Mukinbudin - Classic, Dry, Red...2016/11/16 · 7.1.3 12H Grader 7.1.4 20 Year Road Programme – Regional Roads 7.2 Community Development Officer’s Report 7.2.1 Community Development

MMukinbudin - Classic, Dry, Red

Shire of Mukinbudin

Ordinary Council Meeting

MINUTES

WEDNESDAY 16th NOVEMBER 2016

Floral EmblemEucalyptus erythronema (Red Flowering Mallee)

Notice is hereby given that an Ordinary Meeting of Council was held on Wednesday 16th November 2016, in Council Chambers, 15 Maddock Street, Mukinbudin commencing at 1:03pm.

Ray HooperActing Chief Executive Officer

16th November 2016

DISCLAIMER

No responsibility whatsoever is implied or accepted by the Shire of Mukinbudin for any act, omission or statement or intimation occurring during Council or Committee meetings. The Shire of Mukinbudin 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 or 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 a member or officer of the Shire of Mukinbudin during the course of any meeting is not intended to be and is not to be taken as notice of approval from the Shire of Mukinbudin. The Shire of Mukinbudin warns that anyone who has any application lodged with the Shire of Mukinbudin 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 Mukinbudin in respect of the application.

ETHICAL DECISION MAKING AND CONFLICTS OF INTEREST

Council is committed to a code of conduct and all decisions are based on an honest assessment of the issue, ethical decision-making and personal integrity. Councillors and staff adhere to the statutory requirements to declare financial, proximity and impartiality interests and once declared follow the legislation as required.

Shire of Mukinbudin - Minutes OCM 16th November 2016 2

Table of Contents

1. Declaration of Opening

1.1 Declaration of Opening

2. Public Question Time

2.1 Response to previous questions taken on notice2.2 Declaration of Public Question time open2.3 Declaration of public time closed

3. Record of Attendance, apologies, approved leave of absence

3.1 Present3.2 Apologies3.3 On Leave of Absence3.4 Staff3.5 Visitors3.6 Gallery3.7 Applications for leave of absence

4. Petitions, Deputations, Presentations

4.1 Petitions4.2 Deputations4.3 Presentations

5. Announcements by the presiding member without discussion

6. Confirmation of minutes of previous meetings

6.1 Confirmation of Minutes of Meeting held on 19th October 2016

6.1.1 Business Arising from Minutes

7. Reports of Committees and Officers

7.1 Work Supervisor’s Report7.1.1 Work Supervisor’s Report – October 20167.1.2 Road Re-Sheeting7.1.3 12H Grader7.1.4 20 Year Road Programme – Regional Roads

7.2 Community Development Officer’s Report7.2.1 Community Development Officer’s Report – October 2016


7.3 Environmental Health/Building Surveyor Officer’s Reports

7.4 Caravan Park Manager’s Report7.4.1 Caravan Park Manager’s Report – October 2016

7.5 Swimming Pool Manager’s Report 7.5.1 Swimming Pool Manager’s Report – October 2016

7.6 Manager of Finance Reports7.6.1 List of Payments – October 2016 7.6.2 Monthly Statement of Financial Activity Report – 31st October 20167.6.3 Review of Annual Leave and Personal Leave Allocation System

7.7 Chief Executive Officer’s Reports7.7.1 NEWROC Council Meeting Minutes 25th October 20167.7.2 Central East Aged Care Alliance (Inc)7.7.3 Water Catchment Reserves 7.7.4 Bush Fire Advisory Committee7.7.5 Transfer of Land – Lots 67 & 68 Calder Street7.7.6 Asset Preservation7.7.7 Recordkeeping Plan & Disaster Management Plan7.7.8 Rates Discount

8. Correspondence and Information Report8.1 Nil

9. Elected members Motions of which previous notice has been given9.1 Nil

10. Urgent Business without notice (with the approval of the president or meeting)10.1 Nil

11. Confidential Items – Meeting to be closed to the Public in accordance with the provisions of the Local Government Act 1995.11.1 Nil

12. Dates to Remember12.1 See attached list

13 Closure of Meeting13.1 Closure of Meeting


Minutes of the Ordinary Meeting of Council held in Council Chambers, Maddock Street, Mukinbudin on21st September 2016

1. Declaration of Opening

1.1 The Shire President to declare the Meeting open at 1.03pm

2. Public Question Time (min 15 minutes)

2.1 Response to previous questions taken on notice.Nil

2.2 Declaration of public question time opened (min 15 mins)

The Shire President will declare public question time open.

2.3 Declaration of public question time closed

The Shire President will declare public question time closed.

3. Record of attendance, apologies and approved leave of absence3.1 Present:

3.1.1 Cr Shadbolt (Shire President)Cr Ventris (Shire Deputy President)Cr Comerford Cr JunkCr O’NeilCr Palm 1.04pmCr PoultneyCr Seaby

3.2 Apologies:3.2.1 Cr Paterson

3.3 On leave of absence:

3.4 Staff:3.4.1 Ray Hooper – Acting Chief Executive Officer

Ann Brandis – Manager of Finance3.5 Visitors:

3.6 Gallery:3.6.1 Dirk Sellenger


3.7 Applications for leave of absence:3.7.1 Request for leave of absence

Officer Recommendations

Council Decision Number –Moved: Cr Seconded: Cr That Council approve leave of absence be grated for Cr ______, for the _________ meeting.

Carried /

4. Petitions, deputations and presentations

4.1 PetitionsNil

4.2 DeputationsNil

4.3 PresentationsNil

5. Announcements by the Presiding person without discussion5.1

6. Confirmation of the Minutes of previous meetings

6.1 Confirmation of Minutes for the Ordinary Meeting of Council held on the 19th October2016.

Voting Requirement Simple MajorityOfficer Recommendations

Council Decision Number – 01 11 16Moved: Cr Comerford Seconded: Cr Junk

That the Minutes of the Ordinary Meeting of Council held on the 19th October, 2016 be accepted as a true and correct record of proceedings.

Carried 7/0Cr Palm entered the meeting at 1.04pm

6.1.1 Business Arising from MinutesNil


7.1 Work’s Manager’s Report7.1.1 Works Manager’s Report October 2016Location: MukinbudinFile Ref: ADMApplicant: Keith Mills , Works ManagerDate: 9 November 2016Disclosure of Interest: NilResponsible Officer Keith Mills, Works ManagerAuthor: Keith Mills, Works ManagerVoting Requirements Simple Majority

Documents AttachedPlant Report – October 2016Sign Stocktake

Documents Tabled Nil

46 Gate RoadWe have completed approx. 8 km, we’re well ahead of schedule, due to the closeness of the gravel pit and the efficiency of the works crew, which means that we will be completed before the christmas break.

Road Costings:Due to 46 Gate Road being completed earlier than expected, there could be approx. $200,000 left over, I have put together some costing’s for roads that need attention (Agenda Item Attached), we will need to raise some new Roads to Recovery numbers for these roads with Councils approval, using the outstanding money.

Mukinbudin/Bonnie Rock Road (Nth Rd)With the heat and lack of stone applied to the new section of works, the seal started to unravel with the grain couriers running over it. Colas were informed and returned with a spreader truck to lay more stone to try and resolve this problem. Here’s hoping that we have fixed this issue, but we will not know if it has been a success until our next hot day.

20 Year RRG Program & Traffic Counter Locations:Please find attached.

Counters Positions:Road counters have been placed on the following roads on 3.11.16 for 56 days –Forty Six Gate Rd – SLK 8.0 (8km East of Quanta Cutting Rd)Beringbooding Rd – SLK 1.5 (1.5km East of Bonnie Rock/Lake Brown Rd)Nungarin Nth Rd – SLK 7.4 (3km Sth of Harold Rd)Muka/Bonnie Rock Rd – SLK 6.8 (500mtr Nth of Graham Rd)Muka/Wialki Rd – SLK 12.5 (300mtr Nth of Clamp Rd)

Arts and Crafts Tree


I have inspected this location again and have come up with the plan to trench the East side of the parking area for 6mtrs and place 600x600 slabs vertically (from the old bowling green) in to the ground which should stop any more roots affecting the property next door. Cost = $1200.00.

Machinery Maintenance:Ordered 2 x Ram Kits for the grab bucket on BackhoeHydraulic hose on the DAFRepair Community Bus tyreRepair MBL 1071 tyre (leading hand’s ute)

Purchases:71 x name plate signs – Road signage49 x rectangular posts with caps – mounting road signs200 x flexible guide posts2 x Air Rattle guns – 1 each for changing blades on graders in the fieldTube socket set – Installing signs10 x ctns of grease gun cartridges20lt Vinyl Reviver20lt Hand WashMachine CoolantBucket of Grease

Future Purchases:Portable Air Compressor – Cleaning air filters in the fieldCordless Angle GrinderMore name plate signs

Serviced Light Vehicles:P439 (Leading Hand) = MBL1071- 135,000km service - 8.11.16P463 (Works Manager) = MBL 2 – 75,000km service – 10.11.16

Vehicle ready for service:P289 = MBL1060 – 15,000km service due, needs to be sent to Perth and have snorkel fitted (cost approx. $2000.00) as discussed at Council meeting May 2016.

OFFICER RECOMMENDATION

Council Decision Number – 02 11 16Moved: Cr Seaby Seconded: Cr Comerford

That Council note the above Works Managers Report for October 2016.

Carried 8/0


Plant Report as per policy Plant Item Plant

NumberComments Odometer/Hours

2014 Toyota Prado 1MBL P433 nil 79,341kms2012 Ford Territory MBL1 P435 2 x new tyres fitted October 2016 145,864kms2015 Ford Ranger MBL2 P463 75,000km service Due 76,695kms2015 Ford Ranger-Parks Super MBL1000

P291 15,000km service completed 20/9/2016; Windscreen booked for replacement Insurance Claim

16,986kms

2013 Holden Colorado Leading Hand MBL1071

P439 129,829km service Jan 2016 139,942kms

2002 Mitsubishi 6 wheeler MBL696 P279 Unit is performing well 334,999kms2002 Coaster Community Bus 0MBL P281 100,000km service Jan 2016 108,722kms2008 Kenworth DAF Prime Mover MBL250

P369 Nil 232,382kms

2015 Isuzu Light Truck Mtce Grader Driver

P289 Working well 14,059kms

2002 Komatsu Backhoe MBL1091 P317 Replaced leaking radiator Aug 2015Working well, pins need replacing

7,217hrs

2010 New Holland Tractor MBL1463 P403 This unit is operating well 2,375hrs2014 John Deere Tractor MBL244 P216 This unit is performing well 299hrs2015 Toyota Hiace Van MBL180 -Mtce Officer

P464 20K service due . Unit working well 20,157kms

2004 CAT 10H Grader MBL100 P301 Vehicle Broken down see Works Super Report 9970.7hrs2014 CAT 12M Grader MBL95 P461 Nil 1819.3hrs

2011 Hino 614 MBL 1070 P411 This unit is operating well. New Tyres Fitted 38,274kms2011 Hino 816 MBL 150 P410 This unit is operating well, 97,771kms2006 CAT 928 Frt End Loader MBL 1424

P344 Cracked LH Windscreen 10438hrs

2008 CAT Vibe Steel roller MBL1677 P420 Leaking Heater Tap; Beacons not working 4904hrs2014 Atlas Copco Roller MBL811 P462 Unit is performing well 499hrs2011 CAT Skid Steer MBL1724 P449 Unit is performing well 1247.0hrs1997 Duelvo Street SweeperMBL1453

P227 Repairs required Under repair


Road Works Symbol Road Signs

Sign size Sign Quantity Sign size Quantity

600x600 40 14 750x750 Cross Road - Offset 10

Corflute 50 8 S Bends 10

60 13 T road on bend - Left 7

80 18 T road on bend - Right 7

110 4 Road Narrows 10

End 40 4 S Bends - Left 7

End 80 2 S Bends - Right 4

End Road Work 12 T Road 3

Road Work Ahead 16 Truck Entering 7

Loose Surface 12 Road Wide to Narrow 12

Rough Surface 4 750x500 Km/H 12

Prepare to Stop 6

Slippery when wet 4 Portable Signs

1200x300 Drive Slowly 5 ROAD CLOSED 7

Corflute Drive Safely 11 GRAVEL ROAD 10

Thank You 11 TWO WAY TRAFFIC 2

Chevron 2 CHEVRON 7

Do Not Overtake 10 EVENT AHEAD 4

Roadwork Ahead 4 SLIPPERY WHEN WET 3

600x600 Workmen Ahead (Symbol) 7 BIKE SYMBOL 2

Metal Stop/Go - battons 2 RUNNING SYMBOL 2

USE OTHER FOOTPATH 2

Metal Road Signs LOCAL TRAFFIC ONLY 4

600x450 ENTRY 3 LOOSE SURFACE 2

ONE WAY 3 DETOUR 18

600X400 NO THROUGH ROAD 5 REDUCE SPEED 4

TURNING BUS 2 CHANGED TRAFFIC 5

750X500 NEXT 2KM 6 ROAD WORKS ON SIDE RD 3

1200X900 WARNING - GRAVEL ROAD 10 ROAD WORKS AHEAD 10

750X750 FIRE STATION 2 ROAD CLOSED AHEAD 4

CREST 8 TRAFFIC HAZARD AHEAD 6

FLOODWAY 5 PEDESTRIANS → 2

AMBULANCE STATION 2 EXCAVATION 4

600x600 Single - Chevron 5 END ROAD WORK /80 4

1800x300 Chevron 1 SINGLE LANE 2

2400x400 Chevron 6 FLOOD DAMAGE AHEAD 4

ROAD PLANT AHEAD 2

Symbol Road Signs SOFT EDGES 5

600x600 Curve - left 11 ROUGH SURFACE 3

Curve - Right 11 CONSTRUCTION SITE 2

Caravan 3 WATER OVE ROAD 8

750x750 Curve Right - Road Left 1 PREPARE TO STOP 1

Curve Left - Road Right 2 WINDSCREEN DAMAGE 4

Curve Right - Road Right 1 60/80 9

Curve Left - Road Left 1 40/60 3

Cross Road 8 80 2

T Road Left 8 END 80 7

T Road Right 8


7.1.2 Road Re-SheetingLocation: MukinbudinFile Ref:Applicant: Keith MillsDate: 9 November 2016Disclosure of Interest: NilResponsible Officer Works ManagerAuthor: Keith MillsVoting Requirements Absolute MajorityDocuments Attached N/ADocuments Tabled N/A

EXECUTIVE SUMMARYRoad Costings for re-sheeting:

BACKGROUND INFORMATIONThere could be an estimated $200,000.00 left over after the completion of Forty Six Gate Rd and propose that this money could be spent on the roads below.

After inspection of these roads, the following order of priorities proposed:

1. Quanta Cutting Road – 1.2km (SLK 8.90 – 10.10) @ 8.5mtr wide = $54,620.00 – upgrade from RAV 4 to 7 (joins 46 Gate Rd (proposed RAV 7) to Wilgoyne Rd (already RAV 7)).

2. Harry Road - 0.3km (SLK 11.43 to 11.73) @ 6mtr wide = $10,931.003. Comerford Road – 0.4km (SLK 0.00 – 0.40) @ 6mtr wide = $12,910.004. Doig Road – 1.2km (SLK 9.75 – 10.95) @ 6mtr wide = $37,727.005. Borlase Road - 0.5km (SLK 2.03 – 2.53) @ 6mtr wide = $14,900.00

With the money left over from the above ($68,900.00), one of the roads below:Barbalin/Koonkoobing Road – 2.2km (SLK6.69 – 8.89) @ 6mtr wide = $68,900.00 – upgrade for RAV 4 Network orBeringbooding Road – 1.65km (SLK 0.00 – 1.65) @ 8.5mtr wide = $68,900.00 upgrade this section as discussed at Mar 16 Shire inspection with Councillor’s (bus drive around).

STATUTORY ENVIRONMENT Local Government Act – Sec 6.8 (1)(b)

6.8 . Expenditure from municipal fund not included in annual budget (1) A local government is not to incur expenditure from its municipal fund for an additional

purpose except where the expenditure —(b) is authorised in advance by resolution*; or

POLICY IMPLICATIONS Nil – doesn’t impact our policy manual


FINANCIAL IMPLICATIONS Funds for the proposed works is included in the 2016/17 and it is proposed to re-allocate the under-expenditure from Forty Six Gate Road. Adjustments will need to be made to roads approved under Roads to Recovery funding for 2016/17.

STRATEGIC IMPLICATIONS Nil

SITE INSPECTIONCouncillor’s may inspect to determine if priority’s are correct.

TRIPLE BOTTOM LINE ASSESSMENTECONOMIC IMPLICATIONSRoad upgrading will have economic benefits for rural production activities and tourism.

SOCIAL IMPLICATIONS Upgraded road surfaces will improve road safety for the benefit of the community.

ENVIRONMENTAL IMPLICATIONSEnvironmental factors are considered in the works programme for each project.

OFFICER COMMENTAccess to gravel in close proximity to the works site and increased productivity by the works crew and contractors has resulted in significant under-expenditure to the 2016/17 budget allocation for Forty Six Gate Road.

Officer RecommendationCouncil Decision Number – 03 11 2016Moved: Cr Poultney Seconded: Cr O’Neil

That Council 1) Authorise the following expenditures on road maintenance projects in priority order:a. Quanta Cutting Road (SLK 8.90 – 10.10) $54,620b. Beringbooding Road (SLK 0.00 – 1.65) $68,900c. Harry Road (SLK 11.43 - 11.93) $10,931d. Comerford Road (SLK 0.00 - 0.40) $12,910e. Doig Road (SLK 9.75 – 10.95) $37,727f. Borlase Road (SLK 2.03 – 2.53) $14,900Subject to the estimated under-expenditure on Forty Six Gate Road being realised on the completion of the programmed works on this road.2) Authorise adjustments to the Roads to Recovery Programme for 2016/17 for the relevant

expenditures.

Carried 8/0


7.1.3 12H GraderLocation: MukinbudinFile Ref:Applicant: Keith Mills, Works ManagerDate: 9 November 2016Disclosure of Interest: NilResponsible Officer Keith Mills, Works ManagerAuthor: Keith Mills, Works ManagerVoting Requirements Absolute MajorityDocuments Attached N/ADocuments Tabled N/A

EXECUTIVE SUMMARY12H Grader – clutch & gear box problems.

BACKGROUND INFORMATIONWestrac mechanic has assessed, diagnosed and reported that the 1, 2 & 3 clutches are not holding pressure, this causes it not to register on the selectors, he also found a serious amount of clutch shavings in the filter and the O rings are leaking. Previous high cost expenditures on this machine are 2012 -$12,000 and 2007 $23,000.

STATUTORY ENVIRONMENT Local Government Act Sect 6.8 (1) (b)

6.8 . Expenditure from municipal fund not included in annual budget (1) A local government is not to incur expenditure from its municipal fund for an additional

purpose except where the expenditure —(b) is authorised in advance by resolution*; or

POLICY IMPLICATIONS Nil

FINANCIAL IMPLICATIONS Approx. $40,000.00 or dependant on repairs undertaken. If repairs are undertaken the valve should be capitalised to the plant item as it significantly improves the use expectancy of the machine.


SITE INSPECTION Council may inspect to be able to make a firm decision.

TRIPLE BOTTOM LINE ASSESSMENTECONOMIC IMPLICATIONS Nil

SOCIAL IMPLICATIONS Nil

ENVIRONMENTAL IMPLICATIONS Nil


OFFICER COMMENTThe grader will have to go to Perth where Westrac will take the Transmission out and inspect and repair the clutches and replace the O rings and inspect for any other damage.

Some options:If a mend is done – use until end of financial year then sell machine. orIf repaired properly – keep for another few years then sell as the motor (at this stage) seems fine. orsell as is and replace with new machine.

Officer Recommendation

Council Decision Number –Moved: Cr Poultney Seconded: Cr

That Council call tenders for a replacement grader and trading the existing grader on an “as is where is” basis and authorise a transfer of the changeover amount from the Plant Reserve Fund.

Lapsed due to a lack of a seconder

Council Decision Number – 04 11 2016Moved: Cr Comerford Seconded: Cr Junk

Authorise the necessary repair and part replacement works to be undertaken by Westrac on the basis that the repair costs will be capitalised as improvements to the condition of the machine as the intent is to retain the machine for a minimum period of four financial years from 2017/18.

Carried 8/0


7.1.4 20 Year Road Program – Regional RoadsLocation: MukinbudinFile Ref:Applicant: Keith Mills, Works ManagerDate: 9 November 2016Disclosure of Interest: NilResponsible Officer Keith Mills, Works ManagerAuthor: Rod Munns, Voting Requirements Absolute MajorityDocuments Attached 20 Year Regional Road Program 2017/18 – 2036/37Documents Tabled N/A

EXECUTIVE SUMMARYA 20 year expenditure programme has been prepared for roads, which qualify for funding under the State Road Funds to Local Government Agreement to assist with Asset Preservation and Management for Roads.

BACKGROUND INFORMATIONSome roads which qualify for state road funding under regional roads may not achieve the necessary scores and weighing under the multi criteria analysis for funding applications and these are:

Quanta Cutting NorthQuanta Cutting – WeiraBonnie Rock – Lake BrownOgilvie

Due to low traffic counts and being the lowest category of the regional roads classifications.

STATUTORY ENVIRONMENT Integrated Planning & Reporting

POLICY IMPLICATIONS Policy 5.9 – Road Classifications

FINANCIAL IMPLICATIONS Costs for the 20 year expenditure Programme will be part of the consultancy allocation under the Transport section of the 2016/17 budget. Account no 21201109.

STRATEGIC IMPLICATIONS Strategic Community Plan Items 3.1.1 & 3.1.3

SITE INSPECTION Ongoing

TRIPLE BOTTOM LINE ASSESSMENTECONOMIC IMPLICATIONSAsset preservation of regional designated roads is vital to the local and regional economics through transport efficiencies, road safety, tourism attraction and other factors.


SOCIAL IMPLICATIONS There are community expectations for existing road assets to be preserved and enhanced within the resource capacities of the local government.

ENVIRONMENTAL IMPLICATIONSAny environmental issues with the natural environment are dealt with in the annual works programming.

OFFICER COMMENTThis 20 year plan for regional roads is a firm basis for a 20 year asset management plan for all roads to be prepared utilising the funding sources of Roads to Recovery the roads component of the Financial Assistance Grants and Municipal funds.


Council Decision Number – 05 11 2016Moved: Cr Seaby Seconded: Cr Junk

That Council 1) Receive and adopt the 20 Year Programme for 2030 Roads as presented, for incorporation

into the Asset Management Plan, the Long Term Financial Plan, the Corporate Business Plan and Annual Budgets.

2) Receive and implement the peak Harvest Road Count Programme as presented.

Carried 8/0


SRFTLGA Matching Muni. Total Year/s Location (SLK)

Year 1 - 2017/18 Yr

Mukinbudin / Wialki Rd 16.70 21.00 4.30 Reconstruction & Primerseal $365,800 $182,900 $548,700 2015 8.50

Kununoppin / Mukinbudin Rd 3.35 & 7.36 4.35 & 8.36

Curves Blackspot Realignment @ Jones Rd &

Barbalin Sth Rd Intersections - Get Road Safety

Audits completed and apply for Blacskpot Funding

Staged over 3 years for both projects

$0 $0 $0 2016 7.00

Annual Total $365,800 $182,900 $548,700

Year 2 - 2018/19 Yr


Koorda / Bullfinch Rd 7.48 11.48 4.00 14mm Final Seal $77,900 $38,950 $116,850 2016 11.00

Kununoppin / Mukinbudin Rd 7.36 8.36 1.00Curve Blackspot Realignment @ Barbalin Sth Rd

Intersection - Stage 1 (Preliminaries)$20,000 $10,000 $30,000 2016 7.00

Annual Total $366,100 $204,924 $571,024

Year 3 - 2019/20 Yr

Mukinbudin / Wialki Rd 8.57 12.46 3.89 Reconstruction & Primerseal $360,000 $180,000 $540,000 2015, 2017 8.50

Kununoppin / Mukinbudin Rd 7.36 8.36 1.00Curve Blackspot Realignment @ Barbalin Sth Rd

Intersection - Stage 2 (Construction)$120,000 $60,000 $180,000 2016 7.00

Kununoppin / Mukinbudin Rd 3.35 4.35 1.00Curve Blackspot Realignment @ Jones Rd Intersetion

(Stage 1 - Preliminaries)$22,000 $11,000 $33,000 2015 2.80

Annual Total $502,000 $251,000 $753,000

Year 4 - 2020/21 Yr


Kununoppin / Mukinbudin Rd 3.35 4.35 1.00Curve Blackspot Realignment @ Jones Rd Intersetion

(Stage 2 - Construction)$124,800 $62,400 $187,200 2015 2.80

Annual Total $498,800 $249,400 $748,200

Year 5 - 2021/22 Yr


Kununoppin / Mukinbudin Rd 15.04 18.74 3.70 Reconstruction & Primerseal $371,600 $185,800 $557,400 2018, 2019 15.00

Annual Total $389,000 $194,500 $583,500

Year 6 - 2022/23 Yr

Mukinbudin / Bonnie Rock Rd 9.40 12.40 3.00 14mm Final Seal $69,000 $34,500 $103,500 2016, 2019, 2020 6.48


Annual Total $405,000 $202,500 $607,500

Year 7 - 2023/24 Yr

Mukinbudin / Bonnie Rock Rd 12.40 15.40 3.00 14mm Final Seal $71,760 $35,880 $107,640 2021 15.40

Mukinbudin / Bonnie Rock Rd 6.20 9.40 3.20 Reconstruction & Primerseal $349,440 $174,720 $524,160 2016, 2019, 2020 6.48

Annual Total $421,200 $210,600 $631,800

Peak Harvest Road Counter Location &

YearRoad NameFunding

Work DescriptionLength

(Km)End SLKStart SLK

SHIRE OF MUKINBUDIN - SRFTLGA ROAD FUNDING - 20 YEAR PROGRAM ON 2030 ROADS - 2017/18 Yr to 2036/37 Yr - Current at 8-11-2016








Year 8 - 2024/25 Yr

Mukinbudin / Bonnie Rock Rd 15.4 & 19.20 17.4 & 20.20 3.00 14mm Final Seal $74,630 $37,315 $111,945 2021, 2022 18.00

Mukinbudin / Bonnie Rock Rd 0.00 3.20 3.20 Reconstruction & Primerseal $363,400 $181,700 $545,100 2021, 2022 3.20

Annual Total $438,030 $219,015 $657,045

Year 9 - 2025/26 Yr


Mukinbudin / Bonnie Rock Rd 3.20 6.20 3.00 Reconstruction & Primerseal $354,400 $177,200 $531,600 2023 5.00

Annual Total $455,300 $227,650 $682,950

Year 10 - 2026/27 Yr


Mukinbudin / Bonnie Rock Rd 17.40 19.20 1.80 Reconstruction & Primerseal $218,600 $109,300 $327,900 2023, 2024 18.00

Nungarin North Rd 4.00 5.50 1.50 Reconstruction & Primerseal $175,400 $87,700 $263,100 2023, 2024 4.50

Annual Total $473,700 $236,850 $710,550

Year 11 - 2027/28 Yr


Koorda / Bullfinch Rd 20.15 21.54 1.39 14mm Final Seal $38,410 $19,205 $57,615 2024, 2025 21.50


Annual Total $492,910 $246,455 $739,365

Year 12 - 2028/29 Yr


Koorda / Bullfinch Rd 16.46 17.86 1.40 Reconstruction & Primerseal $177,100 $88,550 $265,650 2025, 2026 17.00


Annual Total $512,800 $256,400 $769,200

Year 13 - 2029/30 Yr




Annual Total $535,000 $267,500 $802,500

Year 14 - 2030/31 Yr




Annual Total $556,120 $278,060 $834,180

Year 15 - 2031/32 Yr


Kununoppin / Mukinbudin Rd 5.64 & 8.36 7.36 & 9.84 3.20 Reconstruction & Primerseal $481,400 $240,700 $722,100 2029 7.00

Annual Total $578,300 $289,150 $867,450

Year 16 - 2032/33 Yr









Kununoppin / Mukinbudin Rd 1.44 & 4.35 3.35 & 5.64 3.20 Reconstruction & Primerseal $500,600 $250,300 $750,900 2030 1.50

Annual Total $601,400 $300,700 $902,100

Year 17 - 2033/34 Yr



Kununoppin / Mukinbudin Rd 0.00 1.44 1.44 Reconstruction & Primerseal $230,400 $115,200 $345,600 2030 1.50

Annual Total $623,300 $311,650 $934,950

Year 18 - 2034/35 Yr

Nungarin North Rd 0.00 3.00 3.00 14mm Final Seal $109,000 $54,500 $163,500 2031, 2032 3.00


Annual Total $648,000 $324,000 $972,000

Year 19 - 2035/36 Yr

Nungarin North Rd 3.00 4.00 1.00 14mm Final Seal $38,000 $19,000 $57,000 2031, 2032 3.00

Mukinbudin / Wialki Rd 25.00 27.00 2.00 14mm Final Seal $76,000 $38,000 $114,000 2031, 2032 27.00

Wilgoyne Rd 0.00 3.20 3.20 Reconstruction & Primerseal $560,560 $280,280 $840,840 2031, 2032 3.20

Annual Total $674,560 $337,280 $1,011,840

Year 20 - 2036/37 Yr

Mukinbudin / Wialki Rd 27.00 30.00 3.00 14mm Final Seal $118,560 $59,280 $177,840 2033 30.00

Wilgoyne Rd 3.20 6.40 3.20 Reconstruction & Primerseal $583,000 $291,500 $874,500 2033 6.40

Annual Total $701,560 $350,780 $1,052,340

Road Name SLK From SLK To Road Category *

BERINGBOODING RD ** 0.00 13.25 C

BONNIE ROCK-LAKE BROWN RD ** 36.57 49.04 B

BONNIE ROCK-MUKINBUDIN RD 0.00 27.80 B

KOORDA-BULLFINCH RD 0.00 41.92 A

KUNUNOPPIN-MUKINBUDIN RD 0.00 19.12 B

McGREGOR RD 0.00 2.52 B

MUKINBUDIN-WIALKI RD 0.00 42.50 B

NUNGARIN NORTH RD (PART) 0.00 10.73 B

OGILVIE RD ** 0.00 13.66 B

QUANTACUTTING NORTH RD ** 0.00 14.71 B

QUANTACUTTING-WEIRA RD ** 0.00 9.14 B

WILGOYNE RD 0.00 20.88 C

Note : All Road Secions above to be upgraded to Type 5 Standard - 10+ m carriageway width and 7.0m seal width.

