11.4 Corporate and Community Services · new Critical Infrastructure Structural Protection trailer (CrISP). The trailer ... • Been dealing with fires around Margaret River. 8 7.7

SHIRE OF AUGUSTA MARGARET RIVER ORDINARY COUNCIL MEETING 13 JULY 2016

11.4 Corporate and Community Services 11.4.1 LOCAL EMERGENCY MANAGEMENT COMMITTEE

MEETING MINUTES – 10 MAY 2016

Attachment 1 – Draft Local Emergency Management Committee meeting minutes – 10 May 2016 Attachment 2 – Copy of the All Hazards and Evacuation Guide

1

Local Emergency Management Committee Meeting

MINUTES

FOR THE MEETING HELD

10 MAY 2016

COUNCIL CHAMBERS, 66 ALLNUTT TERACE, AUGUSTA

COMMENCING AT 6:30PM

2

Notice of Meeting

Please be advised that a meeting of the Local Emergency Management Committee will be held on 10 May in the Augusta Council Chambers, commencing at 6.30pm. 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 5255

Email Address: [email protected]

mailto:[email protected]

3

(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, 10 May 2016 in the Augusta Council Chambers, commencing at 6.30pm.

ORDER OF BUSINESS

1.0 DECLARATION OF OPENING

2.0 ATTENDANCE / APOLOGIES 2.1 Attendance 2.2 Apologies 2.3 Non-attendance

3.0 PUBLIC QUESTION TIME

4.0 DISCLOSURE OF INTEREST

5.0 CONFIRMATION OF MINUTES OF PREVIOUS MEETING

5.1 Confirmation of Minutes: 23 February 2016

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

8.1 All Hazards Evacuation Flagging (Green means I’ve Gone) Attach.1 – Nigel Anderson, AMRShire

8.2 Review of the Shire’s Emergency Risk Register and Local Emergency Management Arrangements: Save the date 9 August 2016 – Nigel Anderson, AMRShire

8.3 LEMC exercise: Save the date 8 November 2016 – Nigel Anderson, AMRShire

8.4 SEMC Annual Report and Capability Questions – Nigel Anderson, AMRShire

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

4

(LEMC) Local Emergency Management Committee

Minutes Minutes of the Local Emergency Management Committee Meeting held on Tuesday 10 May 2016 in the Augusta Council Chambers, commencing at 6.30pm.

ORDER OF BUSINESS

1.0 DECLARATION OF OPENING Ian Earl, LEMC chairperson opened the meeting at 6.41pm.

2.0 ATTENDANCE / APOLOGIES / NON-ATTENDANCE 2.1 ATTENDANCE

Committee Members Gary Yates : Water Corporation Rik Lok : WA Police – Aug/Local Emergency Coordinator Danny Mosconi : Department of Fire and Emergency Services Garry Fairman : St John Ambulance – MR

Brett Trunfull : Volunteer Bushfire Service Jeff Bushby : Volunteer Fire & Rescue Service – MR

Lewis Hawkins : State Emergency Services Dave Holland : Volunteer Bushfire Service Vik Cheema : SEMC Sec Jeremy Friend Parks & Wildlife Lisa Sims Augusta Hospital

Council Staff Members Ian Earl : Shire President, AMRSC Nigel Anderson : Manager Human and Community Services Observers

2.2 APOLOGIES Gary Evershed : CEO

Nathan Hall : AMR Community Emergency Services Manager Katie Taylor : Minute Secretary

Emily Lewis : DAFWA Brendan Jordan : St Johns Ambulance Augusta Helen Kent : SEMC Sec. Brett Cassidy : WA Police – MR Local Emergency Coordinator Roma Boucher : Department for Child Protection & Family Support

Mary Allen : Department of Health Marian Hutton : Department for Child Protection & Family Support Emily Lewis : DAFWA

Trish McShane : Volunteer Marine Rescue – MR Doug Thompson : Augusta Chamber of Commerce Steve Harrison : Margaret River Busselton Tourism Association Ray Buchholz : Western Power

Martin Dearlove : DCPFS Neil Guise : DAFWA Matt DuPlessis : Surf Life Saving WA

5

John Carter : Department of Parks & Wildlife David Dickie : Volunteer Fire and Rescue Service – Augusta Paul Higginson : Volunteer Marine Rescue – Augusta

2.3 NON-ATTENDANCE Nil

3.0 PUBLIC QUESTION TIME Nil

4.0 DISCLOSURE OF INTEREST

Nil

5.0 CONFIRMATION OF MINUTES OF PREVIOUS MEETING Confirmation of Minutes: 23 February 2016 Moved: Fred Yates Seconded: David Holland

CARRIED For unanimous

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 Shire of Augusta Margaret River – Nigel Anderson

• The Bushfire Management Plan for Alexandra Bridge Camping Ground had been provided to Danny.

7.2 Department Fire and Emergency Services - Danny Mosconi

• Well done to all brigades for being proactive regarding Hazard Reduction Burning across the Shire. Of particular note was the joint DFES/Shire burn completed around the SES HQ on Clarke St. This is a pre-determined Incident Control Centre, so to ensure it is well protected from the impact of bushfire is essential. The burn also utilised and tested the capability of the new Critical Infrastructure Structural Protection trailer (CrISP). The trailer was used to defend/protect a vulnerable property inside the burn area and reports back from those in the field advised it was extremely effective.

• Over the past 12 months a group of volunteers and myself have been working to establish a new capability to assist with defending Critical Infrastructure / Structures during bushfires. This was a result of some work I was tasked with in Canada in 2014 and a subsequent Project Proposal. The Critical Infrastructure Structural Protection trailer (CrISP) is a cache of sprinklers, portable pumps, collar tanks and associated ancillary equipment which can be used to set up a wet line around identified infrastructure at a fire.

• On 23rd July, ROAC was held in Nannup. Prior to this meeting, feedback from the Shire regarding the Waroona Fire Debrief was collated with the other 6 LGs from across the LSW and presented to the ROAC members as a consolidated document. VFRS Captains were also invited to attend. The

6

group looked at what worked well, what could be improved and then agreed on "Recommendations" to address areas we could improve on. In total, 18 Recommendations with a person responsible for ownership of the item were identified.

• The most significant Recommendation to be identified was the need for maintenance/qualification training regarding the Sector Commander role:

R1: CBFCOs and Captains to identify Sector Commanders within their brigades and assess capability. DFES and LG will work collaboratively to facilitate Sector Commander Courses where capability needs improving.

• For existing Sector Commanders, DFES and LG will work together to facilitate Sector Commander Refresher Courses before summer 2016/17. Course content may include:

AIIMS refresher; Role & Responsibilities; Fatigue Management and Safety; Communication and Sitreps; IAPs and Map Reading; Span of Control; Situational Awareness; Briefing & Debriefing; Changeovers, etc. (RESPONSIBILITY: Donna VIRGO)

• We will be working with all LGs before next summer to address the above, along with the other 17 recommendations to ensure we continue to improve our capability to respond to bushfires;

• DFES facilitated the State Storm Exercise on 29th April. An ICC was established in Busselton with the Margaret River SES building being used as a Divisional Point. This was another great opportunity to test interagency procedures and build relationships across the region;

• We are endeavoring to run some Winter Burning presentations across the Capes Region in the coming months. We are looking to run this session at Molloy Island in early winter and will be looking advertise soon to maximise community participation.

7.3 Water Corporation – Gary Yates

• Dam Break exercise recently undertaken. 7.4 Bushfire Service – David Holland

• The past three months has seen an average number of incidents for this time of year. There have been a number of escaped fuel reduction burns from private properties that have caused the areas Brigade to be called out. The Shire’s brigades have responded 20 times with a further 5 responses by CBFCO/DCBFCO/CESM.

• We commenced our ‘Restricted Burn Period’ on March 1st but did not issue any Permits to Burn until Tuesday morning 29th March. This allowed landowners to do their small one cubic meter burn after 1800 hours without the need for a Permit, while we still maintained control over the larger burns. Due to the cool and wet change to the weather, we were able to suspend the restricted period 10 days early.

• I was asked to take part in the Office of Bushfire Risk Managements (OBRM) Permit to Burn review. I attended the first meeting on Thursday 28th of April in Boyup Brook with representatives from Kojonup, Porongurup, Corrigin, Waroona and Manjimup. The strong view of the committee is that Local Government should be able to impose its own local laws on the Permit to suit their local conditions.

7

• We continue to meet with the Shires Bush Fire Risk Management Committee. A request has come from this committee asking the Brigades to advise the Shire of roads verges which could do with some attention from the Groomer

• My thanks to the Brigades that helped DPaW and the Shire with a couple of prescribed burns around Margaret River last month. Unfortunately it would seem that the burning season has come to an abrupt end with the wet weather and this has meant that the burns around Augusta will be postponed.

• I attended a meeting with DFES and the CBFCO’s from our region in March where we discussed the Waroona incidents. We were able to collate the feedback from all of the Brigades that were deployed to these incidents and this was then passed on to the Waroona Special Inquiry. I am not sure when the Enquiry will release its findings but until then, DFES and our Shire has started to implement some of the recommendations that our region discussed. These include things such as better identification of DFES officer’s vehicles, providing mechanical support to the staging area at any level 3 fire and identifying suitable Sector Commanders from the Shires.

• There has been a lot of comment in the media recently about the Shire setting up a steering committee to look at the possibility of becoming managed by DFES. The Steering Committee will have representatives from each BFB, the Shire and DFES and will meet in early June to discuss the possibility of such a move.

7.5 State Emergency Services – Lewis Hawkins

• Callouts 9 March – Air/sea search, Yallingup 14 March – Ambulance Assist, Big Rock 15 March – Fire crew transport, Pinjarra fire 26 March – Sues Road search – stood down 6 April – Ambulance assist – Rivermouth 22 April – Ambulance assist – Boranup 1 May – Wayne Credaro called as Field Search Controller in Dunsborough – stood down.

• Major Regional Training March – Navigating in Urban and Rural Environments April – Flood Boat training – Augusta April – Exercise Aqua - Regional exercise for Level 3 incident control Following Boranup Ambo assist, propose training with RAC Rescue Helicopter Crew Developing digital ICC package

• Storm Awareness Program Some social media posts made however insufficient members/time has limited our ability to carry out a larger scale public awareness program

• WOW Tomorrow is Wear Orange Wednesday in recognition of the work that our SES volunteers do in times of natural disaster or emergencies. Put on a splash of orange to show your support.

7.6 Parks & Wildlife – Jeremy Friend • Been dealing with fires around Margaret River.

8

7.7 Augusta Hospital – Lisa Sims

• Augusta Hospital busy during summer lot of transfer to high care using ambulance services a lot.

• Skills being update

• Look at how to receive a disaster out in the community and need to be able to manage over 3 patients in a disaster.

• Adventure race in November big for us and logistics have come through.

• Look at storm and flood exercise with people isolated in flood and look at how we get them out of nursing homes.

• Fireboards alarms the state and it won’t auto notify fire brigade direct.

7.8 St Johns Ambulance Margaret River – Garry Fairman (report attached) • Received 294 calls compared to 230 last year.

• The building is progressing well pad down framework up for shed to house 2 ambulances,

• 8 new volunteers 39 in total.

• 2 brand new ambulances on order for July/August and have donated 1 ambulance to Boyup Brook.

7.9 Augusta Police – Rik Lok

• Nothing to report.

7.10 Margaret River Fire and Rescue Service – Jeff Bushby

• 34 emergencies 110 total year.

• 2 new members

• New light tanker replaced with a Toyota Land Cruiser.

• 6 motor vehicle rescues cement mixer roll over.

• Rescue helicopter been great experiencing 8-12 minutes response time.

• Margaret River Primary school lost 1 building saved 2.

• Pushing for a new fire station that is long overdue.

7.11 State Emergency Management Committee Secretariat – Vik Cheema

• Responsible for the development of the Bushfire Risk Management Plan for the Shire of Collie between November 2015 – April 2016

• Returned to the District Emergency Management Advisor (DA) role on 2 May 2016. I have conducted the DA handover with Helen Kent who was acting in the DA role.

• Currently preparing for South West DEMC flood risk workshop due 8 June in Busselton

• Encourage key emergency management agencies and LEMC members to check out the new SEMC website www.semc.wa.gov.au

http://www.semc.wa.gov.au/

9

• All Hazard Evacuation Flagging Guide (WA)

• This plan was endorsed by the Response Sub Committee on 8 July 2015

• Evacuation flagging using ‘Green Bags’ has been authorised by the State Emergency Management Committee for application in all hazards and where an evacuation has been advised by the relevant Hazard Management Agency. Evacuation flagging is only for use during the response phase, as an aid to the agency having carriage of the evacuation process in the field. The responsibility for the evacuation of a community rests with the Incident Controller. WA Police, DFES’ State Emergency Service (SES) and/or other agencies may assist the Controlling Agency with an evacuation (i.e. as a Combat Agency).

• The local government must canvass its community to gauge their willingness to become actively involved and embrace the concept of evacuation flagging. This process must take place before the Flagging arrangements are endorsed by the LEMC or Council. The local government may choose the existing community engagement process or seek assistance from DFES or Police.

• Please refer to the Annex B : Process Diagram within All Hazard Evacuation Flagging Guide (WA) for further action

• Request all agencies to report any proposed dates for the emergency management exercise for 2016

• Attending Department of Agriculture and Food WA exotic animal disease Ex APOLLO 17-19 May 2016 in Bunbury

• Will forward contact details of the exercise to Nigel Anderson

7.12 Department Child Protection and Family Support – Roma Boucher

• I continue to transition to my main focus SW District work, whilst completing a number of tasks (e.g. staff and partnering agency debriefs and I have 3 Reports to complete)

• I plan to work towards having some training for SW Local Governments, relative to opening a welfare centre prior to CPFS arrival.

• Following this training, a welfare field exercise for Local Governments, partnering agencies and CPFS staff.

• I have a Conference at our Emergency Services Unit in Perth from 14th – 16th June, so will be out of the District for most of that week.

• My acting secondment has been extended to 31st July 2016.

8.0 GENERAL BUSINESS

8.1 All Hazards Evacuation Flagging (Green means I’ve Gone) Attach.1 – Nigel Anderson, AMRShire

• In July 2015 the State Emergency Management Committee (SEMC) made a decision to endorse the All Hazards Evacuation Guide that outlines best practice for the voluntary implementation of the All Hazards Evacuation Flagging process, using green reusable shopping bags to identify properties that have been evacuated by residents, in a community where evacuation has either been recommended or has been directed by the Controlling Agency

10

during an emergency. The intention is to provide guidance for consistent application of evacuation flagging across Western Australia and to provide procedural guidance to local governments that intend to identify their local community as participants of the All hazards Evacuation Flagging process.

• The Committee is asked to review the All Hazards Evacuation Guide and form a decision as to whether this procedure should be considered for adoption by the Shire and if so how to best promote this to the community. Can feedback please be provided by the Committee at the August 2016 meeting for a recommendation to go to Council prior to the start of the 2016/17 fire season.

• Engage with community first.

• It has merits and challenges

• Communicate to community who may be happy to take on board. What is the intent for its use and some communities find it challenging and others adopt it. Community to think carefully about what it means to them.

• Not sure how best this will serve community.

• What’s the momentum in the community to use this and how it integrates into system level 1 & 2 and how properties are checked. It may speed up process. Careful how each community want to use it.

• Table with Council get feedback from the community.

• It has huge merit as volunteers put themselves at risk driving down narrow driveways when in the past when community members were going away they would close their gate as a sign.

• Initial discussion – stay and defend and there could be a risk who would use bags? How can you tell if no one is in house i.e. bag blown away etc. how can you put your hand on your heart to say no one there. It can’t be ad hoc and an understanding which community is going to use green bags..

• What about chalet owners? Who is responsible when the owner not at home. If there is no green bag then need to check.

• The first time seen at Greenbushes. We checked the ones without green bag first so you can prioritise fairly rapidly.

