11.4 Corporate and Community Services Attachments · Where an over the counter transaction is not possible, it is acceptable to purchase goods and services by email, online (mail

SHIRE OF AUGUSTA MARGARET RIVER ORDINARY COUNCIL MEETING 27 MARCH 2019

11.4 Corporate and Community Services Attachments ITEM NO SUBJECT PAGE 11.4.1 REVISED CREDIT CARD POLICY CCSP 6 1 11.4.2 LOCAL EMERGENCY MANAGEMENT COMMITTEE MEETING MINUTES – 12 FEBRUARY 2019 10


11.4 Corporate and Community Services 11.4.1 REVISED CREDIT CARD POLICY CCSP 6

Attachment 1 – CCSP 6 Credit Card Policy Attachment 2 – Corporate Credit Card Procedure Attachment 3 – Corporate Credit Card – Cardholder Use Agreement

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CCSP 6 CREDIT CARD POLICY

Shire of Augusta Margaret River 41 Wallcliffe Road, Margaret River 6285 | T (08) 9780 5255 | F (08) 9757 2512 | amrshire.wa.gov.au

CCSP 6 Credit Card Policy

26 February 2019

This policy was adopted by Council to set governing principles in

place that align the strategic direction of the organisation with [insert

relevant strategic goal from Corporate Plan].

Objectives

This policy was adopted by Council to set governing principles in place that align the strategic

direction of the organisation with [insert relevant strategic goal from Corporate Plan].

Objectives The purpose of this policy is to provide guidance for the use, allocation, control and safe custody of corporate credit cards. Policy

1. Approvals and use a) Council has approved the provision of a corporate credit card for the CEO in

accordance with the CEO’s contract of employment. This entitles the CEO to use the corporate credit card to make purchases for reasonable expenses incurred within the approved budget adopted by Council. The use of the credit card for the purposes of food and beverage is to be restricted to:

• Food or beverage provided as staff, Councillor and Council Committee

meals prior to or after meetings and workshops of Council and Committees of Council;

• Food or beverage provided for authorised Council strategic planning, Councillor training and Council functions or staff corporate training, staff meetings and recognition functions with the prior approval of the CEO;

• Occasional hospitality for distinguished guests and visitors on official business to the Shire with the approval of the CEO in consultation with the President, eg President and CEO of WALGA, Mayors, Presidents and CEO’s of other local governments, Members of Parliament, visiting speakers, project consultants; and

• Food, beverage and entertainment for clients of Council services and community members attending approved Council functions, events and activities.

b) All other Corporate Credit Cards shall be approved by the Chief Executive

Officer based on a demonstrated need and advantage to the Shire and used strictly in accordance with the Corporate Credit Card Procedure.

2. Cardholder Use Agreement

An agreement must be signed by the cardholder which sets out the cardholders responsibilities and legal obligations when using the credit card.

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3. Register A register shall be maintained of all current cardholders and will be stored in the Shire’s Record Keeping system.

Expenditure limit for Corporate Credit Cards The maximum credit limits and transaction limits for corporate credit cards are as follows:

Cardholder Monthly Limit

Maximum transaction

limit Expenditure Authorisation

Chief Executive Officer $10,000 $5,000 Shire President Directors $8,000 $5,000 Chief Executive Officer Emergency Services Manager $5,000 $5,000 Director Corporate & Community Services Managers As

approved by CEO

$5,000 Responsible Director

4. Records

Supporting paperwork shall be provided by the cardholder in accordance with Shire’s Corporate Credit Card Procedure.

5. Non-compliance

Failure to comply with the requirements of this policy will result in disciplinary action.

Application

Responsibility for the implementation of this policy rests with the Shire President and Chief Executive Officer. The policy is to be reviewed every three years.

Document and version control table

Strategic outcome Effective Leadership and Governance

Responsible Directorate Corporate and Community Services

Authority of original issue Council

Date of original issue 22/05/2013

Contact officer Director Corporate and Community Services

Date of next review February 2022

Document No. N173148 File No. GOV/38

Version Date issued Brief description

1.0 22 May 2013 Initial issue

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2.0 12 April 2017 Review

3.0 26 February 2019

Updated with implementation of Corporate Credit Card Procedure and Cardholder Use Agreement

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CORPORATE CREDIT CARD PROCEDURE


Corporate Credit Card Procedure Shire of Augusta Margaret River Procedure

Objectives The purpose of this procedure is to ensure that Shire credit cards are correctly managed by the Finance business unit, the credit card Cardholder and their Delegate.

Procedure 1. Application Corporate Credit Cards will be issued to CEO as per CCSP6 Credit Card Policy. All other Corporate Credit Cards shall be approved by the CEO based on a demonstrated need and advantage to the Shire. The Finance Team will provide the relevant Credit Card Application paperwork to be completed by the officer and authorised as per bank requirements. 2. Card issue The credit card will be mailed to the Cardholder at Shire of Augusta Margaret River, and the PIN will be mailed to the Cardholder’s private address. On receipt of the Corporate Credit Card; Cardholder must:

Verify that details appearing on the Card are correct Sign the Card immediately Advise the Finance Officer that the card has arrived Read and sign “Cardholder Agreement” Read **Shire of Augusta Margaret River CCSP6 Credit Card Policy and Procedure supplementary to *WA Govt Purchasing Card Guidelines and governing legislation on Purchasing Cards.