Note : ** It may be difficult to win funding to upgrade these four (4) roads, as obtaining suitably high road counts to warrant the upgrade may be a problem.

Note : * Road Categories are in Hierarchial Order : A - Regional Distributor Road, B - Local Distributor Road, C - Local Access Road. In MCA Scoring system for prioritising funding, the

following points apply : A - 30 pts, B - 15 pts, and C - 5 pts.

BONNIE ROCK-LAKE BROWN RD

SHIRE BOUNDARY - NUNGARIN

WYALKATCHEM-BULLFINCH RD

KOORDA-BULLFINCH RD

SHIRE BOUNDARY - MT MARSHALL

MUKINBUDIN-WIALKI RD

SHIRE BOUNDARY - MT MARSHALL

SHIRE BOUNDARY - TRAYNING

KUNUNOPPIN-MUKINBUDIN RD


SHIRE BOUNDARY - NUNGARIN


OGILVIE RD

QUANTA CUTTING NORTH RD

QUANTA CUTTING NORTH RD

2030 Roads currently within the Shire of Mukinbudin - that this SRFTLGA Funding can be Expended On.Start Location Finish Terminus



KUNUNOPPIN-MUKINBUDIN RD


QUANTA CUTTING-WEIRA RD

SW CORNER LOCATION

MUKINBUDIN-WIALKI RD

SHIRE BOUNDARY - WESTONIA

BONNIE ROCK TOWNSITE


7.2 Community Development Officer

7.2.1 Community Development Officer’s ReportLocation: MukinbudinFile Ref: CS.GR.1Applicant: Nola Comerford-Smith, Community Development OfficerDate: 9 November 2016Disclosure of Interest: NilResponsible Officer Ray Hooper, Acting Chief Executive OfficerAuthor: Nola Comerford-Smith, Community Development OfficerVoting Requirements Absolute MajorityDocuments Attached N/ADocuments Tabled N/A

GRANT FUNDING PROJECTS:

Current Successful Projects:Community Pool Revitalisation Program - $32,000. Part of a Future Capital Project to have pool repainted – the same amount has been applied for this year to ensure the project is achievable.CBH Grass Roots Fund – $1,000 funding for seniors events ($252 remaining).Waste Authority Community Grants – a Community Garden project $9,300.Stay on Your Feet – $3,460 - an exercise program for seniors targeting leg strength to build balance. Hayley Watson will conduct gym classes and a ‘boot camp’ incorporating Tai Chi and other balance-based exercises. This will run over 12 weeks commencing in September.Lotterywest – Community Events Kit. WA Seniors Week 2016 – funding for Long Table Dinner in The Shed.Our Neighbourhood Community Grants – additional workshops and resources for a community garden - $7,441.

Applications in Progress:Thank a Volunteer Day Celebration Grant – entertainment for the annual Business Drinks/End of Year Celebration.Community Pool Revitalisation Program - $32,000 for Future Capital Project (as above).Leisure Institute of WA Aquatic – funding for water testing equipment and inflatable toy.Department of Sport & Recreation – funding for a Club Development Officer.Community Garden Grants Program – funding for infrastructure for Community Garden.

Outstanding Acquittals:Healthway – Spring Festival. $11,500 - This grant requires naming rights so will once again be called the Act Belong Commit Mukinbudin Spring Festival.


Lotterywest – Spring Festival. Planning & Development Group - $11,124 funding for advertising, equipment and artist travel.

COMMUNITY PORTFOLIOS – OTHER PROJECTS

Stay on Your Feet – this program for seniors is very popular, with participation increasing weekly. Hayley Watson is teaching a gym class on Monday mornings and including hand weights as well as circuit training on the gym equipment. Tai Chi classes are being held every Thursday mornings at the Complex. The program will conclude on December 8th.

Seniors Week Dinner – this is being held on Friday 11th November at the Men’s Shed with Robbie T Magician as the entertainment. At time of writing report, we have 72 people attending the dinner, with 12 volunteers helping with catering, setting up, serving and cleaning up.

Community Garden – I have conducted an online survey through surveymonkey.com. We had 30 people respond to the survey, plus two positive verbal results. Results as follows:

o Respondents: 30 o Q1 If there was a community garden in Mukinbudin, would you be interested in participating?

Answer Choices Responses It’s a great idea – I support it 66.67% (20) I’m not enthusiastic about it, but it’s ok with me

23.33% (7)

I’m neutral – neither for or against 10% (3) I don’t like the idea – I don’t support it 0% Total - 30

o Q2. If you would support it, what type of planting space would you be interested in? Answer Choices Responses Individual plots 3.7% (1) Communal Garden 96.30% (26)

o Q3. What types of plants would you be interested in growing? Answer Choices Responses Fruit 74.07% (20) Vegetables 96.30% (26) Flowers 51.85% (14) Other 18.52% (5) (herbs, natives)

o Q4. Why would you participate in a community garden? Answer Choices Responses Access to fresh vegetables 55.56% (15) Learn about gardening 37.04% (10) Save money 18.52% (5) Socialising/Recreation/Community involvement 96.30% (26)


Enjoy gardening 55.56% (15) Serve on community garden committee 3.7% (1) Other 1 – Teach kids about healthy eating

o Q5. What kinds of things are you interested in doing? Answer Choices Responses Having a garden plot 15.38% (4) Caring for the garden and common areas 61.54% (16) Organising members 7.69% (2) Creating regulations 7.69% (2) Teaching others about gardening 11.54% (3) Fundraising 15.38% (4) Publicity 3.85% (1) Using the garden for socialising 73.08% (19)

o Q6. How much time would you be willing to spend in the community garden? Answer Choices Responses I do not want to work in the garden 19.23% (5) 1-2 hours per week 69.23% (18) 3-4 hours per week 11.54% (3) More than 5 hours per week 0%

o Q7. Are you interested in finding out more about gardening through workshops? Answer Choices Responses Yes 88.46% (23) No 11.54% (3)

o Q8. Two locations are being considered – which site would you prefer? Answer Choices Responses 26 Maddock St – behind Aged Units 48.15% (13) 46 Calder St – old District Club 44.44% (12) Other 7.41% (2) – “Why can’t we use both”/”Don’t

mind, but if near school kids could join in”

The two locations are available for community garden use. The full survey is available if you are interested – same information but with graphs.

Actions Arising from Council Meeting October 19Pool – grant application for pool repainting. We have been successful in receiving the additional $32,000 (waiting on official letter from the Sport & Recreation Minister, Mia Davies). I am waiting on confirmation from Wetdeck Pools for the work to be completed in this financial year after the pool closes. Community Garden – see above


Pool – disabled toilet. Matt Palm has completed the plumbing. Denis is to complete the fencing and replace some paving and it will be ready for use. This should be completed by the Council meeting.Netball/Basketball Courts – Councillor Seaby has arranged an Engineer to inspect the court and building to assess the project potential.

Meetings Attended/Events Organised:Thursday 27/Friday 28 October – Service Delivery Review workshop with CEO, MFThursday 27 October – Spring Festival community meeting at Sports ComplexTuesday 8 – Friday 11 November – Cert IV Project Management, PerthFriday 11 November – Senior’s Week Dinner

Financial Implications:

Strategic Implications:Nil

Officer RecommendationCouncil Decision Number – 06 11 2016Moved: Cr Palm Seconded: Cr Poultney

1. That Council notes the above Community Development Officers Report for October 2016.

2. That Council proceeds with the community garden on part lot 26 Maddock Street

3. That Council restricts future budget allocations to $1,200 per year for the ongoing maintenance of the garden.

Carried 7/1

Cr Comerford was recorded as voting against the motion.


7.3 Environmental Health/Building Surveyor Officer’s Reports7.3.1 Environmental Health Officer’s Report October 2016 **LATE ITEM**Location: MukinbudinFile Ref:Applicant: Bill Hardy, Environmental Health OfficerDate: 10 November 2016Disclosure of Interest: NilResponsible Officer Bill Hardy, Environmental Health OfficerAuthor: Bill Hardy, Environmental Health OfficerVoting Requirements Absolute MajorityDocuments Attached N/ADocuments Tabled N/A

BackgroundThe property at 42 Maddock St., Mukinbudin has raised some concerns from councillors due to its untidiness and its potentially being unfit for habitation.

CommentUntidy premises at 42 Maddock St.The property at this address has a small wooden framed and stumped bungalow with fibro (A/C) cladding and a shed behind it. The property changed hands about a year ago and the new owner is in the process of repairing it.

When the house was transferred it was noted by the PEHO that the ceiling had fallen into the living room and that the property needed a lot of work. Unfortunately, the repairs are at a stage where there have been floor boards removed from the kitchen and shower areas making the house difficult to live in. Also, the owner has been working on cars in a shed at the rear upon which he has draped colourful tarpaulins and there are several disused machines and overgrown vegetation around the yard. This has made the site untidy.

The PEHO discussed the untidiness with the owner in August 2016. He indicated that he was still working on the house and that he may have to move out due to the house being difficult to live in due to the repair work. He has not been seen by the PEHO on the site since.

A notice was issued (left at the house) under S.3.25 of the Local Government Act to Mr. Mark Wright on 7 September 2016 to have the site tidied up by the end of September 2016. This did not occur. The works required in the notice are:

the removal of the colourful tarps around the rear shed, the removal of disused machinery including a car,and the clearing of the vegetation in the yard.


Mr. Wright was also advised to not operate a mechanics business on the site as it would be a breach of the Town Planning Scheme.

On 9 November it was seen that the owner had still not complied with the notice and was not present at the house. The PEHO prepared another copy of the notice and sent it with a covering letter reminding Mr. Wright of his obligations and the potential consequences. This was sent by registered mail on 10 November.

As a consequence of the notice not being complied with the shire could initiate a prosecution or it could undertake the works itself.

Unfit for habitation.Under Sections135-140 of the Health Act 1911, the shire could declare the house unfit for human habitation. Should this occur the shire would issue a notice directing that the house not be occupied or inhabited and this would be pinned to the house.

The shire may also issue a notice directing the owner to –clean or repair the house, oramend the house, ortake it down and remove it, all by a specified date,

In either case the shire may act in default of the owner and to recover the costs of the work from the owner.

Consultation Acting CEO/ Deputy CEO / Finance Manager

Statutory Environment Local Government Act.Health Act.

Policy ImplicationsThis type of situation where an older asbestos house is purchased in Mukinbudin because they think it is cheap by someone with probably not enough resources to actually make it habitable may reoccur and the shire may consider a policy to avoid situations like this in the future.

Financial ImplicationsThe potential cost of the Shire carrying out work on the untidy house sites and costs to prosecute. If the shire declares it unfit and requires removal the cost of removing the asbestos could be substantial.

Strategic ImplicationsNil


Officer RecommendationCouncil Decision Number – 19 11 2016Moved: Cr Poultney Seconded: Cr Junk

That if the owner of 42 Maddock Street Mukinbudin, Mr. Mark Wright, fails to comply with the 7 September 2016 notice by 1 December, then the Shire initiates action to have the untidy site cleaned up.

That the shire declares the house unfit for habitation and issue a notice to that effect.

That the shire issues a notice for the owner to have the house cleaned and repaired by 31 December 2016.

Carried 8/0


7.4 Mukinbudin Caravan Park Manager’s Report

7.4.1 Mukinbudin Caravan Park Report – October 2016Location: MukinbudinFile Ref: ADMApplicant: Jacinta Barrett, Caravan Park ManagerDate: 9th November 2016Disclosure of Interest: NILResponsible Officer Ray Hooper, Acting CEOAuthor: Jacinta Barrett, Caravan Park ManagerVoting Requirements Simple Majority Documents Attached NilDocuments Tabled Nil

The park has been quiet on the caravan side but really busy with park units and cabins which brings in a steady income.I was asked to attend the NEWTravel Annual meeting last month, which was great! Learnt a lot in regards to happenings with the ‘Wheatbelt Way’ and what other towns are doing.We have 1 more permanent staying in a park barrack.Customers love the free use of the swimming pool.No major maintenance issues to date.There are a few trees that are looking very dead, possibly Dave needs to come out and inspect.

Updates from last meetingFacebook page is currently live! I have been updating a few posts but as we are in low season there is not a huge amount to post about.The ‘Wheatbelt Way’ are in the process of designing an app. The future plans will be for the app to have a booking system. Will keep the council updated as more plans arise.Ann and Ray were asking IT in regards to keeping a park register for email updates.

Officer RecommendationCouncil Decision Number – 07 11 2016Moved: Cr Junk Seconded: Cr Comerford

That Council notes the above Caravan Park Managers Report for October 2016.

Carried 8/0


Mukinbudin Caravan Park Annual Income

Self Contained

Units Barracks Sites Washing Machine House Total

Total Expense

2005/2006 19,358.08 11,082.32 10,521.76 1,171.16 N/A 42,133.32 2006/2007 22,820.21 9,753.06 17,095.20 981.35 N/A 50,649.82 2007/2008 27,304.76 5,422.75 11,244.47 678.16 N/A 44,650.14 2008/2009 37,214.39 10,554.55 16,773.76 663.63 N/A 65,206.33 2009/2010 33,567.84 9,096.35 15,504.70 1,036.36 N/A 59,205.25 2010/2011 38,054.93 15,604.59 15,817.92 845.55 N/A 70,322.99 2011/2012 34,724.53 11,056.46 18,753.08 773.19 N/A 65,307.26 2012/2013 44,682.83 17,477.98 24,860.15 1,050.17 N/A 88,071.13 2013/2014 45,332.87 16,194.44 26,393.17 1,278.53 N/A 89,199.01 88,695.34 2014/2015 42,590.61 21,760.04 25,554.90 1,404.95 15,747.32 107,057.82 109,829.90 2015/2016 52,036.96 21,992.28 28,080.19 1,583.50 16,249.93 119,942.86 136,994.38

Mukinbudin Caravan Park Income and Expenditure

Self Contained

Units Barracks Sites Washing Machine House

Total Income Expenditure

July 16 7,281.84 1,641.81 1,499.23 0.00 1,019.86 11,442.74 12,536.42 Aug 16 10,863.66 3,359.98 5,669.53 0.00 1,001.81 20,894.98 12,660.36 Sept 16 4,254.54 1,331.45 11,182.30 549.09 1,601.81 18,919.19 5,623.61 Oct 16 3,886.38 1,676.15 4,313.90 254.55 2,488.18 12,619.16 15,725.44 Nov 16 0.00 Dec 16 0.00 Jan 17 0.00 Feb 17 0.00 Mar 17 0.00 Apr 17 0.00 May 17 0.00 Jun 17 0.00 Total 26,286.42 8,009.39 22,664.96 803.64 6,111.66 63,876.07 46,545.83

NB: Expenditure Accounts has been corrected removing captial expenditure of wages

NB: Income now includes the Caravan Park House displayed in the actual months which was previously missing from report


7.5 Swimming Pool Manager’s Report

7.5.1 Mukinbudin Swimming Pool Report October 2016Location: MukinbudinFile Ref: ADMApplicant: Aleksander Ilic, Pool ManagerDate: 9th November 2016Disclosure of Interest: NILResponsible Officer Ray Hooper, Acting CEOAuthor: Aleksander Ilic, Pool ManagerVoting Requirements Simple Majority Documents Attached NilDocuments Tabled Nil

Pool Updates:Swimming Pool opened on the 1st of NovemberNorth and West side of the facility are now covered with the shade sails Female change room is also covered with the shade sailThe shade sail for the south side of the pool has been dropped off for repairsDisabled toilet is connectedKiosk is stocked up and fully operationalFlow sensor has been replaced, the recirculation pump is in working orderBroken tiles on the pool concourse are replaced1.8m wide fencing shade cloth for the south and north side of the pool has been orderedOutside pool area has been sprayed for the spidersChange room floors are paintedDiving boards, benches, kiosk serving area etc are also freshly painted All the pool operations assessments I’ve completed are marked competent and Pool Operations Certificate has been issued by LIWAWater in the pool is balanced and clean

Maintenance:Denis is currently working on the repairs of the fence on the west side of the pool, near disabled toilet A part on the automatic chemical dosing system called “cell body” is broken and needs replacing. I’ve called the company we have purchased the dosing system from “Tim Batt Water Solutions” and requested a quote for the spare part. Currently all the chemicals in the pool are adjusted manually

Future plans:Once repaired shade sail for the south side of the pool needs to be put upFencing shade cloth when arrives need to be attached to the fence


Officers Recommendation

Council Decision Number – 08 11 2016Moved: Cr Poultney Seconded: Cr Palm

That Council notes the above Pool Managers Report for October 2016.

Carried 8/0


7.6 Finance7.6.1 List of Payments – October 2016Location: MukinbudinFile Ref: ADMApplicant: Ann Brandis – Manager of FinanceDate: 8th November 2016Disclosure of Interest: NILResponsible Officer Ann Brandis – Manager of FinanceAuthor: Ann Brandis – Manager of FinanceVoting Requirements Simple Majority Documents Attached List of Payments – October 2016Documents Tabled Nil

If a Councillor has any questions regarding the enclosed finances, please see the Manager of Finance prior to the meeting so that a researched answer may be provided

EXECUTIVE SUMMARYList of payments for approval

BACKGROUND INFORMATIONA list of payments submitted to Council on 16th November 2016, for confirmation in respect of accounts already being paid or for the authority to those unpaid. (Please refer to Payment listing submitted as a separate attachment)

STATUTORY ENVIRONMENTA list of payments is required to be presented to Council as per section 13 of the Local Government (Financial Management) Regulations 1996.

POLICY IMPLICATIONSCouncil Policy No. 1.6.5 (e) states that a list of payments is required to be presented to Council each month in accordance with Financial Management Regulations 13(1) for recording in the minutes.

FINANCIAL IMPLICATIONS No impact on budget

STRATEGIC IMPLICATIONS N/A

SITE INSPECTION N/A

TRIPLE BOTTOM LINE ASSESSMENTECONOMIC IMPLICATIONS N/A

SOCIAL IMPLICATIONS N/A


ENVIRONMENTAL IMPLICATIONS N/A

OFFICER COMMENTStandard process of obtaining Council endorsement of payments in the month of October 2016.


Council Decision Number – 09 11 2016Moved: Cr Poultney Seconded: Cr O’Neil

That the list of payments to today’s meeting on Vouchers –Direct Debits D/D 2851.1- D/D2943.1 ($18,133.85) andMuni Cheques 31417 to 31436 ($45,427.26) andMuni EFT’s – EFT 1957 to EFT 2065 Payroll - Pay-3 ($484,862.68) andTrust D/D2854.1 – D/D2955.1, EFT 2036, Trust 291-297 ($62,809.00)Totalling ($611,232.79)for payments made in October 2016, be passed for payment.

Carried 8/0


Muni EFT Date Name DescriptionInvoice

AmountTotal

175 13/10/2016 Int - INTEREST RECEIVED INTEREST RECEIVED 303.28

175 01/10/2016 Int - INTEREST RECEIVED INTEREST RECEIVED 722.72

EFT1957 03/10/2016 ALL WAYS FOODS Toilet Paper for Caravan Park - 30.80

26103 26/08/2016 ALL WAYS FOODS Toilet Paper for Caravan Park 30.80

EFT1958 03/10/2016 BENCUBBIN BULK HAULIERS Cartage of Roller from Mukinbudin to Perth - 1,430.00

00003441 31/08/2016 BENCUBBIN BULK HAULIERS Cartage of Roller from Mukinbudin to Perth 1430.00

EFT1959 03/10/2016 BF & JD ATKINS Water Truck & Load Hire - 8,046.50

28745 14/09/2016 BF & JD ATKINS Water Truck & Load Hire 8046.50

EFT1960 03/10/2016 BOC LIMITED Oxygen Indust Size - 38.59

4013731280 12/09/2016 BOC LIMITED Oxygen Indust Size 38.59

EFT1961 03/10/2016 CHILD SUPPORT AGENCY Payroll deductions - 211.37

DEDUCTION 21/09/2016 CHILD SUPPORT AGENCY Payroll deductions 211.37

EFT1962 03/10/2016 COATES HIRE Water Cart Hire 21 days - 7,699.23

15306477 25/09/2016 COATES HIRE Water Cart Hire 21 days 7699.23

EFT1963 03/10/2016 COLAS WA PTY LTD Bitumen Sealing Works Mukinbudin Wialki Road - 91,841.75

007146 22/09/2016 COLAS WA PTY LTD Bitumen Sealing Works Mukinbudin Wialki Road 91841.75

EFT1964 03/10/2016 COURIER AUSTRALIA/TOLL IPEC Freight for Signs - 210.92

0230 09/09/2016 COURIER AUSTRALIA/TOLL IPEC Freight for Signs 131.20

0229 02/09/2016 COURIER AUSTRALIA/TOLL IPEC Freight Water Systems - Lions Park 11.41

0232 23/09/2016 COURIER AUSTRALIA/TOLL IPEC Freight for Dpt Transport Plates and Road Signs 68.31

EFT1965 03/10/2016 D&D TRANSPORT District Club Freight To be recouped - 227.60

00052116 31/08/2016 D&D TRANSPORT District Club Freight To be recouped 84.14

00052163 09/09/2016 D&D TRANSPORT District Club Freight To be recouped 143.46

EFT1966 03/10/2016 DEPENDABLE LAUNDRY SOLUTIONS Supply & Install of Washine Machine/Dryer Combos - 12,896.40

20162116 22/09/2016 DEPENDABLE LAUNDRY SOLUTIONS Supply & Install of Washine Machine/Dryer Combos 12896.40

EFT1967 03/10/2016 GERAGHTYS ENGINEERING & AUTO ELECTRICS Supply & Fit two replacement Batteries - 1,286.62

125880 12/08/2016 GERAGHTYS ENGINEERING & AUTO ELECTRICS Parts for Cement Mixer 4.80

125859 04/08/2016 GERAGHTYS ENGINEERING & AUTO ELECTRICS 2 x HI Globes 12V 55W 19.10

125796 11/07/2016 GERAGHTYS ENGINEERING & AUTO ELECTRICS Globe, 10amp Fuse, 15amp Fuse & 20amp Fuse 23.25

419552 01/06/2016 GERAGHTYS ENGINEERING & AUTO ELECTRICS Annual Service of 0 MBL Prior to licensing 147.85

30361 29/08/2016 GERAGHTYS ENGINEERING & AUTO ELECTRICS Repairs to Whipper Snipper, Labour & Parts 170.22

30405 01/07/2016 GERAGHTYS ENGINEERING & AUTO ELECTRICS Supply & Fit two replacement Batteries - MBL 1070 453.98

125946 05/07/2016 GERAGHTYS ENGINEERING & AUTO ELECTRICS Trailer plug 15.25

30404 31/08/2016 GERAGHTYS ENGINEERING & AUTO ELECTRICS Supply & Fit batteries general Maintenance 452.17

EFT1968 03/10/2016 HUTTON & NORTHEY Investigate Hydraulic Oil Leak MBL1677 CAT Vibe Roller - 1,985.63

02-649732 31/08/2016 HUTTON & NORTHEY Investigate Hydraulic Oil Leak MBL1677 CAT Vibe Roller 1764.09

02-649965 05/09/2016 HUTTON & NORTHEY Parts for Reel Mower 21.34

02-649841 01/09/2016 HUTTON & NORTHEY Parts and Freight for Reel Mower 200.20

EFT1969 03/10/2016 ITR WESTERN AUSTRALIA Wear Strip Mould board kits x 6 - 164.34

176218 19/08/2016 ITR WESTERN AUSTRALIA Wear Strip Mould board kits x 6 - Grader 164.34

EFT1970 03/10/2016 KTY ELECTRICAL SERVICES Fix Lights at Tennis Court - 11,830.01

00013049 14/09/2016 KTY ELECTRICAL SERVICES Install Split System to Aged Unit 8 2638.34

00012843 14/09/2016 KTY ELECTRICAL SERVICES Fix Lights at Tennis Court 6490.00

00012847 08/09/2016 KTY ELECTRICAL SERVICES Repairs & install of lights in Admin Office 1815.00