• No right or wrong response. If you are incident controller it needs to go out in your warnings.

• People should be encouraged to put it their kit.

Recommendation: That the Community Emergency Services Manager, Nathan Hall submits the All Hazards Evacuation Guide to Council for consideration and approval to seek community feedback in regards to the suitability of the Guidelines.

Moved: Gary Yates

Second: Danny Mosconi

For unanimous

11

8.2 Review of the Shire’s Emergency Risk Register and Local Emergency Management Arrangements: Save the date 9 August 2016 – Nigel Anderson, AMRShire

• In October 2016 the Shire’s Emergency Risk Register and Emergency Management Arrangements are due to be reviewed. To assist with the process the CESM hopes to hold a brainstorming exercise on the 9 August prior to the next LEMC meeting. Can delegates please look to keep some time free on the day to assist with providing information on the risk register. More information will be available closer to the date.

8.3 LEMC exercise: Save the date 8 November 2016 – Nigel Anderson,

AMRShire

• A LEMC exercise is proposed to be conducted on the 8 November 2016 prior to the LEMC exercise similar to what was done last year. The exercise this year will focus on a bio security threat to the Shire and support has already been offered by the Department of Food and Agriculture.

• Committee members are asked to keep the date free and we look forward to your support.

8.4 SEMC Annual Report and Capability Questions – Nigel Anderson,

AMRShire

• The CESM will be completing the SEMC Annual Report and Capability Questionnaire over the next two weeks. The report is now completed online in the form of a survey which will reduce the amount of time to complete the report and remove similar questions that occurred in previous reports.

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

Nil. 10.0 CLOSE

• Meeting declared closed at 7.46pm.

12

ACTION LIST

ACTION DATED

ACTION ITEM ACTION UPDATE STATUS ACTIONING OFFICER

14.05.13 Draft a press release informing people about the street numbering system, the benefits of the system, and who is responsible for the upkeep and purchase of new ones.

12/11/13: Infrastructure is looking at how compliance can be secured and are considering a Local Law and whether it can be retrospective. 13/5/14: The Revenue Team within the Shire are drafting a policy to be submitted to Council along with a rural property address info sheet that will be posted to rate payers. A local law is being developed in the next 12-18 months which will make the RSN mandatory. 11/11/14: Still with revenue team, hopefully end up with local law in near future. Need to combine with community education. 10/02/15: The local law has been advertised for public comment. 12/05/15: The local law is still being advertised for public comment. It will go back to Council late June/early July. It will probably be August before the Local Law will be adopted. 11/8/15: Local Law is back out for public comment and will shortly go back to Council. The Shire has developed an internal procedure. 10/11/15: Council passed the Local Law at the last meeting.

On-going Nathan Hall

13

23/02/16: This was brought up today at the Executive Leadership Team (ELT) Meeting. A communications and implementation strategy is in progress. The next meeting to discuss will be held on 18 March. 10/05/16: An implementation strategy meeting was held on the 18 March to discuss some of the possible ways that the Shire can inform and implement the new Street Numbering System local law. It is envisioned that the Shire will start to inform the local community of the local law as part of the 2016/17 rates notices and will follow up with other relevant media releases and advertising. As this is an important benefit for most of our emergency services the Shire will be seeking support from all agencies to provide information to their local communities, as we all know that time spent looking for the correct driveway to provide assistance could be the difference between life or death. More info to follow soon.

10.11.15 LEMC members to send through NDRP grant funding ideas to Nathan.

23/02/16: Nathan suggested we consider applying for NDRP funding for back-up power for welfare centres, shire offices and depot. This would be a 50/50 contribution with Shire funding. Motion: Shire to investigate funding opportunities for alternate power supplies for key shire buildings including identified welfare centres. Moved: Danny Mosconi Seconded: Brett Cassidy.

In progress ALL

14

If anyone has any other grant funding ideas please send through to Nathan. 10/05/16: Following the February 2016 meeting the CESM has looked into possible funding opportunities for the addition of alternative power supplies to key Shire buildings. From discussions with one of the Shires electrical contractors it has been suggested that several transportable generators be purchased over a period of up to 8 years that can be hard wired into the relevant Shire building. Due to the costs the CESM has requested that the Shire consider a 220kva portable generator, load bank and sea container for storage in the 2016/17 budget at a cost of around $62,500. Hopefully this can receive a 50% subsidy via a grant such as the NDRP or Royalties for Regions.

23.02.16 Need to check the number for Marine Rescue in the Emergency Contacts Directory.

Completed Nathan Hall

23.02.16 Send through draft Alexandra Bridge Camping Grounds bushfire management plan to DFES for feedback.

Completed Nigel Anderson

23.02.16 Provide an update from Harvey Recovery Planning Day at next LEMC meeting.

10/05/16: Katie attended Harvey Recovery Planning Day on 4 March along with Manager Community Development from Shire of Mundaring to provide

Completed Katie Taylor

15

feedback and lessons learnt regarding our own Shire’s community bushfire recovery. Other agencies in attendance included CPFS, Australian Red Cross, SEMC Sec., Yarloop Community Resource Centre Coordinator, community representatives, Shire of Waroona representative, Community Development specialist Peter Kenyon, and key personnel from the Shire of Harvey. We all provided feedback and key themes for the Shire’s Long Term Strategy which included examples of best practice for recovery, lessons learnt, vision and mission for long term recovery and major recovery goals. A report of key findings and draft Strategy has yet to be provided to attendees, but can be provided to LEMC members in due course.

23.02.16 Members to have a think about the proposed bio security exercise; how this would impact onto our shire, and what will need to be considered.

In progress ALL

13

VERSION 1 - 2015

ENDORSED BY Response Subcommittee on 8 July 2015

NOTED by SEMC on 6 October 2015 (Resolution 56/2015)

ALL HAZARDS EVACUATION FLAGGING GUIDE (WA)

All Hazards Evacuation Flagging Guide

2

TABLE OF CONTENTS

DISCLAIMER .................................................................................................................................................................. 3

COPYRIGHT ................................................................................................................................................................... 3

AKNOWLEDGEMENTS ................................................................................................................................................... 3

CONTACT OFFICER ......................................................................................................................................................... 4

AMENDMENT LIST ......................................................................................................................................................... 4

1. INTRODUCTION .................................................................................................................................................... 5

2. OPERATIONAL GUIDELINES .................................................................................................................................. 5

2.1 STANDARDISATION OF ITEMS TO BE USED AS EVACUATION FLAGS ............................................................................................... 5 2.2 WHEN SHOULD RESIDENTS USE AN EVACUATION FLAG ............................................................................................................. 6 2.3 WHERE TO SITE THE EVACUATION FLAG ................................................................................................................................ 6 2.4 COMMUNICATING WITH THE PUBLIC .................................................................................................................................... 7 2.5 LOCAL MEDIA CAMPAIGN ................................................................................................................................................... 7 2.6 SECURITY OF THE EVACUATED AREA ..................................................................................................................................... 7 2.7 USING THE CONCEPT OF FLAGGED PROPERTIES ....................................................................................................................... 8 2.8 OTHER CONSIDERATIONS ................................................................................................................................................... 8

3. PROCESS FOR ADVISING STATE EMERGENCY MANAGEMENT COMMITTEE .......................................................... 9

3.1 STATEMENT OF INTENT ..................................................................................................................................................... 9 3.2 PROCESS DIAGRAM .......................................................................................................................................................... 9 3.3 INITIAL PROCESS - LOCAL GOVERNMENT REQUIREMENT ......................................................................................................... 10 3.4 NOTIFICATION PROCESS – FOR INITIAL ADOPTION OF THE PROCESS ........................................................................................... 10 3.5 NOTIFICATION PROCESS – FOR LOCAL GOVERNMENTS WHO HAVE PARTICIPATED IN THE INITIAL TRIALS ............................................ 11 3.6 DEMC RESPONSIBILITIES................................................................................................................................................. 11 3.7 SEMC SECRETARIAT RESPONSIBILITIES ............................................................................................................................... 11 3.8 ACTIONS OF THE LOCAL GOVERNMENT FOLLOWING NOTIFICATION ........................................................................................... 12 3.9 WITHDRAWING FROM THE EVACUATION FLAGGING PROCESS.................................................................................................. 12

ANNEX A: EVACUATION FLAGGING BROCHURE .......................................................................................................... 133

ANNEX B: PROCESS DIAGRAM .................................................................................................................................... 144

State Emergency Management Committee (SEMC) 20 Southport Street, West Leederville WA 6007

Telephone: 61 8 9482 1700 Email: [email protected]

Web: www.semc.wa.gov.au © Government of Western Australia


http://www.semc.wa.gov.au/


3

DISCLAIMER

The information contained in this guide has been developed by the Multi Agency Working Group for Evacuation of the Response Subcommittee of the State Emergency Management Committee (SEMC) for the guidance of local governments that intend to implement the All Hazards Evacuation Flagging process in either all or part of their local government district.

The reliability and accuracy of information cannot be guaranteed and the SEMC expressly disclaims liability for any act or omission done or not done in reliance on the information and for any consequences, whether direct or indirect, arising from such act or omission. Readers should obtain their own independent advice and make their own necessary inquiries.

COPYRIGHT

Permission to use this document and related graphics and templates is granted. In all cases, the State Emergency Management Committee must be acknowledged as the source when reproducing or quoting any part of this publication.

AKNOWLEDGEMENTS

The State Emergency Management Committee wishes to acknowledge the following stakeholders for their assistance in the development of the document:

Department for Child Protection and Family Support (CPFS)

Department of Commerce (Worksafe)

Department of Health (Health)

Department of Parks and Wildlife (DPaW)

Department of Fire & Emergency Services (DFES)

Department of Mines & Petroleum (DMP)

Department of Transport (DoT)

Main Roads WA (MRWA)

Public Information Reference Group (PIRG)

SEMC Secretariat

State Solicitor’s Office (SSO)

St John Ambulance (SJA)

Water Corporation

Western Australian Local Government Association (WALGA)

Western Australia Police


4

Special acknowledgement to the Shire of Bridgetown-Greenbushes and the Bridgetown-Greenbushes Local Emergency Management Committee (LEMC) who initially trialled the process.

CONTACT OFFICER

For copies of this guide, or to provide comment, contact:

John Lane

Coordinator Emergency Management Policy

Western Australian Local Government Association

[email protected]

AMENDMENT LIST

AMENDMENT DETAILS AMENDED BY

NO. DATE INITIALS

1 July 2015 Initial issue JL

2

3

4

5



5

1. INTRODUCTION

This document outlines best practice for the voluntary implementation of the All Hazards Evacuation Flagging process, using green reusable shopping bags to identify properties that have been evacuated by residents, in a community where evacuation has either been recommended or has been directed by the Controlling Agency during an emergency. The intention is to provide guidance for consistent application of evacuation flagging across Western Australia and to provide procedural guidance to local governments that intend to identify their local community as participants of the All hazards Evacuation Flagging process.

The concept was initially implemented for bushfires during the Southern bushfire season 2012-13 in the Shire of Bridgetown-Greenbushes. It has been the subject of a formal evaluation process and has now been approved for ongoing use within Western Australia, on a voluntary basis.

Evacuation flagging using ‘Green Bags’ has been authorised by the State Emergency Management Committee for application in all hazards and where an evacuation has been advised by the relevant Hazard Management Agency. Evacuation flagging is only for use during the response phase, as an aid to the agency having carriage of the evacuation process in the field. The responsibility for the evacuation of a community rests with the Incident Controller. WA Police, DFES’ State Emergency Service (SES) and/or other agencies may assist the Controlling Agency with an evacuation (i.e. as a Combat Agency).

Whilst, in time, it is anticipated that evacuation flagging will become well known and normal practice across the State, in the interim, reminders for the use of flagging in any incident occurring in the selected local government areas, should be included in public messaging on the recommendation of an Incident Controller or their appointed “evacuation commander”. WA Police and/or other agencies supporting the response should raise the possibility of such a reminder at the earliest opportunity where this might benefit evacuation expediency.

It should be noted that other communities may hear about Evacuation Flagging and residents of another community may spontaneously choose to flag their property if they have left. Should this occur, Incident Controllers will the need to decide whether to ignore the flagging or not.

2. OPERATIONAL GUIDELINES

2.1 STANDARDISATION OF ITEMS TO BE USED AS EVACUATION FLAGS

‘Green Bags’ are the only acceptable methods of flagging a property as vacated. A local government wishing to engage in the evacuation flagging process must ensure that the community have been supplied or can easily obtain a supply of green bags. (Refer Evacuation Flagging brochure at annex A).

‘GREEN BAGS’ – these are produced and sold for general use by retail outlets as reusable shopping bags. There is also the potential to arrange specially printed bags as a marketing tool in your local area, which may be printed with emergency relevant information (i.e.


6

DFES’s website address, local radio frequency, local government information and branding and/or other sources of bushfire safety information or instructions for the bag’s use during an emergency).

Figure 1 – Green bag used to indicate that a property has been evacuated.

Where green bags are not available within the local area, there are numerous websites offering non-branded green shopping bags for order. www.greenbagsdirect.com.au/ www.shoppingbagswholesale.com.au. As examples only. Bags are available at low cost from a variety of suppliers.

2.2 WHEN SHOULD RESIDENTS USE AN EVACUATION FLAG

Residents are to be asked to leave their evacuation flag (Green bag) outside their property as they are evacuating, following a ‘watch and act’ emergency warning or other message recommending evacuation of a community. This should only be done when residents are sure there is no-one remaining to actively defend the property. The green bag will indicate to emergency responders that the property owner/occupier has chosen to leave to a safer place. Residents should only do this if there is sufficient time to do so without causing delay to their departure, and this will be emphasised in the emergency messaging. In all circumstances, it remains a resident’s choice to mark their property if they evacuate, not an obligation.

2.3 WHERE TO SITE THE EVACUATION FLAG

In an emergency, residents are to place their evacuation flag (Green Bag) at the boundary of their property that is in a clearly visible position. This may be at the end of a driveway or any other location that clearly distinguishes between a property and its neighbour(s). If there is any doubt about a property flag, the property will be treated by emergency services as unmarked.

The ‘Green Bag’ should be weighted down appropriately, with anything easily to hand, such as a rock, brick or water bottle. Alternatively it may be tied to a gate or fence, or looped over a rural house number or post box.

http://www.greenbagsdirect.com.au/

http://www.shoppingbagswholesale.com.au/


7

Figure 2 – example of how green bag should be positioned

2.4 COMMUNICATING WITH THE PUBLIC

The local government is required to prepare their community in advance of the bushfire or cyclone season. This includes re-enforcing the evacuation flagging message.

The community of the participating local government area should receive information about the use of evacuation flags in an emergency as part of their local emergency preparedness information ahead of the relevant season.

2.5 LOCAL MEDIA CAMPAIGN

A local media and marketing campaign must be established relevant to each participating local government area, and is to include multiple communication methods, e.g. local media releases, community meetings and events, posters and brochures. This will include instructions to residents for how to use the ‘Green Bags’ in an emergency, and identify which local retail outlets customarily stock them.

Local Governments are also encouraged to engage with the local outlets as they may be able to assist with promotion, through the display of posters and brochure distribution at the point of sale, e.g. the “Green Means I’ve Gone” poster and the “Frequently asked questions” brochure.

During an incident, the Controlling Agency for the hazard (DFES, DPaW or the Local Government etc.) may, at the request of the Incident Controller, include a suitable request (i.e. reminder) to the public to assist emergency responders by marking their properties with a ‘Green Bag’ when evacuating. More detailed information of the use of flagging may be included in broader community information during the incident, should this be practicable.

Suitable wording for inclusion in emergency warnings has been endorsed by the Interagency Bushfire Management Committee and trialled in Phase One, i.e. the addition under the heading ‘What to Do’ of a final bullet point:

“People in the [Shire/City/Town of XXXX] that decide to leave are to place a green bag on their mail box or gate to advise fire fighters that they have left”.