Finance Team must:

Update the Credit Card Register and register to Records File FIN/54. Register the Credit Card Cardholder Use Agreement (FI079a) signed by Cardholder and to Records File FIN/54.

3. Purchasing: Where an over the counter transaction is not possible, it is acceptable to purchase goods and services by email, online (mail order) or telephone. Corporate Credit Cards are not to be used for a personal purpose. This is defined as a purpose that is not directly related to performing functions for the Shire. Corporate Credit Cards are not to be used for cash withdrawals. Corporate Credit Cards are not to be transferred to another person. Corporate Credit Cards are to be stored safely and securely at all times, including periods of approved leave. Cardholders are not to accrue reward scheme points resulting from Corporate Credit Card purchases.

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4. Documentation: Purchases made over the counter must have a valid tax invoice or alternative acceptable support and proof of comparative quotes as per Shire Purchasing Policy. The Cardholder must code and authorise each purchase. Purchases made on behalf of other officers or by Cardholder by email, mail order or telephone must have supporting documentation which includes:

Date of transaction Name of Supplier Supplier’s ABN Resonable description of the the purchased goods and/or services Transaction amount (GST Inc) GST component Proof of comparative quotes as per Shire Procurement Policy Expenditure code Approval of authorising officer (relevant to the Expenditure code) Approval of Cardholder

5. Reconciliation The credit card statement must be reconciled each month by the Cardholder or their Delegate. The statement must be checked and approved by the Cardholder. 6. Processing/Purchase Order The Cardholder or their Delegate must add each purchase to a Purchase Order for Creditor B003 – Bankwest, raised for the Statement period. A separate line item row for each purchase, description convention is; Date of purchase, Supplier, Description of goods/service. The PO authorising Officer must be as per 7. Monthly limit & Authoristions – Expenditure Authorisation. 7. Monthly limit and Authorisations


Maximum transaction


Chief Executive Officer

$10,000 $5,000 Shire President

Directors $8,000 $5,000 Chief Executive Officer

Emergency Services Manager

$5,000 $5000 Director Corporate & Community Services

Managers As approved by CEO


Cardholders cannot authorise expenditure incurred on their own cards. Directors shall assess, approve, or refuse to approve expenditure by Managers, the CEO shall assess, approve, or refuse to approve expenditure by Directors and the Shire President shall assess, approve, or refuse to approve expenditure by the CEO.

8. Card expiry, loss, stolen or compromised In the case of loss or security compromise, the officer is to advise the finance team as soon as possible. The card will be cancelled and a replacement card issued. Follow “Receipt” procedure. When a credit card is due to expire, the bank will issue a new card. Follow “2. Card Issue” procedure. The expired card is to be handed to Finance Team and destroyed.

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9. Cancellation If the officer is no longer to hold a credit card (resignation or change to employment) , the officer must return credit card to Finance who will destroy and dispose of the card appropriately, and update the register. The Cardholder or their delegate is to reconcile any outstanding charges on the card, and the Cardholder must check and approve and submit to relevant officer for authorisation.

10. Disputed transactions Any dispute of transactions must be lodged with the Bank by the Cardholder within 60 days of the transaction.

11. Annual signing of Credit Card Cardholder Use Agreement The Agreement is to be reviewed and signed annually.

Finance Team will send an Agreement to each Cardholder in September. Cardholder must sign and return to Finance by requested deadline.

The Register will be updated and Agreements registered to FIN/54. 12. Cardholders Duty of Care A Cardholder who is found guilty of misuse or fraudulent use of the Corporate Credit Card is liable for prosecution under the Criminal Code Act, the Public Sector Management Act, the Corruption and Crime Commission Act or by action under all these Acts.

Holding a Corporate Credit Card does not affect Cardholders personal credit rating.

Application This procedure applies to all officers holding credit cards, finance officers, and relevant executive assistants and managers.

Document and Version Control Table

Related Procedures

Responsible Directorate Corporate & Community Services

Prepared by Lynne Kenworthy, Coordinator Finance

Approved by Director/CEO Andrew Ross, Acting Director Corporate & Community Services

Version Date Issued Brief Description

1.0 13 Dec 2017 Initial Issue

1.1 3 Dec 2018 Updated as per *WA Govt Purchasing Card Guidelines 05 June 2018

* Western Australian Government Purchasing Card Guidelines: https://www.finance.wa.gov.au/cms/Government_Procurement/Guidelines_and_templates/Purchasing_Card_Guidelines.aspx

**Shire of Augusta Margaret River CCSP6 Credit Card Policy https://www.amrshire.wa.gov.au/council/publications

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https://www.finance.wa.gov.au/cms/Government_Procurement/Guidelines_and_templates/Purchasing_Card_Guidelines.aspx

https://www.finance.wa.gov.au/cms/Government_Procurement/Guidelines_and_templates/Purchasing_Card_Guidelines.aspx

https://www.amrshire.wa.gov.au/council/publications

CORPORATE CREDIT CARD – CARDHOLDER USE AGREEMENT


Corporate Credit Card – Cardholder Use Agreement

Issue and usage Corporate Credit Cards are used to expedite purchasing when Purchase Orders are not

accepted or are not a viable option. Corporate Credit Card purchases may be transacted by the internet, telephone or by facsimile provided the relevant form has been completed and authorised by a Purchasing Officer with the correct level of delegated financial authority and with the approval of the cardholder.