00013120 03/09/2016 KTY ELECTRICAL SERVICES Urgent repairs at Depot 325.67

00013167 20/09/2016 KTY ELECTRICAL SERVICES Urgent Check Bread Machine and install parts supplied by

Shire @ Café

561.00

EFT1971 03/10/2016 LANDMARK Envirodye Blue & Red - 396.00

98413363 23/08/2016 LANDMARK Envirodye Blue & Red 396.00

EFT1972 03/10/2016 MARKETFORCE Balance of advertising for CEO positin - 227.26

9117 15/09/2016 MARKETFORCE Balance of advertising for CEO positin 227.26

EFT1973 03/10/2016 MUKA TYRE MART 2 x Dunlop Truck 11R22.5 Steelmark AMS - 2,402.00

101548 04/08/2016 MUKA TYRE MART 11R22.5, Valve extension labour - MBL250 541.00

101630 11/08/2016 MUKA TYRE MART Swap Front Loader Tyres to Back 110.00

101653 15/08/2016 MUKA TYRE MART 11r22.5 tyre, Tyre Repair Replace Valve Tubeless TR572

MBL250

505.00

101798 29/08/2016 MUKA TYRE MART Repair to Big Tyre on Ford Tractor 110.00

101522 01/08/2016 MUKA TYRE MART 2 x Dunlop Truck 11R22.5 Steelmark AMS 790.00

101523 01/08/2016 MUKA TYRE MART Dunlop LT 185R14C Provato MBL001 190.00

101527 01/08/2016 MUKA TYRE MART Wash, clean and polish MBL1000 Ford Ranger 90.00

101539 02/08/2016 MUKA TYRE MART Check/inflat tyres truck & Trailer 66.00

EFT1974 03/10/2016 MUKINBUDIN AGENCIES 8 x Steel Blue Satey Boots for Works Staff - 1,384.05

1-000846 19/09/2016 MUKINBUDIN AGENCIES 8 x Steel Blue Satey Boots for Works Staff 1384.05

EFT1975 03/10/2016 Mukinbudin Electrical Contractor Power connect for new Washing Machines - 1,570.00

000339 22/09/2016 Mukinbudin Electrical Contractor Power connect for new Washing Machines 1350.00

000334 14/09/2016 Mukinbudin Electrical Contractor Replace Light at C/Park BBQ Area 220.00

EFT1976 03/10/2016 Mukinbudin Planning & Development Group Contributions to Spring Festival 2016 - 11,695.00

MPD25 17/09/2016 Mukinbudin Planning & Development Group Contributions to Spring Festival 2016; Art Award 11660.00

MPD15 17/09/2016 Mukinbudin Planning & Development Group 2016 Program Advertising Spring Festival 35.00

EFT1977 03/10/2016 NEWROC NEWROC Annual Subscription 2016/17 - 22,250.00

INV-0019 13/09/2016 NEWROC NEWROC Annual Subscription 2016/17 22250.00

EFT1978 03/10/2016 NOLA COMERFORD-SMITH Reimburse for items for Event Kits - 419.00

K01803 22/09/2016 NOLA COMERFORD-SMITH Reimburse for items for Event Kits 419.00

EFT1979 03/10/2016 PARMELIA HILTON PERTH Accommodation 2016 Local Government Convention G

Shadbolt

- 4,920.60

1114030 06/08/2016 PARMELIA HILTON PERTH Accommodation 2016 Local Government Convention G

Shadbolt

1844.50

1114064 06/08/2016 PARMELIA HILTON PERTH Accommodation 2016 Local Government Convention S

Billingham

1568.00

1114001 06/08/2016 PARMELIA HILTON PERTH Accommodation 2016 Local Government Convention S Ventris 1508.10

EFT1980 03/10/2016 RENDEZVOUS HOTEL PERTH SCARBOROUGH Accommodation - N Comerford Smith CDO Conference - 525.00 Shire of Mukinbudin - Minutes OCM 16th November 2016 33

74195 10/09/2016 RENDEZVOUS HOTEL PERTH SCARBOROUGH Accommodation - N Comerford Smith CDO Conference 525.00

EFT1981 03/10/2016 SHIRE OF TRAYNING Reimbursement Kununopping Medical Practice Expenses - 1,590.20

3884 12/09/2016 SHIRE OF TRAYNING Reimbursement Kununopping Medical Practice Expenses 1590.20

EFT1982 03/10/2016 SIPPES MUKINBUDIN Various Over Counter Purchases Maintenance August 2016 - 832.28

01-087035 31/08/2016 SIPPES MUKINBUDIN Latch Screen Door - Cafe, Paint & Sandpaper - Cpark House,

Deadbolt - 25A Calder St, Paint equip- Cpark House, Truck

Ratchet Ass - Bonnie Rock Hall, Rapid Cement - 4 Salmon Gum

Alley, Plug & Waster Adptor - unit 4, Brickline - Fluro, Cement

GP - 4 Salmon Gum Alley, Starter Cord, Architrave MDF - 208

Salmon Gum Alley, Supa Glue Quickfix Liquid - C Park, Toilet

Holder C/P - Gym, Toilet Holder C/P - Admin Public Toilets,

Hook Hat & Coat Chrome - Gym, Cock Mini Cistern Chrome -

Gym, Nutsetter 5/16, Screw Hex 10g x 25 pk 208 Salmon Gum

Alley;

491.33

81-006243 27/09/2016 SIPPES MUKINBUDIN Press Reg Limit Valve 50, Poly Nipple 3/4, Timer Tap 2 Hour,

Tap Key 4 Way Vandal Proof, Eziwet Soil Wetter 10K, Gardena

Hose Connector 13mm, Cuphead Bolt 1 x 1/4, Nyloc Nut 1/4 -

Parks & Gardens

104.10

81-006242 27/09/2016 SIPPES MUKINBUDIN Rapid Cement; Cold Galv; Cable Ties; Hacksaw Blades; Panel

Body Washer - Depot Tools

236.85

EFT1983 03/10/2016 SUNNY INDUSTRIAL BRUSHWARE PTY LTD Road Sweeper Brushes - 1,494.90

00014327 13/09/2016 SUNNY INDUSTRIAL BRUSHWARE PTY LTD Road Sweeper Brushes 1494.90

EFT1984 03/10/2016 TRYPHENA GILLETT Pool Lifeguard Requalification - 135.00

WEB3953 15/09/2016 TRYPHENA GILLETT Pool Lifeguard Requalification 135.00

EFT1985 03/10/2016 WA CONTRACT RANGER SERVICES PTY LTD Ranger Services for 13/9 & 22/9 - 374.00

00689 28/09/2016 WA CONTRACT RANGER SERVICES PTY LTD Ranger Services for 13/9 & 22/9 374.00

EFT1986 03/10/2016 WALLIS COMPUTER SOLUTION IT Support Excess Hours 2015/16 - 1,140.48

13147 27/09/2016 WALLIS COMPUTER SOLUTION IT Support Excess Hours 2015/16 1140.48

EFT1987 12/10/2016 WA TREASURY CORPORATION Principal & Interest Loan 119 - 6,290.03

LOAN 119 12/10/2016 WA TREASURY CORPORATION Principal & Interest Loan 119 6290.03

EFT1988 14/10/2016 ADAGE FURNITURE Tables for Event Kits - 5,247.00

9139 30/09/2016 ADAGE FURNITURE Tables for Event Kits 5247.00

EFT1989 14/10/2016 ALL WAYS FOODS Toilet Paper and Hand Towels for Public Toilets - 335.06

26779 04/10/2016 ALL WAYS FOODS Toilet Paper and Hand Towels for Public Toilets 228.54

26765 04/10/2016 ALL WAYS FOODS Coffee and Milk supplies for Caravan Park 106.52

EFT1990 14/10/2016 AVON WASTE Rubbish Collection charges for September 2016 - 4,512.60

21991 30/09/2016 AVON WASTE Rubbish Collection charges for September 2016 4512.60

EFT1991 14/10/2016 BUNNINGS TRADE Exhaust Vent for Dryer at Caravan Park - 52.44

2180/99728414 10/09/2016 BUNNINGS TRADE Exhaust Vent for Dryer at Caravan Park 52.44

EFT1992 14/10/2016 BURGESS RAWSON Water Usage for Railway Reserve Sept 2016 - 199.16

462437 29/09/2016 BURGESS RAWSON Water Usage for Railway Reserve Sept 2016 199.16

EFT1993 14/10/2016 COURIER AUSTRALIA/TOLL IPEC Freight Charges Library and Fire Uniforms - 42.41

0233 30/09/2016 COURIER AUSTRALIA/TOLL IPEC Freight Charges Library and Fire Uniforms 42.41

EFT1994 14/10/2016 D&D TRANSPORT Freight for District Club Conote 114669 - 100.72

00052212 16/09/2016 D&D TRANSPORT Freight for District Club Conote 114669 100.72

EFT1995 14/10/2016 DEPENDABLE LAUNDRY SOLUTIONS Coin Slot parts for Washing Machines - 8.25

20163990 03/10/2016 DEPENDABLE LAUNDRY SOLUTIONS Coin Slot parts for Washing Machines 8.25

EFT1996 14/10/2016 FAT SHACK VINTAGE Lighting for Event Kits - 1,547.50

Q28770 06/09/2016 FAT SHACK VINTAGE Lighting for Event Kits 1547.50

EFT1997 14/10/2016 GREAT SOUTHERN FUELS Fuel Account for September 2016 - 9,112.68

FUEL SEPT16 30/09/2016 GREAT SOUTHERN FUELS Fuel Account for September 2016 9112.68

EFT1998 14/10/2016 KUNUNOPPIN MEDICAL PRACTICE Pre Employment Medical for Emily Lange - 143.00

30881 27/09/2016 KUNUNOPPIN MEDICAL PRACTICE Pre Employment Medical for Emily Lange 143.00

EFT1999 14/10/2016 MARKETFORCE Adoption of Repeal Local Law Advert - 483.54

9572 30/09/2016 MARKETFORCE Adoption of Repeal Local Law Advert 483.54

EFT2000 14/10/2016 MERREDIN TELEPHONE SERVICES Investigate Phone Number Allocations - 221.98

00006120 06/10/2016 MERREDIN TELEPHONE SERVICES Investigate Phone Number Allocations 221.98

EFT2001 14/10/2016 MUKINBUDIN DISTRICT CLUB INC Various Refreshment for Council - 390.20

517 30/09/2016 MUKINBUDIN DISTRICT CLUB INC Various Refreshment for Council 390.20

EFT2002 14/10/2016 MUKINBUDIN NEWSAGENCY & AG SUPPLIES Uniforms for Works Staff - 3,680.33

26573 07/09/2016 MUKINBUDIN NEWSAGENCY & AG SUPPLIES 50 reams of A4 White Paper 212.50

26573 20/09/2016 MUKINBUDIN NEWSAGENCY & AG SUPPLIES Various stationary 27.32

26573 24/09/2016 MUKINBUDIN NEWSAGENCY & AG SUPPLIES Uniforms for Works Staff 3410.56

26573 27/09/2016 MUKINBUDIN NEWSAGENCY & AG SUPPLIES Black Plastic Tables Clothes for Seniors Lunch 29.95

EFT2003 14/10/2016 MUKINBUDIN STEEL FABRICATORS Gardener Trailer for Mower - 6,779.30

MSF5269 16/09/2016 MUKINBUDIN STEEL FABRICATORS Gardener Trailer for Mower 4950.00

MSF5226 03/08/2016 MUKINBUDIN STEEL FABRICATORS Fencing Supplies for 4 Salmon Gum 1829.30

EFT2004 14/10/2016 Mukinbudin Community Resource Centre Laminating - 16.50

716 21/09/2016 Mukinbudin Community Resource Centre A3 Laminated Sheet 3.00

710 29/09/2016 Mukinbudin Community Resource Centre Laminating 13.50

EFT2005 14/10/2016 PALM PLUMBING Install Emergency Shower at Chemical Shed plus additional

tap

- 1,873.63

431 05/10/2016 PALM PLUMBING Fix Water Hammer issue at 11 Cruickshank 372.48

00000433 05/10/2016 PALM PLUMBING Install Emergency Shower at Chemical Shed plus additional tap 1501.15

EFT2006 14/10/2016 PUBLIC LIBRARIES WESTERN AUSTRALIA PLWA Membership for 2016/17 - 110.00

181 30/09/2016 PUBLIC LIBRARIES WESTERN AUSTRALIA PLWA Membership for 2016/17 110.00

EFT2007 14/10/2016 RAYMOND HOOPER Fuel for 1MBL - 94.95

FUEL 20/09/2016 RAYMOND HOOPER Fuel for 1MBL 94.95

EFT2008 14/10/2016 SIGMA CHEMICALS 3 drums of Chlorine - 673.20

92387/01 19/09/2016 SIGMA CHEMICALS 3 drums of Chlorine 673.20Shire of Mukinbudin - Minutes OCM 16th November 2016 34

EFT2009 14/10/2016 SIPPES MUKINBUDIN Patio Heaters and other parts for Event Kits - 3,101.80

01/087789 21/09/2016 SIPPES MUKINBUDIN Solenoid Coil 24VAC 31.50

01/087774 21/09/2016 SIPPES MUKINBUDIN LAMP CFL SPIRAL TORN BC W/WHT 24W 42.70

01/087722 19/09/2016 SIPPES MUKINBUDIN Gas Bottle for Admin Building 128.25

81-006213 13/09/2016 SIPPES MUKINBUDIN Patio Heaters and other parts for Event Kits 1527.50

81-006206 12/09/2016 SIPPES MUKINBUDIN Ballan Chairs Event Kits 900.00

01/087166 08/09/2016 SIPPES MUKINBUDIN Hose connectors 49.95

01-087129 02/09/2016 SIPPES MUKINBUDIN Gas Bottle Campers Kitchen 128.25

81-006244 27/09/2016 SIPPES MUKINBUDIN Anchor; Rivet; Screws for repairs work, Screw Hx pk 100 - 208

Salmon Gum, Galaxie Soap Dish crome - Unit 11, C/-line PVC

Steel Green, Screw Hex - 208 Salmon Gum, Cable Ties - Spring

Festival, Parts for Railway Toilet, Fluro Starter & tubes - C/van

Park, Fluro Tube - 6 Lansdell, dyna bolt hex heads - 208

Salmon Gum, Cap Brass, Kwik Grip Solvent Based - 25

Cruickshank, Parts for Marquee Spring Festival

293.65

EFT2010 14/10/2016 STEWART & HEATON CLOTHING co. PTY LTD Uniform for Fire Bridge Members - 512.05

SIN-2664416 30/09/2016 STEWART & HEATON CLOTHING co. PTY LTD Uniform for Fire Bridge Members 512.05

EFT2011 14/10/2016 VisiMax Fire Boots - 250.15

00005159 03/10/2016 VisiMax Fire Boots 250.15

EFT2012 21/10/2016 ABBOTT & CO PRINTERS 50 Caravan Park Invoice Books - 1,156.10

89094 15/09/2016 ABBOTT & CO PRINTERS 50 Caravan Park Invoice Books 1156.10

EFT2013 21/10/2016 BF & JD ATKINS 48.5 hrs Side Tipper Hire; 29.5 hrs Water Truck Hire, 6 hr

Float hire

- 12,144.00

24 08/10/2016 BF & JD ATKINS 48.5 hrs Side Tipper Hire; 29.5 hrs Water Truck Hire, 6 hr Float

hire

12144.00

EFT2014 21/10/2016 BOB WADDELL CONSULTANT Assistance with Financial Report 15/16 - 4,851.00

1383 03/10/2016 BOB WADDELL CONSULTANT Assistance with Financial Report 15/16 20.5hrs 2706.00

1385 07/10/2016 BOB WADDELL CONSULTANT Assistance with Financial Report 15/16 6hrs 792.00

1395 14/10/2016 BOB WADDELL CONSULTANT Assistance with Fair Value Assets 2015/16 10.25 Hrs 1353.00

EFT2015 21/10/2016 CHADSON ENGINEERING PTY LTD Recalibration of Swimming Pool Palin Tester - 324.50

A0067491 04/10/2016 CHADSON ENGINEERING PTY LTD Recalibration of Swimming Pool Palin Tester 324.50

EFT2016 21/10/2016 CHILD SUPPORT AGENCY Payroll deductions - 422.74



EFT2017 21/10/2016 COPIER SUPPORT Copy Count September 2016 - 532.19

MUK04 111 10/10/2016 COPIER SUPPORT Copy Count September 2016 532.19

EFT2018 21/10/2016 COURIER AUSTRALIA/TOLL IPEC Various Freight 3/10 - 7/10 - 594.84

0234 07/10/2016 COURIER AUSTRALIA/TOLL IPEC Various Freight Ashpalt in Bag, Broom Parts, Emergency House

Signs

580.89

0235 14/10/2016 COURIER AUSTRALIA/TOLL IPEC Freight for Envelops 13.95

EFT2019 21/10/2016 D & MA SPARK & Co Pushing Gravel @ Ventris Pit - 18,590.00

22 01/10/2016 D & MA SPARK & Co Pushing Gravel @ Ventris Pit 13200.00

21 11/10/2016 D & MA SPARK & Co Pushing of Gravel in M Ventris Pit August 2016 5390.00

EFT2020 21/10/2016 D&D TRANSPORT Freight for Con No 122606 Chlorine - 81.95

00052316 30/09/2016 D&D TRANSPORT Freight for Con No 122606 Chlorine 81.95

EFT2021 21/10/2016 Hinco Instruments PTY LTD Flow Switch for Pool - 111.10

00003332 29/09/2016 Hinco Instruments PTY LTD Flow Switch for Pool 111.10

EFT2022 21/10/2016 KLEENHEAT GAS Cyclinder Service Charge Wilgoyne Tennis 2017 - 207.90

4003768 01/10/2016 KLEENHEAT GAS Cyclinder Service Charge Wilgoyne Tennis 2017 69.30

4002928 01/10/2016 KLEENHEAT GAS Cyclinder Service Charge Lot 13 Salmon Gum Ally 2017 69.30

4006967 01/10/2016 KLEENHEAT GAS Cyclinder Service Charge Sporting Complex 2017 69.30

EFT2023 21/10/2016 KTY ELECTRICAL SERVICES Annual Servicing of Airconditioners - 1,981.65

00013226 04/10/2016 KTY ELECTRICAL SERVICES Satelite Digital Receiver 331.65

00013170 03/10/2016 KTY ELECTRICAL SERVICES Annual Servicing of Airconditioners 1650.00

EFT2024 21/10/2016 LGIS WORKCARE LGIS Workcare Insurance Second Instalment 2016/17 - 20,296.05

100-125888 14/10/2016 LGIS WORKCARE LGIS Liability Insurance Second Instal 2016/17 5713.02

100-126030 14/10/2016 LGIS WORKCARE LGIS Workcare Insurance Second Instalment 2016/17 14583.03

EFT2025 21/10/2016 MUKA TYRE MART Repair to Front Tractor Tyre - 140.00

102089 22/09/2016 MUKA TYRE MART Repair to Ute Tyre - MBL1071 30.00

102216 29/09/2016 MUKA TYRE MART Repair to Front Tractor Tyre - MBL1463 110.00

EFT2026 21/10/2016 MUKINBUDIN AGENCIES Steel Blue Saefty Boots Matt Francis - 174.90

1-000848 05/10/2016 MUKINBUDIN AGENCIES Steel Blue Saefty Boots Matt Francis 174.90

EFT2027 21/10/2016 Mukinbudin Community Resource Centre Laminating of Maps - 50.00

00726 11/10/2016 Mukinbudin Community Resource Centre Laminating of Maps 50.00

EFT2028 21/10/2016 Mukinbudin Electrical Contractor Install Flow Sensor at Swimming Pool - 100.00

000347 13/10/2016 Mukinbudin Electrical Contractor Install Flow Sensor at Swimming Pool 100.00

EFT2029 21/10/2016 NEWTRAVEL INC NEWTRAVEL Contributions 2017 - 4,500.00

00074 10/10/2016 NEWTRAVEL INC NEWTRAVEL Contributions 2017 4500.00

EFT2030 21/10/2016 SHIRE OF KOORDA EHO Expenses July to September 2016 - 7,961.00

15-245 30/09/2016 SHIRE OF KOORDA EHO Expenses July to September 2016 7191.00

15-250 30/09/2016 SHIRE OF KOORDA Building Fees Jul to September 2016 770.00

EFT2031 21/10/2016 SUNNY INDUSTRIAL BRUSHWARE PTY LTD Wire and Poly Bush Sections for Sweeper - 2,105.40

00014467 04/10/2016 SUNNY INDUSTRIAL BRUSHWARE PTY LTD Wire and Poly Bush Sections for Sweeper 2105.40

EFT2032 21/10/2016 T-QUIP Various Part for Repairs - 150.65

63407 5 12/09/2016 T-QUIP Various Part for Repairs - Toro Mower 150.65

EFT2033 21/10/2016 WA CONTRACT RANGER SERVICES PTY LTD Ranger Services 29/9 & 04/10 - 327.25

00710 12/10/2016 WA CONTRACT RANGER SERVICES PTY LTD Ranger Services 29/9 & 04/10 327.25

EFT2034 21/10/2016 WALER AUSTRALIA PTY LTD Repairs & Parts for Pool Vacuum Cleaner - 532.73

30790 10/10/2016 WALER AUSTRALIA PTY LTD Repairs & Parts for Pool Vacuum Cleaner 532.73

EFT2035 24/10/2016 RTL & AE BAYLEY 11,000m3 Gravel - 12,100.00

100 24/10/2016 RTL & AE BAYLEY 11,000m3 Gravel 12100.00

EFT2037 31/10/2016 ALEKSANDAR ILIC Country Seminar LIWA Alek Ilic - 92.70

261016 26/10/2016 ALEKSANDAR ILIC Country Seminar LIWA Alek Ilic 92.70

EFT2038 31/10/2016 ALL WAYS FOODS Cleaning Supplies for Caravan Park & Complex - 138.60 Shire of Mukinbudin - Minutes OCM 16th November 2016 35

27060 18/10/2016 ALL WAYS FOODS Cleaning Supplies for Caravan Park & Complex 138.60

EFT2039 31/10/2016 ANDATECH PTY LTD Calibration of Anadtech Breath Tester - 112.00

CS29030 27/09/2016 ANDATECH PTY LTD Calibration of Anadtech Breath Tester 112.00

EFT2040 31/10/2016 ANN LESLEY BRANDIS Microwave for Caravan Park Unit - 190.00

241016 24/10/2016 ANN LESLEY BRANDIS Microwave for Caravan Park Unit 190.00

EFT2041 31/10/2016 ASPHALT IN A BAG Asphalt in a Bag 20kg x 50 - 1,718.75

00000412 04/10/2016 ASPHALT IN A BAG Asphalt in a Bag 20kg x 50 1718.75

EFT2042 31/10/2016 BOB WADDELL CONSULTANT Assist with 15/16 Financial Rpt, Plant recoveries & Depn - 396.00

1400 24/10/2016 BOB WADDELL CONSULTANT Assist with 15/16 Financial Report, Plant recoveries & Depn 396.00

EFT2043 31/10/2016 CLAW ENVIRONMENTAL Removal of Drummuster Drums - 749.93

00014237 19/10/2016 CLAW ENVIRONMENTAL Removal of Drummuster Drums 749.93

EFT2044 31/10/2016 COATES HIRE Water Cart HIre 26/9 - 25/10 - 8,065.86

15412808 25/10/2016 COATES HIRE Water Cart HIre 26/9 - 25/10 8065.86

EFT2045 31/10/2016 COPIER SUPPORT Copy Count August 2016 - 958.34

MUK04110 31/08/2016 COPIER SUPPORT Copy Count August 2016 620.59

MUK04112 27/10/2016 COPIER SUPPORT Copier Count for October 2016 337.75

EFT2046 31/10/2016 COURIER AUSTRALIA/TOLL IPEC Freight for Parts from T-quip - 10.30

0236 21/10/2016 COURIER AUSTRALIA/TOLL IPEC Freight for Parts from T-quip - Toro Mower 10.30

EFT2047 31/10/2016 DEPARTMENT OF FIRE AND EMERGENCY SERVICES Part 6A ESL on Local Government Property - 2,911.00

143815 29/09/2016 DEPARTMENT OF FIRE AND EMERGENCY SERVICES Part 6A ESL on Local Government Property 2911.00

EFT2048 31/10/2016 EASTERN HILLS SAWS & MOWERS Blades for Edger - 25.00

37294 08/10/2016 EASTERN HILLS SAWS & MOWERS Blades for Edger 25.00

EFT2049 31/10/2016 HUTTON & NORTHEY Brake Cham DAF Truck - 57.42

02-652460 11/10/2016 HUTTON & NORTHEY Brake Cham DAF Truck 54.81

02-652740 13/10/2016 HUTTON & NORTHEY Magic Tree Card Assorted 2.61

EFT2050 31/10/2016 KTY ELECTRICAL SERVICES Repairs to Air Conditioners - 1,914.00

00013272 13/10/2016 KTY ELECTRICAL SERVICES Repairs to Air Cons; 5 Cruiskshank, 11 Cruickshank, Complex 1914.00

EFT2051 31/10/2016 LEISURE INSTITUTE OF WA AQUATIC INC Membership/Accreditation for 15/16 Season S Poultney - 120.00

2562016 24/08/2016 LEISURE INSTITUTE OF WA AQUATIC INC Membership/Accreditation for 2015/16 Season S Poultney 120.00

EFT2052 31/10/2016 LGIS Property Annual Property Insurance 2016/17 - 30,524.96

100-126220 14/10/2016 LGIS Property Annual Property Insurance 2016/17 30524.96

EFT2053 31/10/2016 MC & DE VENTRIS FAMILY TRUST 3,000m3 gravel $0.50/m3 + GST - 1,650.00

251016 25/10/2016 MC & DE VENTRIS FAMILY TRUST 3,000m3 gravel $0.50/m3 + GST 1650.00

EFT2054 31/10/2016 Mukinbudin Basketball Club KidSport Registrations - 300.00

KS004129 19/10/2016 Mukinbudin Basketball Club Kidsport Registrations 30.00

KS004126 19/10/2016 Mukinbudin Basketball Club KidSport Registrations 270.00

EFT2055 31/10/2016 Mukinbudin Community Resource Centre BUFF Sign sticker for new phone Number - 10.00

00000738 18/10/2016 Mukinbudin Community Resource Centre BUFF Sign sticker for new phone Number 10.00

EFT2056 31/10/2016 Mukinbudin Electrical Contractor disconnect damanged fan - Campers Kitchen - 100.00

000351 25/10/2016 Mukinbudin Electrical Contractor disconnect damanged fan - Campers Kitchen 100.00

EFT2057 31/10/2016 PALM PLUMBING Call out to Fix tap at Caravan Park Shower Tania Sprigg - 112.20

00000444 20/10/2016 PALM PLUMBING Call out to Fix tap at Caravan Park Shower Tania Sprigg 112.20

EFT2058 31/10/2016 ROYAL LIFE SAVING Pool Life Guard Requals - S Poultney - 135.00