Remember, however, that all public information must be authorised by the Incident Controller (or as formally delegated).

2.6 SECURITY OF THE EVACUATED AREA


8

The Incident Controller is responsible for considering the security of the evacuated area; hence, wherever practicable, a security presence should be maintained.

It is likely that WA Police will be asked to assist with security patrols until such time as the impact of the hazard is imminent and officer safety would be compromised. This request is subject to an appropriate risk assessment of such tasking.

All personnel asked to perform duties within an evacuated area should be briefed about what to do if the circumstances change and they need to effect an immediate withdrawal.

It is worth noting that anyone seen moving a flag from a previously marked property or seen entering a marked evacuated property, would be of concern, and should be investigated by police officers on scene, if practicable under the circumstances.

2.7 USING THE CONCEPT OF FLAGGED PROPERTIES

The rationale for residents flagging their evacuated properties to assist emergency responders, is to reduce the time taken to door knock, by prioritising visits to un-flagged properties.

If residents are under imminent threat of a rapidly approaching hazard, and where door to door emergency warnings are requested by an Incident Controller (or their appointed evacuation commander), emergency responders should first call on those properties NOT marked. This is to ensure that the available resources can provide the maximum good in the minimum time, and prioritise attendance at those residents who may not have received any warnings by other means, who may need assistance to be able to leave, and/or are considering whether to stay and defend.

If there is any ambiguity about whether a property is marked, for example, where a flag (Green Bag) is not obviously sited for a specific property, then the assumption should be that the property is NOT flagged and that property should be visited.

It is recommended that personnel conducting door to door visits should be provided with a list of (or a map showing) all properties in the street(s) they are evacuating so they endeavour to include every property (in some localities this is less obvious than others). Those marked with an evacuation flag by residents should be recorded as far as practicable in the circumstances.

If time permits, properties that have been flagged as evacuated by residents should be visited for confirmatory purposes.

2.8 OTHER CONSIDERATIONS

In order to make a decision to evacuate, regardless of whether they choose to mark their property as they leave, residents need to have an awareness of the possible impact of a hazard. Residents may be informed by emergency messages/warnings or through a number of mechanisms initiated by the controlling agency for the hazard.

Residents can therefore be requested to use (or be reminded about) the option of evacuation flagging as part of this messaging. Residents may also decide to flag their property should they decide to self-evacuate based on informal awareness of a hazard or general media reporting.


9

The number of properties targeted for evacuation that are seen to be marked with evacuation flags (Green Bags), could be an indication of how effective public messaging has been, and/or how diligently the community has engaged in aspects of bushfire response.

It should be made clear to residents throughout the implementation of the Evacuation Flagging concept that should they remain on their properties, as inferred by the absence of a flag, they cannot rely on emergency responders to individually warn them of the need to evacuate. The responsibility for situation awareness rests with the individual. This is not an issue specific to the flagging concept but a general misconception that can occur where residents protect in place.

The community and emergency response agency personnel within the participating Local Government areas will be requested to contribute to an ongoing evaluation process of evacuation flagging system.

3. PROCESS FOR ADVISING STATE EMERGENCY MANAGEMENT

COMMITTEE

3.1 STATEMENT OF INTENT

If a local government area decides that all or part of their community would benefit from the implementation of the Evacuation Flagging process, the relevant District Emergency Management Committee (DEMC) and the SEMC are to be notified. This notification process will ensure that relevant authorities are advised, including Hazard Management Agencies who will ensure that the incident controller is aware of the specifics where evacuation flagging has been approved to aid community evacuation during an emergency event.

Evacuation Flagging will not suit all communities and a thorough risk assessment is advised, when considering the program for the local community. Sections of the community that are traditionally high risk with limited ingress and egress, and communities with large populations of residents with special needs that traditionally challenge response agencies are best suited to evacuation flagging. These areas must be clearly definable through Geospatial Information System (GIS) mapping.

At the local level, a local government wishing to implement the evacuation flagging program must initially consult relevant response agencies (e.g. DFES, DPaW and WA Police) at the regional or district level to ensure that the area of the local government district proposed is both suitable and acceptable. Consideration should also be given to discussions with the local Bush Fire Advisory Committee (BFAC).

3.2 PROCESS DIAGRAM

The process diagram (annex B) outlines a dual path process for notifying relevant authorities of an All Hazards Evacuation Flagging program. During the Evacuation Flagging trial process a number of local governments participated in a supervised trial and provided evidence of community acceptance. The process diagram allows for these local governments to fast track implementation (as they have already undertaken a risk assessment), and proceed direct to notifying the relevant DEMC and SEMC.


10

Local governments who have yet to commence community consultation, or have recently made a decision to adopt the program must follow the path outlined in this document.

3.3 INITIAL PROCESS - LOCAL GOVERNMENT REQUIREMENT

The local government, through the LEMC, is to undertake a threat assessment of a sub- division or locality being considered for evacuation flagging, giving due consideration for the community at risk including:

The level of risk that the hazard/s may pose to human life, the threat assessment should be documented for presentation during the local consultation process;

The general dimensions of the community (i.e. is the area under consideration able to be sufficiently defined?); and

Evaluation of the ingress and egress routes available to the community of interest for safe evacuation.

The local government must canvass its community to gauge their willingness to become actively involved and embrace the concept of evacuation flagging.

There are various methods widely used by local governments to engage with their community. It is suggested that the local government’s preferred community engagement method be used in this instance supported by the Community Education Pack.

Community engagement methods may include:

Community newsletters

Community newspaper articles;

Door-to-door surveys

Shire website

The local government should engage the District Manager DFES, the DEMC and WA Police in the process to ensure the area proposed is suitable for evacuation flagging and to ensure that all agencies are involved at the outset.

The local government must download an All Hazards Evacuation Flagging Community Education package from the SEMC website consisting of:

this All Hazards Evacuation Flagging Guide document;

All Hazards Evacuation Flagging Community Education Pack.

The local government should provide the identified community with information and supporting material following the requirements set out in this document.

3.4 NOTIFICATION PROCESS – FOR INITIAL ADOPTION OF THE PROCESS

Providing the local government has completed the initial process outlined in Section 3.3 and is satisfied that a majority of residents within the target community have embraced the concept of evacuation flagging, the local government is then to notify the DEMC, who will in turn notify the SEMC (refer annex B). This is to be done by submitting a letter to the DEMC,


11

which is to be accompanied by a report outlining the process that has been undertaken at the community level and the local and district consultation processes.

The report should also provide key information, including a detailed map of the area subject to the program, clearly identifying individual lots and clearly defined boundaries.

As evacuation flagging is an all hazard program, the local government must be prepared to provide sufficient GIS data upon request by the relevant Hazard Management Agency or Controlling Agency e.g. DFES, DPaW, WA Police etc., at the time of notification to the DEMC. This will be guided by the hazard/s identified as most likely to impact on the flagging area.

3.5 NOTIFICATION PROCESS – FOR LOCAL GOVERNMENTS WHO HAVE PARTICIPATED IN THE INITIAL TRIALS

Where a local government has participated in and completed an official Evacuation Flagging trial, and considers the trial area and community acceptance of the program warrants its continuance, the local government will not be required to undertake another trial.

The local government is to provide a covering letter, signed by the Chief Executive Officer, signifying the local government’s intent to adopt the All Hazards Evacuation Flagging program for their local government area, and request that the DEMC forward the letter and report to the SEMC for noting. This letter is to be addressed to:

The Executive Officer

District Emergency Management Committee (Local committee address)

The report is to outline the process undertaken by the local government during the trial and is to include:

Risk identification and analysis (i.e. LEMC input)

At risk community consultation

Relevant area maps

3.6 DEMC RESPONSIBILITIES

The Executive Officer of the DEMC will schedule for the letter of intent and the report from the local government to be tabled at the next scheduled meeting of the DEMC. The DEMC will note the proposal of the local government.

The Executive Officer of the DEMC will forward the letter of intent and report from the local government to the Executive Officer of the SEMC for noting by the next scheduled meeting of the SEMC.

Once the DEMC is notified by the SEMC that the report has been noted, the Executive Officer of the DEMC will notify the local government of the outcome.

3.7 SEMC SECRETARIAT RESPONSIBILITIES

Upon receipt of the documentation from Executive Officer of the DEMC, the Executive Officer of the SEMC will schedule the documents to be tabled for noting at the next scheduled meeting of the SEMC.


12

The Executive Officer of the SEMC will advise the Executive Officer of the DEMC of the outcome of the relevant agenda item following the SEMC meeting.

3.8 ACTIONS OF THE LOCAL GOVERNMENT FOLLOWING NOTIFICATION

Following receipt of advice from the Executive Officer of the DEMC that the adoption of the Evacuation Flagging System has been noted, the local government is to notify the relevant Hazard Management or Controlling Agencies e.g. DFES, DPaW, WA Police of the implementation of the system and provide to each agency with the following:

a) Area description and clearly defined boundaries

b) Number of residential properties within the flagging area and percentage of resident involvement

c) Any maps, spacial data or other information as required by the agencies.

3.9 WITHDRAWING FROM THE EVACUATION FLAGGING PROCESS.

A local government may withdraw from the Evacuation Flagging process at any time during the notification process by formal notification in writing to the Executive Officer of the DEMC. The DEMC will in turn advise the SEMC if relevant.

A local government can withdraw an area already using the Evacuation Flagging System, in writing to the DEMC. The DEMC will in turn notify the SEMC.

Once the letter of intention to withdraw from the program has been tabled and noted at the DEMC, the local government will formally advise the following groups and agencies:

DFES Regional Manager

DPaW Regional Manager

WA Police (local)

The DEMC(Executive Officer for the area)

The affected community

13

ANNEX A: EVACUATION FLAGGING BROCHURE

All Hazards Evacuation Flagging Guide 14

ANNEX A (CONT): EVACUATION FLAGGING BROCHURE (OVERLEAF)

All Hazards Evacuation Flagging Guide 15

ANNEX B: PROCESS DIAGRAM

Green means I’ve gone

GREEN MEANS I’VE GONE

WHERE TO GET A GREEN BAG

The [INSERT NAME HERE] has limited supplies of free woven Green Bags at its offices at [INSERT ADDRESS HERE], simply purchase at your local supermarket. You may already have one at home.

In a major emergency, you might be asked or choose to evacuate your property. You can alert emergency services that you have chosen to leave for a safer place by leaving a weighted-down green bag at the front of your driveway

The green bag indicates to authorities that you know about the emergency and have already evacuated. They can then prioritise checks at other, non-flagged, properties, potentially saving time and lives.

INSERT LGA LOGO

HERE

2015 Green Bags A3 Poster (August 2015 Revision)(1).indd 1 2/11/2015 3:33:25 PM

POSTER

This page has been left blank intentionally.

For more information about what to do when warnings are issued visit:

INSERT MAP OF LGA OR SECTION OF LGA

USING GREEN BAG SYSTEM AREA

HERE

ADVICEA fire has started, but there is no immediate danger. Stay alert and monitor your surroundings. Issued at 11aam & 4pm unless the situation changes.

ALL CLEARThe danger has passed but you need to remain vigilant in case the situation changes.

EMERGENCY WARNINGYou are in immediate danger and need to act immediately to survive. Leave for a safer place if the way is clear. If you haven’t prepared your home, your safest option is to leave.Updated every hour, unless the situation changes.

WATCH & ACTA fire is approaching and conditions are changing. Put your bushfire survival plan into action. Either leave for a safer place, or– if you’re well prepared get ready to actively defend your home. Updated every two hours, unless the situation changes.

GREEN BAG EVACUATION FLAGGING IN XXX [INSERT NAME OF LOCAL GOVERNMENT AREA]

GREEN MEANS I’VE GONE

FOR MORE INFORMATION ABOUT GREEN BAG

FLAGGING VISIT: http://semc.wa.gov.au/

publicationsandresources/

BUSHFIRE WARNING LEVELS

For more information about what to do when warnings are issued visit:

WWW.DFES.WA.GOV.AU

In a major emergency, you might be requested or choose to evacuate your property. You can alert emergency services that you have chosen to leave for a safer place by leaving a weighted down green bag at the front of your driveway.

2015 Green Bags Brochure 2 November 2015.indd 1 2/11/2015 2:18:59 PM

BROCHURE

http://semc.wa.gov.au/publicationsandresources/

http://semc.wa.gov.au/publicationsandresources/

Green Bag fl gging is supported by the State Government’s State Emergency Management Committee (SEMC).

Q: What is Green Bag flagging?

A: Displaying a green bag at the front of your property during an emergency indicates to the authorities that you’ve already self-evacuated (Green means I’ve gone). This allows Police or other emergency authorities to prioritise checking on other properties where no green bag is displayed, thus saving time and potential lives. This system is particularly effective in semi-rural areas and has been used successfully overseas.

Q: When should I use a green bag?

A: Use a green bag as a flagging device when you’re self-evacuating and when you are confident no other people remain at the property. You should only use the green bag flagging system when you have enough time to do so. Your life comes first.

Q: Where can I get a green bag?

A: You can purchase green bags from most supermarkets. There are also a limited number of green bags available from your Local Government office.

Q: Where should I put the green bag when I leave?

A: Put the green bag at the front of your driveway, where it can be clearly seen from the road. Weigh it down with a heavy item such as a rock or brick. Alternatively, tie it to a gate, letterbox or fencepost.

Q: If I evacuate, will my possessions be safe?

A: Emergency responders will be working in and around the area and it is likely anyone entering a marked property will be noticed and investigated. If time allows, lock your property when you leave.

Q: Why do we need this system?

A: Time is critical for successful evacuations in fast moving emergencies. Property-by-property checks by emergency authorities are time consuming, so the green flagging system allows them to move faster through an affected area. This could save lives! If the emergency authorities are confident you’ve left for a safer place, they can check other properties first.

Q: Should I wait until I’m told to evacuate?

A: During an emergency, the safest option is to evacuate early. Leaving at the last minute could be deadly. Take advice from emergency services personnel, and keep up-to-date by checking information from a range of sources.

Q: What if I’m disabled or have limited mobility and need to evacuate?

A: If you are disabled or unable to move easily, contact WA Police on 131 444 as soon as possible to let them know your circumstances. They will provide advice on what to do.

Q: Could they blow away or be burnt?

A: This is always a risk, but any flagging objects are subject to these issues. If the bags blow away or are damaged, the property will be checked as if it had not been flagged at all.

Q: How can I stay up-to-date during an emergency?