Corporate Credit Cards are not to be used for a personal purpose. This is defined as a purpose that is not directly related to performing functions for the Shire.

Corporate Credit Cards are not to be used for cash withdrawals. Corporate Credit Cards are not to be transferred to another person. Corporate Credit Cards are to be stored safely and securely at all times, including periods

of approved leave, and should they be misplaced their loss must immediately be reported to the Finance team

When a designated cardholder ceases to be employed by the Shire or is no longer approved to use a Corporate Credit Card the card will be returned to the Finance team.

When Corporate Credit Cards are returned to Finance they will be cancelled and destroyed in a manner to prevent their use.

When a replacement card is issued, due to expiry or loss/stolen, the cardholder must advise Finance of new card number and expiry date and sign an updated Corporate Credit Card Cardholder Use Agreement.

As Corporate Credit Cards are used to purchase goods and services on behalf of the Shire, cardholders are not to accrue reward scheme points resulting from those purchases.

Record keeping

A tax invoice or alternative acceptable support shall be provided by the cardholder for each purchase.

If the purchase is made on behalf of an officer other than the cardholder, support shall include details of the purchase, account code, authorisation by an officer with appropriate delegated authority and approval of the cardholder.

Cardholders must provide Finance with support related to purchases within 5 working days of issue of Corporate Credit Card statement.

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CORPORATE CREDIT CARD – CARDHOLDER USE AGREEMENT


Monthly limit and Authorisations


Maximum transaction


Chief Executive Officer

$10,000 $5,000 Shire President

Directors $8,000 $5,000 Chief Executive Officer

Emergency Services Manager

$5,000 $5,000 Director Corporate & Community Services

Managers As approved by CEO


Cardholders cannot approve expenditure incurred on their own cards. Directors shall assess, approve, or refuse to approve expenditure by Managers, the CEO shall assess, approve, or refuse to approve expenditure by Directors and the Shire President shall assess, approve, or refuse to approve expenditure by the CEO.

Non-compliance Failure to comply with the requirements of this agreement may result in disciplinary action. Declaration I have read and understood the above and will comply with the Shire’s CCSP6 Corporate Credit Card Policy and Corporate Credit Card Procedure. Card No. _______________________________________________ Expiry ______________ Card Limit _____________________________ Name Position Signature

Date

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11.4 Corporate and Community Services 11.4.2 LOCAL EMERGENCY MANAGEMENT COMMITTEE

MEETING MINUTES – 12 FEBRUARY 2019

Attachment 1 – Unconfirmed Local Emergency management Committee Meeting Minutes – 12 February 2019 Attachment 2 – CONFIDENTIAL (not contained) Final Local Risk Assessment Summary Report for the Shire of Augusta Margaret River. Attachment 3 – CONFIDENTIAL (not contained) Margaret River Hospital Bushfire Emergency Exercise Presentation Attachment 4: CONFIDENTIAL (not contained) Power outage exercise completed by LEMC

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Local Emergency Management Committee Meeting

MINUTES

FOR THE MEETING HELD

12 FEBRUARY 2019

COUNCIL CHAMBERS - 41 WALLCLIFFE ROAD, MARGARET RIVER

COMMENCING AT 4:30PM

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Notice of Meeting

Please be advised that a meeting of the Local Emergency Management Committee will be held on 12 February 2019 in the Margaret River Council Chambers, commencing at 4.30pm. This meeting is open to members of the public. If you are unable to attend the meeting, please contact Katie Taylor, Community Development Officer. Contact Number: 9780 5233

Email Address: [email protected]

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mailto:[email protected]

(LEMC) LOCAL EMERGENCY MANAGEMENT COMMITTEE

A G E N D A

Please be advised that a Local Emergency Management Committee meeting will be held on Tuesday, 12 February 2019 in the Margaret River Council Chambers, commencing at 4.30pm.

ORDER OF BUSINESS

1.0 DECLARATION OF OPENING

2.0 ATTENDANCE / APOLOGIES 2.1 Attendance 2.2 Apologies 2.3 Non-attendance 2.4 Welcome to new members

3.0 PUBLIC QUESTION TIME

4.0 DISCLOSURE OF INTEREST

5.0 CONFIRMATION OF MINUTES OF PREVIOUS MEETING

5.1 Confirmation of Minutes: 13 November 2018

6.0 MATTERS ARISING FROM PREVIOUS MINUTES 7.0 SHIRE OFFICERS AND DELEGATE REPORTS 8.0 GENERAL BUSINESS

8.1 Finalisation of the Local Risk Register (Attachment 1) – Chris Lloyd, AMR

Shire Note: Committee will be asked to finalise the draft document ready to submit to Council and the District Emergency Management Committee

8.2 DoH Emergency Exercise Presentation – Marie Tweedie, DoH

8.3 Follow-up from the November Power Outage Hypothetical – Nathan Hall, DFES

8.4 Western Power Presentation – Western Power 8.5 Recovery management - Changes to the Comprehensive Impact

Assessment and Transfer of Control – Chris Lloyd, AMR 9.0 MATTERS FOR WHICH THE MEETING MAY BE CLOSED (CONFIDENTIAL

ITEMS) 10.0 CLOSE

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(LEMC)

LOCAL EMERGENCY MANAGEMENT COMMITTEE MINUTES

The Local Emergency Management Committee meeting was held on Tuesday 12 February 2019 in the Margaret River Council Chambers, commencing at 4.30pm.