71565 20/10/2016 ROYAL LIFE SAVING Pool Life Guard Requals - S Poultney 135.00

EFT2059 31/10/2016 RURAL WATER COUNCIL OF WA Membership Subscription 2016 - 160.00

00000111 30/09/2016 RURAL WATER COUNCIL OF WA Membership Subscription 2016 160.00

EFT2060 31/10/2016 SHIRE OF MERREDIN Hire of Street Sweeper - 1,312.00

M7603 20/10/2016 SHIRE OF MERREDIN Hire of Street Sweeper 1312.00

EFT2061 31/10/2016 SHIRE OF TRAYNING Reimburse Doctors Vehicle and House Rent Sept 2016 - 1,524.04

3968 12/10/2016 SHIRE OF TRAYNING Reimburse Doctors Vehicle and House Rent Sept2016 1524.04

EFT2062 31/10/2016 T-QUIP Various Filters for Toro Reel Mower - 115.30

64135 14/10/2016 T-QUIP Various Filters for Toro Reel Mower 115.30

EFT2063 31/10/2016 TRISET BUSINESS FORMS 3000 Window faced Logo Envelopes - 286.00

10918 11/10/2016 TRISET BUSINESS FORMS 3000 Window faced Logo Envelopes 286.00

EFT2064 31/10/2016 TWO DOGS HOME HARDWARE Various Poly Pipe for Retic @ 208 Salmon Gum - 55.29

702555 18/10/2016 TWO DOGS HOME HARDWARE Various Poly Pipe for Retic @ 208 Salmon Gum 55.29

EFT2065 31/10/2016 WINCHESTER INDUSTRIES 513.55t Washed stone - 36,718.83

Q7950 30/09/2016 WINCHESTER INDUSTRIES 513.55t Washed stone 36718.83

PAYROLL 06/10/2016 PAYROLL NET PAYROLL - 36,064.69

PAYROLL 20/10/2016 PAYROLL NET PAYROLL - 33,071.13

PAYROLL 26/10/2016 PAYROLL NET PAYROLL - K Onn Final Pay - 793.38

TOTAL -$ 484,862.68

Muni DD Date Name DescriptionInvoice

AmountTotal

DD2851.1 03/10/2016 WESTNET Internet Expenses for October 2016 - 134.89

1 03/10/2016 WESTNET Internet Expenses for October 2016 134.89

DD2860.1 05/10/2016 WA Super Payroll deductions - 5,591.59

SUPER 05/10/2016 WA Super Superannuation contributions 4119.45

DEDUCTION 05/10/2016 WA Super Payroll deductions 161.03





DD2860.2 05/10/2016 Prime Super Superannuation contributions - 522.94

SUPER 05/10/2016 Prime Super Superannuation contributions 522.94

DD2860.3 05/10/2016 ONE PATH ONE ANSWER PERSONAL SUPER Superannuation contributions - 69.96

SUPER 05/10/2016 ONE PATH ONE ANSWER PERSONAL SUPER Superannuation contributions 69.96

DD2860.4 05/10/2016 Australian Super Pension Superannuation contributions - 160.66

SUPER 05/10/2016 Australian Super Pension Superannuation contributions 160.66

DD2860.5 05/10/2016 DL SELLENGER SUPERFUND Superannuation contributions - 183.56

SUPER 05/10/2016 DL SELLENGER SUPERFUND Superannuation contributions 183.56

DD2860.6 05/10/2016 REST INDUSTRY SUPER Superannuation contributions - 147.68

SUPER 05/10/2016 REST INDUSTRY SUPER Superannuation contributions 147.68

DD2860.7 05/10/2016 Concept One the Industry Superannuation Superannuation contributions - 148.58 Shire of Mukinbudin - Minutes OCM 16th November 2016 36

SUPER 05/10/2016 Concept One the Industry Superannuation Superannuation contributions 148.58

DD2872.1 11/10/2016 WALLIS COMPUTER SOLUTION Server Lease - SOMBL2013SVR for September 2016 - 695.00

SOMBL2013S 11/10/2016 WALLIS COMPUTER SOLUTION Server Lease - SOMBL2013SVR for September 2016 695.00

DD2874.1 11/10/2016 WALLIS COMPUTER SOLUTION Computer Lease - SOMBL2013PC September 2016 - 945.00

SOMBL2013P 11/10/2016 WALLIS COMPUTER SOLUTION Computer Lease - SOMBL2013PC September 2016 945.00

DD2886.1 13/10/2016 BENDIGO BANK MASTERCARD September 2016 Credit Card Purchases - 566.54

92 13/10/2016 BENDIGO BANK MASTERCARD Fuel Purchased in Perth for 1MBL by Ray Hooper - $242.67,

Maternity Present for Katharine Spencer from Baby Bunting -

272.73,

566.54

DD2890.1 10/10/2016 Canon Finance Australia Pty Ltd Photocopier Lease for October - 313.05

PHOTOCOPIE 10/10/2016 Canon Finance Australia Pty Ltd Photocopier Lease for October 313.05

DD2901.1 19/10/2016 WA Super Payroll deductions - 5,649.35







DD2901.2 19/10/2016 DL SELLENGER SUPERFUND Superannuation contributions - 378.44

DEDUCTION 19/10/2016 DL SELLENGER SUPERFUND Payroll deductions 94.61

SUPER 19/10/2016 DL SELLENGER SUPERFUND Superannuation contributions 283.83

DD2901.3 19/10/2016 ONE PATH ONE ANSWER PERSONAL SUPER Superannuation contributions - 55.97

SUPER 19/10/2016 ONE PATH ONE ANSWER PERSONAL SUPER Superannuation contributions 55.97



DD2901.5 19/10/2016 Australian Super Pension Superannuation contributions - 160.66

SUPER 19/10/2016 Australian Super Pension Superannuation contributions 160.66

DD2901.6 19/10/2016 REST INDUSTRY SUPER Superannuation contributions - 182.75

SUPER 19/10/2016 REST INDUSTRY SUPER Superannuation contributions 182.75



DD2909.2 26/10/2016 WA Super Payroll deductions - 85.70



DD2915.1 05/10/2016 Concept One the Industry Superannuation Superannuation contributions - 49.11

SUPER 19/10/2016 Concept One the Industry Superannuation Superannuation contributions 49.11

DD2941.1 25/10/2016 WALLIS COMPUTER SOLUTION Computer Lease - SOMBL2013PC - 945.00

SOMBL2013P 25/10/2016 WALLIS COMPUTER SOLUTION Computer Lease - SOMBL2013PC 945.00

DD2943.1 25/10/2016 WALLIS COMPUTER SOLUTION Server Lease - SOMBL2013SVR - 695.00

SOMBL2013S 25/10/2016 WALLIS COMPUTER SOLUTION Server Lease - SOMBL2013SVR 695.00

TOTAL -$ 18,133.85

Muni Chq Date Name DescriptionInvoice

AmountTotal

31417 03/10/2016 ALEKSANDAR ILIC Pool Lifeguard Course - 560.00

WEB2690 24/06/2016 ALEKSANDAR ILIC Pool Lifeguard Course 560.00

31418 03/10/2016 AUSTRALIA POST Postage Charges for August 2016 - 83.60

1005631904 03/09/2016 AUSTRALIA POST Postage Charges for August 2016 83.60

31419 03/10/2016 BUNNINGS TRADE Events Kit Grant - Round Tables - 1,313.20

2180/99728415 10/09/2016 BUNNINGS TRADE White Party Lights - Event Kits 224.20

2180/99729035 24/09/2016 BUNNINGS TRADE Events Kit Grant - Round Tables 990.00

2180/99729036 24/09/2016 BUNNINGS TRADE Chlorine Floating Dispensers - Mosquito Control 99.00

31420 03/10/2016 MUKINBUDIN HOTEL Council Lunch 21 September 2016 10@ $30 - 300.00

MU00005 29/09/2016 MUKINBUDIN HOTEL Council Lunch 21 September 2016 10@ $30 300.00

31422 03/10/2016 SYNERGY Power Accounts to 13 September 2016 - 6,976.05

7950 01/09/2016 SYNERGY Street Lights Power usage August 2016 1606.60

2006 14/09/2016 SYNERGY Power Accounts to 13 September 2016 5276.00

2005 16/09/2016 SYNERGY Power for 16/7 to 13/9 - Bonnie Rock Pony Club 93.45

31423 03/10/2016 Telstra Telstra Account for Aug - Sept 2016 - 1,636.19

P738095711-5 18/09/2016 Telstra Telstra Account for Aug - Sept 2016 1458.51

P587674911-0 15/09/2016 Telstra CRC & Muka Matters Phone Account 177.68

31424 03/10/2016 WATER CORPORATION Water Bills for September 2016 - 10,337.06

0116 08/09/2016 WATER CORPORATION Wialki Rd Standpipe Charges August 2016 46.25

0118 08/09/2016 WATER CORPORATION Arnold Rd - Standpipe Charges August 2016 201.91

0066 08/09/2016 WATER CORPORATION Beringbooding Rd Standpipe Charges August 2016 516.62

0116 08/09/2016 WATER CORPORATION Carlton Rd Standpipe Charges August 2016 39.48

SEPT2016 19/09/2016 WATER CORPORATION Water Bills for September 2016 9532.80

31425 10/10/2016 WATER CORPORATION Water Accounts for Sept 2016 - 236.94

SEPT2016 23/09/2016 WATER CORPORATION Water Accounts for Sept 2016 236.94

31426 12/10/2016 AUSTRALIAN TAXATION OFFICE Payment of BAS for September 2016 - 8,157.00

BASSEPT2016 12/10/2016 AUSTRALIAN TAXATION OFFICE Payment of BAS for September 2016 8157.00

31427 14/10/2016 AUSTRALIA POST Postage Account for September 2016 - 156.40

1005728132 03/10/2016 AUSTRALIA POST Postage Account for September 2016 156.40

31428 14/10/2016 IGA Mukinbudin Council Refreshments - 338.29

84A 13/07/2016 IGA Mukinbudin Council Refreshments 27.64

84B 13/07/2016 IGA Mukinbudin Items for Emergency Evacuation Kit 30.87

84C 19/07/2016 IGA Mukinbudin Council Refreshments 71.12

84D 09/08/2016 IGA Mukinbudin Supplies for Caravan Park 59.85

84E 30/08/2016 IGA Mukinbudin Refreshment for August Council Meeting 68.94

84F 21/09/2016 IGA Mukinbudin Refreshments for Council Meeting 33.86

84G 21/09/2016 IGA Mukinbudin Tania's Farewell Drinks 46.01

31429 14/10/2016 MARK AND JANELLE JONES Water Heater - Café - 500.00

14 04/10/2016 MARK AND JANELLE JONES Water Heater - Café 500.00Shire of Mukinbudin - Minutes OCM 16th November 2016 37

31430 14/10/2016 WATER CORPORATION Water Bill for 12 Calder Street - 149.34

0183 27/09/2016 WATER CORPORATION Water Bill for 12 Calder Street 149.34

31431 20/10/2016 SYNERGY Electricity for 29/7 - 28/9 - 8,558.60

POWERSEPT 03/10/2016 SYNERGY Electricity for 29/7 - 28/9 8558.60

31432 31/10/2016 CASH Recoup Petty Cash Cheque - 170.35

181016 18/10/2016 CASH Recoup Petty Cash Cheque 170.35

31433 31/10/2016 RVJ RESOURCES Handwash 20ltrs Citrus Care - 313.50

96 25/10/2016 RVJ RESOURCES Handwash 20ltrs Citrus Care 313.50

31434 31/10/2016 SYNERGY Electricty Accounts for October 2016 - 5,217.00

POWER OCT16 12/10/2016 SYNERGY Electricty Accounts for October 2016 5217.00

31435 31/10/2016 Telstra Phone Account for CRC & MM & Cpark Internet Oct 2016

Recoup $101.06

- 223.74

CRCMMOCT16 15/10/2016 Telstra Phone Account for CRC & MM & Cpark Internet Oct 2016;

Recoup $101.06

223.74

31436 31/10/2016 CASH Swimming pool float - 200.00

28/10/2016 28/10/2016 CASH Swimming pool float 200.00

Subtotal - 45,427.26

- 548,423.79

Trust

Chq/EFT

Date Name Description Invoice

Amount

Total

291 07/10/2016 BOND ADMINISTRATOR HOUSING BOND AGED UNIT 3 - JOYCE KILOWSKY - 240.00

T201 07/10/2016 BOND ADMINISTRATOR HOUSING BOND AGED UNIT 3 - JOYCE KILOWSKY 240.00

292 07/10/2016 PUBLIC TRANSPORT AUTHORITY OF WA REFUND OF SEPTEMBER 2016 TICKET SALES - 51.55

T167 07/10/2016 PUBLIC TRANSPORT AUTHORITY OF WA REFUND OF SEPTEMBER 2016 TICKET SALES 51.55

293 14/10/2016 VIVIAN PERSIJ REFUND OF GYM CARD BOND - 20.00

T192 14/10/2016 VIVIAN PERSIJ REFUND OF GYM CARD BOND 20.00

294 19/10/2016 JEMMA HAHN REFUND OF GYM KEY BOND - 20.00

T143 19/10/2016 JEMMA HAHN REFUND OF GYM KEY BOND 20.00

295 19/10/2016 RENEE JENKIN REFUND OF MARQUEE BOND - 500.00

T191 19/10/2016 RENEE JENKIN REFUND OF MARQUEE BOND 500.00

296 19/10/2016 SARAH PARKER REFUND OF GYM KEY BOND - 20.00

T149 19/10/2016 SARAH PARKER REFUND OF GYM KEY BOND 20.00

297 19/10/2016 ADAM RIGOIR REFUND OF GYM KEY BOND FOR 1 CARD - 20.00

T64 19/10/2016 ADAM RIGOIR REFUND OF GYM KEY BOND FOR 1 CARD 20.00

EFT2036 12/10/2016 Department of Transport REFUND OF POLICE LICENSING - 362.60

DD2854.1 03/10/2016 Department of Transport REFUND OF POLICE LICENSING - 2,326.55


DD2858.1 05/10/2016 Department of Transport REFUND OF POLICE LICENSING - 868.60


















Trust Total -$ 62,809.00

Muni Total


7.6.2 Monthly Statement of Financial Activity Report – 31 OCTOBER 2016Location: MukinbudinFile Ref: ADMApplicant: Ann Brandis – Manager of FinanceDate: 8th November 2016Disclosure of Interest: NILResponsible Officer Ann Brandis – Manager of FinanceAuthor: Ann Brandis – Manager of FinanceVoting Requirements Simple Majority Documents Attached Statement of Financial Activity – October 2016Documents Tabled NIL

If a Councillor has any questions regarding the enclosed finances, please see the Manager of Finance prior to the meeting so that a researched answer may be provided

EXECUTIVE SUMMARYThis information is provided to Council on a monthly basis in accordance with provisions of the Local Government Act 1995 and Local Government (Financial Management Regulations 1996).

The new format out of SynergySoft Monthly Statement of Financial Activity for the period ending 31st

August 2016 are attached for Councillor Information, and consisting of;Statement of Financial Activity1. Acquisition of Assets2. Disposal of Assets3. Information on Borrowings4. Reserves5. Net Current Assets6. Rating Information7. Trust Funds8. Operating Statement9. Statement of Financial Position10. Financial Ratios11. Grants Report12. Supplementary Information

BACKGROUND INFORMATION Nil

STATUTORY ENVIRONMENTGeneral Financial Management of Council, Council 2016/17 Budget, Local Government (Financial Management) Regulations 1996, r34, Local Government Act 1995, section 6.4

POLICY IMPLICATIONS


Council is required annually to adopt a policy on what it considers to be material as far as variances that require to be reported for Council. Council policy is that the material variation be set at $10,000 and 10%.

FINANCIAL IMPLICATIONSThere is no direct financial Implication in relation to this matter

STRATEGIC IMPLICATIONS N/A

SITE INSPECTION N/A

TRIPLE BOTTOM LINE ASSESSMENTECONOMIC IMPLICATIONS N/A



OFFICER COMMENT N/A


Council Decision Number – 10 11 2016Moved: Cr Poultney Seconded: Cr Comerford

That Council adopt the Monthly Financial Report for the period ending 31st October 2016 and note any material variances greater than $10,000 and 10%.

Carried 8/0


SHIRE OF MUKINBUDIN

MONTHLY STATEMENT OF FINANCIAL ACTIVITY

FOR THE PERIOD 1 JULY 2016 TO 31 OCTOBER 2016

TABLE OF CONTENTS

Page

Graphical Analysis 1 to 2

Statement of Financial Activity 3

Report on Significant Variances 4

Notes to and Forming Part of the Statement

1 Acquisition of Assets 52 Disposal of Assets 63 Information on Borrowings 74 Reserves 8 to 105 Net Current Assets 116 Rating Information 127 Trust Funds 138 Operating Statement 149 Statement of Financial Position 1510 Financial Ratios 1611 Grants Report 1712 Bank Balances & Investment Information 18


Income and Expenditure Graphs to 31 October 2016

0

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Other Graphs to 31 October 2016

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InfrastructureAssets - Other

Repayment ofDebentures

Transfers toReserves

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Rates % Collected

16/17Actual

15/16Actual


Variances

NOTE 2016/17 2016/17 OCTOBER OCTOBER Variances Actual

Adopted Revised 2016 2016 Actuals to Budget to

Operating Budget Budget Y-T-D Budget Actual Budget Y-T-D

$ $ $ $ $ %

Revenues/Sources

Governance 3,970 3,970 1,316 884 (432) (32.83%)General Purpose Funding 1,662,568 1,662,568 418,475 413,027 (5,448) (1.30%)Law, Order, Public Safety 24,610 24,610 9,666 16,195 6,529 67.55%Health 3,929 3,929 1,308 678 (630) (48.17%)Education and Welfare 4,380 4,380 1,456 4,615 3,159 216.96%Housing 144,898 144,898 48,272 51,137 2,865 5.94%Community Amenities 70,340 70,340 69,124 78,463 9,339 13.51%Recreation and Culture 78,857 78,857 26,260 37,928 11,668 44.43% ▲

Transport 1,041,525 1,041,525 427,179 606,118 178,939 41.89% ▲

Economic Services 160,572 160,572 53,500 77,580 24,080 45.01% ▲

Other Property and Services 44,610 44,610 14,864 11,433 (3,431) (23.08%)3,240,259 3,240,259 1,071,420 1,298,058 226,638 21.15%

(Expenses)/(Applications)

Governance (338,561) (338,561) (120,635) (127,330) (6,695) (5.55%)General Purpose Funding (55,336) (55,336) (18,436) (27,766) (9,330) (50.61%)Law, Order, Public Safety (124,988) (124,988) (51,559) (51,901) (342) (0.66%)Health (118,564) (118,564) (39,508) (56,522) (17,014) (43.06%) ▲

Education and Welfare (145,066) (145,066) (50,048) (37,100) 12,948 25.87% ▼

Housing (201,327) (201,327) (75,354) (105,440) (30,086) (39.93%) ▲

Community Amenities (171,915) (171,915) (57,493) (43,202) 14,291 24.86% ▼

Recreation & Culture (1,106,375) (1,106,375) (394,637) (327,945) 66,692 16.90% ▼

Transport (1,453,293) (1,453,293) (484,987) (509,785) (24,798) (5.11%)Economic Services (511,276) (511,276) (173,103) (196,831) (23,728) (13.71%) ▲

Other Property and Services (10,975) (10,975) (45,491) (2,846) 42,645 93.74% ▼

(4,237,676) (4,237,676) (1,511,251) (1,486,668) 24,583 (1.63%)

Net Operating Result Excluding Rates (997,417) (997,417) (439,831) (188,610) 251,221 (57.12%)

Adjustments for Non-Cash

(Revenue) and Expenditure

(Profit)/Loss on Asset Disposals 2 (20,500) (20,500) (6,832) 1,084 7,916 115.87%Movement in Current Employee Benefits cash backed 0 0 0 0 0 0.00%Movement in Deferred Pensioner Rates/ESL 0 0 0 (3,074) (3,074) 0.00%Movement in Employee Benefit Provisions (Non-Current) 0 0 0 0 0 0.00%Rounding 0 0 0 1 1 0.00%Depreciation on Assets 1,726,100 1,726,100 575,348 691,834 116,486 (20.25%) ▲

Capital Revenue and (Expenditure)

Purchase Land Held for Resale 1 0 0 0 0 0 0.00%Purchase of Land and Buildings 1 (32,360) (32,360) (10,788) (10,432) 356 3.30%Purchase of Furniture & Equipment 1 0 0 0 (19,039) (19,039) 0.00%Purchase of Plant & Equipment 1 (168,370) (168,370) (56,120) 0 56,120 100.00% ▼

Purchase of Infrastructure Assets - Roads 1 (1,329,104) (1,329,104) (442,992) (586,694) (143,702) (32.44%) ▲

Purchase of Infrastructure Assets - Footpaths 1 0 0 0 0 0 0.00%Purchase of Infrastructure Assets - Parks & Ovals 1 (8,500) (8,500) (2,832) (5,900) (3,068) (108.33%)Purchase of Infrastructure Assets - Other 1 (76,260) (76,260) (25,416) (1,302) 24,114 94.88% ▼

Proceeds from Disposal of Assets 2 45,000 45,000 15,000 0 (15,000) (100.00%) ▼

Repayment of Debentures 3 (148,001) (148,001) (49,312) (55,989) (6,677) (13.54%)Proceeds from New Debentures 3 0 0 0 0 0 0.00%Advances to Community Groups 0 0 0 0 0 0.00%Self-Supporting Loan Principal Income 0 0 0 0 0 0.00%Transfers to Restricted Assets (Reserves) 4 (247,661) (247,661) (82,544) 0 82,544 100.00% ▼

Transfers from Restricted Asset (Reserves) 4 90,790 90,790 30,256 0 (30,256) (100.00%) ▼

ADD Net Current Assets July 1 B/Fwd 5 120,259 113,217 120,259 113,217 (7,042) 5.86%LESS Net Current Assets Year to Date 5 0 (7,042) 659,708 947,914 288,206 (43.69%)

Amount Raised from Rates (1,046,024) (1,046,024) (1,035,512) (1,012,818) 22,694 (2.19%)

This statement is to be read in conjunction with the accompanying notes.

Material Variances Symbol

Above Budget Expectations Greater than 10% and $10,000 ▲

Below Budget Expectations Less than 10% and $10,000 ▼

SHIRE OF MUKINBUDIN

STATEMENT OF FINANCIAL ACTIVITY



SHIRE OF MUKINBUDIN


Report on Significant variances Greater than 10% and $10,000

Purpose

The Materiality variances adopted by Council are:Actual Variance to YTD Budget up to 10%:Actual Variance exceeding 10% of YTD BudgetActual Variance exceeding 10% of YTD Budget and a value greater than $10,000: $

Variances

REPORTABLE OPERATING REVENUE VARIATIONS Actuals to

Recreation & Culture - Variance above budget expectations

Income up YTD Budget income - timing difference annual sports levies received - budget spread over 12months $11,668Permanent difference $2750 insurance received on air conditioner kids room complex

Transport - Variance above budget expectations

Regional Road Group first 80% ($244,357) of Mukinbudin Wialki Road Project ($319,992)Claimed -timing difference $178,939Invoice raised for final 20% RRG Mukinbudin Wialki Road - timing differenceRoads to Recovery claimed $159,996 total to claim $562,318 - timing difference

Economic Services - Variance above budget expectations

Income up to YTD Budget extra Caravan Park Rent, Barracks and Self Contained Units $24,080REPORTABLE OPERATING EXPENSE VARIATIONS

Health - above budget expectations

Actual Operating expenditure over YTD Budget Medical Practice Costs higher (Timing Difference) -$17,014Education and Welfare - below budget expectations

Actual Operating expenditure under YTD Budget CEACA & Seniors Week Expenditure under (timing difference) $12,948Housing - Variance above budget expectations.

Actual Operating expenditure above YTD Budget (Timing Difference) Reverse Cycle air-conditioners, carpet & lino Aged Unit 3 -$30,086The above amounts will have a reserve transfer when reserve term deposit matures in December 2016

Community Amenities - below budget expectations

Actual Operating expenditure below YTD Budget (permanent difference) credit received from Avon $14,291waste - overcharge of rubbish removal (permanent difference)

Recreation and Culture - Variance below budget expectations.

Swimming Pool Mtce/Operations and Town Hall expenditure under YTD Budget (Timing Difference) Depreciation lower than budgeted $66,692Transport - Variance above budget expectations

Operating expenditure above YTD Budget (timing Difference) and depreciation higher permanent difference due to recalculated rates -$24,798Economic Services - Variance above budget expectations.

Operating expenditure above on YTD Budget ( Timing Difference) Caravan Park Mtce washing machines already installed ($19,776), -$23,728Admin Allocations higher than Budget figures - timing

Other Property and Services - Variance below budget expectations.

Actual Operating expenditure under YTD Budget (Timing Difference) public works overheads, plant op costs under $42,645year to date figures - budget spread equally over 12 months

REPORTABLE CAPITAL EXPENSE VARIATIONS

Purchase of Furniture & Equipment - Variance above budget expectations.

Timing Difference - Events Kit purchased -$19,039Purchase of Plant & Equipment - Variance below budget expectations.

Timing Difference - Plant to be purchased after December 2016 , spread over 12 months in budget $56,120Purchase of Infrastructure Assets Roads - Variance above budget expectations.

-$143,702Purchase of Infrastructure Assets Other - Variance below budget expectations.

Timing Difference - painting of pool bowl April/May 2016 - spread over 12 months in budget $24,114Transfers to Restricted Assets (Reserves) - Variance below budget expectations.

$82,544REPORTABLE CAPITAL INCOME VARIATIONS

Transfers from Restricted Asset (Reserves) - Variance below expectations.

-$30,256

The purpose of the Monthly Variance Report is to highlight circumstances where there is a major variance from the YTD MonthlyBudget and YTD Actual figures. These variances can occur because of a change in timing of the activity, circumstances change (e.g.a grants were budgeted for but was not received) or changes to the original budget projections. The Report is designed to highlightthese issues and explain the reason for the variance.

Expenditure up on YTD Budget , Mukinbudin Wialki Road finished but spread over 12 months in budget

Reserve Funds not transferred (Timing Difference) funds to be transferred end of December upon Term Deposit Maturity.