A: During an emergency, the Department of Fire and Emergency Services issues alerts and warnings through a variety of sources including:

• www.dfes.wa.gov.au• 13 DFES (13 3337) Emergency Information Line• ABC and 6PR radio• Follow DFES on Twitter

2015 Green Bags Brochure 2 November 2015.indd 2 2/11/2015 2:18:59 PM

BROCHURE


11.4 Corporate and Community Services 11.4.2 BUSH FIRE ADVISORY COMMITTEE MEETING MINUTES

– 18 MAY 2016

Attachment 1 – Unconfirmed Bush Fire Advisory Committee meeting minutes and attachments – 18 May 2016

Augusta Margaret River Bush Fire Advisory Committee Meeting

Minutes

For the meeting held Wednesday 18 May 2016

Council Chambers 66 Allnutt Terrace, Augusta

Commencing at 6.00pm

Augusta Margaret River Bush Fire Advisory Committee Meeting Minutes: 18 May 2016

Notice of Meeting

Please be advised that a meeting of the Augusta Margaret River Bushfire Advisory Committee will be held on 17 August 2016 in Council Chambers, 41 Wallcliffe Road, Margaret River commencing at 6.00pm. This meeting is open to members of the public. If you are unable to attend the meeting, please contact Hannah Waters, Executive Assistant Corporate and Community Services. Contact Number: 9780 5638 Email Address: [email protected]


TABLE OF CONTENTS AGENDA SUBJECT LISTING Notice of meeting Order of business 1.0 Declaration of opening

2.0 Attendance / Apologies / Non-attendance

2.1 Attendance 2.2 Apologies 2.3 Non-attendance

3.0 Question time for the public

4.0 Disclosure of members’ interests

5.0 Confirmation of minutes of previous meeting 5.1 Bush Fire Advisory Committee Minutes: 17 February 2016

6.0 Business arising from previous minutes 6.1 Action List 6.2 Formation of a steering committee to discuss the transition of Volunteer

Bush Fire Brigades from local government management to DFES management

7.0 Reports from Shire Officers and Delegates 7.1 Chief Bush Fire Control Officer 7.2 Deputy Chief Bush Fire Control Officer 7.3 Shire Fire Control Officers 7.4 Community Emergency Services Manager / Shire Training Officer 7.5 Shire Executive Officer / Representative 7.6 Department of Fire and Emergency Services 7.7 Volunteer Fire and Rescue Service 7.8 Bushfire Ready Facilitators Report 7.9 Department of Parks and Wildlife 7.10 State Emergency Services

8.0 General business

8.1 Fire Control Officer Nomination – Diane Holland 8.2 Formation of a steering committee to discuss the transition of Volunteer

Bush Fire Brigades from local government management to DFES management

8.3 Waroona Debrief Action Items – Danny Mosconi 8.4 Nominate a sub-committee to consider the Firebreak and Fuel Hazard

Reduction Notice for 2016-17 – David Holland

9.0 Matters for which the meeting may be closed (Confidential Items)

10.0 Closure of meeting


1.0 Declaration of opening

The meeting was declared open at 6.04pm. The Chairperson welcomed everyone and a minute silence was held in recognition of service for Betty Dyer, from Wallcliffe Brigade Paul Matthews from Karridale Brigade and John Rogers from Witchcliffe Brigade who are sadly no longer with us.

2 Attendance / Apologies / Non-attendance 2.1 Attendance Committee Members

David Holland : Chief Bush Fire Control Officer / Chairperson Brett Trunfull : Deputy Chief Bush Fire Control Officer / Deputy

Chairperson Diane Holland : Witchcliffe Bush Fire Brigade Andrew Newnham : Rosa Brook Bush Fire Brigade (Proxy) John Matten : Molloy Island Volunteer Bush Fire Brigade Bob Baker : Wallcliffe Bush Fire Brigade Simon Hanson : Karridale Bush Fire Brigade Scott Hamilton : Kudardup Bush Fire Brigade (Proxy) Ray Gilchrist : Alexandra Bridge Volunteer Bush Fire Brigade Peter Delfs : Gracetown Bush Fire Brigade Peter Brindley : East Augusta Bush Fire Brigade Cr Ian Earl : Shire President – 6.21pm Andy McFarlane : Cowaramup Bush Fire Brigade – 6.21pm Council Staff Members

Nathan Hall : Community Emergency Services Manager Chris Lloyd : Bushfire Risk Planning Coordinator Hannah Waters : Minute Secretary Annie Riordan : Director Corporate and Community Services Observers Danny Mosconi : DFES Jeremy Friend : DPaW Georgina Thiele : Bush Fire Ready Coordinator/South

2.2 Apologies Keith Scott : Rosa Brook Bush Fire Brigade Gordon Temby : Bush Fire Ready Coordinator/North Cr Peter Lane : Councillor Michael Molyneux : Coordinator Ranger Services Martin Deckers : Kudardup Bush Fire Brigade Jeff Bushby : Margaret River Fire and Rescue

2.3 Non Attendance N/A

3.0 Question time for the public Nil

4.0 Disclosure of members’ interest Nil

5.0 Confirmation of minutes of previous meeting 5.1 Bush Fire Advisory Committee Meeting Minutes: 17 February 2016

Clarification of 17 February 2016 BFAC Minutes Cr Lane has requested some changes to the draft minutes distributed following the 17 February 2016 meeting relating to agenda item 8.2. The request included a wording change to the motion and a note that John Carter didn’t speak against the motion. John was asked to provide clarification on some points that were made during discussion on the matter of the pines, including the timing of the pine harvesting and


also that the WA Government will direct the FPC and P&W on any change as to the future management of the pines.

RECOMMENDATION That the unconfirmed minutes of the Bush Fire Advisory Committee Meeting held 17 February 2016 be confirmed with the following amendments:

1. The motion in agenda item 8.2 be changed to read, “That the BFAC recommend Council write to the appropriate Minister advising that the Bramley Pine Plantations pose a high fire risk and request that pines not be re-planted so as to minimise future risk”.

2. In relation to agenda item 8.2, John Carter did not speak against the motion. Moved: John Matten Seconded: Bob Baker

Carried: All The Chairperson suspended Standing Orders at 6.09pm to advise that:

1. Item 6.2 Formation of a steering committee to discuss the transition of Volunteer Bush Fire Brigades from local government management to DFES management will be moved down the agenda to be discussed as Item 8.2 in General Business;

2. Item 8.3 Presentation: Critical Infrastructure Structural Protection Trailer (CRISP) listed on the agenda will be replaced with a review of the Waroona Post Incident Analysis Debrief Action Items. The CRISP presentation will be moved to an alternate meeting; and

3. An additional item will be added to the agenda under General Business which will be: Item 8.4 Nomination of a sub-committee to consider the Firebreak and Fuel Hazard Reduction Notice for 2016-17.

Standing orders were reinstated at 6.11pm


6.0 Matters arising from previous minutes

6.1 Action List

Date Action item Action update Status Actioning officer 21/05/14 CBFCO to create 1 training session with correct

procedures for distribution to brigades. As part of a long term plan, time permitting a set of 8 procedures will be created for different skills and drills training for distribution to the brigades

20/08/14 – Training session included in Agenda. 19/11/2014 – Thanks to R Dilkes for work on radio training drill. Next to be prepared Burn Over Drill to include First Aid. Refer Manage Injuries on DFES calendar. 20/5/2015 Burnover Drill completed, thanks to Kirsten Jackson, Gordon Temby and Diane Holland. There will likely be two next time on Pumping and Maps. 19/8/2015 – Pump operations completed. Maps still to be completed and possibly wet weather training activities. 18/11/2015 Two new training manuals forwarded to Brigade secretaries. 17/02/16 - This item is still ongoing. 18/5/16 – Two copies provided in folders. One for the Training Officer and once to be left at the station. Additional information can be added to the file as required. Behind the training manuals is all the information for the new pathways – How to run through the new E Academy.

Completed CBFCO

19/11/2014 Waterpoints for 12.2 19/11/2014 – Brigades to forward to CBFCO all waterpoints available for the 12.2 to fill up. 18/2/2015 – when collated this information

Ongoing Brigades


should be shared with Busselton. 20/5/2015 – No feedback received as yet. 19/8/2015 – No feedback – Molloy forwarded to CESM. 18/11/2015 – Rosabrook, Molloy and Witchcliffe have provided – still waiting on remaining Brigades. 17/2/16 - Received from East Augusta. Outstanding lists to be forwarded to David. 18/5/16 – Molloy Island advised that the information has been sent three times. Chairperson has requested that the information be forwarded to him directly.

CESM

19/8/2015 Volunteer membership numbers 19/8/2015 – Brigades to check all members and advise CESM. CESM will forward his current list.

17/2/16 - Fantastic response from the brigades. Information compiled but need to formalise and send to the brigades for approval. This is a work in progress.

18/5/16 – Just about ready to hand all of the reviewed training lists to DFES. If the brigades can review and return within the requested timeframe it would be appreciated. Service medals and training records can then be updated and matched. Thank you for your input so far.

Ongoing CESM/Brigades

19/8/2015 Road verge maintenance 19/8/2015 – Brigades to advise either CBFCO. DBFCO or CESM of any road verges that will require maintenance next year.

Ongoing but will be removed from the Action List

Brigades


17/2/16 – A number of brigades provided list, thank you. The list has been closed for this financial year. Now accepting submission from brigades for the 2016-17 financial year. Information required by February/March 2016. 18/5/16 – A list of roads for the mulcher to attend can be created. This item is ongoing however it can now be removed from the action list.

17/2/2016 CESM to clarify if the suggested actions relating to the responsibility for Fire Water Tanks for implementation at the commencement of the 2016-17 financial year have been approved by Council.

18/2/16 – On the 9 December 2015 Council received the minutes for the BFAC meeting held on the 18 November 2015 however the final recommendation (OM2015/270) didn’t specifically request Council note the actions listed commencing at the start of the 2016-17 financial year. Information to be resubmitted with BFAC report to Council. 18/5/16 – Council will now maintain. CESM to set up an annual maintenance program in addition to urgent repairs. Brigades can check if they wish and can forward any comments to CESM post 1 July 2016. Brigades to fill tank following private burns.

Completed

17/2/16 Delegates to distribute the Draft Dry Cleaning Procedure to their brigades for discussion and provide feedback at the next BFAC meeting.

18/5/16 – Dry Cleaning will be available if required.

Completed Brigades

17/2/16 Delegates and brigades to provide feedback to CESM about the draft training calendar ASAP.

18/5/16 – Calendar has been fixed and distributed.

Completed Brigades

18/5/16 If your brigade has an existing list of questions or concerns about the proposed new management options please email them through to David Holland (the sub-committee Chairperson) prior to the 1 June 2016.

Brigades


6.2 Formation of a steering committee to discuss the transition of Volunteer Bush Fire Brigades from local government management to DFES management To be discussed as Item 8.2 in General Business.

7.0 Reports from Shire Officers and Delegates

7.1 Chief Bush Fire Control Officer • The past three months has seen an average number of incidents for this

time of year. There has been a number of escaped fuel reduction burns from private properties that have caused the areas Brigade to be called out. We need to emphasise to permit holders that they must monitor their burn until it is safe

• We commenced our ‘Restricted Burn Period’ on March 1st but did not issue any Permits to Burn until Tuesday morning 29th March. This allowed landowners to do their small one cubic meter burn after 1800 hours without the need for a Permit, while we still maintained control over the larger burns. My thanks to all of the FCO’s for their cooperation during this trial. I am not aware of any issues having arisen from the cubic meter burns so I would suggest that we continue the process of opening the season on the due date and then monitoring the weather before allowing permits to be issued

• I was asked to take part in the Office of Bushfire Risk Managements (OBRM) Permit to Burn review. I attended the first meeting on Thursday 28th of April in Boyup Brook with representatives from Kojonup, Porongurup, Corrigin, Waroona and Manjimup. The strong view of the committee is that Local Government should be able to impose its own local laws on the Permit which suit their local conditions. There will be further meetings to continue the review as time permits and I will circulate the minutes of each meeting as they become available

• We continue to meet with the Shires Bush Fire Risk Management Committee. A request has come from this committee asking the Brigades to advise the Shire of roads verges which could do with some attention from the Groomer. If you know of a road in your area that could do with a prune, please let Nathan know

• My thanks to the Brigades that helped DPaW and the Shire with a couple of prescribed burns around Margaret River last month. Unfortunately it would seem that the burning season has come to an abrupt end with the wet weather and this has meant that the burns around Augusta will be postponed

• I attended a meeting with DFES and the CBFCO’s from our region in March where we discussed the Waroona incidents. We were able to collate the feedback from all of the Brigades that were deployed to these incidents and this was then passed on to the Waroona Special Inquiry. I am not sure when the Enquiry will release its findings but until then, DFES and our Shire has started to implement some of the recommendations that our region discussed. These include things such as better identification of DFES officer’s vehicles and providing mechanical support to the staging area at any level 3 fire

• I have attended the Witchcliffe AGM and by the time you read this, I would have attended the Kudardup AGM and the Molloy Island AGM. I would love to have an invite to all of your AGM’s as they come up, it stops me from having to gate crash if I get an invite!

• There has been a lot of comment in the media recently about the Shire setting up a steering committee to look at the possibility of becoming managed by DFES. Can I please encourage you all to direct your questions or concerns to your brigades steering committee delegate, as they will have the correct information or at least know where to get it from if they do not know themselves

• Keep yourselves safe and thank you for your dedication and support

7.2 Deputy Chief Bush Fire Control Officer • Very little to report • Due to favorable conditions were able to open the season early.


Fully involved in the steering committee for the management options to achieve the desired outcome Thanks for AGM invites

7.3 Shire Fire Control Officers • It has been a busy summer period for Ranger services with an increase

demand on services of 27% on the previous summer period: o Properties Inspected – 3984 o Compliance rate – 95% o Warnings Issued – 132 o Infringements Issued – 72 o Section 33 Orders Issued – 18 o Contractors Engaged – 6

• A review of last season Fire break notice will be undertaken soon to ensure that the Shire is consistent with best practise and standards. I invite members to provide feedback to myself on any issues from last season which can be improved upon

• An internal review of inspection processes will be undertaken to identify areas for improvement, this will also include the proposed Bush Fire Management Plan currently being prepared with the view of inspections linking into this document

• Operationally, a review of procedures had led to the fire-fighting units in Ranger vehicles being removed as this is no longer seen as a core requirement due to the capabilities of the Shire’s VBFB. Shire Rangers will still be engaged in relation to bush fire incidents within the Shire mainly in a support and logistics role but are available to assist brigades with operational duties if required, upon request of the incident controller

• In addition to the above one of the fire units has been provided to staff at Davis Road tip to enable some capacity to manage the mulch pile which has flared up a few times last season

• Shire Rangers thank all volunteers for their efforts last season and look forward to continued good working relationships with all brigades and members

Molloy Island

• A quiet period with not much to report • Assisted in the Station Street fuel reduction burn • Introduced a newly trained FF to her first controlled burn • Three new members attended Intro to FF course • Molloy Island now has NBN and Telstra Mobile booster. Great

communications over the Island - Best comms in the district now Karridale

• Only one callout recently • Training every two weeks but attendance has eased off, end of fire season! • 2.4 has been working exceptionally well after service and repairs- thank you • A lot of discussion regard / opinions from members regarding BFB future in

AMRS Witchcliffe

• The Brigade once again had to turn out to the burning mulch pile at the Davis Road tip, three times in fact during March and April taking it to a total of five times since the first call on Boxing Day. Needless to say the members are getting a little tired of seeing that text message arrive on their phone

• We also had a grass paddock fire in Rocky Road when the landowner accidentally set fire to it with his cigarette butt

• The 12.2 also activated with a Witchcliffe crew to provide water to a fire in Carters Road

• Last month we assisted Rosa Brook with the fire in Bessell Road. • The VFRS Brigade attended the fire at the Margaret River Primary School


• Our brigade has attended two local events those being the Leeuwin Estate Concert and The Day in the Dust in Forest Grove

• We held our AGM on the 27th April and most positions remained the same. The changes include June Cunningham who is now our new BFB Training Officer and Georgie Stacey who has taken on our BFB Catering Officer position. The VFRS positions all remained unchanged

• The Brigade thanked and made a presentation to Nick Dornan at the AGM in honor of his 25 years of service to the Brigade as the Forest Grove FCO

• The Brigade endorsed a recommendation to go to this BFAC meeting for the Shire to appoint Larry Brennen into the Forest Grove FCO position

• Nathan Hall attended our AGM and presented 5 year Bush Fire Service medals to June Cunningham, Matt Holland and Michael Holland along with a 15 year National Service Medal to Richard Vos

• Training continues as usual with BFB on the first Friday of the month and VFRS every second Friday

Gracetown

• Continued good turnout for training each fortnight • Five Fire Permits were issued for the season • Thanks to DPAW for completing the burn of the Biljedup Reserve to the

north east of Gracetown • Getting ready to open up the Brush Cutting Tip once again so as to

encourage residents to prune back the vegetation on their blocks Wallcliffe

• Regular brigade training has been well attended and several members have completed various DFES courses

• The brigade attended several small fires since the last report, unfortunately several seemed suspicious. The fires were quickly extinguished with prompt callout and assistance from other brigades

• The 3.4 has received a significant service and overhaul • The 2.4 has had a deluge system installed and in cab breathing apparatus