ORDER OF BUSINESS

1.0 DECLARATION OF OPENING Pam Townshend, LEMC chairperson opened the meeting at 4.30pm.

2.0 ATTENDANCE / APOLOGIES 2.1 Attendance

Roma Boucher : Department of Communities David Holland : Chief Bush Fire Control Officer David Wall : Augusta Police Luke Fowler : Margaret River Police Brendan Jordan : St John Ambulance Augusta Adrian Yates : State Emergency Service (left at 6.00pm) Nathan Hall : Department of Fire and Emergency Services (left at 6.00pm) Mat Davey : Western Power James von Funck : Western Power Marie Tweedie : WACHS –SW Vik Cheema : SEMC (attended at approx. 5.30pm) Josh Jackson : Water Corporation Dane Hendry : MR Ambulance Service Council Staff Members Pam Townshend : Shire President Nigel Anderson : Local Recovery Coordinator Chris Lloyd : Community Emergency Services Manager Katie Taylor : Minute Secretary

2.2 Non-attendance Jeff Bushby : MR Volunteer Fire and Rescue Keith MacAulay : Augusta Volunteer Marine Rescue Nick Pavy : Surf Life Saving WA Alex Bernhagen : Augusta Volunteer Fire & Rescue

2.3 Apologies

Dale Putland : Acting CEO Tim Stevens : Dept. Primary Industries and Regional Dev Patricia MacShane : MR Volunteer Marine Rescue Karen Barrett-Lennard: Department of Communities Leonie Lynch : Department of Communities

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Ed Hatherly : DPaW Steph De Bruin : Department of Fire and Emergency Services

2.4 Welcome to new members

Pam Townshend, LEMC Chairperson welcomed the following new members and guests: James Vonfunck, Western Power.

3.0 PUBLIC QUESTION TIME Nil

4.0 DISCLOSURE OF INTEREST Nil

5.0 CONFIRMATION OF MINUTES OF PREVIOUS MEETING Confirmation of Minutes: 13 November 2018 Moved – David Wall Seconded – Nathan Hall All carried

6.0 MATTERS ARISING FROM PREVIOUS MINUTES

6.1 Please refer to the attached Action List.

7.0 SHIRE OFFICERS AND DELEGATE REPORTS 7.1 Dane Hendry – St Johns Ambulance

• Unseasonably relaxed summer • Volunteers stable • Training planned early in the year

7.2 Marie Tweedie - WACHS –SW

• DFES has recently helped map their services (oxygen, power, gas etc.) which will be very helpful in an emergency

7.3 Adrian Yates - State Emergency Service

• CALLOUTS: Very quiet November with zero callouts. Busy December – January: o Land search: Yallingup, Mt Trio, Manjimup

o Ambulance assist: 5x callouts. o Water bomber reload o Storm damage • MAJOR TRAINING:

• Combined training scenario with St John Ambulance on 25th November. Land search / flood boat / ATU with location and rescue of “casualties” on both banks of the Margaret River at the MR Rowing Club. No access for ambulance to the rowing club, so ATU required to transport casualties from the river to St Alouarn Pl.

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• Vertical Rescue training at Bunbury SES on 10th February. • Regular training: first aid, navigation, radio communications, general rescue. • Unit training calendar starting again 11th February following Christmas break.

• OTHER EVENTS & NOTES: • New unit constitution approved by members at SGM on 3rd December. • Thank a volunteer day (5th December) appreciated by all members who attended. A fantastic opportunity to celebrate volunteers across the community. • SES Leaders Forum / conference attended 8-9th December to look at issues and future direction of SES. Commission Klemm emphasised holistic approach to emergency management. • Lion’s Australia Day breakfast 25-26th January: helped setup and pack up as well as equipment display. • Leeuwin Estate concert 27th January. • NBN transition and consolidation of phone accounts completed with help from David. • SES Open Day planning started for March – partially funded through AMR Shire community grant. • SES LSW video conference ongoing monthly with all LSW unit leaders. • Project Action Team established for VFRS station adjacent to SES site. • Coastal access becoming difficult north of Ellensbrook due to thick regrowth. Most of our beach callouts are between Ellensbrook and Gracetown. SES will work with DBCA to resolve issues.

7.4 Roma Boucher - Child Protection and Family Support, Department of

Communities • In December 2018 I attended a DFES Cross Boundary Exercise at Pinjarra

with South Metro and South West DEMC’s; Shires of Waroona, Murray, Peel and several SW Local Governments. The scenario was very similar to the Waroona Complex Bushfire event and would have required evacuation centres to be opened north and south of the Shire of Waroona.

• I have been updating the contact details in the Local Welfare Plans, including potential welfare centre contact details and will forward the latest version to Katie and Chris when complete.

• Last Thursday I attended a Water Corp workshop/exercise at Harvey, featuring flooding scenarios with Logue Brook Dam located in the Shire of Harvey.

• The Department was activated for the Allanson Bushfire on 20th January 2019, opening an evacuation centre at the Roche Park Recreation Centre. We didn’t have any registrations and when the affected residents could return to their homes, the centre was closed. I have held a debrief with our staff from the Collie office.

• Similarly, I have watched the Gelorup and Wellesley bushfire alerts and received phone calls re Gelorup, was activated for the latter, but then

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asked to hold off. I attended the Gelorup incident debrief at Capel on Thursday afternoon, 7th February from 4pm.