Reserve Funds to be transferred end of financial year (Timing Difference)


2016/17 2016/17 2016/17 OCTOBER

Adopted Revised YTD 2016

1. ACQUISITION OF ASSETS Budget Budget Budget Actual

$ $ $ $

The following assets have been acquired duringthe period under review:

By Program

Housing Housing - Shire (Staff and Rentals)

6,650 6,650 2,216 6,071.82Housing - Aged (Including Senior Citizens)

2,743 2,743 916 2,174.632,743 2,743 916 2,105.63

Recreation and Culture

Swimming Pools

64,000 64,000 21,332 0.00Other Recreation & Sport

12,260 12,260 4,084 0.008,500 8,500 2,832 5,900.00

0 0 0 19,039.25Heritage

0 0 0 384.62Transport

Roads, Streets, Bridges & Depots

238,407 238,407 79,456 5,650.0055,309 55,309 18,424 8,130.75

547,400 547,400 182,460 89,873.34479,988 479,988 159,988 472,359.69

0 0 0 2,391.098,000 8,000 2,664 8,289.00

Road Plant Purchases

168,370 168,370 56,120 0.00Other Property & Services

Administration Overheads

20,224 20,224 6,740 0.001,614,594 1,614,594 538,148 623,366.78

2016/17 2016/17 2016/17 OCTOBER

Adopted Revised YTD 2016

1. ACQUISITION OF ASSETS (Continued) Budget Budget Budget Actual

$ $ $ $

The following assets have been acquired duringthe period under review:

By Class

Land Held for Resale - Current 0 0 0 0.00Land Held for Resale - Non Current 0 0 0 0.00Land 0 0 0 79.46Buildings 32,360 32,360 10,788 10,352.08Furniture & Equipment 0 0 0 19,039.25Plant & Equipment 168,370 168,370 56,120 0.00Infrastructure - Roads 1,329,104 1,329,104 442,992 586,693.87Infrastructure - Footpaths 0 0 0 0.00Infrastructure - Parks & Ovals 8,500 8,500 2,832 5,900.00Infrastructure - Other 76,260 76,260 25,416 1,302.12

1,614,594 1,614,594 538,148 623,366.78

Mukinbudin-Wialki Rd Capital - Rrg Funded 16-

Popes Hill Anzac Memorial Capital

Strugnell Street Rav UpgradeForty Six Gate Road Resheeting Rtr

Mcgregor South Road Seal Rtr

Roads (Capital) - Flood Damage


Admin Building Capital

SHIRE OF MUKINBUDIN

New Aged Unit 12 - Capital

New Exec House 208 Salmon Gum Alley

New Aged Unit 11 - Capital

SHIRE OF MUKINBUDIN

NOTES TO AND FORMING PART OF THE STATEMENT OF FINANCIAL ACTIVITY


Swimming Pool Infrastructure Capital

Town Other Infrastructure CapitalInfrastructure Parks & Ovals (Capital)Furniture & Equipment (Capital) - Other

Plant & Equipment (Capital) - Road Plant

Koorda Bullfinch Rd - Black Spot Funded



2. DISPOSALS OF ASSETS

The following assets have been disposed of during the period under review:

By Program OCTOBER OCTOBER OCTOBER

2016/17 2016 2016/17 2016 2016/17 2016

Budget Actual Budget Actual Budget Actual

Asset $ $ $ $ $ $

Health

A324 Share of NEWHealth Vehicle 1999 324 0 333.87 0 0.00 0 (333.87)0.00

Recreation & Culture 0.00A238 Vermeer Woodchipper 1/6th Share NEWROC 238 0 750.00 0 0.00 0 (750.00)

0.00Transport 0.00A317 - Komatsu Backhoe 317 4,500 0.00 15,000 0.00 10,500 0.00

A439 - MBL 1070 - Holden Colorado Utility LH Vehicle 439 10,000 0.00 15,000 0.00 5,000 0.00MBL 1 - Ford Territory MF 435 10,000 0.00 15,000 0.00 5,000 0.00

24,500 1,083.87 45,000 0.00 20,500 (1,083.87)

By Class of Asset

OCTOBER OCTOBER OCTOBER

2016/17 2016 2016/17 2016 2016/17 2016

Budget Actual Budget Actual Budget Actual

Asset $ $ $ $ $ $

Plant & Equipment

A324 Share of NEWHealth Vehicle 1999 324 333.87 0.00 (333.87)A238 Vermeer Woodchipper 1/6th Share NEWROC 750.00 (750.00)A317 - Komatsu Backhoe 317 4,500.00 0.00 15,000.00 0.00 10,500.00 0.00

A439 - MBL 1070 - Holden Colorado Utility LH Vehicle 439 10,000 0.00 15,000 0.00 5,000 0.00MBL 1 - Ford Territory MF 435 10,000 0.00 15,000 0.00 5,000 0.00

24,500 1,083.87 45,000 0.00 20,500 (1,083.87)

2016/17 OCTOBER

Adopted 2016

Budget Actual

Summary $ $

Profit on Asset Disposals 20,500 0.00Loss on Asset Disposals 0 (1,083.87)

20,500 (1,083.87)

SHIRE OF MUKINBUDIN



Written Down Value Sale Proceeds

Profit(Loss)Sale ProceedsWritten Down Value

Profit(Loss)


SHIRE OF MUKINBUDIN



3. INFORMATION ON BORROWINGS

(a) Debenture Repayments

Principal Principal Principal Interest

1-Jul-16 Repayments Outstanding Repayments

Loan 2016/17 2016/17 2016/17 2016/17 2016/17 2016/17 2016/17 2016/17

Lender Particulars Finishes Budget Actual Budget Actual Budget Actual Budget Actual

$ $ $ $ $ $ $ $

Education & Welfare

WATC Loan 109 - CRC 1/02/2021 32,403 5,756 2,836 26,647 29,567 1,813 948Recreation & Culture

WATC Loan 108 - Bowling Club 1/02/2021 79,063 14,044 6,921 65,019 72,142 4,423 2,313Economic Services

WATC Loan 116 - Land Purchase 17/06/2019 31,088 9,742 0 21,346 31,088 1,764 0WATC Loan 119 - Mukinbudin Cafe 13/04/2027 104,435 7,253 3,580 97,182 100,855 5,327 2,710

Other Property & Services

WATC Loan 114 - Trailer 1TJP 062 17/06/2019 65,650 20,572 0 45,078 65,650 3,726 0WATC Loan 115 - Truck DAF MBL 250 22/01/2019 49,285 15,643 7,727 33,642 41,558 2,217 1,203WATC Loan 118 - Vibe Roller MBL 1677 13/09/2021 84,184 13,627 6,728 70,557 77,456 4,114 2,142WATC Loan 120 - Skid Steer MBL 1724 15/01/2024 55,906 5,934 2,934 49,972 52,972 2,488 1,277WATC Loan 121 - Grader MBL 95 27/02/2023 250,947 32,950 16,361 217,997 234,586 6,749 3,488WATC Loan 122 - Roller MBL 811 27/02/2023 136,545 17,929 8,902 118,616 127,643 3,672 1,898WATC Loan 123 - Tractor MBL 244 2/12/2022 32,448 4,551 0 27,897 32,448 1,040 0

921,954 0 0 148,001 55,989 773,953 865,965 37,333 15,979

All other loan repayments were financed by general purpose revenue.

(b) New Debentures - 2016/17

Institution Loan

Type

Term

(Years)

Total

Interest &

Interest

Rate

Balance

Unspent

$Particulars/Purpose Budget

$

Actual

$

Charges

$

% Budget

$

Actual

$

$

Nil 0 0 -

New

Loans

Amount Borrowed Amount Used


SHIRE OF MUKINBUDIN



2016/17 OCTOBER

Adopted 2016

Budget Actual

$ $

4. RESERVES

Cash Backed Reserves

(a) Leave Reserve

Opening Balance 52,396 52,396Amount Set Aside / Transfer to Reserve 81,310 0Amount Used / Transfer from Reserve (58,790) 0

74,916 52,396

(b) Plant Reserve

Opening Balance 195,256 195,256Amount Set Aside / Transfer to Reserve 119,411 0Amount Used / Transfer from Reserve 0

314,667 195,256

(c) Building Reserve

Opening Balance 24,676 24,676Amount Set Aside / Transfer to Reserve 28,617 0Amount Used / Transfer from Reserve 0

53,293 24,676

(d) Senior Housing Reserve

Opening Balance 37,439 37,439Amount Set Aside / Transfer to Reserve 936 0Amount Used / Transfer from Reserve 0 0

38,375 37,439

(e) Lot 64 White st & Lot 69 Lansdell JV st Reserve

Opening Balance 0 0Amount Set Aside / Transfer to Reserve 0 0Amount Used / Transfer from Reserve 0 0

0 0

(f) Lot 8 Cruickshank St JV Reserve


0 0(g) Communications Reserve


0 0

(h) Residential Land Reserve

Opening Balance 10,118 10,118Amount Set Aside / Transfer to Reserve 253 0Amount Used / Transfer from Reserve 0 0

10,371 10,118

(i) Self Insurance Reserve


0 0

(j) Roadworks Reserve


0 0

(k) Swimming Pool Reserve

Opening Balance 32,348 32,348Amount Set Aside / Transfer to Reserve 16,329 0Amount Used / Transfer from Reserve 0 0

48,677 32,348Shire of Mukinbudin - Minutes OCM 16th November 2016 49

SHIRE OF MUKINBUDIN



2016/17 OCTOBER

Adopted 2016

Budget Actual

$ $

4. RESERVES (Continued)

Cash Backed Reserves (Continued)

(l) Royalties for Regions Reserve


0 0

(m) Unspent Grant Reserve

Opening Balance 32,190 32,190Amount Set Aside / Transfer to Reserve 805 0Amount Used / Transfer from Reserve (32,000) 0

995 32,190(n) Community Bus Replacement Reserve


0 0

Total Cash Backed Reserves 541,294 384,423

All of the above reserve accounts are to be supported by money held in financial institutions.

Summary of Transfers

To Cash Backed Reserves

Transfers to Reserves

Leave Reserve 81,310 0 Plant Reserve 119,411 0 Building Reserve 28,617 0 Seniors Housing Reserve 936 0Lot 64 White st & Lot 69 Lansdell JV st Reserve 0 0Lot 8 Cruickshank St JV Reserve 0 0Communications Reserve 0 0Residential Land Reserve 253 0Self Insurance Reserve 0 0Roadworks Reserve 0 0Swimming Pool Reserve 16,329 0Royalties for Regions Reserve 0 0Unspent Grant Reserve 805 0Community Bus Replacement Reserve 0 0

247,661 0

Transfers from Reserves

Leave Reserve (58,790) 0 Plant Reserve 0 0 Building Reserve 0 0Seniors Housing Reserve 0 0Lot 64 White st & Lot 69 Lansdell JV st Reserve 0 0Lot 8 Cruickshank St JV Reserve 0 0Communications Reserve 0 0Residential Land Reserve 0 0Self Insurance Reserve 0 0Roadworks Reserve 0 0Swimming Pool Reserve 0 0Royalties for Regions Reserve 0 0Unspent Grant Reserve (32,000) 0Community Bus Replacement Reserve 0 0

(90,790) 0

Total Transfer to/(from) Reserves 156,871 0


SHIRE OF MUKINBUDIN



4. RESERVES (Continued)

Cash Backed Reserves (Continued)

In accordance with council resolutions in relation to each reserve account, the purpose for whichthe reserves are set aside are as follows:

Leave Reserve

- to be used to fund annual and long service leave requirements.Plant Reserve

- to be used for the purchase of major plant.Building Reserve

- to be used for the construction of new buildings or to assist finance of housing loansSeniors Aged Housing Reserve

- net result after rent and maintenance has been carried out for the financial year. This fund is - to be used for additional units and maintenance upkeep.Lot 64 White st & Lot 69 Lansdell JV st Reserve

- net result after rent and maintenance has been carried out for the financial year. This fund is - to be used for maintenance upkeep.Lot 8 Cruickshank St JV Reserve

- net result after rent and maintenance has been carried out for the financial year. This fund is - to be used for maintenance upkeep.Communications Reserve

- to be used for Capital upgrade of the TV RebroadcasterResidential Land Reserve

- to be used for the profit from the sale of subdivision blocks. Self Insurance Reserve

- to be used for Insurance Excess.Roadworks Reserve

- to be used for any unspent Road Grant monies.Swimming Pool Reserve

- to be used for the upgrade of the Swimming Pool in future years.Royalties for Regions

- to be used for any unspent Royalties for Regions monies.Unspent Grant Reserve

- to be used for any grant funding that may not be expended in the current financial year.Community Bus Replacement Reserve

- to be used for funds to replacement of the Community Bus


2015/16 2015/16

B/Fwd B/Fwd

Per Per OCTOBER

2016/17 Financial 2016

Budget Report Actual

$ $ $

5. NET CURRENT ASSETS

Composition of Estimated Net Current Asset Position

CURRENT ASSETS

Cash - Unrestricted 275,516 275,516 854,991Cash - Restricted Unspent Grants 0 0 0Cash - Restricted Unspent Loans 0 0 0Cash - Restricted Reserves 384,424 384,424 384,424Accounts Receivable (Budget Purposes Only) 0 0 0Rates Outstanding 16,222 16,222 130,563Sundry Debtors 25,885 25,885 116,618Provision for Doubtful Debts (12,988) (12,988) (12,988)Gst Receivable 13,852 13,852 21,635Accrued Income 2,429 2,429 0Payments In Advance 0 0 0Inventories 0 0 0

705,340 705,340 1,495,243

LESS: CURRENT LIABILITIES

Sundry Creditors (34,448) (34,683) 142Accrued Interest On Loans (11,382) (11,382) (11,382)Accrued Salaries & Wages (1,871) (3,914) 0Income In Advance (7,629) (7,629) 0Gst Payable (2,222) (2,222) (13,415)Payroll Creditors 0 0 0Accrued Expenses (4,764) 0 0PAYG Liability (22,875) (22,875) (18,020)FBT Payable 4,764 (4,764) 0Other Payables 0 0 0Current Employee Benefits Provision (172,626) (172,626) (172,626)Current Loan Liability (148,000) (148,000) (92,011)

(401,053) (408,095) (307,312)

NET CURRENT ASSET POSITION 304,287 297,245 1,187,931

Less: Cash - Reserves - Restricted (384,424) (384,424) (384,424)Less: Cash - Unspent Grants - Restricted 0 0 0Add Back : Component of Leave Liability not 52,396 52,396 52,396Add Back : Required to be FundedAdd Back : Current Loan Liability 148,000 148,000 92,011Adjustment for Trust Transactions Within Muni 0 0 0

ESTIMATED SURPLUS/(DEFICIENCY) C/FWD 120,259 113,217 947,914

SHIRE OF MUKINBUDIN




6. RATING INFORMATION

RATE TYPE Number 2016/17 2016/17 2016/17 2016/17

of Rateable Rate Interim Back Total 2016/17

Rate in Properties Value Revenue Rates Rates Revenue Budget

$ $ $ $ $ $ $

General Rate

GRV - Residential 0.170983 153 1,106,509 189,194 0 0 189,194 189,194GRV - Vacant 0.170983 0 0 - 0 0 0 0UV - Rural 0.022357 215 37,303,500 833,994 939 923 835,857 834,062UV - Mining 0.022357 1 0 - 0 (71) (71) 0Non Rateable 63 51,074 0 0 Sub-Totals 432 38,461,083 1,023,189 939 852 1,024,980 1,023,256

Minimum

Minimum Rates $

GRV - Residential 400 18 12,001 7,200 0 0 7,200 8,000GRV - Vacant 400 7 1,448 2,800 0 0 2,800 2,000UV - Rural 500 30 280,296 15,000 0 0 15,000 15,000UV - Mining 500 4 15,737 2,000 0 0 2,000 2,000

Sub-Totals 59 309,482 27,000 0 0 27,000 27,000491 1,050,189 939 852 1,051,980 1,050,256

Ex Gratia Rates 15,784 15,768Discounts (23,880) (20,000)Rates Adjustments 0 0Movement in Excess Rates (31,066) 0Total Amount of General Rates 1,012,818 1,046,024

Specified Area Rates 0 0

Total Rates 1,012,818 1,046,024

All land except exempt land in the Shire of Mukinbudin is rated according to its Gross Rental Value (GRV) in townsites or Unimproved Value (UV)in the remainder of the Shire.

The general rates detailed above for the 2014/15 financial year have been determined by Council on the basis of raising the revenue requiredto meet the deficiency between the total estimated expenditure proposed in the budget and the estimated revenue to be received from all sourcesother than rates and also bearing considering the extent of any increase in rating over the level adopted in the previous year.

The minimum rates have been determined by Council on the basis that all ratepayers must make a reasonable contribution to the cost of the LocalGovernment services/facilities.

SHIRE OF MUKINBUDIN




7. TRUST FUNDS

Funds held at balance date over which the Municipality has no control and which are not included inthis statement are as follows:

Balance Amounts Amounts 31/10/2016

Detail 01-Jul-16 Received Paid Balance

$ $ ($) $

Police Licensing 0 166,870 (166,870) 0Wilgoyne Tennis Club 0 0 0 0Mukinbudin Indoor Cricket Club 11,345 0 0 11,345BRB 0 152 (152) 0Rates in Advance 0 0 0 0LGMA Wheatbelt 0 0 0 0Trust - Other 7 832 (662) 177Sports Complex Key Bonds 860 50 (50) 860Standpipe Key Bonds 200 150 (50) 300Mukinbudin Football Club Rams Plates 650 100 (650) 100Builders Levy (BCITF) 0 222 (222) 0Karlonning Pipeline Scheme 0 0 0 0Council Nomination Deposit 0 0 0 0Drive in Donation 500 0 0 500Housing Tenancy Bonds 8,024 900 (3,416) 5,508Hall Hire Bonds & Deposits 0 0 0 0Gym Bonds 1,121 360 (120) 1,361Soil Conservation 13,166 0 0 13,166

35,873 169,636 (172,192) 33,317

SHIRE OF MUKINBUDIN




8.

OCTOBER 2016/17

2016 Adopted 2015/16

Actual Budget Actual

OPERATING REVENUES $ $ $

Governance 884 3,970 5,733General Purpose Funding 1,425,845 2,708,592 1,620,883Law, Order, Public Safety 16,195 24,610 32,065Health 678 3,929 2,382Education and Welfare 4,615 4,380 2,959Housing 51,137 144,898 568,652Community Amenities 78,463 70,340 71,903Recreation and Culture 37,928 78,857 93,569Transport 606,118 1,041,525 1,488,355Economic Services 77,580 160,572 165,301Other Property and Services 11,433 44,610 125,059TOTAL OPERATING REVENUE 2,310,876 4,286,283 4,176,860

OPERATING EXPENSES

Governance 127,330 338,561 302,673General Purpose Funding 27,766 55,336 52,046Law, Order, Public Safety 51,901 124,988 149,480Health 56,522 118,564 114,820Education and Welfare 37,100 145,066 82,139Housing 105,440 201,327 192,299Community Amenities 43,202 171,915 182,981Recreation & Culture 327,945 1,106,375 862,405Transport 509,785 1,453,293 1,772,146Economic Services 196,831 511,276 428,839Other Property and Services 2,846 10,975 12,460TOTAL OPERATING EXPENSE 1,486,668 4,237,676 4,152,287

CHANGE IN NET ASSETS

RESULTING FROM OPERATIONS 824,208 48,607 24,573

SHIRE OF MUKINBUDIN

OPERATING STATEMENT




SHIRE OF MUKINBUDIN



9. STATEMENT OF FINANCIAL POSITION

OCTOBER

2016 2015/16

Actual Actual

$ $

CURRENT ASSETS

Cash and Cash Equivalents 1,239,415 659,940Trade and Other Receivables 255,828 45,400Inventories 0 0TOTAL CURRENT ASSETS 1,495,243 705,340

NON-CURRENT ASSETS

Other Receivables 3,074 0Inventories 624,614 624,614Property, Plant and Equipment 12,437,000 12,573,259Infrastructure 56,146,677 56,079,968TOTAL NON-CURRENT ASSETS 69,211,365 69,277,841

TOTAL ASSETS 70,706,608 69,983,181

CURRENT LIABILITIES

Trade and Other Payables 42,675 87,469Long Term Borrowings 92,011 148,000Provisions 172,626 172,626TOTAL CURRENT LIABILITIES 307,312 408,095

NON-CURRENT LIABILITIES

Trade and Other Payables 0 0Long Term Borrowings 773,955 773,955Provisions 21,436 21,436TOTAL NON-CURRENT LIABILITIES 795,391 795,391

TOTAL LIABILITIES 1,102,703 1,203,486

NET ASSETS 69,603,905 68,779,695

EQUITY

Trust Imbalance 0 0Retained Surplus 44,901,964 44,077,755Reserves - Cash Backed 384,424 384,424Revaluation Surplus 24,317,517 24,317,517TOTAL EQUITY 69,603,905 68,779,696


10. FINANCIAL RATIOS

2016/17

YTD

2015/16 2014/15 2013/14

Current Ratio 4.36 0.90 2.08 0.23Operating Surplus Ratio 0.14 (1.03) 0.29 (1.20)

The above ratios are calculated as follows:

Current Ratio Current assets minus restricted current assetsCurrent liabilities minus liabilities associated

with restricted assetsINTERPRETATION:

This ratio is a measure of short term (unrestricted) liquidity. That is, the ability of the Council to meet its liabilities (obligations) as and when they fall due.

RISK INDICATORS:

Low – 100% or greater

A ratio of greater than one (100%) indicates Council has more current assets than current liabilities.High – Less than 100%

If less than one (100%), current liabilities are greater than current assets and Council has a short term funding issue.

COMMENT:

Provided restricted assets are excluded correctly, it is a very useful indicator of the “true” financial position of

Council, particularly in the short term.As a general rule, when the current ratio of a Council is calculated at less than one (100%) it indicates a short term funding issue. However, it also needs to be considered in context of the overall financial position.If monitored correctly during the course of the year, it is a good indicator for when follow up action is necessary.

Operating Surplus Ratio Operating revenue minus operating expenseOwn source operating revenue

INTERPRETATION:

Effectively highlights the scale/extent of any operating surplus or deficit in relation to the overall size of the local government.

RISK INDICATORS:

Low – 15% or greater

The local government is providing a strong operating surplus which will give flexibility in the future in relation to operational service levels and asset base.High – Lower than 0%

The local government is experiencing an operating deficit.

COMMENT:

A sustained period of deficits will erode the local government’s ability to maintain both its operational

service level and asset base.

SHIRE OF MUKINBUDIN




11. GRANT REVENUE - RECORD OF RECEIPTS

Amended 30/09/2016 31/12/2016 31/03/2017 30/06/2017% Budget 1/4 2/4 3/4 4/4 Total

RECEIVED RECEIVED RECEIVED RECEIVED

GENERAL PURPOSE FUNDING 1,124,345UNTIED FAGS - GENERAL PURPOSE 24.91% 1,124,345 280,043 280,043

UNTIED FAGS -- ROAD COMPONENT 25.03% 504,085 126,160 126,160

LAW, ORDER, PUBLIC SAFETY 16,590TIED ESL LEVY 65.38% 16,590 5,317 5,530 10,847

EDUCATION & WELFARE 1,000TIED SENIORS WEEK 100.00% 1,000 1,000 1,000

RECREATION & CULTURE 38,031TIED POOL DSR CLGF Grant 0.00% 32,000 0 0

TRANSPORT 1,002,325TIED DIRECT GRANTS 100.00% 120,015 120,015 120,015

TIED R2R GRANT 28.45% 562,318 159,996 159,996

TIED MRD SPECIFIC PROJECT GRANT RRG 100.00% 319,992 244,358 75,634 319,992

2,187,291 936,889 81,164 0 0 1,018,053

SHIRE OF MUKINBUDIN




12. SUPPLEMENTARY INFORMATION

Bank Accounts

Oct-16Municipal Bank $854,470.97Reserve Account Term Deposit $384,424.19Trust Bank $33,317.06

$1,272,212.22Investment Register

Term Interest Rate Amount Maturity

Municpal Investements

TD - 2519 Bendigo Bank 3 months 2.45% $350,000.00 8/12/2016TD - 2518 Bendigo Bank 1 month 1.85% $300,000.00 8/01/2017*included in above Muni Bank balance $650,000.00

Reserve Investment

TD 2506 - Bendigo Bank 6 months 2.55% $384,424.19 30/12/2016

SHIRE OF MUKINBUDIN




7.6.3 Review of Annual Leave & Personal Leave Allocation SystemLocation: MukinbudinFile Ref:Applicant: CEODate: 8th November 2016Disclosure of Interest: NILResponsible Officer Ann Brandis – Manager of FinanceAuthor: Ann Brandis – Manager FinanceVoting Requirements Absolute Majority Documents Attached NilDocuments Tabled Nil

SUMMARYTo request endorsement from Council for the correction of the Annual Leave and Personal Leave Allocation System.

BACKGROUNDA review of annual leave process shows that the current practice of the shire is for the payment of 17,5% leave loading on any Annual Leave accrual regardless of whether they have reached 1 year of completed employment.

A formal review of the payroll system has shown that Annual Leave and Personal Leave calculations from 2012 to date have been accrued based on an incorrect allocation system which increased the amount of Annual Leave and Personal Leave over and above the award entitlements. The allocation system has been adjusted on or after the 1st pay date from the 1st July 2016 and all accruals are now strictly in accordance with the Local Government Officers Award (LGOA) and the National Employments Standards (NES).

From 2012, Annual Leave for inside staff has been calculated based on 152 hours Annual Leave plus 15.2 hours which is the 2 public holidays traded off in the 2010 Award Change, resulting in Annual Leave and leave loading being based on 167.2 hours.

Outside Staff were being calculated on 4 weeks normal work hours amounting to 187 hours per year instead of the 167.2 hours as per the above calculation. The estimated total over payment to staff from 2014 to 1/6/2016 is approx. $30,000.

As previous years have been audited it is not considered appropriate to make adjustments further back than 1/7/2016. STATUTORY ENVIRONMENTLocal Government Officers Award and the National Employments Standards.



FINANCIAL IMPLICATIONSContinuation of current practice – slight employee cost reduction


SITE INSPECTION N/A




OFFICER COMMENTAn adjustment has been made to rectify the accruals of both personal leave and annual leave for the pay periods from the 1st July to the 20th October 2016. The correct accruals have been applied from the pay period ending the 3/11/2016.



That Council:1. endorse the inclusion of 2 Public Holidays forgone into Annual Leave entitlements.2. endorse the current practice of Leave Loading being paid on accrued Annual Leave entitlements.3. endorse staff action in amending Annual Leave and Personal Leave allocation and accrual systems from the 1st July 2016.

Carried 8/0


7.7 Chief Executive Officer’s Reports7.7.1 NEWROC Council Meeting Minutes 25th October 2016Location: NEWROC, Shire of Mt MarshallFile Ref: ADM 236Applicant: Ray Hooper, Acting CEODate: 7th November 2016Disclosure of Interest: NilResponsible Officer Ray Hooper, Acting CEOAuthor: Ray Hooper, Acting CEOVoting Requirements Simple Majority Documents Attached Minutes of NEWROC Council Meeting 25th October 2016Documents Tabled Nil

BackgroundA Executive Meeting of NEWROC was held on Tuesday 25th October 2016 at the Shire of KoordaCouncil Chambers.

Comment:The following presentation was made to the meeting:

Hon Martin Aldridge MLCDistrict Superintendent Peter Halliday

The following items were discussed at the Council Meeting:5. FINANCIAL MATTERS5.1. LIST OF INCOME AND EXPENDITURE 5.2. BALANCE SHEET 6. MATTERS FOR CONSIDERATION6.1. NEWROC Strategic Projects6.2. NEWARTS Literary Luncheon6.3. Kununoppin Bonded Medical Scholarship6.4. NEWROC Health Strategy6.5 NEWROC Live, Work, Invest Online Platform6.6 Cost Benefit Pilot Workshop9. OTHER MATTERS9.1 NEWTRAVEL Marketing Video Update & AGM9.2 NEWTRAVEL Tourism Officer9.3 CEACA9.4 Subsidiary Models9.5 Roads – White Lines

Next NEWROC Meeting dates:The following dates have been adopted for NEWROC meetings during 2016.