Alexandra Bridge

• Our brigade has had a quiet three months • We assisted East Augusta brigade at the Augusta River Festival otherwise

no incidents • Our fortnightly trainings have been quite well attended • I have issued six burning permits • We have one new member undertaking firefighting training

Rosa Brook

• Rosa Brook has attended a number of fire’s both in and out of the district, with good quick turnouts to 000 calls

• Our truck has recently gone in for fitment of the new Burn over deluge system. Training has been conducted and we have got as many members as possible to see the system in action. Comments from members are they feeling a lot safer now, knowing there is one more line of defence. It has also been commented it will make washing the truck a lot easier on the way home from a fire! One negative comment however, the position of the re-breather’s in the rear seats have now made it very uncomfortable for taller people as they are right where they would normally have their feet, this could also lead to an increased risk of damage, particularly in the heat of the moment

• Regular training is still under way, and while numbers are declining as we head into winter, training sessions have been very beneficial to those who attend. The brigade has recently completed a few hazard reduction burns for land owners, which we have had good turnout to

• Unfortunately we had one fire recently a land owner lit ‘just for the fun of it’ this fire excepted and impacted neighbouring property, the brigade had to attend to this burn on 3 occasions as the land owner kept stocking it up. The


discussion has been had in the brigade that the fines for this reckless behaviour are too low, and more should be done to discourage people

• As of late, we have had a number of landowners conducting successful permit burn’s and overall the community is doing what they can to reduce fuel loads in the area. The community in Rosa Glen are particularly concerned about the DPaW bush on Rosa Brook / Glen Road with the increased traffic we now see on this road, due to it being used as a short cut. It’s now a matter of when not if it will turn into a fireball, which presents a lot of concern for the local community and so they are in full support for this bush to be burnt sooner than later. In particular neighbouring landowners wish to burn their bush adjacent to this, however are concerned to do this while there is such a large fuel load ‘across the fence’

Kudardup

• Kudardup continues to train on 1st and 3rd Thursday with good attendance • Shed extensions almost done, we now have a working toilet, kitchen and office

area. Just need to seal the floor • Have had our AGM, positions are mostly unchanged • Have 2 new pending members • Gordon Temby came to Karridale fire shed and demonstrated the shire support

trailer with brigade members from Kudardup, Karridale Molloy, East Augusta and Alex Bridge attending the training session

• Kudardup has raised more funds through donations, sausage sizzles, raffles and fuel reduction burns

• There have been two call outs since February: 1. Glenarty Road 2. Calkarri Estate

• In addition we have done two fuel reduction burns, Jane Rd shire reserve and Monti Rd (private property). Two more reserves to be burnt subject to weather

• 17 permits have been issued during the restricted season East Augusta

• Attended Teasdale fire in Pinjarra • Attended Augusta River Festival fireworks display • Held a training exercise with Alexandra Bridge at the site for the Scott River Ball.

At the night of the ball a volunteer was present with the HSV1 • WAERN radio problems were tracked back to the electronics in the beacons, this

problem has been rectified • Training continues on a fortnightly basis as are maintenance runs

Cowaramup

• Not a lot has happened since last meeting apart from a break in on Good Friday. There was damage to front door which was repaired quickly

• Looking at an alarm system to stop this happening again • Damage to roller door due to truck going out without door fully open which was

replaced last week • A few more new people at training who seem keen to put their hand up to help out • AGM to be held on the 29 June 2016 • Brigade members are applying for training courses • Training going well every Thursday and second Sunday of the month with good

attendance levels 7.4 Community Emergency Services Manager / Shire Training Officer

Prevention Planning – Bush Fire Management Plans

Since starting at the end of June I have provided advice to the Shire’s Planning Department on 58 Bushfire Management Plans at varying levels of their respective developments from initial risk assessments to the clearance of conditions imposed by the WA Planning Commission. Thank you to the brigades who have provided feedback on any of the reviews.


Community Education – Media Releases There have been several key media releases issued by the Shire in regards to bush fire mitigation works that have been undertaken as well as a free advert issued by the Shire promoting volunteering as part of the National Volunteer Week, 9 - 15 May 2016. The Chief BFCO, Deputy CBFCO and I attended an advanced media training refresher at the end of April to help hone our stills with dealing the media and to present reports. Mitigation Works Over the last few months I have been very busy trying to complete mitigation works within the small window of suitable weather. A big thank you to all volunteer crews and DFES staff who helped out at the hazard reduction burns along Clarke Rd and Railway Tce and the Kudardup brigade who managed to complete a burn off Green Hill Road. In February I was successful in obtaining grant funding from the National Bush Fire Mitigation Program which will see five reserves within the shire, from Cowaramup to Augusta, have new fire access trails (fire breaks) installed over the next week. This is coupled with the normal funding the Shire has for its mitigation works will see a good number of reserves available for hazard reduction burning in spring and next autumn. I still have the list of reserves that the brigades submitted as part of their wish list that I will review over winter and try to prioritise with the 2016/17 funding. Preparedness Training The Shire training calendar for 2016 is now in full swing. I am seeking nominations for courses so please get them in early. The Introduction to Fire Fighting course was successfully completed at Witchcliffe on the 30 April with 14 participants attending. Thank you to the volunteer trainers who help out with the course delivery.

There is a Bush Fire Fighting course being conducted at Wallcliffe on the 21-22 May and nominations are still open. I am pleased to announce that I have been able to obtain LGGS funding to provide 3 placed per brigade to complete the Provide First Aid training in 2016/17 and that trainers have been sourced to complete the two pump operator courses, limited numbers. Please see the Shire training calendar for all upcoming courses.

A trainers meeting was held on the 17 May at the Witchcliffe fire station. It would be great to have a representative from each brigade at each meeting so that information can be passed, ideas can be shared and any issues arising can be fed into the Regional Training Committee meetings which will normally be the week following our trainers meeting.

This first meeting was particularly important as we are now seeing the final stages of the new DFES eAcademy being completed. It will be important for brigades to understand the new training portal and how the Pathways program will work for your volunteers. As time permits I will try and arrange meetings with the brigades to go over the Pathways and eAcademy.

I will be attending the Safety Advisors Course and the Planning Officers course over the month of May in Perth.

Meetings

Significant meeting that I have attended since the February 2016 Committee Meeting include;

• DFES Regional Officers Meeting • Witchcliffe & Kudardup AGM’s


PPE Orders

The PPE orders for 2015/16 have been completed. There is a limited supply of PPE on hand at the Shire should members require urgent replacements, this includes a reasonable supply of replacement filters for the full face respirators. In keeping with the auditing and the Grant Scheme requirements please ensure that all PPE that is issued to members is recorded. State Storm Exercise On the 29 April I attended the State Storm Exercise which included areas within the Shire of Augusta Margaret River. Whilst the bush fire brigades are not responsible for storm damage operations it was noted that in the exercise bush fire brigades were called upon as resonance units, so like the SES assisting us in summer we may be called to assist the SES over the winter months. Local Government Grant Scheme (LGGS)

I am pleased to say that I was successful in increasing the Shire’s LGGS funding for 2016/17 from $176,000 to $215,000. Whilst a significant proportion of the increase has been attributed to insuring all our fire appliances from market value to replacement value, additional funning has been allocated to brigade operational expenses such as building maintenance, first aid kit servicing etc Response Since the February 2016 BFAC meeting the Shire’s brigades have responded 21 times. A breakdown of these brigade responses are attached to the report. (This does not include multiple responses to the same incident) Thank you to the brigades who have promptly provided their incident reports, can I please encourage all brigades to submit their reports as soon as possible following an incident to assist with,

• Local Government Grant Scheme (LGGS) applications • Insurance and incident reporting • Suspicious fire /Arsonist reporting

Recovery It has been four months now since the fires in the Shires of Waroona and Harvey and as things now wind down for winter it may be a good chance to check on your fellow volunteers and ask “Are you ok”??? It has been a busy summer and some members may just need a chat or some encouragement, this small statement can make a huge difference to how someone is feeling or working through the experiences this summer. Remember that there are peer support facilitators within the Shire and support programs available from both the Shire and DFES. Should any members require any additional support or information please contact the CBFCO or myself. Thank you for your support and assistance over the past year. Looking forward to next year.

7.5 Shire Executive Officer / Representative • Congratulations Nathan on twelve months with the Shire, fantastic to have you on

the team • Been advised that there will be additional funding from DFES for the Bushfire Risk

Management Coordinator for an additional 12 months

7.6 Department of Fire and Emergency Services • Well done to all brigades for being proactive regarding Hazard Reduction

Burning across the Shire. Of particular note was the joint DFES/Shire burn completed around the SES HQ on Clarke St. This is a pre-determined Incident Control Centre, so to ensure it is well protected from the impact of bushfire is essential. The burn also utilised and tested the capability of the new Critical Infrastructure Structural Protection trailer (CrISP). The trailer


was used to defend/protect a vulnerable property inside the burn area and reports back from those in the field advised it was extremely effective

• Over the past 12 months a group of volunteers and myself have been working to establish a new capability to assist with defending Critical Infrastructure / Structures during bushfires. This was a result of some work I was tasked with in Canada in 2014 and a subsequent Project Proposal. The Critical Infrastructure Structural Protection trailer (CrISP) is a cache of sprinklers, portable pumps, collar tanks and associated ancillary equipment which can be used to set up a wet line around identified infrastructure at a fire

• On 23rd July, ROAC was held in Nannup. Prior to this meeting, feedback from the Shire regarding the Waroona Fire Debrief was collated with the other 6 LGs from across the LSW and presented to the ROAC members as a consolidated document. VFRS Captains were also invited to attend. The group looked at what worked well, what could be improved and then agreed on "Recommendations" to address areas we could improve on.

• The most significant Recommendation to be identified was the need for maintenance/qualification training regarding the Sector Commander role:

o R1: CBFCOs and Captains to identify Sector Commanders within their brigades and assess capability. DFES and LG will work collaboratively to facilitate Sector Commander Courses where capability needs improving.

o For existing Sector Commanders, DFES and LG will work together to facilitate Sector Commander Refresher Courses before summer 2016/17. Course content may include:

• AIIMS refresher; Role & Responsibilities; Fatigue Management and Safety; Communication and Sitreps; IAPs and Map Reading; Span of Control; Situational Awareness; Briefing & Debriefing; Changeovers, etc.

• We will be working with all LGs before next summer to address the above, to ensure we continue to improve our capability to respond to bushfires;

• DFES facilitated the State Storm Exercise on 29th April. An ICC was established in Busselton with the Margaret River SES building being used as a Divisional Point. This was another great opportunity to test interagency procedures and build relationships across the region

• We are endeavouring to run some Winter Burning presentations across the Capes Region in the coming months. We are looking to run this session at Molloy Island in early winter and will be looking advertise soon to maximise community participation –Andy Thompson to work with Nathan. Getting the community come in and get involved.

• From the 1 June 2015 John Tilman will be Acting in the Superintendent role for Great Southern until the position is filled permanently. During this time I will be Acting Superintendent Lower South West.

• Andy Thompson will be on leave during June and July and Donna Virgo will be taking on his role and be in control of the practical winter burning in Molloy.

7.7 Volunteer Fire and Rescue Service

• Nil

7.8 Bushfire Ready Facilitators Report Bushfire Ready Facilitator – North

• The final brigade commitments to the Bushfire Ready display at the Saturday Farmers Markets in Margaret River was completed at the end of February. This display, incorporating the Brigade Support trailer with numerous display posters, maps and handouts was deemed a success by all who participated. Thanks to the 30 brigade members and 10 Bushfire Ready Volunteers who helped out with the display. A special thanks to the 24 Wallcliffe members for giving up their time. As mentioned in my February report a decision needs to be made before our August meeting as to whether this idea is to be used again for the next fire season. If this was to proceed I would only be interested in facilitating the concept if:


1. More brigades, especially the northern brigades of Gracetown, Cowaramup, Rosa Brook and Witchcliffe committed some of their members to help out with the display. It is only for two hours so is not a big ask if spread over the five brigades

2. The display once again to only be run fortnightly and from early October to mid-December

3. If there is major fire activating over the Christmas holiday period the display could be used to disseminate information and inform the public on a one off basis

• Please talk to your members and gauge their commitment for this idea before our next BFAC meeting. Contact me if you need more information or you feel you have members who may be able to help out

• Steph de Bruin, our DFES Community Engagement Officer, is also sourcing some more display boards for the trailer so brigades should feel free to borrow the trailer at any time if you are attending public events and want to reinforce the bushfire preparedness message. I also ask brigades to pass on the DFES Monthly themes to their members and to their communities whenever possible. All brigades should be receiving these monthly theme's, but if you are not please contact Steph on [email protected]

Bushfire Ready Facilitator – South

• Augusta Fire and Rescue continue to engage with the Augusta community and visitors to the region at the Augusta town markets

• Monthly themes disseminated from DFES Community Engagement office were forwarded to Street Coordinators and the southern Bushfire Brigades

7.9 Department of Parks and Wildlife

Fire Season 2015/16 • 69 bushfires attended by Parks and Wildlife Staff in the Blackwood District,

totalling approximately 442ha, 24 of these were within the Shire of Augusta Margaret River

• Blackwood crews/staff also attended 24 out of District bushfires • Thank you to all brigade members for their support and assistance

throughout the season

Prescribed Burning Autumn 2016 (As At 02/05/2016)



• Thank you to the Cowaramup BFB and Margaret River VFRS for their assistance at prescribed burns this autumn

• The 25ha completed in BWD_006 (Bramley) to the north of Margaret River went very well, and from all accounts there has been a very positive response from the community. This was a key cell for this prescribed burn, with the Bussell Highway forming the western boundary. Due to the limited verge space a single lane closure was put in place allowing for traffic to continue to flow, while making it safe for appliances to work along the road. The now allows us to undertake the next cell to the south with minimal impact on this major traffic route

• We will continue to invite brigades to assist with prescribed burning activities, as these provide the opportunity to further skills and knowledge, as well as strengthening relationships

7.10 State Emergency Services

N/A

8.0 General business 8.1 Fire Control Officer Nomination – Diane Holland

At the AGM Larry Brennen was nominated as the Fire Control Officer for the sub region of Forrest Grove following Nick Dornan’s retirement.

RECOMMENDATION That Larry Brennen of Witchcliffe Bush Fire Brigade be endorsed as the Fire Control Officer for the sub region of Forrest Grove Moved: Diane Holland Seconded: Brett Trunfull

Carried: All

8.2 Formation of a steering committee to discuss the transition of Volunteer Bush Fire Brigades from local government management to DFES management At the Ordinary Meeting of Council held 23 March 2016 Council supported the recommendation made by BFAC for the CEO to correspond with DFES, seeking support to establish a steering committee to consider preferred options should the local government (LG) and its Bush Fire Brigade volunteers consider transitioning from LG management to DFES management. In line with the recommendation the committee will consist of representatives from the Shire of Augusta Margaret River Bush Fire Brigades, Shire staff and DFES. As discussed at the BFAC meeting held 17 February 2016 each brigade was to nominate a representative for the committee to represent the brigade’s interests in addition to providing feedback and outcomes from the committee meetings to their brigade. The Chairperson called for the names of the brigades nominated representatives and their proxies as well as nominations for the positions of Chairperson and Deputy Chairperson. Nathan Hall was nominated as the Minute Secretary.

Brigade Representative Proxy Alexandra Bridge Tony Mostert Justin Todd Cowaramup Quinten Blunston Billy Pascoe East Augusta Peter Brindley Greg Chilcot Gracetown Peter Delfts Greg Crawford Karridale Simon Hanson Peter Warrilow Kudardup Scott Hamilton John Wilson Molloy Island John Matten Eileen Matten Rosa Brook Richard Moroney Keith Scott & Andrew

Newnham Wallcliffe Bob Baker David Kelly Witchcliffe Barbara Bootsma Diane Holland


The following candidate/s were nominated for the position of Chairperson: Brett Trunfull nominated David Holland. There were no additional nominations or opposition to the nomination. David Holland accepted the nomination. The following candidate/s were nominated for the position of Deputy Chairperson: David Holland nominated Brett Trunfull. There were no additional nominations or opposition to the nomination. Brett Trunfull accepted the nomination.