7.5 David Wall - Augusta Police • Weekend training exercise with Sea Rescue and St Johns went really well

7.6 Luke Fowler – Margaret River Police

• Business as usual • Some small scale crashes • Couple of ruptured gas mains

7.7 Mat Davey – Western Power

• Quiet • Storm event in Feb – will discuss in Item 8.4.

7.8 Water corporation

• Quiet • Recent issues with Mowen pump, have 12months storage so not critical • Gary Yates has retired so currently recruiting for replacement

7.9 Nathan Hall - Department of Fire and Emergency Services LSW

• DFES Staffing Update There have been a few recent appointments within the LSW region; - Phil Brandrett has been promoted to the position of Superintendent - Peter Thomas has been promoted to the position of District Officer

Capes - Linda Ashton has recently started as the new Volunteer Management

Support Officer. This position will be liaising with Managers and Leaders to identify issues, gaps or deficiencies within their Brigade, Group or Unit (BGU), with the aim of being able to assist, guide or advise and cut down on some of the administration issues, where possible. Collaboration between individuals, teams, services and agencies remains as important as ever and enquiries should be processed through the BGU leadership to the respective DFES Manager who will work with the VMSO to identify solutions.

• DFES LSW Incidents The region has been kept busy over the last 3 months with a number of structural fires, HAZMAT incidents and motor vehicle accidents. Whilst we have just gone through one of the driest and apparently hottest Januarys on record across the state there have been no major bush fires within the region.

• Airbus Helicopters AS365N2 Dauphins DFES now has a contract for two Airbus Helicopters that are capable of deploying up to 480km from Perth (depending on purpose and payload) which includes Esperance & Kalgoorlie. The first helicopter “Firebird 661” is available all year and “Firebird 662” is contracted between November to April.

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Firebird 662 was successfully utilised by DFES to transport a HAZMAT team and cache recently to an unidentified chemical drum incident at Conspicuous Cliff beach in the Great Southern region.

o Firebird 661’s main purpose is for remote sensing, mapping and marine & land search.

o Firebird 662 is capable of air attack supervision, transportation, air observation and fire bombing.

o If required each helicopter is able to back up the other should the need arise.

• Strategic Aerial Reconnaissance and Surveillance Linescan Service • To complement the existing rotary wing aerial remote sensing capabilities,

DFES has procured a seasonal high altitude infrared linescan service. FIRESCAN-124 comprises a multi-spectral infrared linescan sensor mounted in a Learjet-35A aircraft. The service commenced on 7 January and has completed its integration into the DFES fleet and intelligence systems and will remain on contract until 6 April.

• Specific tasks for which FIRESCAN-124 is suitable are: o Fire/Flood surveillance & reconnaissance (mapping); o Marine emergencies / Oil Spill Response (mapping); o Search and Rescue (SAR) – Visual Search; and o Special transport (cargo only, requires release from intelligence

services). o FIRESCAN-124 is based at Perth International Airport, available from

10:00-22:00 daily.

7.9 David Holland – Chief Bush Fire Control Officer • Operational Incidents/issues:

o 20 Responses since 13 November 2018: 16 Landscape Fires / 4 calls of concern from public, other/rubbish/vehicle/special service.

o All fires were relatively small, the most significant was the Forest Grove fire on Sebbes Rd.

o A large amount were due to escaped burns during or towards the end of the Restricted Burning Time however, some started from wildlife contacting power lines or other electrical/power related sources.

o The Shire BFB’s provided 3 appliances, 1 VLO and 8 crew members for the Task Force that went to Collie on 21 January 2019. Also sent 1 to Queensland.

• Training Courses conducted: o Introduction to Firefighting 24 November 2019 – 19 students from

AMR Shire Brigades – first training course in the new Rosa Brook facilities

o Bush Firefighting 1st & 2nd December – 10 Students in the upgraded Cowaramup Station facilities

o LG and DFES Training calendars for 2019 have been released for all brigade members to register through eAcademy as required

• Procedures: o Following my report in November advising “That the Bush Fire

Advisory Committee request that Council make a recommendation to the Commissioner for the Department of Fire and Emergency

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Services (DFES) that the Superintendent LSW position be made permanent.” I am very pleased to acknowledge the appointment of Phil Brandrett to the role of Superintendent for Lower South West.

• Appliances / Facilities: o Wallcliffe BFB shed extension commencing shortly –

Communications room o Rosa Brook Kitchen Renovation funding received and contractor

appointed to conduct the works o Rosa Brook 3.4 Urban confirmed replacement through 2018/19 o Shire budget and LGGS submissions being collated ready for

submission in March 2019. o We have received two High Season Vehicles again for the summer

period. • Administration:

o The 2018/19 Mitigation Activity Funding is well underway with some significant work already being completed

o 3 Casual Fire Mitigation Officer’s employed by Shire to complete the remainder of the works prior to June 30, 2019

• Other • The Shire has purchased a third Electronic Fire Danger Rating Sign

which has been installed in Karridale on Bussell Hwy and should be fully operational very soon.

7.10 Chris Lloyd – Community Emergency Services Manager

• Bushfire Risk Management Plan – Mitigation Activity Funding

$322,800 of Round 2 Mitigation Activity Funding has been received and works have commenced around the Shire as per the Bushfire Risk Management Plan 2017-2022. 3 x Casual Fire Mitigation officers commenced with shire to complete project.