22 November Executive Shire of Koorda13 December Council Shire of Nungarin


Officer recommendation:

Council Decision Number – 12 11 2016Moved: Cr Poultney Seconded: Cr Ventris

That Council notes the report on the NEWROC Council meeting minutes held on 25th October2016.

Carried 8/0


Council Meeting

Tuesday 25 October 2016

Meeting held at the Shire of Koorda, Council Chambers, Corner of Allenby and Haig Streets

KOORDA

MINUTES

1:30pm Light Lunch and Networking 2:00pm NEWROC Council Meeting


CONTENTS

CONTENTS .............................................................................................................................................................................. 2

1. OPENING AND ANNOUNCEMENTS .......................................................................................................................... 4

2. RECORD OF ATTENDANCE, APOLOGIES AND LEAVE OF ABSENCE ............................................................. 4

2.1. ATTENDANCE ................................................................................................................................................................. 4 2.2. APOLOGIES ..................................................................................................................................................................... 4

3. PRESENTATIONS .......................................................................................................................................................... 5

3.1. HON MARTIN ALDRIDGE MLC ..................................................................................................................................... 5 3.2. DISTRICT SUPERINTENDENT PETER HALLIDAY .......................................................................................................... 5

4. MINUTES OF MEETINGS ............................................................................................................................................. 6

4.1. MINUTES OF ORDINARY MEETINGS .............................................................................................................................. 6 4.1.1. MINUTES OF ORDINARY MEETING OF NEWROC COUNCIL – 23 AUGUST 2016 ................................................. 6 4.1.2. BUSINESS ARISING FROM NEWROC COUNCIL MEETING ........................................................................................ 6 4.1.2.1. BROOKFIELD RAIL INTERFACE AGREEMENT ........................................................................................................ 6 4.1.2.2. GOOMALLING-MERREDIN ROAD ............................................................................................................................ 7 4.2. MINUTES OF EXECUTIVE COMMITTEE MEETINGS ....................................................................................................... 8 4.2.1. NEWROC EXECUTIVE COMMITTEE MEETING – 27 SEPTEMBER 2016 ............................................................... 8 4.2.2. BUSINESS ARISING FROM NEWROC EXECUTIVE MEETING ................................................................................... 8 4.2.2.1. SEWERAGE ............................................................................................................................................................... 8

5. FINANCIAL MATTERS ................................................................................................................................................. 8

5.1. LIST OF INCOME AND EXPENDITURE ............................................................................................................................ 8 5.2. BALANCE SHEET .......................................................................................................................................................... 10

6. MATTERS FOR CONSIDERATION ......................................................................................................................... 12

6.1. NEWROC STRATEGIC PROJECTS .............................................................................................................................. 12 6.2. NEWARTS LITERARY LUNCHEON ............................................................................................................................ 14 6.3. KUNUNOPPIN BONDED MEDICAL SCHOLARSHIP ...................................................................................................... 16 6.4. NEWROC HEALTH STRATEGY .................................................................................................................................. 17 6.5. NEWROC LIVE, WORK, INVEST ONLINE PLATFORM.............................................................................................. 20 6.6. COST BENEFIT PILOT WORKSHOP ............................................................................................................................ 23

7. EMERGING NEWROC ISSUES AS NOTIFIED, INTRODUCED BY DECISION OF THE MEETING ........... 25

8. WALGA ZONE ISSUES ............................................................................................................................................... 25

9. OTHER MATTERS ...................................................................................................................................................... 25

9.1. NEWTRAVEL MARKETING VIDEO UPDATE AND ANNUAL GENERAL MEETING .................................................. 25 9.2. NEWTRAVEL TOURISM OFFICER ........................................................................................................................... 25 9.3. CEACA ........................................................................................................................................................................ 27 9.4. SUBSIDIARY MODELS .................................................................................................................................................. 27 9.5. ROADS – WHITE LINES ............................................................................................................................................... 27

10. MEETING SCHEDULE .............................................................................................................................................. 27

10.1. 2016 MEETING DATES ............................................................................................................................................ 27 10.2. GREAT EASTERN COUNTRY ZONE 2016 MEETING DATES ................................................................................... 28

11. CLOSURE OF MEETING .......................................................................................................................................... 28


ANNUAL CALENDAR OF ACTIVITIES

MONTH ACTIVITY MEETING January Executive February Council refreshes itself on NEWROC Vision, Mission, Values

(review Vision and Mission every other year)

Council reviews NEWROC project priorities

Council

March WDC attendance to respond to NEWROC project priorities

Submit priority projects to WDC, Regional Development and WA Planning

Executive

April NEWROC Budget Preparation

Review NEWTRAVEL Tourism Officer Contract - expires June 2017

Council

May NEWROC Draft Budget Presented

NEWROC Executive Officer Contract/Hourly Rate Review (current contract expires June 2019)

Executive

June NEWROC Budget Adopted Council July Executive August Information for Councillors pre-election Council September Executive October Council November NEWROC Induction of new Council representatives (every

other year)

NEWROC CEO and President Handover

Review NEWROC MoU (every other year)

Executive

December NEWROC Annual Dinner Council

ONGOING ACTIVITIES Compliance

Media Releases NEWROC CEO Rotation Shire of Mt Marshall

Shire of Nungarin (2015-2016)

Shire of Wyalkatchem

Shire of Koorda

Shire of Mukinbudin

Shire of Trayning


NORTH EASTERN WHEATBELT REGIONAL ORGANISATION OF COUNCILS Ordinary Meeting of Council held at the Shire of Koorda, Council Chambers, corner of Allenby

and Haig Streets, Koorda on Tuesday 25 October 2016 commencing at 1.59pm.

AGENDA 1. OPENING AND ANNOUNCEMENTS The NEWROC Chair, Cr O’Connell welcomed delegates, CEO’s and declared the meeting open at 1.59pm. 2. RECORD OF ATTENDANCE, APOLOGIES AND LEAVE OF ABSENCE 2.1. Attendance Elected Members

Cr Eileen O’Connell Delegate NEWROC Chair, Shire of Nungarin Cr Gary Shadbolt Delegate President, Shire of Mukinbudin Cr Rachel Kirby Delegate President, Shire of Mt Marshall Cr Freda Tarr Delegate President, Shire of Trayning Cr Quentin Davies Delegate President, Shire of Wyalkatchem

Chief Executive Officers

Ray Hooper Director, Transport and Infrastructure, Shire of Mukinbudin Bill Fensome Director Corporate Services, Shire of Nungarin Pascoe Durtanovich Director Environment, Shire of Trayning Ian McCabe Director Emergency Management and Health, Shire of Wyalkatchem David Burton Director Community Development and Regulatory Services, Shire of Koorda

Officers

Dannelle Foley NEWROC Executive Officer

Guests

Hon Martin Aldridge MLC (1.59pm-2.59pm) Andrew Mangano, Regional Telecommunications Policy Officer (1.59pm-2.59pm) Peter Halliday APM, District Superintendent, Wheatbelt District Officer (1.59pm-2.58pm) Cr Bev Palmer, Shire of Nungarin

2.2. Apologies

Jo Burgess WALGA Stephen Tindale Director Economic Development and Tourism, Shire of Mt Marshall Cr Ricky Storer Delegate President, Shire of Koorda Cr Stuart Faulkner Deputy President, Shire of Mt Marshall


3. Presentations 3.1. Hon Martin Aldridge MLC Hon Martin Aldridge MLC informed the meeting that he covers a large area from Kalbarri in the north to Esperance in the south. The NEWROC Telecommunications Business Case is of interest as it is a very topical issue throughout regional WA. Martin asked the meeting what progress the NEWROC had made since finalising the business case - the Executive Officer provided the necessary background. The Federal Government are currently reviewing the $300m that they provide to Telstra. The Mid-West Development Commission and a cooperative are very active in the telecommunications space currently looking at a self-deployment program. Robert Smord is the contact for provider details. Martin confirmed that the 266 towers that were built through RMCP and RTP all have universal usage agreements, this should enable shared infrastructure agreements to be established. Currently the state is hesitant to buy into funding Federal Government responsibilities as it will then become a State Government issue, however supplying reasonable and reliable infrastructure is a priority for the state. There is approximately another five years of base station rollouts throughout WA. Martin asked the meeting; if funding was to become available how is the NEWROC situated to proceed? The state encourages research into innovative ideas. 3.2. District Superintendent Peter Halliday District Superintendent Peter Halliday informed the meeting that he covers an area from Lancelin to Southern Cross, Dalwallinu to Bruce Rock. There are 175 staff members, of which 150 are sworn police officers. There are 23 police stations with Northam providing centralised support. Koorda, Bencubbin, Mukinbudin and Wyalkatchem are individual stations but work as a team so ultimately a team of eight officers; one unit. The area has a car on the roads seven days per week on day shift, one car Wednesday-Sunday through to midnight. Peter confirmed that there will be no reduction in the number of police stations or staff numbers, currently under consideration is a district control centre. This would provide a 24 hour service to officers by a Sergeant and this would be a function delivered from Northam. Within the current review in the metro area, although it hasn’t eventuated as yet and won’t until consultation is undertaken, it would mean one OIC for a unit. Efficiencies – currently there are no closures of police stations but it is important to run the police stations as efficiently as possible to ensure their sustainability. This is a priority for Peter. Attraction and retention – problematic. There is a pool of officers (determined by how many positions are anticipated to arise) that are ready to move into Sergeant roles, it doesn’t mean that they necessarily apply for the positions. Attraction and retention payment has been very effective for the Wheatbelt and is funded by RfR. This has assisted in attracting officers to the region. Good housing and building for promotion is a key driver for staff attraction within the district. Housing – changes to government rents, this affected the increase in rental costs. Currently the department pays for the rent for all officers within the NEWROC region. This could be problematic in the future if the funding is ceased. All cars have UHF radios as a backup for their digital networks. This affects areas such as north of Beacon. Cr Davies asked how many years an officer can stay in the one location?


The second officer can stay as long as they like, this is not subject to tenure. OIC’s currently have a five year tenure, this will be amended to a four year tenure in the future. An opportunity exists for local governments to work closely with Peter to assist with the attraction of new staff members when it is proving difficulty. Promoting the lifestyle and business opportunities would be advantageous in attracting staff, particularly families. The NEWROC delegates sincerely thanked Peter for the work that they do. They do a wonderful job servicing the area and it is greatly appreciated. 4. Minutes of Meetings 4.1. Minutes of Ordinary Meetings Peter left the meeting at 2.58pm. 4.1.1. Minutes of Ordinary Meeting of NEWROC Council – 23 August 2016 Minutes of the meeting held 23 August 2016 have previously been circulated. RESOLUTION: That the Minutes of the NEWROC Meeting of Council held on 23 August 2016 be confirmed as a true and correct record of proceedings. Moved Cr Tarr Seconded Cr Davies Carried 6/0 Martin and Andrew left the meeting at 2.59pm. David left the meeting 2.59pm 4.1.2. Business Arising from NEWROC Council meeting 4.1.2.1. Brookfield Rail Interface Agreement At the August Council meeting, members agreed to lay the item on the table until the October Council meeting – specifically that NEWROC write to Brookfield, WALGA, Great Eastern zone and the Office of Rail Regulator outlining the below issues with the current agreement;

1) Staff reporting railway issues – what are the impacts/ramifications; and

2) Staff Training to perform work within the ‘hot zone” WALGA is currently providing support with negotiations on the agreement and some members have already signed the agreement. RESOLUTION: The item be removed from the table. Moved Cr Kirby Seconded Cr Davies Carried 6/0


4.1.2.2. Goomalling-Merredin Road Following the August Council meeting, the NEWROC wrote a letter to the Hon Mia Davies MLA and CBH regarding the poor condition of the Goomalling Merredin Road following an increase in the number of tonnes of grain being transported on the road. An email was received from Rob Dickie, CBH Government and Industry Relations Advisor and is included below. Email received 28.09.2016 Good afternoon Caroline CBH Group confirm receipt of the letter authored by the NEWROC Chair, Cr Eileen O’Connell, dated 11 September 2016 regarding the condition of the Goomalling – Merredin Road. In relation to this matter, I can confirm that CBH Group had discussions with both the local member, the Hon Mia Davies MLA and the CEO of the Shire of Wyalkatchem around the time of this road movement, explaining the circumstances of the event. Our discussion with the CEO of the Shire of Wyalkatchem was on the basis of the Shire continuing to lobby Main Roads WA for the improvement of the condition of this Road. The CEO indicated during this discussion that damage to the road could not be conclusively attributed to CBH. CBH Group is not aware of any further action required by us in relation to this matter and welcome any update from you on any discussion that you may have with Main Roads WA or any action that they may undertake. Kind Regards, ROB DICKIE Government and Industry Relations Advisor 30 Delhi Street, West Perth WA 6005 P (08) 9416 6313 M 0447 677 887 E [email protected]

This email and any files transmitted with it are confidential and intended solely for the use of the individual or entity to whom they are addressed. If you have received this mail in error please notify the originator of the message. This footer also confirms that this email message has been scanned for the presence of computer viruses. Any views expressed in this message are those of the individual sender, except where the sender specifies and with authority, states them to be the views of the CBH Group.

RESOLUTION: That the information be received. Moved Cr Tarr Seconded Cr Kirby Carried 6/0


mailto:[email protected]

4.2. Minutes of Executive Committee Meetings 4.2.1. NEWROC Executive Committee Meeting – 27 September 2016 Minutes of the NEWROC Executive Committee Meeting held on 27 September 2016 have been circulated. RESOLUTION: That the Minutes of the NEWROC Executive Committee Meeting held on 27 September 2016, be received. Moved Cr Davies Seconded Cr Tarr Carried 6/0 4.2.2. Business Arising from NEWROC Executive Meeting 4.2.2.1. Sewerage Trayning and Beacon have issues related to sewerage solutions in building ILU’s. Stephen is currently researching the matter and will keep the NEWROC informed. 5. FINANCIAL MATTERS 5.1. List of Income and Expenditure PORTFOLIO: Corporate Capacity FILE REFERENCE: 42-2 Finance Audit and Compliance REPORTING OFFICER: Caroline Robinson DISCLOSURE OF INTEREST: Nil DATE: 15 October 2016 ATTACHMENT NUMBER: Nil CONSULTATION: Nil STATUTORY ENVIRONMENT: Nil VOTING REQUIREMENT: Simple Majority

COMMENTS The below list outlines the income and expenditure from 1 September 2016 to 30 September 2016

Account Transactions North Eastern Wheatbelt Regional Organisation of Councils

From 1 September 2016 to 30 September 2016 Date Source Description Reference Credit Debit Gross NEWROC Funds #5557 Opening Balance 44,123.51 0.00 0.00 01 Sep 2016 Receive Money Bendigo Bank Interest Received 6.58 0.00 6.58 01 Sep 2016 Spend Money Bendigo Bank Bank Charges 0.00 2.40 (2.40)

01 Sep 2016 Payable Payment Payment: Digit Books Pty Ltd D1G1T - Program Fee 0.00 50.00 (50.00)

10 Sep 2016 Payable Payment Payment: The Flour Factory

LGW Dinner - The Flour Factory 0.00 2,070.60 (2,070.60)

15 Sep 2016 Receivable Payment Payment: Shire of Nungarin

Nungarin Christmas Dinner 90.00 0.00 90.00

16 Sep 2016 Receivable Payment Payment: Shire of Trayning Shire of Trayning 0021 22,250.00 0.00 22,250.00

16 Sep 2016 Receivable Payment Payment: Shire of Trayning Shire of Trayning 0015 540.00 0.00 540.00

28 Sep 2016 Receivable Payment Payment: Shire of Mt Marshall INV-0014 360.00 0.00 360.00


28 Sep 2016 Receivable Payment Payment: Shire of Koorda Koorda LGW Dinner 480.00 0.00 480.00

28 Sep 2016 Receivable Payment Payment: Shire of Koorda Koorda Subscription 16,000.00 0.00 16,000.00

Total NEWROC Funds #5557 39,726.58 2,123.00 37,603.58 Closing Balance 81,727.09 0.00 0.00

NEWROC Investment Account#6026 Date Source Description Reference Credit Debit Gross Opening Balance 310,074.02 0.00 0.00 10 Sep 2016 Receive Money Bendigo Bank Interest Received 4,052.99 0.00 4,052.99 Total NEWROC Investment Account#6026 4,052.99 0.00 4,052.99 Closing Balance 314,127.01 0.00 0.00 Total 43,779.57 2,123.00 41,656.57

Profit & Loss North Eastern Wheatbelt Regional Organisation of Councils

For the month ended 30 September 2016 Sep-16 YTD

Income

Interest Received $4,059.57 $4,087.24 Subscriptions Received $115,500.02 $115,500.02 Total Income $119,559.59 $119,587.26 Gross Profit $119,559.59 $119,587.26 Less Operating Expenses

Accounting/Audit fees $645.45 $690.90 Bank charges $2.40 $54.80 Catering $0.00 $1,882.36 Event / Ceremony Expenses $0.00 $279.91 Executive Officer Contract Services $4,901.10 $7,351.65 Office Expenses $0.00 $1,272.73 Subscriptions Distributed $0.00 $600.00 Tourism Officer Contract Services $1,522.73 $2,522.73 Travel Executive Officer $610.90 $665.81 Travel Tourism Officer $378.00 $576.80 Total Operating Expenses $8,060.58 $15,897.69 Net Profit $111,499.01 $103,689.57

RESOLUTION: That the income and expenditure and the profit and loss report from 1 September to 30 September 2016, as listed, be endorsed. Moved Cr Tarr Seconded Cr Davies Carried 6/0


5.2. Balance Sheet PORTFOLIO: Corporate Capacity FILE REFERENCE: 42-2 Finance Audit and Compliance REPORTING OFFICER: Caroline Robinson DISCLOSURE OF INTEREST: Nil DATE: 15 October 2016 ATTACHMENT NUMBER: Nil CONSULTATION: Nil STATUTORY ENVIRONMENT: Nil VOTING REQUIREMENT: Simple Majority

COMMENT: Balance Sheet as at 30 September 2016.

Balance Sheet North Eastern Wheatbelt Regional Organisation of

Councils As at 30 September 2016

Assets

Bank

NEWROC Funds #5557 $81,848.94 NEWROC Investment Account#6026 $314,127.01 Total Bank $395,975.95 Current Assets

Community Safety & Crime Prevention -$801.00 Executive Officer -$80,844.00 General Purpose -$172,280.11 Governance / General Administration -$2,705.20 Grant Funding -$19,240.00 Joint Planning Project -$7,629.86 Medical Enhancement Fund -$38,317.36 Monies allocated to projects $114,325.17 Natural Resource Management -$8,982.76 NewArts - Literary Luncheon -$600.00 NEWROC Promotion (853) -$5,981.09 NEWTRAVEL Tourism Officer -$13,681.32 Sundry Debtors Control $89,100.00 Wheatbelt Way -$39,116.31 Total Current Assets -$186,753.84 Total Assets $209,222.11 Liabilities

Current Liabilities

Gst Payable $12,084.75 Rounding -$0.02 Sundry Creditors Control $9,414.00 Total Current Liabilities $21,498.73

Total Liabilities $21,498.73

Net Assets $187,723.38

Equity

Current Year Earnings $103,811.42 Retained Earnings $83,911.96


Total Equity $187,723.38

Notes: Project Comments Medical Enhancement Fund – Current Scholar Tony Hu. It was agreed member Shires will make a contribution to the 16/17 budget for the scholarship of Tony Hu. Funds contributed by KTY, MM, MBL and NA for the purpose of funding the Kununoppin Medical Scholarship. Notre Dame has been advised that the Scholarship will not be offered at this stage. Community Safety and Crime Prevention Balance of fund remaining. No project allocated for this funding. Joint Planning - No project has been identified. NEWROC Promotion – Proposed project within the agenda. Tourism Officer - Employment of Linda Vernon. Contract expires 30 June 2017. Wheatbelt Way Wheatbelt Way Shire’s are able to apply to NEWTRAVEL to upgrade or replace signage for the Wheatbelt Way sites only, these request must go to a NEWTRAVEL. RESOLUTION: That the Balance Sheet for the period ending 30 September 2016 be endorsed. Moved Cr Davies Seconded Cr Tarr Carried 6/0


6. MATTERS FOR CONSIDERATION 6.1. NEWROC Strategic Projects PORTFOLIO: Corporate Capacity FILE REFERENCE: 041-5 Strategic and Future Planning REPORTING OFFICER: Caroline Robinson DISCLOSURE OF INTEREST: Nil DATE: 15 October 2016 ATTACHMENT NUMBER: #1 Ray Davy Quote CONSULTATION: Nil STATUTORY ENVIRONMENT: Nil VOTING REQUIREMENT: Simple Majority

COMMENTS: An extract of the NEWROC Strategic Plan is below, a summary of the operational activities identified by the group and what is currently being delivered: Strategic Theme NEWROC Project Current Activity Core Driver 2 GOVERNMENT RELATIONS AND FUNDING OPPORTUNITIES

Investigation into alternative governance models for the NEWROC (to attract funding, deliver new services etc)

Presentation at July Executive Meeting by ICMI

Business Case quote received from Ray Davy

Opportunity / Challenge related to Regional Competitive Index Senior dependency increasing

CEACA universal accommodation

NEWROC Aged Care Strategy (liked to CEACA and aged friendly communities) and implementation

Investigation into Wyalkatchem Medical Practice footprint expansion

Funding received for Stage 2 of CEACA

Wyalkatchem Medical Practice and Kununoppin Medical Practice in discussions

Funding received for NEWROC Health Strategy, meeting held with Rural Health West on 8/6/16 to discuss project and outcomes

Meeting held with potential consultant Christine O’Farrell and Kylie Mayo to discuss the project

Phone discussion with Fiona Bush from WA Primary Health Alliance

At the NEWROC Council August Meeting the following resolution was made, to progress the core driver identified in the strategic plan: RESOLUTION: Executive Officer to speak to Ray Davy regarding a Business Case on future structures for the NEWROC, in light of possibly pursuing road construction work Moved Cr Shadbolt Seconded Cr Tarr Carried 6/0


The Executive Officer spoke with Ray Davy and a Business Case quote is attached. Each year a Business Case budget of $20,000 is allocated. The NEWROC Health Strategy (partly funded by the Community Chest Funds will be approximately $15,000). Members are asked to consider what elements are important in the quote, to pursue. At the NEWROC Executive Meeting in September Joanne Burges presented on the regional subsidiaries legislation:

o Short lead time on the Consultation paper from the Department

o Legislation that has been presented to Parliament is as we expected – appealing that the constituent councils are the drivers and responsible, rather than the entity, let the charter drive the work

o LGA SA did some research on regional collaboration / subsidiaries – key information was having the right governance model appropriate to what you want to achieve

o Charter will list the activities and outcomes the regional subsidiary would like to undertake, however each of the activities might have a business case attached to each of them – or a subsequent regional subsidiary may be more appropriate if the activity sits outside the scope of the existing regional subsidiary

o Strong focus by WALGA on a mechanism to trigger activities for local governments to work collaboratively

o WALGA 2013 Paper on successful collaborative grouping could be distributed in the future

Discussion regarding the reporting lines for the entity as well as the risk

Discussion regarding the importance of trust between the participating Shires

Discussion regarding increasing compliance on local governments and the possibility of a regional subsidiary taking on this role and in the future giving ‘bulk’ functions to the subsidiary

Discussion regarding alternative models that Ray could investigate and the value of doing this, whether the work precedes the legislation

RESOLUTION: That the quote from Ray Davy to be deferred for three months Moved Cr Kirby Seconded Cr Davies Carried 6/0


6.2. NEWARTS Literary Luncheon PORTFOLIO: Community Development and Regulatory Services

FILE REFERENCE: 116-2 NEWArts

REPORTING OFFICER: Dannelle Foley

DISCLOSURE OF INTEREST: Nil

DATE: 15 October 2016

ATTACHMENT NUMBER: Nil

CONSULTATION: Nola Comerford-Smith – Shire of Mukinbudin

STATUTORY ENVIRONMENT: Nil

VOTING REQUIREMENT: Simple Majority COMMENTS: The annual Literary Luncheon held on Friday 12 August was again a great success, attended by over 80 people. Avid readers attended the luncheon, held at the Mukinbudin Sporting Complex hosted by the Merkin Book Club. The guest speaker was Susan Midalia. Susan is a writer and freelance editor who conducts workshops on short story writing. 25 students at the Mukinbudin District High School were treated to a workshop in short story writing and editing. Susan grew up in the Wheatbelt, and has lived in Perth for most of her adult life. Her first short story collection, A History of the Beanbag and other stories, was shortlisted for the Western Australian Premier’s Book Awards in 2007, and her second collection, An Unknown Sky and other stories (2012), was shortlisted for the 2013 Queensland Literary Award (Steele Rudd Award). Her latest release is Feet to the Stars and other stories (2015).

The feedback from the luncheon attendees was very positive. Susan was an entertaining and informative speaker who resonated with many of the guests with her stories. A beautiful lunch was catered by local caterer, Watson’s Way and the Merkin Book Club contributed to the decorating and coordination. The 2017 Literary Luncheon will be hosted by the KTY Book Club and held in the renovated Trayning District Club.


http://uwap.uwa.edu.au/books-and-authors/book/a-history-of-the-beanbag/

http://uwap.uwa.edu.au/collections/susan-midalia/products/an-unknown-sky-and-other-stories

http://uwap.uwa.edu.au/collections/susan-midalia/products/an-unknown-sky-and-other-stories

http://uwap.uwa.edu.au/products/feet-to-the-stars-and-other-stories

RESOLUTION: That the information be received. Moved Cr Tarr Seconded Cr Kirby Carried 6/0 Discussion:

Cr O’Connell expressed her apologies for not being able to attend the event

Cr Kirby informed the meeting that the NEWROC was well represented

The Executive Officer advised that they will again work closely with the 2017 organising committee (Trayning).


6.3. Kununoppin Bonded Medical Scholarship PORTFOLIO: Emergency Management and Health FILE REFERENCE: 075-4 –Kununoppin Bonded Medical Scholarship REPORTING OFFICER: Caroline Robinson DISCLOSURE OF INTEREST: Nil DATE: 15 October 2016 ATTACHMENT NUMBER: Nil CONSULTATION: Cr Freda Tarr

Bill Fensome Peter Barratt

STATUTORY ENVIRONMENT: Nil VOTING REQUIREMENT: Simple Majority

COMMENT: At the August NEWROC Council meeting the following resolution was endorsed; RESOLUTION: A meeting be convened between the four participating Shires, Kununoppin Medical Practice and WA Country Health service to discuss the scholarship and other placement options with an invitation extended to David Burton and Ian McCabe to also attend. Moved Cr Shadbolt Seconded Cr Kirby Carried 6/0 ACTION: Executive Officer to provide feedback to Cr Tarr on the Kununoppin Bonded Medical Scholarship agreement prior to the meeting with WA Country Health Service Following the Council meeting the Executive Officer discussed the Kununoppin Bonded Medical Scholarship with Peter Barratt of WA Country Health Service. Peter is responsible for coordinating GP’s in the Wheatbelt. He discussed opportunities in Merredin, Wongan Hills and Narrogin. The Executive Officer spoke with Cr Tarr regarding the conversation with Peter Barratt and Cr Tarr will contact Peter also. Peter requested the contact details of Anita Campbell to discuss possible opportunities with her. RESOLUTION: That the information be received. Moved D Burton Seconded Cr Kirby Carried 6/0 Discussion

On the 17 October Freda and Pascoe spoke with Peter Barratt regarding Anita. Andrew would like to see Anita’s CV as there may be an opportunity at the Merredin Emergency department. The Executive to liaise with Anita to ensure that she is happy for her CV to distributed to Andrew.