RECOMMENDATION That the Bush Fire Advisory Committee confirms the following representatives as the Steering Committee for the Future Management of the Volunteer Bush Fire Brigades.

Steering Committee For Future Volunteer Bush Fire Brigade Management

Representative Name/Title Proxy Name/Title

Organisation

Gary Evershed, Chief Executive Officer N/A Shire of Augusta Margaret River -

If desirous of attending Annie Riordan, Director Corporate and Community Services N/A Shire of Augusta Margaret River

David Holland, Chief Bush Fire Control Officer & Sub-Committee Chairperson

N/A Shire of Augusta Margaret River

Brett Trunfull, Deputy Bush Fire Control Officer & Sub-Committee Deputy Chairperson

N/A Shire of Augusta Margaret River

John Tillman, Superintendent Lower South West Region N/A Department of Fire and

Emergency Services Danny Mosconi, Districts Officer Capes Lower South West Region / Country Operations

N/A Department of Fire and Emergency Services

Tony Mostert Justin Todd Alexandra Bridge Volunteer Bush Fire Brigade

Quinten Blunston Billy Pascoe Cowaramup Volunteer Bush Fire Brigade

Peter Brindley Greg Chilcott East Augusta Volunteer Bush Fire Brigade

Peter Delfs Greg Crawford Gracetown Volunteer Bush Fire Brigade

Simon Hanson Peter Warrilow Karridale Volunteer Bush Fire Brigade

Scott Hamilton John Wilson Kudardup Volunteer Bush Fire Brigade

John Matten Eileen Matten Molloy Island Volunteer Bush Fire Brigade

Richard Moroney Keith Scott & Andrew Newnham

Rosa Brook Volunteer Bush Fire Brigade

Bob Baker David Kelly Wallcliffe Volunteer Bush Fire Brigade

Barbara Bootsma Diane Holland Witchcliffe Volunteer Bush Fire Brigade

Nathan Hall, Community Emergency Services Manager N/A Minute Secretary with no voting

rights


Moved: Simon Hanson Seconded: John Matten

Carried: All The BFAC were given a brief overview on the process the sub-committee will be following. The purpose of the steering committee is to come to a position about future brigade management, agreeable by the majority so it can be presented to the BFAC for review and discussion. Ultimately a recommendation relating to the future management will be submitted to Council for voting. There is no timeline or deadline to be met so a thorough investigation can be completed prior to making a recommendation. The first meeting will be a forum for the delegate (acting as a representative on behalf of their whole brigade) to bring brigade issues and concerns forward for discussion. The sub-committee is not a forum for individual views of the delegate. The committee will then openly and fairly go through the individual issues so responses can be collated and fed back to the brigades until a workable option can be agreed on. It is proposed that the initial meeting will take place at the Margaret River Council Chambers on 1 June 2016, starting at 6.00pm however the Chairperson and Minute Secretary will confirm the date, time, and location via email. The steering committee will hold closed meetings and communication and disclosure protocols will be set up. If your brigade has an existing list of questions or concerns about the proposed new management options please email them through to the Chairperson prior to the 1 June 2016 so that they can be collated. Several brigades may potentially have the same questions and concerns so these will all be dealt with at the same time.

8.3 Waroona Debrief Action Items – Danny Mosconi

On 23rd July, a Regional Operational Advisory Committee (ROAC) was held in Nannup. Prior to this meeting, feedback from the AMR Shire regarding the Waroona Fire Debrief was collated with the other 6 Local Governments from across the Lower South West and presented to the ROAC members as a consolidated document. Danny Mosconi provided the committee an overview of the post incident report including recommendations that have been generated.

WAROONA FIRE DEBRIEF – COMBINED LSW FEEDBACK Recommendations for Follow-up Action R1: CBFCOs and Captains to identify Sector Commanders within their brigades and assess capability. DFES and LG will work collaboratively to facilitate Sector Commander Courses where capability needs improving. For existing Sector Commanders, DFES and LG will work together to facilitate Sector Commander Refresher Courses before summer 2016/17. Course content may include: AIIMS refresher; Role & Responsibilities; Fatigue Management and Safety; Communication and Sitreps; IAPs and Map Reading; Span of Control; Situational Awareness; Briefing & Debriefing; Changeovers, etc. R2: DFES LSW and LGs to continue to facilitate Rural Urban Interface training prior to 2016/17 summer. This training to include both theory sessions and field operations. R3: DFES LSW and LGs to investigate purchasing Sector Commander magnetic identifiers. All DFES Managers / CBFCOs / FCOs / VFRS Primary appliances to have Ops / SC tabards. R4: DFES LSW has recently submitted a recommendation that all vehicles have two handheld radios. Other options for Sector Commanders include: 1) Where possible, use Fire Manager/CESM vehicle if available; 2) ICV carries 3 x VHF & 3 x UHF handhelds on constant charge; 3) DFES LSW Office carries 8 x VHF & 5 x UHF handheld radios at the office; and 4) DFES LSW Office obtain suitcase radios for regional deployment. R5: CBFCOs and Captains to identify training needs with WAERN radios and request WAERN


Basic course if not available. R6: DFES LSW to recommend that all Level 3 incidents include a DFES mechanic be mobilised to the Operations Point and that this should be reflected in SOP 2.1.2 – Mobilising R7: DFES LSW to communicate this information to DFES SW region and recommend an Emergency Response Plan be drafted for Alcoa (if not already). LSW BGUs to identify any high risk areas requiring an ERP. R8: As per Westplan Fire, all IMTs should include Local Knowledge where possible. R9: This incident was investigated as a part of an online Hazard Report. Recommendations were: “In this instance, the crew leader conducted a risk assessment prior to driving through the area. As soon as a road is impacted by fire and deemed unsafe, communication back to the Incident Management Team needs to occur advising of impact on roads to ensure dangerous roads are closed. Once this occurs, an alternate Operations Point or Staging Area on the southern end of the fire could be established further south well away from the fire ground.” R10: DFES, LG and DPaW investigate creating a Field IAP template which all agencies can use, is quick to produce and includes mapping, weather, a Communications Plan and a structure. R11: Where buses are used to transport crews to campaign incidents, LGs and DFES work together to identify a “Bus Coordinator” whose role will be acquire a suitable size bus, identify a suitable route to and from the Operations Point (in consultation with Operations), maintain a manifest of passengers and ensure refreshments are on board prior to departing. R12: DFES LSW to contact Fuel Card Administrator. R13: DFES LSW and LGs to investigate purchasing tyre deflators for off road appliances. R14: In November 2015, DFES LSW planned an Operations Point Field Exercise with the objectives of the exercise being: 1. identify requirements for establishing an Operations Point for a Level 2/3 incident; 2. work through the transition from a single vehicle Operations Point, to an established Operations Point conducive for managing a Level2/3 incident; 3. establish an appropriate Operations Section structure (including Unified Command); 4. challenge best physical layout when establishing an Operations Point; 5. establish appropriate liaison and reporting arrangements with all relevant persons and stakeholders; Unfortunately, due to the Esperance Fire in November the exercise was cancelled. Prior to the 2016/17 Bushfire Season “Exercise Commonage” will take place with all key agencies being invited. R15: DFES LSW recommends to DFES that all ICV crews have access to FESMaps and that the ICV capability continues to be communicated to all volunteer firefighters in LSW. R16: The Critical Infrastructure Structural Protection Trailer (CrISP) capability and use be communicated to all volunteers within LSW in addition to a state level briefing. R17: Region to obtain multiple copies of ESD’s for ICV R18: LSW Region or LGs to supply scribes with deployment of SC and Div Coms.

8.4 Nomination of a sub-committee to consider the Firebreak and Fuel Hazard Reduction Notice for 2016-17 – David Holland The annual Firebreak and Fuel Hazard Reduction Notice has been reviewed internally be the Shire resulting in significant changes. BFAC have once again been invited to


review the notice and provide comments/feedback. The current sub-committee consists of:

• Shire Ranger; • CBFCO; • DCBFCO; • Representative from the Sustainability Advisory Committee; • Diane Holland; • Keith Scott; and • Simon Hanson.

The Chairperson asked if there was anyone present who was not currently on the sub-committee that would like to be included. Andrew Newnham requested inclusion. Fuel loads and fire break size will be discussed.

RECOMMENDATION That the Bush Fire Advisory Committee confirm the following representatives as a sub-committee to consider the Firebreak and Fuel Hazard Reduction Notice for 2016-17: • Shire Ranger; • CBFCO; • DCBFCO; • Representative from the Sustainability Advisory Committee; • Diane Holland; • Keith Scott; • Simon Hanson; and • Andrew Newnham.

Moved: Peter Delfts Seconded: Bob Baker

Carried: All

9.0 Matters for which the meeting may be closed (Confidential Items) Nil

10.0 Closure of meeting The meeting was closed at 8.20pm


11.4 Corporate and Community Services 11.4.3 SPORT AND RECREATION ADVISORY COMMITTEE

MEETING MINUTES – 1 JUNE 2016

Attachment 1 – Sport and Recreation Advisory Committee Meeting Minutes – 1 June 2016

Sports and Recreation Advisory Committee Meeting

Minutes

For the meeting held Wednesday 1 June 2016

in the Mainbreak Shire Civic Centre

Wallcliffe Road Margaret River

Commencing at 7.00pm

Shire Of Augusta Margaret River Sports And Recreation Advisory Committee Meeting Minutes: 1 June 2016

Notice of Meeting

Please be advised that a meeting of the Augusta Margaret River Sport and Recreation Advisory Committee will be held on 3 August 2016 in Mainbreak Meeting Room, Shire Civic Centre, Margaret River commencing at 7.00pm This meeting is open to members of the public. If you are unable to attend the meeting, please contact Hannah Waters, Executive Assistant Corporate and Community Services. Contact Number: 9780 5638 Email Address: [email protected]


TABLE OF CONTENTS AGENDA SUBJECT LISTING Notice of Meeting Order of Business (Table of contents) 1.0 Declaration of opening

2.0 Attendance / Apologies / Non-attendance

2.0 Attendance 2.1 Apologies 2.2 Non-attendance

3.0 Question time for the public

4.0 Disclosure of members’ interests

5.0 Confirmation of minutes of previous meeting 5.1 Sports and Recreation Advisory Committee Minutes: 6 April 2016


6.1 Live Action List

7.0 Reports from Shire Officers and Delegates 7.1 Recreation Centre Operation Update – Dylan Brown

8.0 General Business

8.1 Sporting Handbook 8.2 Food Business Registration 8.3 Updates from Clubs

9.0 Matters for which the meeting may be closed (Confidential Items)

10.0 Closure of meeting


1.0 Declaration of opening The meeting was declared open at 7.03pm

2 Attendance/Apologies/Non-attendance 2.1 Attendance Committee Members – 9 for a quorum

Brian Warbey : Margaret River and Districts Agricultural Society David McInerney : Margaret River Junior Cricket Club Brad Mitchell : Margaret River Basketball Association Chris Wenman : Margaret River Underwater Hockey Club Inc Caroline Hughes : Margaret River BMX Club Paul Creaney : Margaret River Karate Jack Shepheard : Augusta Margaret River Football Club – proxy Colin Clark : Margaret River Tennis Club Mark Heyink : Margaret River Gropers Rugby Club Ian Currell : Margaret River Hockey Club Incorporated - proxy Danielle Parish : Margaret River Roller Derby - proxy Michael Sorensen : Hawks Cricket Club - proxy Martin Keen : Margaret River Senior High School Sharon Schaafsma : Margaret River Districts Horseman’s Association and Pony Club Council Staff Members Hannah Waters : Executive Assistant Corporate and Community Services -

Minutes Dylan Brown : Recreation Operations Manager (ROM) Johan Louw : Director Infrastructure Services Shane Bacskai : Senior Technical Officer

Observers Nil

2.2 Apologies Fred Yates : Augusta Margaret River Football Club Leith Bussell : Margaret River Bowling Club Jeff Bevan : Margaret River Junior Football Club Julia Meldrum : Cowaramup Tennis Club and Cowaramup BMX Club Jeanette Smith : Margaret River Little Athletics Jim Ross : Margaret River Recreational Surfers and Board

Riders Kylie Kennaugh : Deputy Shire President Loz Aldridge : Margaret River Roller Derby Michael Earl : Hawks Cricket Club Ian Earl : Shire President Gary Leigh : Football Margaret River Annie Riordan : Director Corporate and Community Services

2.3 Non Attendance Linda Kendell : Margaret River Netball Association Gary Gibbon : Margaret River Primary School Nick Dornan : Augusta Golf Club Phil Bebb : Arts Margaret River

3.0 Question time for the public Nil

4.0 Disclosure of members’ interest Nil


5.0 Confirmation of minutes of previous meeting 5.1 Sports and Recreation Advisory Committee Minutes: 6 April 2016

RECOMMENDATION That the unconfirmed minutes of the Sports and Recreation Advisory Committee Meeting held 6 April 2016 be confirmed as a true and correct record of the meeting. Moved: Paul Creaney Seconded: David McInerney

Carried: All



6.1 Live Action List

141 5 February 2014

Following confirmation from the committee that the internal roads for Gloucester Park will remain private, they have requested that the roads be sign posted with approved names. Committee further advised that in the original precinct plan, an internal map was going to be displayed to assist visitors with orientation within the precinct. ROM to liaise with Technical Officer Assets and Administration in relation to having the roads sign posted. 4/6/14 ROM discussed with Technical Officer Administration and Assets (TOAA). TOAA will forward some options for ROM to discuss with subcommittee. Subcommittee to decide what option to progress. 6/8/14 Will be finalised while ROM is on leave in the next month. 3/12/14 Johan to follow up – approvals pending from Landgate? 4/2/15 Met with Infrastructure and Landgate. Mock-up designed gone to working group. Looking at having signs up in the next couple of weeks. Wording for base of sign to be confirmed. 1/4/15 Sign writer to provide proof. 5/8/15: Proposing locational signs main two entrances. Each club named with directional arrows. Planning will have information for me tomorrow. 7/10/15: ROM & Manager of Works meet tomorrow to finalise directional arrows and carpark then installation can commence. 15/01/16: New directional arrows all installed on road, bollards to be installed and signs finalised over the coming weeks. Signs and bollards to go in post 8 Feb 2016. 6/4/16: Most of the clubs involved would see that the bollards have been installed. Lines are on the road providing directional signage. The directional signage is still to come for the entrance of Gloucester Park which will indicate the best entrance for each of the clubs/sports. Signage may be removed for large shows/events on Gloucester Park. 1/6/16: Johan distributed a site map showing the directional blade signage that will be placed within

Dylan Brown


Gloucester Park and sample text. Committee members are to review the locations and provide comments to Johan by next week. Note: The committee asked about visibility hazards caused by the signs as you exit onto Wallcliffe Road. Johan confirmed that he would apply the standard template overlay to the current and future signage to ensure that there are no visual obstructions or hazards caused by the sign placement.

157 1 April 2015 All clubs to provide Junior and Senior participation (growth figures) for last 5 years to the Minute Secretary for collation prior to the next meeting. 7/10/15: Clarification received from AFL. Four clubs still to send information through. 3/2/16: Statistics still required by Basketball Association and Roller Derby. 1/6/16: Basketball Secretary and Roller Derby President to forward information through to [email protected]

Basketball Asso

Roller Derby

159 1 April 2015 SRAC members to discuss Sportsman’s Ball or Fun day with clubs. All SRAC members Ongoing

163 7 October 2015

ROM to investigate and liaise with Parks and Gardens about future sleeves in the oval and consider the Western Oval when doing fixtures. 18/1/16: ROM working with sporting associations to program ovals, clubs asked to ensure fixture writers contact ROM To be brought up in general business 6/4/16: ROM and Shane Bacskai are finalising location for the sleeves to be installed on the Western Oval. It looks like they will be installed in between the two cricket pitches. The sleeves are sitting at the Depot awaiting installation. 1/6/16: There are only two games scheduled for this season so it will not go ahead this year. Post will go in on the day of the game and be patched after the game. Ben Christy from the club has been advised of process moving forward for this year approximately 6 weeks ago.