• Shire has purchased a third Electronic Fire Danger Rating Sign

The third sign has been installed at Karridale on Bussell Hwy. The sign should be operational in the next week.

• Autumn burning 2019

Conversation with the Margaret River Wine Association and relevant stakeholders to begin shortly to discuss challenges, seasonal outlook and burn programs.

7.11 Brendan Jordan – St Johns Ambulance • Been reasonably busy since New Year • Advised by Dept of Transport that we in conjunction with the Shire were

successful in our application for RADS Funding for 50% of the project cost for the erection of a new RFDS transfer facility at the Augusta Airstrip. Total cost of the project is approximately $82,000. The Shire has appointed a project coordinator, Dave Gunn and Brendan Jordan from Augusta SJA will be liaising with him. Currently awaiting the finalisation of a lease agreement between the Shire and SJA prior to the project commencing.

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• Augusta SJA and the Augusta VMR held a joint training exercise on Sunday, whereby SJA members were Transport by VMR vessel to a reported shark attack victim on the South side of the Blackwood River mouth. Patient stabilised on the beach and then transported by VMR vessel to Augusta Boat Harbour.

7.12 Vik Cheema – SEMC

Report emailed SEMC Business Unit • Since the integration of the Office of Emergency Management into the

Department of Fire and Emergency Services the SEMC Business Unit has now been established to provide a central point of contact and support for the Committee, LEMC and DEMC support is still through the District Emergency Management Advisor. https://semc.wa.gov.au/Documents/ExternalCommunication-SEMCBusinessUnit.pdf

Policy Updates • SEMC have approved a suite of policy updates, most notably; State Hazard Plan – Energy Supply Disruption will replace: 1. Gas Supply Disruption 2. Liquid Fuel Supply Disruption 3. Electricity Supply Disruption • Endorsed the revocation of the State Emergency Public Information Plan,

noting that State Support Plan – Emergency Public Information will replace it

Previous updates have included: • State Hazard Plan Crash – now covers road, rail and air crash • State Hazard Plan HAZMAT – also includes Nuclear Powered Warships

and Space Re-entry Debris • State Hazard Plan Maritime Environmental Emergencies - now covers

Marine Transport Emergency and Marine Oil Spill • State Hazard Plan Search and Rescue Emergency – now cover Land

Search and Marine Search • State Emergency Welfare Plan now also includes Registration and

Reunification, Reception and Disaster Information Support and Care Centre

Recovery • Impact Statement The State Recovery Coordinator now sits within DFES, in addition to this position there is now a Deputy State Recovery Coordinator and a Recovery Manager. The first major piece of work being released by the Recovery Directorate is a revised Impact Statement (currently the Comprehensive Impact Statement) and Guidelines. The new Impact Statement will be trialed for DFES hazards over the next 6 months before being reviewed. Separate correspondence is going to local governments about the process. Recovery Tools • Just a reminder there a number of handy recovery tools available on the

SEMC website including: Local Recovery Guideline Communicating in Recovery Guidelines Aide-Memoire – Local Recovery Coordinator

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https://semc.wa.gov.au/Documents/ExternalCommunication-SEMCBusinessUnit.pdf

https://semc.wa.gov.au/Documents/ExternalCommunication-SEMCBusinessUnit.pdf

Community Recovery Handbook • Emergency Management Exercise Framework SEMC endorsed EM exercise framework which includes: the adoption of an Emergency Management Agency (EMA) capability based exercise program. the adoption of a 3 yearly State-level exercise program. the formation of a State Exercise Coordination Team (SECT) to support the State exercise framework which will result in the disbanding of the Emergency Management Advisory Group the SECT reporting directly to the SEMC the implementation of the Exercise Management framework will be considered subject to a review of funding sources and allocations

7.13 Trish MacShane – MR Volunteer Marine Rescue

Report emailed • A couple of call outs occurred over the last few months. A fisherman came

off Slopeys while the Augusta Adventure Race was being held. He was pulled from the water by helicopter. On New Year’s Day a surfer found himself in trouble off Moses rock, he was brought back to shore safely.

• Some of our crew members are attending Sea Survival and Seamanship survival courses been held at Busselton VMR as part of the training Pathway

• Good turn out the Australia Day Breakfast held by the Lions Club • Membership is on the increase, with younger people becoming more

interested in the group. Our Facebook page may have something to do with that

• Our Capital Grant application for this year will be targeting rust mitigation at our Gracetown shed, we will be asking for around $40.000.

• Our jetski crew will be assisting with the Rottnest Channel swim again this year

• We will be supplying the water safety for the March Dunsborough Xtreme race along with Augusta and Naturaliste VMR's

• DFES will be providing a Portal training day in March at our Gracetown shed, to help our crew members navigate the site

• Training days are proving to be popular, with a sausage sizzle thrown in at the end of the morning.

7.14 Delegate Reports not submitted • Dept. Primary Industries and Regional Dev • Dept. Parks and Wildlife • Margaret River Volunteer Fire and Rescue • Augusta Volunteer Marine Rescue • Surf Life Saving WA

8. GENERAL BUSINESS

8.1 Finalisation of the Local Risk Register (Attachment 1) – Chris Lloyd, AMR Shire

Note: Committee will be asked to finalise the draft document ready to submit to Council and the District Emergency Management Committee

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• Chris asked for LEMC to finalise draft to submit to Council to endorse • It is not a requirement for Council to endorse however, the Shire has

decided to submit to council for endorsement • If no further comments are received then this draft will be submitted

Motion: LEMC members to accept finalised Local Risk Register (Attachment 1). Moved – Dane Hendry Seconded – Nathan Hall This document has now been formally endorsed by LEMC.