Narrogin are currently looking for GP’s

Suggest that Anita contact Rural Health West for opportunities within the Wheatbelt


6.4. NEWROC Health Strategy PORTFOLIO: Corporate Services FILE REFERENCE: 035-4 Royalties for Regions REPORTING OFFICER: Caroline Robinson DISCLOSURE OF INTEREST: Nil DATE: 15 October 2016 ATTACHMENT NUMBER: #2 and #3 NEWROC Health Strategy Quote 1 and 2 CONSULTATION: Tim Shackleton, Rural Health West

Fiona Bush, WAPHS Ian McCabe


COMMENT: NEWROC was successful in a Wheatbelt Development Commission Community Chest Fund to develop a Health Strategy. NEWROC will receive $19,420 The Health Strategy will aim to:

improve access to and resources provided for public health services in the NEWROC,

address workforce issues within the local health industry,

implement the primary and allied health service recommendations from the NEWROC Age Friendly Community Plan,

complement the infrastructure developments of the Central East Aged Care Alliance by providing health planning for beneficiaries going into the accommodation,

improve the health and community outcomes of the NEWROC Kununoppin Bonded Medical Scholarship, and

assist in appropriately planning and improving GP access for the proposed expansion of the Wyalkatchem Medical Practice.

Actions to date:

Executive Officer has had a meeting with Rural Health West to discuss the project, invite them to be a key stakeholder on the future project steering group and to seek contact details for consultants to deliver the project

Executive Officer has attended a meeting with Ben Robins of the WDC to discuss the project

Executive Officer has met with a potential consultant Christine O’Farrell, a former WACHS Director, quote attached (Business Case funds of $15,000 were allocated to the project)

Executive Officer has discussed the project with Fiona Bush, WA Primary Health Service. Fiona’s feedback included: WAPHA will also be working with a number of leading Practices (sites yet to be determined, Expression of Interest process will be undertaken) to trial Comprehensive Primary Care models. Comprehensive Primary Care approach includes elements of the solutions NEWROC plan to incorporate in their health strategy, including:

• Person centred – supports patients and families in managing decisions and care plans;

• Co-ordinated – care is organised across the ‘medical neighbourhood’;

• Accessible – care is delivered with short waiting times, and support after hours;

• Committed to Quality and Safety – maximises use of health IT, decision support and other tools, and


• Comprehensive – whole-person care delivered by a team. The Executive Officer encouraged discussion at the NEWROC Executive Meeting regarding budget and allocated days proposed by Christine O’Farrell. At the NEWROC Executive meeting the Executive Officer provided the following recommendation; OFFICER RECOMMENDATION: That:

1. A project steering group be created for the Health Strategy – suggested participants to be Tim Shackleton, Fiona Bush, Kununoppin Medical Practice, NEWROC, Wyalkatchem / Koorda Medical Practice, hospital representative, allied health representative; and

2. Christine O’Farrell be appointed for the Health Strategy with a maximum of allocated to

the project Executive Discussion:

What is the role of local government in health? Ensure that the project considers the capacity of local government, and the roles of state government and federal government

Local Health Plan for each Shire could be incorporated into the Strategy

Executive Officer will draft a tighter project scope and send through to the Executive for comment

Following the Executive Meeting, the following project scope was narrowed down:

Investigate and recommend solutions for health service workforce

Improved communication and coordination between primary, secondary and allied health service delivery

Improved access to preventative health services and system navigation

Development of local health plans for each of the six member Shires

NEWROC Health Strategy to be closely aligned with the WAPHA Comprehensive Primary Care Project

Any recommendations from the project are to consider the role and resources of local, state and federal government

A second quote was requested from Kylie Mayo and is included in the attachments. RESOLUTION: 1. That the NEWROC Council endorses the formation of a Project Steering Group. 2. That the NEWROC Council selects for the

NEWROC Health Strategy


RESOLUTION: 1. That the NEWROC Council endorses the formation of a Project Steering Group consisting

of Tim Shackleton, Fiona Bush, Kununoppin Medical Practice, Wyalkatchem / Koorda Medical Practice and Ian McCabe, Emergency Management and Health p ( to represent NEWROC .

2. That the NEWROC Council selects Christine O’Farrell for the NEWROC Health Strategy Moved R Hooper Seconded Cr Tarr Carried 6/0 Discussion

Concerns with the engagement time (public consultation), is it more professional engagement or community engagement. Now is not an ideal time to conduct this.


6.5. NEWROC Live, Work, Invest Online Platform PORTFOLIO: Corporate Services FILE REFERENCE: 042-6 NEWROC Promotion REPORTING OFFICER: Dannelle Foley DISCLOSURE OF INTEREST: DF - Executive Assistant of Heartlands WA

CR - Executive Officer of the Wheatbelt Business Network DATE: 15 October 2016 ATTACHMENT NUMBER: Nil CONSULTATION: Caroline Robinson

Linda Vernon – NEWTRAVEL Tourism Officer NEWROC CEO’s Luke Melville – TechCloud Enterprises


COMMENT: The following agenda item relates to the following objectives in the NEWROC Strategic Plan: CORE DRIVER 1 – Population Retention and Growth Opportunity:

Business sophistication / business innovation / business growth At the August Council meeting the following was resolved; RESOLUTION: Executive Officer discuss the project in further detail with Ian McCabe as he had a suggestion for the structure of the online platform (email received prior to the meeting). The item to be discussed again at the next NEWROC Executive Meeting. Moved Cr Tarr Seconded Cr Storer Carried 6/0 The Executive Officer undertook discussions with Ian McCabe and TechCloud Sales to discuss further details of the website including individual Shire website integration and member only areas. Within the annual budget there is an amount of $5981.09 for NEWROC promotion that is yet to have a project allocated. Currently NEWROC promotion consists of media releases regarding our joint member projects and in the past the development of the new logo. Funds could be used to develop a website for the NEWROC to:

provide an online presence for the group

create an online presence to highlight NEWROC projects such as the telecommunications business case, aged friendly community plan etc

list member land, housing and job opportunities

include media releases

links to NEWTravel activities and the Wheatbelt Way website

list businesses within the six member Shires (see further description below)


provide a central access for members to access NEWROC agenda’s, minutes, budget etc (log in area)

Heartlands WA in conjunction with the Wheatbelt Business Network and Northam Chamber of Commerce launched the Wheatbelt Business Directory (http://www.heartlandswa.com.au/wheatbeltdirectory) – the first region wide online business directory. The Online Business Directory consists of self-managed listings enabling businesses and community groups to manage and keep their own listings up to date. For the first year of operation (2016/17 financial year) all businesses in the Wheatbelt will receive a free listing. After this, only members of the above three organisations will receive a free listing in the directory. The Online Business Directory has the capability to be built into existing local government websites reducing the expectation of local governments to keep individual local directories. The Online Business Directory could be built into the NEWROC website also. A dedicated NEWROC website would assist in showcasing the groups innovative and progressive thinking. The website content and updates would be managed by the Executive Officer with information being supplied by member local governments. Features of the website would include;

A user friendly and modern design

Responsive template so the site can be used on any screen resolution i.e. smartphone, tablet, laptop

Access to form creator which allows you to create forms and place them anywhere within the website

Access to photo gallery creator

Backup management

Easily insert downloadable content into articles

Setup of 5 content pages such as Home Page, About Us Page, Contact Page and two other various pages of choice

Setup of “Places to see” section linking back to the Wheatbelt Way

Setup of Publications sections which would include latest news area

Integration of Wheatbelt Business Directory results limited by postcode to businesses within the NEWROC region (optional – one-off setup fee and annual fee to be confirmed by Heartlands WA)

Setup of document sharing portal: Area to access Minutes, Agendas, Strategic Planning Documents, MoU, NEWTRAVEL documents etc. Protected by username and passwords. Can be setup so that new users have to be approved by an administrator before they can login.

Live, Work, Invest custom application: ability to list jobs, properties and business opportunities

Search functionality: allowing users to easily search for articles or resources on the website

1 Year Site Technical Support Subscription

1 Year Site Maintenance Support Subscription (Once a month - backup of the site, updates, site vulnerability scan and fix any issues, check database for errors and fix them, clean website cache.

Costs to build a website for the NEWROC by TechCloud Enterprises (former Mukinbudin resident)

Website Construction $4927.00 (includes Web Hosting 1 year, Domain Name 2 years, Site Maintenance 1 year and Technical Support 1 Year)


http://www.heartlandswa.com.au/wheatbeltdirectory

http://www.heartlandswa.com.au/wheatbeltdirectory

Integration of Online Business Directory into the NEWROC site o Tier 1 (includes entry of up to 100 businesses*) $1999.00 (Year 1)

$1199.00 (Year 2 and beyond) o Tier 2 (includes entry of up to 200 businesses*) $2499.00 (Year 1)

$1399.00 (Year 2 and beyond) *Business information to be supplied by local governments. Heartlands WA maintains the database, deals with enquiries from businesses and offers support to users and local government staff. Quotes can be provided to interested member shires to integrate the filtered version of the database (by postcode) into individual local government existing sites, this would be reduced from the afore mentioned prices as the data entry would be complete so it would be simply the integration. Ongoing Annual Costs

Site Maintenance $179.00

Site Technical Support $149.00

Domain Name $30.00 (after two years from launch)

Online Business Directory $1199.00 - $1399.00 RESOLUTION: That; 1) the NEWROC develop a website costing $4927.00 from the NEWROC Promotion budget; 2) Integration of the Online Business Directory be included in the package with the setup

cost being $2499.00 with the additional funds being paid from the General Purpose budget ($1444.91 GP budget line impact); and

3) $1199.00 be allocated in the annual NEWROC budget under NEWROC Promotion for the ongoing maintenance of the website.

Moved R Hooper Seconded D Burton Carried 6/0 Discussion

The Executive Officer to further research who owns the intellectual property on the website. The general feeling of the meeting is that it would be the Chair of NEWROC. Information to be provided at the next meeting.

The Executive Officer to liaise with Linda Vernon regarding possible membership opportunities for the NEWTRAVEL through the business directory i.e. members receive a full listing inclusive of a logo, non-members have a basic listing i.e. name and phone number. This could potentially create a great awareness and buy-in to NEWTRAVEL and tourism within the region.


6.6. Cost Benefit Pilot Workshop PORTFOLIO: Corporate Services FILE REFERENCE: 041-9 Training Councillors and Staff REPORTING OFFICER: Caroline Robinson DISCLOSURE OF INTEREST: Nil DATE: 15 October 2016 ATTACHMENT NUMBER: Nil CONSULTATION: Bill Fensome – NEWROC CEO

Juliet Grist – RDAW Executive Officer STATUTORY ENVIRONMENT: Nil VOTING REQUIREMENT: Simple Majority

COMMENT: Regional Development Australia Wheatbelt (RDAW) recently held a pilot workshop in Gingin designed to improve the knowledge of LGA’s around the utilisation of Benefit Cost Analysis (BCA) to guide project selection. The workshop was very successful and very well received by all that attended. The following information was received from Juliet Grist, Executive Officer: We have recently completed a very successful pilot workshop in Gingin designed to improve the knowledge of LGAs around the utilisation of Benefit Cost analysis to guide project selection. A BCA is required for Federal Grant applications and we felt that more knowledge around them would be beneficial. The response from the 6 LGAs who attended was “more please!” The evaluation from this group to the pilot workshop is attached. There was also a detailed feedback session and learnings from this are being incorporated into the ‘rollout’ version.

We are working with the provider to offer more within the Wheatbelt and I wondered whether this might be something of interest to NEWROC members? It takes a full day 10-3, but could be run alongside (day before or after perhaps) a NEWROC scheduled meeting if that was easiest. The pilot workshop was undertaken at minimal cost and we are still organising with the provider the ‘regular’ cost of this workshop however I hope it would be in the order of $200 per participant (around $150 for the workshop and balance for catering and venue hire). I’ll confirm as soon as I can. The workshop is designed around the following focus topics:

(i) What is a Benefit Cost Analysis – essential elements and fundamental principles

(ii) Dos and don’ts of a BCA

(iii) How to scope a BCA


(iv) How to commission a BCA – what to look for in an analysts or consulting economist

(v) How to arrange data gathering and ground trothing of assumptions

(vi) What outputs to expect form a BCA analyst – report containing assumptions, charts and tables, conclusions.

(vii) BCAs as living documents of impact - how to revise and review a BCA where monitoring and evaluation programs and imperatives exist.

Utilising Multi-purpose recreation centre and residential aged care as the examples. The proposed dates for the workshop for NEWROC members is Thursday and Friday: 1st, 2nd, 8th and 9th of December and is relevant for Shire Councillors, senior staff and CRC’s. OFFICER RECOMMENDATION: Submitted for discussion RESOLUTION: That 1) the workshop be held on Thursday 8 December 2016 commencing at 10am – 3pm at the

Shire of Wyalkatchem; 2) the Executive send out invitations to the Shire, coordinate RSVP’s and liaise with the

Shire of Wyalkatchem regarding the catering and venue. Moved Cr Tarr Seconded R Hooper Carried 6/0 Note: Thursday 1st clashes with a Great Eastern Country Zone meeting. Comments from Jo Burgess provided prior to the meeting: “the training is just one piece of the puzzle when it comes to Business Case preparation I think the overview outlined in the Benefit Cost Pilot Workshop has potential to add value to CEO, Senior Officer’s toolkit and Elected Members understanding of the process. Any further in-depth training, I believe, would only apply to those preparing Business Cases i.e. CEO’s, Senior Officers or Consultants.”


7. EMERGING NEWROC ISSUES as notified, introduced by decision of the Meeting Nil 8. WALGA ZONE ISSUES

Mukinbudin has submitted information to Helen regarding GHIA rental amounts for government employees. Further information to follow

9. OTHER MATTERS 9.1. NEWTRAVEL Marketing Video Update and Annual General Meeting Update from Linda Vernon, Tourism Officer: Dan Paris Photography have been contracted to produce a marketing video up to 3 minutes long telling of the experiences on the Wheatbelt Way. Within this video there needs to be 3-4 storylines that can be edited into 15-30 second smaller videos that can be used for online marketing. Still photographs of key shots/scenes are to be taken. The end product is to be produced for launch in July 2017. Dan Paris and two actors (Ned & Emmy) along with the Tourism Officer spent four days travelling the Wheatbelt Way from the 2 – 4 September 2016. Pete Byfield (Northam) agreed to provide his music for the 3 minute video and spent time travelling with us filming. All the footage is now currently with Aido the editor and is being produced into the end products. Meeting details; Date: Thursday 27 October 2016 Time: 10am Venue: Mukinbudin Shire Council Meeting documents have been emailed to members from Linda on Thursday 20 October. Linda has also reminded Shire’s to prepare their reports for the meeting and they can be emailed for inclusion in the minutes. RESOLUTION: That the meeting discuss item 9.1 as presented. Moved David Seconded Cr Davies Carried 6/0 RESOLUTION: That the information be received. Moved D Burton Seconded Cr Tarr Carried 6/0 9.2. NEWTRAVEL Tourism Officer David complimented the outstanding work that Linda achieves and asked that her hours and remuneration be reviewed. ACTION: The Executive Officer present an item to the next NEWROC Executive Meeting



9.3. CEACA Cr Davies asked if CEACA could be included as a standing item on the agenda now that the project is gaining momentum. It was agreed that members are involved albeit that CEACA is their own entity, discussion and information should be provided at a NEWROC level. The CEO of NEWROC will be provide the information to the Executive for the agenda. Review of the CEACA Executive Officer to be held in February. Cr Kirby has expressed her interest to stay on as the current Treasurer. An article was recently included on the Heartlands WA website. ACTION: The Executive Officer to include an item on NEWROC agendas. The information is to be provided by the NEWROC CEO, Bill Fensome. 9.4. Subsidiary Models Four pilot projects are likely to be funded by the department. The NEWROC need to be proactive and invite Tim Fowler to present at the February meeting ACTION: The Executive Officer invite Time Fowler to present at the NEWROC Council meeting in February. 9.5. Roads – White Lines Ray Hooper expressed concerns that there are currently no white lines on the roads between Mukinbudin and Koorda or Beacon to Kellerberrin. The NEWROC should approach Main Roads to address the issue. This should not be a local government responsibility. ACTION: The Executive Officer to research and include an agenda item at the November meeting regarding Mains Roads undertaking line marking on the Koorda-Bullfinch Road, Beacon-Bencubbin Road, Bencubbin-Kellerberrin Road and the Wyalkatchem-Koorda Road. 10. MEETING SCHEDULE 10.1. 2016 Meeting Dates The following meeting dates have been endorsed for 2016:

22 November Executive Shire of Koorda

13 December Council Shire of Nungarin


10.2. Great Eastern Country Zone 2016 Meeting Dates Thursday 1 December 2016 Kellerberrin

11. CLOSURE OF MEETING The Chair thanked everyone for their attendance and closed the meeting at 4.10pm.


7.7.2 CEACALocation: MukinbudinFile Ref:Applicant: Central East Aged Care Alliance (Inc)Date: 20th October 2016Disclosure of Interest: NilResponsible Officer Ray Hooper, Acting CEOAuthor: Ray Hooper, Acting CEOVoting Requirements Absolute MajorityDocuments Attached Site MapDocuments Tabled Nil

EXECUTIVE SUMMARYThis is the final authorisation for the transfer of land to the Central East Aged Care Alliance under the provisions and requirements of Sect 3.58 of the Local Government Act 1995.

No submissions for or against the proposal have been received from the statutory advertising undertaken.

BACKGROUND INFORMATIONCouncil resolved (Resolution 1563) at the September, 2016 meeting to advertise its intent to dispose of the land (Lot 200 & 217) Mallee Drive, Mukinbudin to support the development of Aged Accommodation in Mukinbudin and across the region.

The intention to dispose of the land was advertised as follows:

Muka Matters 12th October to 28th OctoberShire Notice Board 12th October to 28th October

STATUTORY ENVIRONMENTLocal Government Act 1995, Sect 3.58 – Disposal of Property


FINANCIAL IMPLICATIONSPotential loss of sale income from the lots (estimated value $60,000)

STRATEGIC IMPLICATIONSWork with Stakeholders to support the development of a range of housing styles and accommodation options for singles, families, professionals and the elderly.

SITE INSPECTION Not Applicable


TRIPLE BOTTOM LINE ASSESSMENTECONOMIC IMPLICATIONSIncreased residential population will provide economic benefits. Consideration of the units will provide opportunities for local trades people and business.

SOCIAL IMPLICATIONSAged accommodation is a primary need in the community and the new units will alleviate current and future demand.


OFFICER COMMENT


Council Decision Number – 13 11 2016Moved: Cr Ventris Seconded: Cr Junk

That Council in accordance with the provisions and powers of Section 3.58 disposing of property – Local Government Act 1995 authorises the transfer of land, being freehold titles Lot 200 & 217 Mallee Drive, Mukinbudin to the Central East Aged Care Alliance (Inc) (CEACA) for the nominal consideration of $1 provided that the land is used for the intended purpose of aged accommodation and development is substantially commenced by May 2017.

Carried 8/0



7.7.3 Water Catchment ReservesLocation: MukinbudinFile Ref:Applicant: Shire of MukinbudinDate: 20th October 2016Disclosure of Interest: NilResponsible Officer Ray Hooper, Acting CEOAuthor: Ray Hooper, Acting CEOVoting Requirements Simple MajorityDocuments Attached Site MapsDocuments Tabled NRM Site Reports

EXECUTIVE SUMMARYAction was taken in November 2015 to identify Water Catchment Reserves for potential transfer of the reserves to the Shire of Mukinbudin.

BACKGROUND INFORMATIONThe proposed transfer has not been formally considered by Council.

STATUTORY ENVIRONMENT Transfer of Land Act 1983


FINANCIAL IMPLICATIONSNil if the reserves are not transferred to the Shire of Mukinbudin.

Unquantified cost impacts if Council accepts the Care, control and management of the land through vesting orders.

STRATEGIC IMPLICATIONSLand transfers or reserve land needs not stated in the Community Strategic Plan.

SITE INSPECTION Completed by previous NRM Officer


SOCIAL IMPLICATIONSNo Community demand for the Shire to acquire the land.

ENVIRONMENTAL IMPLICATIONSThe land and facilities will remain under management of the current vested authority (Water Corporation) including all aspects of environmental and risk Management.


OFFICER COMMENTThere are no community benefits arising from the acquisition of the land.Officer Recommendation


That Council Determines that it has no interest in the transfer of the following Water Catchment Reserves to the Shire of Mukinbudin.i) Bonnie Rock Res 22163ii) North Mondoon Dam Reserve 22301iii) Wilgoyne Catchment Reserve 18802iv) Wialki South Tank Reserve 17925v) Karlonning Catchment Reserve 21922vi) Arnolds Tank Catchment Reserve 49185

Carried 8/0








7.7.4 Bush Fire Advisory CommitteeLocation: MukinbudinFile Ref:Applicant: Shire of MukinbudinDate: 24 October 2016Disclosure of Interest: NilResponsible Officer Ray Hooper, Acting CEOAuthor: Ray Hooper, Acting CEOVoting Requirements Absolute MajorityDocuments Attached Bush Fires Act Section 67Documents Tabled Nil

EXECUTIVE SUMMARYAction is needed to formalise the Bush Fire Advisory Committee currently in place and operational since at least 2002.

BACKGROUND INFORMATIONCouncil has appointed Councillor’s Shadbolt, Seaby, Comerford and Palm to the Law, Order and Public Safety portfolios (October 2015) and did not specifically designate membership of the Bush Fire Advisory Committee.

Council Membership of Committees is limited to election cycles (2 years) (Sect 5.11.1(d) and it needs to be renewed after each election.

STATUTORY ENVIRONMENT a) Bush Fires Act 1954 – Sect 67b) Local Government Act 1995 – Sect 5.8 to 5.17

POLICY IMPLICATIONS NilFINANCIAL IMPLICATIONS NilSTRATEGIC IMPLICATIONS NilSITE INSPECTION N/A

TRIPLE BOTTOM LINE ASSESSMENTECONOMIC IMPLICATIONS NilSOCIAL IMPLICATIONSThe community is reliant on the emergency services provisions by the local Authority.


OFFICER COMMENTThe Bush Fire Advisory Committee system has been operational for an extended period and the processes involved need to be followed.


Officer RecommendationCouncil Decision Number – 15 11 2016Moved: Cr O’Neil Seconded: Cr Ventris

That Council 1) Endorse or confirm the establishment and operations of the Mukinbudin Bush Fire

Advisory Committee as a Committee comprising Council members and other persons(LG Act 5.9 (2)(d)

2) Appoint Councillors Palm & Junk as the local government members of the committee with Councillor Comerford as deputy for both.

3) Appoint the following Fire Control Officers as members of the committee.Chief Fire Control Officer P SmithDeputy Chief Fire Control Officer V BentFire Control Officers T Squire

M SilingerI ShadboltC GeraghtyT Watson

4) Set a quorum for the Mukinbudin Bush Fire Advisory Committee meeting as five (5) members.

5) The Mukinbudin Bush Fire Advisory Committee is to provide advice to Council on the following matters:

a) Appointment of Fire Control Officers including the Chief Fire Control Officer and Deputy.

b) Appointment of Fire Weather Officers or Fire Weather Reading Officers.c) Brigade matters requiring a resolution by Council.d) Restricted and prohibited burning periodse) Other bush fire related matters.Note: There is no delegated authority to this committee.6) Shire of Mukinbudin to provide secretarial services to the committee.7) The membership of the Committee to be confirmed by Council resolution in two year

cycle immediately following the Local Government elections.8) The Bush Fire Advisory Committee to meet a minimum of Twice per annum being March

(after harvest) and September (pre-harvest) on the second Monday of the respective months.

Carried 8/0




7.7.5 Transfer of Land – Lots 67 & 68 Calder StreetLocation: MukinbudinFile Ref:Applicant: Health DepartmentDate: 24 October 2016Disclosure of Interest: NilResponsible Officer Ray Hooper, Acting CEOAuthor: Ray Hooper, Acting CEOVoting Requirements Absolute MajorityDocuments Attached NilDocuments Tabled Nil

EXECUTIVE SUMMARYTo complete the land transfer processes associated with the new medical centre Council needs to comply with the Statutory requirements for the disposal of the assets being Lots 67 & 68 Calder Street.

BACKGROUND INFORMATIONCouncil resolved at the November 2015 Special Council meeting to effect the transfer of Land parcels with the WA Country Health Service on the basis that Lots 67 & 68 would be disposed of in return for gaining freehold title of the existing Medical Centre.

The Department of Lands is currently dealing with the valuation and other processes to support the land transfer.

STATUTORY ENVIRONMENT Local Government Act Sect 3.58


FINANCIAL IMPLICATIONSNil associated with the land disposal and acquisition.

Future costs may be incurred in developing or maintaining the current Medical Centre land & buildings.


SITE INSPECTION Not applicable at this stage

TRIPLE BOTTOM LINE ASSESSMENTECONOMIC IMPLICATIONSPotential economic benefits through the construction phase.

SOCIAL IMPLICATIONS


Development of a new high quality Medical Centre will be of high benefit to the community.ENVIRONMENTAL IMPLICATIONS Nil

OFFICER COMMENTCouncil has previously committed to the land process and statutory issues are now to be addressed.


Council Decision Number – 16 11 2016Moved: Cr Junk Seconded: Cr O’Neil

That Council 1) Agrees in principle to the proposed transfer of freehold titles being lots 67 & 68 Calder

Street, Mukinbudin to the WA Country Health Service (WA Department of Health) for the purpose of constructing a new Medical Centre subject to full compliance with Section 3.58, Local Government Act for the disposal of property on the following basis.Market Value of the land to disposed of $40,000Consideration to be received being the land and buildings located at Lot 68 Maddock Street.

2) Authorise the Acting Chief Executive Officer to initiate the public consultation processes as defined in section 3.58 .

Advice Note: The final statutory process for the disposal of the assets will be made by Council when item (2) has been completed.

Carried 8/0


7.7.6 Asset PreservationLocation: MukinbudinFile Ref:Applicant: Shire of MukinbudinDate: 4th November 2016Disclosure of Interest: NilResponsible Officer Ray Hooper, Acting CEOAuthor: Ray Hooper, Acting CEOVoting Requirements Absolute MajorityDocuments Attached Asset Preservation Position PaperDocuments Tabled Nil

EXECUTIVE SUMMARYThe position paper encapsulates the road classifications and priorities developed by Council and which are supported by current polices and regional road assessments. The document also sets performance standards associated with Road Asset Preservation and Management.

BACKGROUND INFORMATIONThe Shire of Mukinbudin has previously set road hierarchies, road construction standards and controls through Council policies and the nominated regional level roads for inclusion in ROADS 2025 which qualifies them for regional road funding.