Dylan Brown

164 2 December 2015

Submitted by the Margaret River Junior Cricket Club: The synthetic turf on the Gloucester Park hard wicket has become quite dangerous and needs to be assessed for replacement. There were a number of near-misses with bowlers slipping dangerously at both ends of the wicket in a last Saturday, as there has been over the last few months. 18/01/16: To be completed Wednesday 20 January 2016 as approved by ROM

Dylan Brown



6/4/16: The cover went down about a week and a half ago. Cricket Club are top dressing and backfilling from edge. It’s decent matting and we are pretty happy with it so far. There has been some great growth around the pitch in the past couple of weeks.

166 2 December 2015

The committee has requested an update on the current state of the cricket pitch on the Nippers Oval, the agreed level of completion and when it is expected to be a safe playing surface. 18/01/2016: The oval has no bookings until March 2016. The Cricket Club and the parks and gardens team are working together to ensure grass has good coverage by the start of AFL season. 6/4/16: Please see above.

Dylan Brown/Michael Earl Ongoing

168 2 December 2015

Tennis Club: Lights are still a problem in Gloucester Park at night time and we would like to make a note requesting more lighting at night for security. 3/2/16: Lighting will be addressed in the Gloucester Park Master Plan 1/6/16: Proposals in next year’s budget relating to the Master Plan.

Dylan Brown

171 3 February 2016

ROM to investigate erecting signage at Apex Park depicting location of public toilets in the area. 6/4/16: MR Sign Company working on the signage now and it should be ready soon. Signage will direct visitors to Gloucester Park to the Recreation Centre toilets. Additional facilities will be addressed in the long term master plan. 1/6/16: Will communicate with the Bowling Club once the signs are up.

Dylan Brown

172 6 April 2016 Paul Creaney requested lights be replaced on the Squash Courts. 1/6/16: Completed.

Dylan Brown Completed

173 6 April 2016 Tennis Margaret River requested ROM provide the pool usage statistics for the past 5 years. 1/6/16: We have changed software providers so I am waiting on reports from the previous company to provide me with the Aquatic statistics for the years requested. Once I have the numbers I will distribute.

Dylan Brown

174 6 April 2016 Johan Louw to present an indicative schedule of works for the redevelopment of the Lower Western Oval to the next SRAC meeting. 1/6/16: An update will be provided following the completion of the Feasibility Study of the Lower Western Oval which is currently being undertaken by CCS Strategic.

Johan Louw

175 1 June 2016 The issue of weekend informal parking around Gloucester Park which blocks traffic flow was raised by the Margaret River BMX. All representatives who access Gloucester Park on the weekend were asked to hold a discussion within their clubs reminding members to ensure that a thoroughfare is left

All SRAC members situated within


to ensure traffic flow around all facilities. Gloucester Park 176 1 June 2016 Question for Shane Bacskai from the Junior Cricket Club: We were wondering if we could, over a

period of time add some fill as there is approximately 150mm difference between one end of the pitch to the other.

Shane Bask

177 1 June 2016 Minute Secretary to provide delegates with information relating to the changes of the Incorporations Act.

Hannah Waters


7.0 Reports from Shire Officers and Delegates 7.1 Recreation Centre Operation Update

Upcoming Programs and Operations • The covers on the Nippers Oval are working quite well with no reported damage

to players. The grass is slowly developing around the outside and Michael from the Cricket Club has been liaising with the other uses regularly

• Upgrades to the Augusta Recreation Centre are continuing and it is expected to be operational by the 1-2 June 2016

• Lighting maintenance will be carried out on Gloucester Park over the winter season. The large crane has been booked for major works on Western Oval and Gloucester Park

Aquatic Centre

• We have successfully secured a $32,000 grant from the Department of Sport and Recreation to carry out maintenance in the Aquatic Centre

• To date some of the grant money has been spent on purchasing water saving shower tap ware, replacing old walkie talkies and repainting internal area poles and doors

• Lifeguard completed their requalification training in early May

Child Care • The Before School and After School Care programs are running well • Staff will be completing requalification training in the coming months • An evacuation drill was recently held at the centre • A 14 seater bus has been purchased for Before and After School Care

Fitness Centre

• Usage of the centre remains strong • Staff are concentrating on getting Augusta site up and running • Teen classes have been travelling along well with many new young members

attending the centre

Gloucester Park • There was a great turn out on the 17 May to discuss the Lower Western Playing

Field and the future of Gloucester Park • Please ensure bookings are sent to Recreation Centre even if they are friendly’s

or pre-season training to avoid clashes or the schedule of works being carried out • Bookings and fixtures – Please send them through. The more information I get in

a timely manner will help avoid double bookings etc. Sports Stadium

• FIXI the new fixture management software is up and running and all fixtures are available online with leaders boards updated daily

• Women’s Netball social completion is running on Friday mornings and Tuesdays

Beach • The season is now closed • It was a great season with no major injuries

8.0 General Business

8.1 Sporting Handbook The handbook provides information and guidelines to ensure that the club and the Shire can work together to operate an efficient, well-organised sporting facility. The handbook will be distributed to all sporting clubs that occupy Shire facilities and is also available on the Shires website. I urge relevant committee members from all clubs to obtain a copy from the website or from me directly. Please advise ROM via email if there is any information you feel is missing from the Sporting Handbook.


8.2 Food Business Registration A general reminder to Community/Sporting groups to complete the Food Business Registration form and a few key points to remember. • You only need to register once and it remains valid until the committee turns over

(next AGM); • It is free of charge – Sporting groups can ignore the fee section in red on the

form; • The Health Team will work with groups to move towards compliance and provide

advice on moving towards compliance; and • Registration allows groups to hold events throughout the year without the need to

reapply (unless one particular event is dramatically difference from the initial idea in the registration form).

Please see Attachment 8.2.1

8.3 Updates from the Clubs

8.3.1 Margaret River Junior Football • All teams are playing well • Year 11’s is mid ladder {4th} • Year 10’s is 3rd • Year 9’s is top • Girls are 2nd • All other juniors and Auskick are going well • Thanks to Shane at the Shire for the pitch cover in Augusta • The Main oval is starting to show wear & wet spots, but we will

monitor & liaise with Shane if required • We were not happy with the condition with the nippers pitch at the

start of our season, but I will bring that up in person, with more detail, at the next meeting

8.3.2 Margaret River Basketball Association

• Season finished end of March • Very successful • In limbo until our AGM which will be held on the 13 June

8.3.3 Augusta Margaret River Football Club

• Everything is going well • We are getting good numbers at training • A new date has been set for our 50th Anniversary Gala Dinner – 9

July • Tickets go on sale next week

8.3.4 Margaret River BMX

• The season finished in April • Our AGM will be in August where a new committee will be voted in • Currently working on upgrades to the canteen

8.3.5 Margaret River and Districts Agricultural Society

• Busy booking entertainment for the show • The trade space is half full • We have had a lot of interest in the exhibition hall so will need to get

in additional trestles and tables • Shaping up to be a good show

8.3.6 Margaret River Roller Derby

• The only men’s roller derby team in WA recently came down from Perth for a scrimmage

• They were very kind and it was a great training session for us • We fly out Thursday to take part in the Great Southern Slam in

Adelaide


8.3.7 Margaret River Districts Horseman’s Association and Pony Club • The club has recently spent money on surface upgrades • The upgrades went reasonably well although there is still some work

to do • We are now focusing on the big competition coming up in November

8.3.8 Margaret River Senior High School

• School numbers are now close to 1,000 • The sporting facilities have ceased to exist on the oval • There is not much we can do about it as the space has been taken up

with transportables • We have now split the athletics carnival over two days. 7-9’s and 10-

12’s

8.3.9 Margaret River Gropers Rugby Club • Dara the new coach has everything running well • In the 10’s tournament we have been undefeated in four rounds • Another comp started on the 21 May and the team has been

undefeated for two rounds • Five representatives will be attending the Country Carnival in Perth

this weekend

8.3.10 Margaret River Little Athletics • Not too much happening at the moment as there are no pending

national competitions this year • In the next four weeks five Juniors will go to Tasmania to compete at

the Trans-Tasman event • Some players from Bunbury who are in the Australian side have been

coming down to assist with training on Wednesday nights

8.3.11 Margaret River Tennis Club • Nothing to report

8.3.12 Margaret River Karate Club

• There is a major competition this weekend and it looks like there will be great numbers coming down

• The young boys went to Perth for the WA Karate League and had a good medal haul

• Ken Rowe is turning 70 next week. Committee members welcome to join us for a drink at the Karate Club after 5.30pm. Don’t tell Ken about it as it is a surprise!

8.3.13 Margaret River Hockey Club

• We are in the middle of the season which has been successful so far • The women’s team are doing well and have great numbers • Men’s Country Week will be held this weekend • We are focused on the Lower Western Oval and what is going to

happen there

8.3.14 Margaret River Junior Cricket Club • Currently in the off season • We are pleased with cover on Nippers Oval • AGM will be held in August • Looking forward to another successful season

Question for Shane: We were wondering if we could, over a period of time add some fill as there is approximately 150mm difference between one end of the pitch to the other.


8.3.15 Senior Technical Officer – Parks and Gardens

• The grounds are standing up well for the amount of usage • Rain is down a little on average so the weather favourable for the

grounds • We are carrying out our rabbit baiting program at the moment • New wicket covers have been installed at Augusta after being

delayed a year due to a product failure from supplier • Everything is going well

8.3.16 Hawks Cricket Club

• Michael Sorensen will be taking over as the rep for the Hawks as Michael is stepping down

• I have a personal interest in the Lower Western Oval • Currently in the off season • The club is involved in the Mudfest which will be held in

approximately a months’ time. There are already 1,000 registrations • Our AGM will be held sometime in winter

Recreation Operations Manager The committee were shown draft plans that were emailed that afternoon by Mark from CCS Strategic. A brief discussion on the draft options proposed followed, including suggestions for the pavilion overlooking the field. The ROM confirmed that upgrades to the pavilion would depend on grant funding. Chairperson The Chairperson reminded members that the changes to the Incorporations Act will be formalised on the 1 July 2016 which requires clubs to look at their Constitutions. It was requested that the Minute Secretary to provide delegates with information relating to the changes of the Incorporations Act.

9.0 Matters for which the meeting may be closed (Confidential Items) Nil

10.0 Closure of meeting The meeting was closed at 7.56pm

Food Act 2008 Notification/Registration Form Proprietor/Business details

Proprietor Name:

Postal Address:

ABN:

Phone: A/H: Fax:

Email:

Primary language spoken: Number of equivalent full time staff:

Premises details (If food vehicle/temporary food business please provide details of where the vehicle is garaged)

Trading Name:

Address of Premises:

Phone:

Email:

Name of person in charge and title (if different from proprietor):

Details of food vehicle (make, model, registration plate):

Details of any associated premises:

Description of use of premises Please tick all boxes that apply (there may be more than one) Manufacturer/processor

Retailer Food Service Distributor/importer Packer Storage Transport Restaurant/café Snack bar/takeaway Caterer

Hotel/motel/guesthouse Pub/tavern Canteen/kitchen Hospital/nursing home Childcare centre Home delivery Temporary food premises

Mobile food operator Market stall Charitable or community organisation Meals-on-wheels Other Please provide more details about your type of business (For example: butcher, bakery, seafood processor, soft drink manufacturer, milk vendor, service station. If business is a catering business, please provide maximum patrons estimate) Do you provide, produce or manufacture any of the following foods? Please tick all boxes that apply Prepared, ready to eat1 table meals

Frozen meals Raw meat, poultry or seafood (i.e. oysters) Processed meat, poultry or seafood Fermented meat products Meat pies, sausage rolls or hot dogs Sandwiches or rolls Soft drinks/juices Raw fruit and vegetables Processed fruit and vegetables

Confectionary Infant or baby foods Bread, pastries or cakes Egg or egg products Dairy products Prepared salads Other:

1 ‘Ready to eat’ means food that is ordinarily consumed in the same state as in which it is sold

Nature of food business Yes No Are you a small business2? Is the food that you provide, produce or manufacture ready-to-eat when sold to the customer?

Do you process the food that you produce or provide before sale or distribution? Do you directly supply or manufacturer food for organisations that cater to vulnerable persons3?

To be answered by manufacturing/processing businesses only: Do you manufacture or produce products that are not shelf stable? Do you manufacture or produce fermented meat products such as salami? To be answered by food service and retail businesses only (including charitable and community organisations, market stalls and temporary food premises): Do you sell ready-to-eat food at a different location from where it is prepared? Hours of operation: Monday Friday Tuesday Saturday Wednesday Sunday Thursday Recall contact: First name Last name Phone A/H:

Email Fax: Declaration: I, the person making this application declare that: • the information contained in this application is true and correct in every particular Signature of applicant: In the case of a company, the signing officer must state position in the company

Date: APPLICATION FEE TO BE PAID ON LODGEMENT Food Business Registration Fee: $109.00 Code: WK0087.84 Receipt No: ___________________________________ Date: ___________________________

In Person (Cash, Cheque, EFTPOS) Customer Service Shire Civic Centre 41 Wallcliffe Road Margaret River

Telephone (Credit Card only – NO Diners or Amex) Customer Service (08) 9780-5255

Post (Cheque only - made payable to Shire of Augusta-Margaret River) Customer Service Shire of Augusta-Margaret River PO Box 61 MARGARET RIVER WA 6285

2 Is a business that employs less than 50 people in the ‘manufacturing sector’ or less than 10 people in the ‘food services’ sector

3 Standard 3.3.1 Australia New Zealand Food Standards Code


11.4 Corporate and Community Services 11.4.4 AUDIT AND RISK MANAGEMENT COMMMITTEE

MEETING MINUTES – 22 JUNE 2016

Attachment 1 – Minutes of Audit and Risk Management Committee meeting – 22 June 2016

Audit and Risk Management Committee

MINUTES

FOR THE MEETING TO BE HELD WEDNESDAY 22 JUNE 2016

IN COUNCIL CHAMBERS, WALLCLIFFE ROAD, MARGARET RIVER

COMMENCING AT 3.30PM

SHIRE OF AUGUSTA MARGARET RIVER AUDIT AND RISK MANAGEMENT COMMITTEE MEETING AGENDA 22 JUNE 2016

2

Meeting Notice Dear Councillor I advise that an Audit and Risk Management Committee Meeting of the Shire of Augusta Margaret River will be held in the Council Chambers, Wallcliffe Road, Margaret River on Wednesday 22 June 2016, commencing at 3.30pm. Yours faithfully

GARY EVERSHED CHIEF EXECUTIVE OFFICER


3

ATTENTION/DISCLAIMER

This agenda has yet to be dealt with by the Committee. The Recommendations shown at the foot of each item have yet to be considered by the Committee and are not to be interpreted as being the position of the Committee. The minutes of the meeting held to discuss this agenda should be read to ascertain the decision of the Committee. In certain circumstances members of the public are not entitled to inspect material, which in the opinion of the Chief Executive Officer is confidential, and relates to a meeting or a part of a meeting that is likely to be closed to members of the public. No responsibility whatsoever is implied or accepted by the Shire of Augusta Margaret River for any act, omission, statement or intimation occurring during Council or Committee meetings. The Shire of Augusta Margaret River disclaims any liability for any loss whatsoever and howsoever caused arising out of reliance by any person or legal entity on any such act, omission or statement of intimation occurring during Council or Committee meetings. Any person or legal entity who acts or fails to act in reliance upon any statement, act or omission made in a Council or Committee meeting does so at that person’s or legal entity’s own risk. In particular and without derogating in any way from the broad disclaimer above, in any discussion regarding any planning application or application for a licence, any statement or intimation of approval made by any member or Officer of the Shire of Augusta Margaret River during the course of any meeting is not intended to be and is not taken as notice of approval from the Shire of Augusta Margaret River. The Shire of Augusta Margaret River advises that anyone who has any application lodged with the Shire of Augusta Margaret River must obtain and should only rely on WRITTEN CONFIRMATION of the outcome of the application and any conditions attaching to the decision made by the Shire of Augusta Margaret River in respect of the application. The Shire of Augusta Margaret River advises that any plans or documents contained within this agenda may be subject to copyright law provisions (Copyright Act 1968, as amended) and that the express permission of the copyright owner(s) should be sought prior to their reproduction. It should be noted that copyright owners are entitled to take legal action against any persons who infringe their copyright. A reproduction of material that is protected by copyright may represent a copyright infringement.


