM 10.17

That the Calendar for August 2008 be adopted.

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

The Common Seal was attached to the following documents during the reporting period:

17/06/2008 Emergency Services Levy Administration - Section 36ZJ 'Option B' Agreement between the Fire & Emergency Services Authority of Western Australia and the Town of Bassendean

30/06/2008 Land Administration Act 1893, as amended, Notification Under Section 70A - J&K (Holdings) Pty Ltd, E.H (Holdings) Pty Ltd, both of 3 Alice Street, Bassendean, and the Town of Bassendean

1/07/2008 Hyde Retirement Village Residence Deed - Mrs Margaret Taylor

8/07/2008 Restrictive Covenant - To restrict vehicular access from Lot 303; 80 Ida Street, Bassendean, onto Walter Road East - Giuseppe Rinaldo Sorgiovanni & Maria Rosa Sorgiovanni

8/07/2008 Department of Education, Employment & Workplace Relations - General Funding Deed Variation No 3, Employment Services Funding Deed 2006-2009 - The Commonwealth of Australia & the Town of Bassendean

OFFICER RECOMMENDATION – ITEM 10.18

That the report on the use of the Common Seal during the reporting period 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 Butler: Ashfield Reserve Lighting

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

“That Council seeks a report on the feasibility of using the old Swan Districts Football lights for the urgent lighting of Ashfield Reserve, by either affixing them to existing poles pointing in direction of the playground and the centre of the reserve; or source redundant poles from Synergy, with a view to urgent implementation.

12.2 Notice of Motion – Cr Elgar: Training Module entitled Performance Appraisals of the CEO

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

“That the Town of Bassendean convene a WALGA “In House” training module entitled Performance Appraisals of the CEO prior to the first meeting of the Town’s newly formed Committee for the Review of the CEO’s Performance Appraisal.”

RATIONALE

“Chief Executive Officers play the most crucial role in implementing Council decisions and this module aims to provide a greater understanding of the performance review process at a Strategic Level as well as facilitate the ability of Elected Members to conduct such reviews in an effective, fair and productive manner” WALGA Training and Development 2008 Quarterly Calendar July-September.

This module is being offered at the WALGA offices on Monday 4 August between 1.00pm – 4.30pm, however, there are at least three councillors who would be unable to attend this module due to working commitments and in preparation for the Town’s review of the CEO’s Performance Appraisal, all Councillors would benefit from refreshing their knowledge of the review process – having the module presented to Councillors in the Council Chambers would make it much easier for everyone to attend, whether it is after hours or on the weekend.

12.3 Notice of Motion – Cr Gangell: Biodegradable Products for Serving Food and Drink at Functions and Events hosted by the Town

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

“That Council receives a report outlining the practicality, feasibility and cost involved in developing a policy that the Town only uses biodegradable products for serving food and drink at functions and events hosted by the Town.”

12.4 Notice of Motion – Cr Gangell: Increasing Parking Fees at Public Events

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

“That Council receives a report on the feasibility of increasing parking fees at the Town's public events from $2 to $5 to help assist with the cost recovery associated with the public event.”

12.5 Notice of Motion – Cr Gangell: Speed Cushion

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

“That Council receives a report on the effectiveness and cost associated with the Speed Cushion available through Safer Roads and currently being trialled in Fitzgerald Street, North Perth, as a potential speed deterrent to be used by the Town of Bassendean.”

12.6 Notice of Motion – Cr Stubbs: Ticket Gate, Steel Blue Oval Bassendean

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

“That Council receives a report on the establishment of a ticket gate at Steel Blue Oval Bassendean located off Guildford Road.”

13.0 ANNOUNCEMENTS OF NOTICES OF MOTION FOR THE NEXT MEETING

14.0 CONFIDENTIAL BUSINESS

14.1 Notice of Motion - Eden Hill Shopping Centre (Ref: GOVN/CCLMEET/6 & 1 – Gary Evershed, Chief Executive Officer)

The CEO recommends that this matter be discussed behind closed doors in accordance with Section 5.23 of the Local Government Act, as, if disclosed, would reveal information that has a commercial value to a person and is information about the business, professional, commercial or financial affairs of a person.

15.0 CLOSURE

The next Standing Committee meeting will be held on Tuesday, 19 August 2008.

 

 

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