• Nathan congratulated the group and the Shire for being one of the

first in the State to get to this point. This Risk Register will greatly assist the Shire with future funding applications.

• The idea is that now the LEMC review the risk register and treat the priority list.

8.2 DoH Emergency Exercise Presentation – Marie Tweedie, DoH

• On Wednesday 19 December 2018, a No Notice Bushfire Event discussion exercise was conducted at the Margaret River Hospital. The aim of the exercise was to familiarise Margaret River Hospital staff leaders with the plan for a No Notice Bushfire Event.

• Some of the issues/learnings identified included: • Not knowing how long the generators would run for; • Single entry and egress to our hospitals; • Air con maintenance requirements; • Building capacity time to withstand bushfire; • Emergency response plans used to be color-coded but not

anymore; • Listening to ABC 684 – all now have radios; • MOU with relevant transport providers for vulnerable community

members; • Margaret River, Collie and Pemberton all participated in these

exercises. Will be rolled out to all regional sites. • All staff have been trained to know how to turn oxygen off. • Full Report attached (see Attachment 2)

8.3 Follow-up from the November Power Outage Hypothetical – Nathan Hall, DFES

• One of the main issues identified through the exercise was fuel supply for generators

• Nathan has identified some solutions of local places to get fuel supply (see Confidential Attachment 3).

• Another issue identified was Communications i.e. radio towers • Who has Responsibility of towers? And how long will back up last? • Nathan will send through the spreadsheet from the exercise to the

LEMC to review and add notes. This will then go in as a Confidential Attachment in the Local Emergency Management Arrangements.

• Nathan aims to complete 2 of the 3 of the following annually: workshop, spreadsheet and/or presentations from agencies.

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• It will also be good to get other agencies to speak about what they do as a HMA, to assist the group in understanding. Perhaps as an Agenda item in the May meeting.

8.4 Western Power Presentation – Western Power

• Presentation from James von Funck, Emergency Response Customer Funded & Operational Improvement (see Attachment 4)

• James and Vic to discuss liaison point in terms of notification of an incident to Western Power.

• James to investigate if households with solar/batteries will have access to power or not during a power outage?

8.5 Recovery management - Changes to the Comprehensive Impact

Assessment and Transfer of Control – Chris Lloyd, AMR • Vik spoke of the improvements being proposed to the impact

assessments process/forms that is about streamlining the hand over process between ICG and the Local Government Authority.

• Authorities are required to provide feedback on those proposed.

9 MATTERS FOR WHICH THE MEETING MAY BE CLOSED (CONFIDENTIAL ITEMS)

10 CLOSE 6.06pm

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ACTION LIST

ACTION DATED

ACTION ITEM ACTION UPDATE STATUS ACTIONING OFFICER

07/11/17: Chris to determine if this is a Shire role regarding what signage is needed at Mainbreak regarding emergency contacts and whose responsibility this is.

13/2/18: Statewide Beach Emergency Numbers (BEN) program underway. Shire collecting feedback to put on the signs. Please see email for information sent 13/02/2018 by Chris Lloyd.

Margaret River Volunteer Marine Rescue Group would like to be involved with the placement of signage at Mainbreak. It has also been noticed that our call sign on the newly installed signage is incorrect. We are VMR 628.

Chris is following up.

08/05/18: A desktop assessment of all beach access points in the Shire has been undertaken by Hilary. She identified 31 access points on Shire land and 35 on DBCA managed lands. We have sent the desktop assessment to DBCA for review. Mick and Hilary are currently undertaking field review for sign locations to refine and prioritise locations. The DPIRD guidelines are very prescriptive as to the sign type, size, wording (including beach name) and location, so although we can provide a map to VMRS there

Completed Chris Lloyd

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probably isn’t much they can input into. Once Hilary and Mick have refined the draft locations, we will have a meeting where we can show maps etc.

DPIRD then review the proposed locations and provide feedback. We will then seek submit grant application to DPIRD and install signage in the new financial year.

Query regarding number of signs and effectiveness of messages. The Shire is currently looking into this.

14/8/18: BEN (Beach Emergency Numbering) project – State wide initiative. Approx. 22 locations. The Shire has participated with State to determine appropriate locations. The LG will participate and update the LEMC when signs are installed, this should be before Christmas.

13/11: BEN have been ordered, to be installed in early Dec.

12/02: BEN (Beach Emergency Numbering) project – State wide initiative

Signs installed.

Suggestion to get someone from DPIRD to come

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to the LEMC. – Nathan can assist

13/02/18: Request for delegates to review Emergency Contacts and Resource Directory and send updates through to Chris prior to the next LEMC.

Send out pages to group to double check. 14/8/18: Have only received a small amount of updated information. Will contact individuals as a final check before publishing.

13/11: Updates have been sent through to Katie. This will be sent out ready for this fire season.

12/02: Directory was sent out prior to Christmas

Completed ALL

13/11/18: Request for delegates to complete the Scenario forms in the next few days and forward back to Katie / Chris.