4

TABLE OF CONTENTS AGENDA SUBJECT PAGE NO. LISTING

1.0 DECLARATION OF OPENING 5 2.0 ATTENDANCE Error! Bookmark not defined. 2.1 Apologies 5 3.0 DISCLOSURES OF INTERESTS 5 4.0 PUBLIC QUESTIONS 6 4.1 Public Question Time 6 5.0 CONFIRMATION OF MINUTES OF PREVIOUS MEETING 6 5.1 Audit and Risk Management Committee Meeting held 9 March 2016 6 6.0 REPORTS 6 6.1 Audit Update 5

6.2 Risk Dashboard Report – March 2016 8

7.0 CONFIDENTIAL BUSINESS 10 8.0 CLOSURE OF MEETING 10


5

Audit and Risk Management Committee

1.0 DECLARATION OF OPENING

The Chair welcomed all in attendance and opened the meeting at 3.33pm.

2.0 ATTENDANCE

Shire President : Cr Ian Earl North Ward

Councillors : Cr Kylie Kennaugh North Ward Cr Peter Lane North Ward

Cr Felicity Haynes Town Ward Cr Pam Townshend Town Ward Cr Kim Hastie Leeuwin Ward Cr Mike Smart Leeuwin Ward

Chief Executive Officer : Mr Gary Evershed Acting Director Sustainable Development : Mr Nick Logan Director Infrastructure Services : Mr Johan Louw

Director Corporate and

Community Services : Ms Annie Riordan Manager Corporate Services : Mr Andrew Ross

Minute Secretary : Ms Claire Schiller MEMBERS OF THE PUBLIC Nil

MEMBERS OF THE PRESS Augusta Margaret River Mail : Nil

Augusta Margaret River Times : Nil

2.1 Apologies

Nil

3.0 DISCLOSURES OF INTERESTS

Nil


6

4.0 PUBLIC QUESTIONS

4.1 Public Question Time

Nil

5.0 CONFIRMATION OF MINUTES OF PREVIOUS MEETING

5.1 Audit and Risk Management Committee Meeting held 9 March 2016 MOTION / ARMC DECISION CR KENNAUGH, CR TOWNSHEND AM2016/9 That the minutes of the Audit Risk Management Committee Meeting held 9 March 2016 are confirmed to be a true and correct record of the meeting.

CARRIED 7/0

6.0 REPORTS


7

6.1 AUDIT UPDATE

LOCATION/ADDRESS Shire of Augusta Margaret River APPLICANT/LANDOWNER Shire of Augusta Margaret River FILE REFERENCE FIN/7 REPORT AUTHOR Andrew Ross, Manager Corporate Services AUTHORISING OFFICER Annie Riordan, Director Corporate and Community Services IN BRIEF The Committee is provided with an update of the Interim Audit visit for 2015-16 and other relevant matters. RECOMMENDATION That the Audit and Risk Management Committee notes the update of audit matters. BACKGROUND Council’s Audit and Risk Management Committee comprises all members of Council and operates in accordance with the Augusta Margaret River Audit and Risk Management Committee Instrument of Appointment and Delegation. The Committee is required to discharge the legislative obligations outlined in the Local Government Act 1995 and the Local Government (Audit) Regulations 1996. In accordance with legislation, the Shire has its financial records independently audited. In addition to an end of financial year audit, the Shire’s appointed Auditors conduct an Interim audit to ensure financial systems and procedures are in place and are being followed and to note any instances of non-compliance or areas where improvement is required. DISCUSSION/ OFFICER COMMENTS The Interim Audit was conducted on 21 to 23 March 2016 by staff from Moore Stephens and their audit managing partner. At the commencement of the audit Shire staff were advised Moore Stephens had changed their approach and would only provide a report of the interim audit if they identified any matters of non-compliance or concerns regarding systems and procedures that need to be brought to the attention of management and by extension to the Audit Committee. It should be noted any report provided is for reference purposes only, is not a legislative requirement and is not provided to the Department of Local Government and Communities. At the conclusion of the audit the auditors verbally advised during their exit meeting with management that there were no issues of non-compliance or concerns with systems and procedures that required a report to be prepared. Staff and management were complimented on the information collated for the audit and the access provided to information requested. A date for the end of financial year audit was also agreed and the 10 to 12 August 2016 has been scheduled for the conduct of the audit field work. This audit will focus upon the Annual Financial Report for the year ended 30 June 2016 and when the audit has been completed a formal Audit Report and Management Report will be issued. The Auditors also reminded staff the Delegations Register must be reviewed by 30 June 2016 and the FBT return for the year ended 31 March 2016 must be submitted by 21 May 2016. The Committee are advised the FBT return was completed and submitted to the Australian Taxation Office on 18 May 2016 and the review of Delegations is scheduled to be provided to the Council meeting on 22 June 2016. In addition to the audit of the Annual Financial Report, two other statutory audits/reviews have been budgeted for 2016-17. The first is to be completed by December 2016 and is the review of the appropriateness and effectiveness of risk management, internal controls and legislative compliance in accordance with regulation 17 of the Local Government (Audit) Regulations 1996. This review must


8

be conducted every two years and the last review was completed in November 2014 and the results provided to the Audit and Risk Management Committee meeting on 17 December 2014. This review is to be completed by AMD Chartered Accountants who have quoted a fee of $11,500 plus GST. The results of this review will be provided to the Committee by December 2016. The other review is essentially an internal audit which is completed to discharge the CEO’s responsibility to undertake reviews of the appropriateness and effectiveness of the financial management systems and procedures at least once every 4 years in accordance with regulation 5(2)(c ) of the Local Government (Financial Management) Regulations 1996. To ensure independence, the Shire’s contracted auditors (Moore Stephens) have not been engaged to conduct recent reviews and this practice is to be continued. AMD Chartered Accountants have completed the past reviews and to take advantage of their familiarity with the Shire’s financial systems and procedures they will be requested to provide a quotation to undertake the 2016-17 review. There are also synergistic benefits associated with AMD Chartered Accountants conducting both of these statutory reviews. It is anticipated the results of the review will be provided to the Committee in June 2017. STATUTORY ENVIRONMENT / LEGAL IMPLICATIONS Regulation 16 of the Local Government (Audit) Regulations 1996 states that “An audit committee — (a) is to provide guidance and assistance to the local government — (i) as to the carrying out of its functions in relation to audits carried out under Part 7 of the Act; and (ii) as to the development of a process to be used to select and appoint a person to be an auditor; and (b) may provide guidance and assistance to the local government as to — (i) matters to be audited; and (ii) the scope of audits; and (iii) its functions under Part 6 of the Act; and (iv) the carrying out of its functions relating to other audits and other matters related to financial management; and (c) is to review a report given to it by the CEO under regulation 17(3) (the CEO’s report) and is to — (i) report to the council the results of that review; and (ii) give a copy of the CEO’s report to the council.” FINANCIAL IMPLICATIONS Nil SUSTAINABILITY IMPLICATIONS Environmental Nil Social Nil Economic Nil VOTING REQUIREMENTS Simple Majority RECOMMENDATION That the Audit and Risk Management Committee notes the update of audit matters. ATTACHMENTS Nil RECOMMENDATION / ARMC DECISION CR TOWNSHEND, CR LANE OM2016/10 That the Audit and Risk Management Committee notes the update of audit matters.

CARRIED 7/0


9

6.2 RISK DASHBOARD REPORT – MARCH 2016

LOCATION/ADDRESS Shire of Augusta Margaret River APPLICANT/LANDOWNER Shire of Augusta Margaret River FILE REFERENCE COR/17 REPORT AUTHOR Annie Riordan, Director Corporate and Community Services AUTHORISING OFFICER Gary Evershed, Chief Executive Officer IN BRIEF • The Audit and Risk Management Committee is to be informed of the current status of risk

management actions. RECOMMENDATION That the Audit and Risk Management Committee notes the Risk Dashboard Report March 2016 as per Attachment 1. BACKGROUND At the Audit and Risk Management Committee meeting of 22 October 2014 the Committee endorsed a Risk Management Framework and a series of Risk Profiles which detail the Shire’s risk status. The process for managing risk is consistent with the Risk Management Standard AS/NZS 31000:2009 and considers risks at all levels being strategic, operational and projects. The risk data is aggregated into sixteen themes where key controls and their risk ratings are developed. Assessment of this data provides details of current issues, actions and treatments that need to be addressed and form the Risk Dashboard Report. Actions identified form part of future reviews of the Corporate Plan and annual Operational Plans. DISCUSSION/ OFFICER COMMENTS Risk Dashboard Reports which provide the current status of risk data are presented to the Executive Leadership Team (ELT) for monitoring and review. The Risk Dashboard Report – March 2016 is the latest report presented to ELT and is provided to the Audit and Risk Management Committee for information. Of the sixteen risk themes there is only one theme (Inadequate Environmental Management) where risk control is currently rated as Inadequate. These risks have identified actions which will assist in improving the risk control level.

Inadequate environmental management

Risk Control High Inadequate

Current Issues / Actions / Treatments Due Date Responsibility Develop Operational Plans (Waste Mgt - Operational, Environmental & Contingency) Dec-16 Manager Environmental Health, Waste

and Ranger Services Develop additional sections of the Climate Change Response Plan ( as per the Climate Change Response Framework)

Jun-17 Manager Planning

All risk management actions are within their due dates for completion as at 31 March 2016. STATUTORY ENVIRONMENT / LEGAL IMPLICATIONS Local Government (Audit) Regulations 1996, Regulation 17


10

STRATEGIC PLAN/POLICY IMPLICATIONS Community Strategic Plan 2033 (CSP) Corporate Business Plan 2014-2018 Goal 5: Effective leadership and governance Community Outcome 2: Effective strategy, planning and asset management Strategic Response 2.2: Develop long term Resourcing Strategy aligned to the Community Strategic Plan Service level strategy: Monitor Risk Register actions and report regularly to ELT and the Audit and Risk Management Committee FINANCIAL IMPLICATIONS There may be financial implications from the actions detailed in the Risk Management Report. Actions which require expenditure form part of the budget. SUSTAINABILITY IMPLICATIONS The prudent management of risk is essential to ensure the ongoing sustainability of the Shire and to minimise or eliminate threats to the environment, social structure and economic development of the Shire. VOTING REQUIREMENTS Simple Majority RECOMMENDATION That the Audit and Risk Management Committee notes the Risk Dashboard Report March 2016 as per Attachment 1 ATTACHMENTS 1. Risk Dashboard Report – March 2016 RECOMMENDATION / ARMC DECISION CR HASTIE, CR KENNAUGH OM2016/11 That the Audit and Risk Management Committee notes the Risk Dashboard Report March 2016 as per Attachment 1.

CARRIED 7/0


11

7.0 CONFIDENTIAL BUSINESS

Nil

8.0 CLOSURE OF MEETING

The Chair thanked all in attendance and declared the meeting closed at 3.35pm

ATTACHMENTS

to

AUDIT & RISK MANAGEMENT COMMITTEE MEETING AGENDA

22 JUNE 2016

Risk ControlModerate Adequate

Current Issues / Actions / Treatments Due DateNo current actions required

Risk ControlHigh Inadequate

Current Issues / Actions / Treatments Due DateDevelop Operational Plans (Waste Mgt - Operational, Environmental & Contingency) Dec-16

Develop additional sections of the Climate Change Response Plan ( as per the Climate Change Response Framework)

Jun-17

Risk ControlLow Adequate

Current Issues / Actions / Treatments Due DateArrange external advice on IT Security Dec-16

Shire of Augusta Margaret River Risk Dashboard Report

March 2016

Recommendations

Embedding1. Arrange for Procedures to be endorsed and adopted.

Risk Profiles1. Discuss and review the attached Risk Profiles Review and approve all Risk

Profiles (from a Risk & Control perspective).2. Confirm Current Issues / Actions / Treatments (Responsibility & Due Date)

Being the Shire's first report under the introduced risk management framework , focus is on embedding and driving continual improvement. Future reports will

continue to provide relevant insight and recommendations to assist governance activities for the Executive Leadership Team. It is supported by the attached

documents that were produced through and workshops on the 11th August and ensuing discussions.

1. Risk Profiles for the 16 themes discussed. 2. Risk Management Policy amendments and Procedures.

Executive Summary

ICT Coordinator

External theft & fraud (inc. Cyber Crime)Responsibility

ResponsibilityManager Environmental

Health,Waste and Ranger

Manager Planning

Inadequate environmental management

MisconductResponsibility


March 2016

Risk ControlHigh Adequate

Current Issues / Actions / Treatments Due DateDevelop a legislative compliance manual Jun-16

Agenda item for Audit and Risk Management Committee on effectiveness of compliance (implement at completion of compliance manual)

Jun-16

Implement guidelines on gifts and travel on receipt of DLGC information Dec-16

Risk ControlLow Adequate





Current Issues / Actions / Treatments Due DateReview Community Consultation (non planning matters) Policy Jun-16

Complete the Marketing and Communications Strategy Jun-16


Current Issues / Actions / Treatments Due DatePurchase asset management software system Jun-16Develop maintance schedules for all buildings Dec-16


Current Issues / Actions / Treatments Due DateComplete Bushfire Risk Management Plan for Shire Townships Jun-16

Review BCP's across organisation (eg. Waste) Dec-16Complete BCP Exercises Dec-16

ResponsibilityManager Asset ServicesManager Asset Services

Marketing & Events Officer

Inadequate asset sustainability practices

Inadequate engagement practicesResponsibility

Coordinator Community Planning & Development

Inadequate document management processesResponsibility

Responsibility

Governance Officer

CEO

Providing inaccurate advice / information

Failure to fulfil statutory, regulatory or compliance requirements

ResponsibilityGovernance Officer

Manager Environmental Manager Corporate Services

Bushfire Risk Planning Coordinator

Business & community disruptionResponsibility


March 2016Risk Control

Moderate AdequateCurrent Issues / Actions / Treatments Due Date

No current actions required


Current Issues / Actions / Treatments Due DateDevelop a Security Audit Procedure Dec-16








Current Issues / Actions / Treatments Due DateNo current actions


Current Issues / Actions / Treatments Due DateReview implications of a Regional Event Management Strategy (ie. Capacity planning) Dec-16

Review Event Policies (strategic direction rather than procedures) Dec-16

Review Community Hall management practices Jun-16 Manager Human & Community

ResponsibilityManager Environmental

Health,Waste and Ranger Manager Environmental

Health,Waste and Ranger

Ineffective management of facilities / venues / events

Inadequate supplier / contract managementResponsibility

Inadequate project / change managementResponsibility

Responsibility

Ineffective employment practices

Inadequate safety and security practicesResponsibility

ICT Coordinator

Failure of IT &/or communication systems and infrastructure

Responsibility

Responsibility

Errors, ommisions & delays

Documents

11.4 Corporate and Community Services · new Critical Infrastructure Structural Protection trailer (CrISP). The trailer ... • Been dealing with fires around Margaret River. 8 7.7