Nathan got some back. Will create a spreadsheet for each agency and comments at the end. Get that out with the LEMC minutes. 12/02: Completed

Completed ALL

13/11/18: Request for delegates to send ideas, treatment options or projects that may qualify for the Natural Disaster Resilience Program 2018-19 Grants to Chris by COB 18 January 2018.

Too short timeframe and away over xmas period. But still send through ideas to Chris. 12/02: Completed

Completed ALL

13/11/18: Chris send out an email and plan a date for the extraordinary meeting in December to workshop ideas for the Natural Disaster Resilience Program 2018-19 Grants.

12/02: Completed Completed Chris Lloyd

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12/02/19: Nathan to send through the spreadsheet from the Hypothetical power outage exercise to the LEMC to review and add notes. This will then go in as a Confidential Attachment in the Local Emergency Management Arrangements.

Nathan Hall

12/02/19: Consider having agencies speak about what they do as a HMA, to assist the group in understanding for the May meeting.

Chris Lloyd

12/02/19: James von Funck and Vik Cheema to discuss liaison point in terms of notification of an incident to Western Power.

James von Funck and Vic Cheema

12/02/19: James von Funck to investigate if households with solar/batteries will have access to power or not during a power outage.

James von Funck and Matt Davey

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Margaret River LEMC Meeting – February 12th 2019

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• Build, maintain & operate transmissionand distribution assets: South WestInterconnected Network (SWIN)

• 1.1+ million customers• ~264,000 street lights• ~224,000 solar PV installations*• ~220 battery systems*

~102,000km circuit wire

254,920 km2

The

SWIN

~861,000poles & towers

17,047GWhelectricity transported

* As at 1/10/17

About Western Power

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Understanding Transmission & Distribution

Transmission• Based in Perth, Jandakot• Heavier equipment• Larger and specialised materials

(logistics)• Specialised training• Heavily supported by external (often

international) contractors~Total Qualified Resources (internal): 25

Distribution• All depots have distribution

resources• Can easily increase numbers with

external contractors~Total Qualified Resources (internal): 368~ Vasse Depot: ~47 Operational Staff

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MR Electricity Network Background• One Transmission line that feeds Margaret

River from Busselton Substation;• “Radial” part of the network, no back-up

Transmission Line;

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MR Electricity Network Background cont.• “Back-feeding” via Distribution Network possible but

takes time to coordinate• Last major outage 22nd Jan 2019 back-feeding took

approx. 4 hours• Difficulty maintaining load via Distribution Network

during peaks (mornings and evenings) – Load shedding may be required

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• Guess how many generators WP owns…?

• We borrow most of our generators from contractors

• High competition during large events

• Generators can only be connected into the network at certain points -> may not be in line with restoration plans

• Generators are usually not given to private individuals/ businesses

• Generators are often used to support logistics and critical services, e.g. fuel

Generators during Emergency Events

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• “Process for identifying which services will be able to get access to the generators –NOCC”

• Restoration priorities are driven by “bang for buck” considerations

1. Damage to our assets ( 2 poles = half a town VS 20 poles = 1 chicken shed)

2. Getting as many essential services back on as possible, e.g. petrol station, super market, water pumps, Telstra, pub, hospitals and clinics

• ETRs on homepage are worked out between Field Crews and Network Operations

Restoration Priorities

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• “How Western Power logs outages/damage, turns out and tracks progress of incidents”

Fault and Hazard Tracking

• Escalated Fault Levels/ “Level 3” Incident Room

• TCS (Trouble Call System) manages our Network Faults and Resources

The more people call in the better

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• “How LEMC members can assist Western Power during an emergency”

• Information on access to fire ground/ closed sites (WP Field Liaison officer)

• Assist in clearing roads/ granting access to WP personnel (WP Field Liaison officer)

• Provide Information that supports prioritisation/ restoration decisions (WP Field Liaison officer)

• Can we have a LEMC/ DFES Go-to person?

• Encourage resilience in the community: Don’t rely on WP for generators!

• Tell people and Emergency Workers to always stay away from damaged Western Power Assets – treat them as live!

• Encourage people to call in faults

Support from MR LEMC

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Scenario – Bushfire in Margaret River1. A forest fire starts north of

Margaret River;2. A strong south easterly wind

drives fire towards town site;3. Townsite evacuated;4. Power to Townsite Trips;5. Wind carries burning embers into

townsite;6. Trees near the Substation catch

fire;7. Substation stops operating

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Scenario – Bushfire in Margaret RiverSummary1. Transmission Line Damaged2. One of three secondary distribution

feeders damaged3. Substation appears damaged – extent

unknown4. Telstra is out5. DFES has taken control of the site

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• Outage Timeline

• Bushfire starts 14:00 Friday

• Power trips by 15:00 Friday – WP declares internal L3

• Fire is under control Friday 23:00

• Access to fire ground granted Saturday 11:00am

• Fault crews brought in to address hazards

• Back feeding from distribution feeders enables parts of the town to have power

• WP Scoping Teams enter around Saturday 15:00

• Scoping completed by Sunday 18:00

• Repair crews commence work Monday morning

• Power can be expected to be restored by Thursday (assuming no other major events take place)

• If substation repair takes longer, load shedding may be required for a period of time

Scenario Timeline

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Head office363 Wellington StreetPerth, WA 6000westernpower.com.au

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