STATUTORY ENVIRONMENT Integrated Planning & Reporting

POLICY IMPLICATIONS 5.6 Road Making Materials5.7 Street Trees5.8 Property Access & Crossovers5.9 Road Classifications5.10 Road Curvatures5.11 Unsealed Road Standards5.12 Stormwater Drainage5.13 Deep drainage5.14 Water Pipelines5.15 Temporary Closure of unsealed roads5.16 Sealing of Intersections

FINANCIAL IMPLICATIONSNil at this stage. A 10 year rolling road expenditure programme will need to be developed and adopted for road asset management planning and asset preservation needs.

STRATEGIC IMPLICATIONSThe Community Strategic Plan indicates strong community support for a safe and reliable transport network and for the preservation of existing assets.


SITE INSPECTION Road Inspections undertaken previously

TRIPLE BOTTOM LINE ASSESSMENTECONOMIC IMPLICATIONSAsset preservation is an extremely high value economic factor as the impact of not resourcing this need appropriately will result in high remedial costs in the future.

SOCIAL IMPLICATIONSAsset preservation of all shire infrastructure and particularly roads is of high interest to the community and there is an expectation that it be done.


OFFICER COMMENTThe Asset Preservation Position Paper is the basis for an Asset Management Plan for roads as it identifies and categorises the individual assets, it set preservation standards and it imposes performance standards across the whole organisation.

All staff should be bound by the performance standards to protect and enhance community assets and council has a high level of responsibility to monitor and enforce compliance with the standards.

The next stage is to develop road expenditure financial plans (10 year rolling plans) to resource the maintenance, renewal and expansion programmes necessary for asset preservation and to improve the transport network and to adopt these as part of the Asset Management Plan and the Long Term Financial Plan.

Council has access to the following funds to resource a road expenditure programme- Financial Assistance Grants – Roads- Main Roads WA

o Regional Road Grantso Direct Grantso Blackspot Project Grants

- Roads to Recovery – Road grants currently only in place to 2018/19.- Shire of Mukinbudin Own Resource funding.

A further asset preservation position paper for town site streets, kerbs and footpaths is to be developed and adopted.



Council Decision Number – 17 11 2016Moved: Cr Comerford Seconded: Cr O’Neil

That Council 1) Receive the Asset Preservation Position Paper and adopt it as the basis of an Asset

Preservation Plan - Roads2) Develop and adopt a 10 Year Road Expenditure Programme for inclusion in this

document, the Long Term Financial Plan and the 2017/18 Municipal Budget.3) Proceed with the development of an Asset Preservation Plan for town site transport

infrastructure.

Carried 8/0


Asset Preservation Position Paper October 2016 1

Shire of Mukinbudin

Asset Preservation Position Paper



The Mukinbudin Shire Council, while it has a commitment to preserving, enhancing and expanding its asset base, acknowledges that full asset preservation is beyond the current resource capacities of the organisation. In acknowledging the financial and resource constraints associated with asset preservation and management Council is determined to meet community needs through direction setting and implementation of standards to protect the assets of our community. Role of Council LOCAL GOVERNMENT ACT 1995 - SECT 2.7 2.7 . Role of council (1) The council — (a) governs the local government’s affairs; and (b) is responsible for the performance of the local government’s functions. (2) Without limiting subsection (1), the council is to — (a) oversee the allocation of the local government’s finances and resources; and (b) determine the local government’s policies. [Section 2.7 amended by No. 17 of 2009 s. 4.] Asset Preservation and Management will be based on fit for purpose standards based on best practice and the judicial use of the resources available through the annual budgets, grant funds, staff and other resources. The principles of asset management and preservation are comprised of the following: Maintenance – Periodic and systematic repairs, preventative work and re-action to one off events, eg repainting buildings each 10-15 years. Renewal – Programmed renewal of assets eg re-sealing of sealed roads, re-sheeting of gravel roads, programmed building painting. Enhancement – Programmed upgrading of infrastructure to a further standard than it currently is eg sealing an existing gravel road, refurbishment of a building. Expansion – Creating a new asset eg new building. With the high levels of assets held by the Shire in the areas of roads, streets, footpaths, kerbs, drains, buildings and facilities there is a need to define minimum standards which reflect and meet community needs but not necessarily community expectations. Part of the role of Council will be to differentiate between “needs” and “wants” and to communicate to the community what is and is not affordable and sustainable. Transport Infrastructure In relation to the transport task Council has set standards which are expected to meet current and projected transport demand however it must be stated that transport operators cannot realistically assume the Local Government will continually meet their expectations for bigger, faster, heavier vehicles against the need for overall infrastructure management.



For the agricultural transport regime Council has designated a RAV 4 rating for all rural roads in the shire as the minimum standard. Higher RAV ratings may apply to specific roads or sections of roads as they are progressively enhanced. For the traffic needs across the shire Council will set a road hierarchy and associated maintenance and renewal levels and standards. Works staff will be required to meet and maintain these standards as a performance measure across the organisation. Roads may be defined as follows: a) Local Roads. Generally those servicing 1-4 farms with Annual average daily traffic of 30 vehicles or less.

Considerations such as school bus routes, harvest destinations and other factors will be considered. b) Feeder roads. Generally those acting as connector roads to towns or facilities including tourism sites. On those

connecting local rods to major roads. c) Major roads. Generally these will be regional and connector roads connecting Mukinbudin town sites to other

town sites in the region. Strategic freight routes and those identified as being regionally significant in ROADS 2025 documentation.

The road definitions in this document are a variance to Shire of Mukinbudin Policy No 5.9, however there is a similar intention both documents to categorise roads by purpose and use. Within these roads classifications works can be programmed based purely on asset preservation priorities as follows: Road Maintenance Maintenance grading of roads, cleaning of back cuts, drains and culverts at times of optimum moisture content is to be a priority in works programming. Maintenance grading is to include the use of rollers for compaction. Every rural road in the shire is to be maintenance graded during the optimum moisture period. Additional maintenance or remedial grading will be programmed and implemented on an as needed basis in pre and post harvest periods with emphasis on the school bus and tourist routes. Maintenance grading projects are to include the replacement of guide posts and signs. Shoulders and drains on bitumen roads are to be maintenance graded during periods of optimum moisture content. This is to include compaction and brooming of loose material from the bitumen surface. Pothole repairs are to be addressed within 72 hours of being formally reported to the Shire office or the works depot. Reports to be in writing or by email for tracking purposes. This also applies to bitumen edge failures, culvert failures or damaged signs. Priority Designation 1 – Road Maintenance This high priority has been given to road maintenance due to the importance of retaining and preserving what is already in place at an acceptable standard and it is the primary level of service delivery for the transport needs of the community. Road Renewal The second component of asset preservation and management is to be renewal programmes and in particular re-seals of bitumen surfaces and re-sheeting of gravel surfaces,. It may also include culvert replacement, street furniture and other items of road and street infrastructure.



Allocations of renewal expenditure will be based on retaining fit for purpose standards the road category traffic volumes, road safety and surface deterioration levels. Priority needs to be given to renewal projects in grant fund applications (regional roads and roads to recovery) as works will significantly extend both the life and the standard of the road/street. Additional by renewal projects score more heavily in regional road funds through the multi criteria analysis than upgrade or expansion projects. Consideration may need to be given to the use of asphalt as surface renewal on town streets as this provides a greater surface life, it corrects surface anomalies, improves road safety, improves drainage and significantly improves town site aesthetics. The use of asphalt may also need to be considered for intersections of feeder and major roads to protect the road surface in the turning circle of heavy vehicles. Crack patching, pothole repairs, bitumen edge re-instatements and the prevention of edge drop-offs are of prime importance in the asset preservation of sealed roads. Priority Designation 2 – Roads/Street Renewals This high priority designation has been given to renewal as this is a primary method of preserving and enhancing road assets in at least the existing standard and it is the secondary level of service delivery for road infrastructure behind road maintenance. Renewals must be properly considered in planning for the future and long term asset and financial management plans as failure to do so will result in the need for full or partial re-construction at a much higher cost then programmed renewals and ongoing maintenance. Road Expansion This component of road programming is creating an enhanced and higher value asset in the first instance and it necessitates planning for maintenance and renewal in the second instance. The capacity of the Shire of Mukinbudin to extend or enhance road assets under existing and projected financial resources appears to be limited. At present Council receives significant funds from Roads to Recovery ($2.2 million for 5 years) however there is currently no certainty that this fund will (a) continue past 2018/19 (b) be distributed at the same level and under the same conditions. Roads which have been upgraded or expanded over the past 10 years should be identified and programmed for renewal and maintenance as these are likely to be high value assets and will need re-seals, re-sheets in the next 2-6 year timeframe. The enhanced/upgraded roads would generally fall under the feeder and major roads categories and are of strategic importance in dealing with the agricultural production freight tasks. As stated previously the financial capacity to continue to create new assets or to add value to existing assets is under threat and may no longer be realistic, achievable or sustainable into the future.



Expansion programming should be justified and quantified by relevant data and not be based on assumptions or sector demand. Road counts to verify traffic volumes, types of vehicles and equivalent standard axle use must be quantified by official road counts. Road counters must be in use for a minimum of 40 weeks per year in peak and low seasons as specified and required for Main Roads WA grant applications. Summarised road count data is to be provided to all Councillors at the end of each count so that elected members are aware of traffic volumes, vehicle types etc or for use in financial allocations. Priority Designation 3 – Enhancements / Upgrades Priority designation 3 has been given to this road infrastructure component as it is site/road specific, it is almost always dependant on external source funding and work is generally at a high cost. Direction Setting – Road Infrastructure. In determining road categories, asset management priorities and delivery standards Council has and will focus on preservation methodologies across the transport modules to maximise community benefits through rigorous asset management. The asset management processes will also be used to set performance measures across the organisation which are identifiable and quantifiable to ensure that nominated objectives and targets are met. The following performance measures will come into effect and are to assessed against from the 1st July 2017. Performance Measure – Rural Roads 1) Road Counters

a) These are to be in operation across the Shire of Mukinbudin’s road network for a minimum of 40 weeks per year.

b) Count periods for regional road grant roads are to be strictly in line with Main Roads WA guidelines and directions

c) Road count data is to be downloaded into the RAMM/Roman II system within 24 hours of the count completion

d) Summarised road count data is to be provided by all Councillors within 24 hours of the count completion. 2) Road Maintenance – Priority One

a) Road maintenance grading of all shire roads is to be programmed and undertaken in optimum moisture content periods to maximise the benefit. Compaction is to be part of the road maintenance process.

b) Additional maintenance grading or remedial grading is to be programmed and implemented on an as needed basis in pre and post harvest periods with emphasis on school bus and tourist use.

c) Guide posts and signs to be replaced as needed as part of the road maintenance programme d) Shoulders on bitumen roads to be maintenance graded in periods of optimum moisture. Work to include

compaction and sweeping. e) Pothole repairs to be addressed within 72 hours of being formally reported. This also applies to bitumen edge

failures, culvert failures/blockages cleared and other road defects. f) All culverts and drains to be inspected prior to winter each year and any blockages cleared. g) Where back cuts can be identified on road verges these are to be graded at least once in each three years to

retain the exemption under the Clearing of Native Vegetation Regulations and to provide a transport corridor clear of vegetation.

h) Longitudinal and non-off drains on all roads are to be kept clear of vegetation and debris. Scouring is to be rectified as practical.



3) Road Renewal – Priority Two a) Regional road grant applications to be a priority for renewal projects. b) Crack patching, pothole repairs and bitumen edge re-instatements and sealed road shoulder repairs to

prevent edge drop-off and surface damage are to be programmed and done progressively. Road Categories (determined by Council) (town streets to be defined later) 1) Local

Lake Brown South Road Spencers Road

Popes Hill South Road Kuser Road

Clamp Road Doig road

Copeland Road Henry Road

Whyte Road Sheardown Road

Walton Road Molyneux Road

Ogilvie Road McInnes Road

Dandanning Road Jones Road

Cookinbin Road Wymond Road

Jones East Road Milne Road

Albert Road Miguel Road

Kalyanbudding West Road Stockton Road

Barbalin South Road Dease Road

Fogarty Road Connell Road

Davis Road Mott Road

Harry Road Mt Jackson Road

Comerford Road Angle Road

Karomin Road Lavery Road

Harold Road Aitken Road

Brierly Road Koonkoobing Road

Squire Road Andrews East Road

Lake Road Beckingham Road

Popes Hill North Road Wundowlin Road

Wialki South Road Elsewhere Road

Wyoming Trail Copeland South Road

Brandis Road Borlase Road

Toole Road Arnold Road

Sprigg Road Nicol Road

Bonnie rock Tank Road Un-named Road

Clune road Smith Road

Dootaning Road Whitcher Road

Cunderin Road Fagan Road

Copeland North Road Jamieson Road

Manuel Road Dead Horse Hill Road

Morrison Road Driscoll Road

Sevier Road Percy Road

Adams road Forest Avenue



2) Feeder

Wilgoyne Road Carlton Road

Mukinbudin North East Road McGregor- North Road

Bonnie Rock - Lake Brown Road Barbalin North Road

Beringbooding Road Forty Six Gate Road

Moondon Road Scotsman Road

Quanta Cutting North Road Wattoning West Road

Graham Road Quanta Cutting -Weira Road 3) Major

Nungarin North Road Mukinbudin - Bonnie Rock Road

Koorda -Bullfinch Road Mukinbudin - Wialki Road

Kununoppin - Mukinbudin Road Mc Gregor South Road The road categories determined by Council are strongly supported by the road listings under ROADS 2025 which accredits the designated roads as regional roads with a qualification for funding under the State Agreement for regional road projects. The approved regional roads are detailed as follows: Insert from ROADS 2025



























Road Standards Shire of Mukinbudin Policy No 5.11 – Unsealed Road Standards – provides a definition of the standard applicable to rural road construction and maintenance as follows:



Council has also adopted the following policies in relation to roads:

POLICY Unless otherwise stated, Council shall practice its rights and obligations to partially or wholly close, and subsequently re-open, any road under its responsibility in accordance with provisions of the Local Government Act 1995, and the Local Government (Functions and General) Regulations 1996.

OBJECTIVE To restrict the winter use of unsealed roads by certain vehicles to preserve the Shire’s assets during and/or after adverse weather conditions.

5.15 Temporary Closure of Unsealed Road During/After Rainfall Events



GUIDELINES Specifically, Council may close roads to all vehicles greater than 4.5 tonnes gross when conditions arise where damage to the structure and/or surface of the road is likely to occur. This would usually occur in winter after grading and when 10mm or more of rain is forecast.

Rain events greater than 10mm may require unsealed roads to be closed until road conditions are suitable, as determined by the Chief Executive Officer under Delegated Authority.

Shire Officers will minimise the disruption to the affected proponents (farmers and contractors) while still maintaining a functional unsealed road network by ensuring the least amount of the Shire is affected for the shortest possible period of time. Notifications of weather related road closures will be made to adjoining shires, and notices will be posted at the Shire Administration Office and published in the next edition of the Muka Matters.

Restricted Access Vehicle permit holders with current Letters of Approval from the Shire, local carriers and any other interested parties will be notified of weather related road closures by facsimile or SMS text message. A media release will be sent to media outlets.

Where Council is required to issue local public notice, the issue of local public notice shall be in accordance with Section 1.7 of the Local Government Act 1995. Where a road closure inadvertently exceeds a period of twenty eight (28) days, the Council shall meet its obligations under s1.7 & s3.50(4) of the Local Government Act 1995 and S4, Part 2 of the Local Government (Function and General) Regulations 1996.

HISTORY

REVIEW Chief Executive Officer


POLICY The Shire is to consider sealing a minimum of 50 metres of unsealed road at sealed road intersections. Any sealing works is only to occur at the time of resealing the sealed road or when re- sheeting the unsealed road up to a sealed road intersection.

OBJECTIVES To reduce maintenance costs of unsealed roads at sealed road intersections.

GUIDELINES Any sealing works is only to occur at the time of resealing the sealed road or when the unsealed road is re-sheeting up to a sealed road intersection.

The new seal on the unsealed intersecting road (under this policy) shall not be wider than the seal width of the existing sealed road.

Each occurrence should be considered on its merits based on traffic volumes and maintenance history.

HISTORY

REVIEW

Chief Executive Officer/Works Supervisor

5.16 Sealing of Unsealed Roads at Sealed Road Intersections


The adoption of an asset management statement with the associated priorities, categories and performance measures moves the shire into the area of organisational commitment and performance. It also provides the basis for compliance with Integrated Planning & Reporting requirements including Long Term Financial Plan, Corporate Business plan and Asset Management Plans for roads, buildings, plant and other classes of assets. The Mukinbudin Shire Council is utilising asset management and preservation as both a governance and an operations tool to programme and maximise the use of resources for the greatest achievable benefits to the community in both the short and the long term through annual budget processes. Land & Building Still to be written Plant & Equipment Still to be written

RP Hooper Acting Chief Executive Officer 13 October 2016


7.7.7 Recordkeeping Plan & Disaster Management PlanLocation: MukinbudinFile Ref:Applicant: Shire of MukinbudinDate: 9th November 2016Disclosure of Interest: NilResponsible Officer Ray Hooper, Acting CEOAuthor: Louise Sellenger, Administration OfficerVoting Requirements Simple Majority

Documents AttachedRecordkeeping Plan Disaster Management Plan

Documents Tabled Nil

EXECUTIVE SUMMARYA Recordkeeping Plan is required in accordance with the State Records Act 2000.

BACKGROUND INFORMATION

STATUTORY ENVIRONMENT State Records Act 2000


FINANCIAL IMPLICATIONS Nil


SITE INSPECTION N/A


SOCIAL IMPLICATIONS Nil


OFFICER COMMENTThe Recordkeeping Plan is required to be endorsed by council for lodgement with the State Records Office.

The Disaster Management plan is required to be adopted by council for it to be signed off by the Chief Executive Officer and the Shire President.



Council Decision Number – 18 11 2016Moved: Cr Seaby Seconded: Cr Ventris

That Council (1) Endorse the Shire of Mukinbudin Recordkeeping Plan 2016 as presented(2) Adopt the Disaster Management Plan Records Management 2016

Carried 8/0


Shire of Mukinbudin

RECORDKEEPING PLAN

2016



Shire of Mukinbudin Record Keeping Plan 2016 Version 1 23/05/16

1

TABLE OF CONTENTS Introduction ....................................................................................................................................... 4

1. Principle One: Proper and Adequate Records ............................................................... 6

1.1 Historical Background ................................................................................................... 6

1.2 Strategic Focus and Main Business Activity ................................................................. 6

1.3 Functions, including those outsourced ......................................................................... 6

1.4 Major Stakeholders ....................................................................................................... 7

1.5 Enabling Legislation ...................................................................................................... 7

1.6 Legislation and Regulations Administered by the Shire of Mukinbudin ....................... 7

1.7 Other Legislation Affecting the Shire of Mukinbudin .................................................... 7

1.8 Major Government Policy and/or Industry Standards ................................................... 7

2. Principle Two: Policies and Procedures ......................................................................... 8

2.1 Records Management and Business Information Systems .......................................... 8

2.1.1 Records Management System ................................................................................. 8

2.1.2 Business Information System/s ................................................................................ 8

2.2 Records Management Policy and Procedures ............................................................. 8

2.3 Certification of Policies and Procedures ..................................................................... 10

2.4 Evaluation of Policies and Procedures ....................................................................... 10

3. Principle Three: Language Control................................................................................ 11

3.1 Keyword for Councils Thesaurus Implemented .......................................................... 11

3.2 Thesaurus (other than Keyword for Councils) ImplementedError! Bookmark not defined.

3.3 File Plan / List of Subject Headings / List of Authorised HeadingsError! Bookmark not defined.

3.4 Assessment of its Effectiveness ................................................................................. 11

3.5 Identified Areas for Improvement ............................................................................... 11

4. Principle Four: Preservation .......................................................................................... 12

4.1 Assessment of the Risks ............................................................................................ 12

4.1.1 On Site Storage .................................................................................................. 12

4.1.2 Offsite Storage .................................................................................................... 12

4.1.3 Storage of Archives ............................................................................................ 13

4.1.4 Storage of Backups ............................................................................................ 13

4.1.5 Quantity of Records ............................................................................................ 13

4.1.6 Security and Access ........................................................................................... 13

4.2 Assessment of the Impacts of Disasters .................................................................... 13

4.3 Strategies in Place for Prevention and Response ...................................................... 14

4.3.1 Vital Records Program ........................................................................................ 14

4.3.2 Back-up Procedures for Electronic Records ....................................................... 14

4.3.3 Security ............................................................................................................... 14



2

4.3.4 Storage Reviews ................................................................................................. 15

4.3.5 Recovery of Lost Information .............................................................................. 15


5. Principle Five: Retention and Disposal ......................................................................... 16

5.1 General Disposal Authority for Local Government Records ....................................... 16

5.1.1 Disposal of Source Records ............................................................................... 16

5.2 Existing Ad Hoc Disposal Authorities ......................................................................... 16

5.3 Existing Disposal Lists ................................................................................................ 16

5.4 Restricted Access Archives ........................................................................................ 16

5.5 Archives not Transferred to the SRO ......................................................................... 17

5.6 Disposal Program Implemented ................................................................................. 17

5.7 Authorisation for Disposal of Records ........................................................................ 17


6. Principle Six: Compliance .............................................................................................. 18

6.1 Staff Training, Information Sessions ........................................................................... 18

6.2 Performance Indicators in Place ................................................................................. 19

6.3 Agency’s Evaluation ................................................................................................... 19

6.4 Annual Report ............................................................................................................. 19


7. SRC Standard 6: Outsourced Functions ....................................................................... 20

7.1 Outsourced Functions Identified ................................................................................. 20

7.2 Recordkeeping Issues included in Contracts ............................................................. 20

7.2.1 Planning .............................................................................................................. 20

7.2.2 Ownership ........................................................................................................... 20

7.2.3 Control ................................................................................................................ 20

7.2.4 Disposal .............................................................................................................. 21

7.2.5 Access ................................................................................................................ 21

7.2.6 Custody ............................................................................................................... 21

7.2.7 Contract Completion ........................................................................................... 21


Appendices

Appendix 1 – Functions of the Shire ............................................................................................................ 23 Appendix 2 – Legislation & Regulations Administered by the Shire, and

Local Laws of the Shire .................................................................................................... 25

Appendix 3 – Other Legislation & Regulations Affecting the Operations of the Shire ........................................................................................................................... 27

Appendix 4 – Major Government & Industry Standards .............................................................................. 28



3

Appendix 5 – Records Filing Guide-Records Management Procedures Manual Appendix 6 – Recovery Plan Appendix 7 – Disposal Procedure if not covered in Principle 2 Appendix 8 – Staff Training & Information Sessions Appendix 9 – Annual Report



4

Introduction

This document is presented to the State Records Commission in accordance with Section 28 of the State Records Act 2000 (the Act). Section 28 (5) of that Act requires that no more than 5 years must elapse between approval of a government organization’s Recordkeeping Plan and a review of it. State Records Commission (SRC) Standard 1 – Government Recordkeeping requires that government organizations ensure that records are created, managed and maintained over time and disposed of in accordance with principles and standards issued by the SRC. SRC Standard 2 – Recordkeeping Plans comprises six recordkeeping principles each of which contains minimum compliance requirements. The purpose of this Recordkeeping Plan is to set out the matters about which records are to be created by the Shire of Mukinbudin and how it is to keep its records. The Recordkeeping Plan is to provide an accurate reflection of the recordkeeping program within the organization, including information regarding the organization’s recordkeeping system(s), disposal arrangements, policies, practices and processes. The Recordkeeping Plan is the primary means of providing evidence of compliance with the Act and the implementation of best practice recordkeeping within the organization. The objectives of the Shire of Mukinbudin RKP are to ensure:

Compliance with Section 28 of the State Records Act 2000; Recordkeeping within the Local Government is moving towards compliance

with State Records Commission Standards and Records Management Standard AS ISO 15489;

Processes are in place to facilitate the complete and accurate record of business transactions and decisions;

Recorded information can be retrieved quickly, accurately and cheaply when required; and the

Protection and preservation of the Local Government’s records. In accordance with Section 17 of the Act, the Shire of Mukinbudin and all its employees are legally required to comply with the contents of this Plan. This Recordkeeping Plan applies to all of the Shire of Mukinbudin:

Employees; Contractors; Organizations performing outsourced services on behalf of the Shire of

Mukinbudin; and Elected members.



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NOTE: The policy approach of the State Records Commission in monitoring the recordkeeping obligations in respect to Local Government elected members is:

“In relation to the recordkeeping requirements of local government elected members, records must be created and kept which properly and adequately record the performance of member functions arising from their participation in the decision making processes of Council and Committees of Council.

This requirement should be met through the creation and retention of records of meetings of Council and Committees of Council of local government and other communications and transactions of elected members which constitute evidence affecting the accountability of the Council and the discharge of its business.

Local governments must ensure that appropriate practices are established to facilitate the ease of capture and management of elected members’ records up to and including the decision making processes of Council.”

Local Governments are to address the management of elected member’s government records in accordance with this policy, in their Recordkeeping Plans.

This Recordkeeping Plan supersedes [where applicable, insert number of previous approved RKP] and applies to all records created or received by any of the above parties, regardless of:

Physical format; Storage location; or Date created.

For the purposes of this RKP, a record is defined as meaning “any record of information however recorded” and includes: (a) any thing on which there is writing or Braille; (b) a map, plan, diagram or graph; (c) a drawing, pictorial or graphic work, or photograph; (d) any thing on which there are figures marks, perforations, or symbols, having

meaning for persons qualified to interpret them; (e) any thing from which images, sounds, or writings can be reproduced with or

without the aid of anything else; and (f) any thing on which information has been stored or recorded, either

mechanically, magnetically, or electronically.” (State Records Act, 2000)



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1. Principle One: Proper and Adequate Records

Government organizations ensure that records are created and kept which properly and adequately record the performance of the organization’s functions and which are consistent with any written law to which the organization is subject when performing its functions.

1.1 Historical Background

The Shire of Mukinbudin was established on 20 Dec 1960 with the proclamation of Local Government Act 1960. The Shire of Mukinbudin was previously known as the Mukinbudin Roads Board created on the 29 March 1934 when the Nungarin Road Health and Vermin Board was split into the Nungarin and Mukinbudin Road Boards respectively. The townsite of Mukinbudin was gazetted in 1922. The gazetted other town sites within the Shire of Mukinbudin are Bonnie Rock and Lake Brown, which are now both predominately unoccupied. The Shire of Mukinbudin is bounded by the Shire of Mt Marshall to the West, Shires of Nungarin and Trayning to the South and Shire of Westonia to the East. The Council has nine elected members including the President and Deputy President, both elected by the Council. The Shire of Mukinbudin is part of North Eastern Wheatbelt Organization of Councils (NEWROC) which includes the Shires of Koorda, Mt Marshall, Mukinbudin, Nungarin, Trayning and Wyalkatchem. 1.2 Strategic Focus and Main Business Activity

The Shire of Mukinbudin has a continual role in the development of the community and to provide a sustainable future in the Shire. The Shire of Mukinbudin’s main focus is on the maintenance and upgrading of roads, provision and maintenance of sporting facilities, housing and land development, cultural resources, community services such as refuse control, fire control, Landcare, Health and Building. The Shire of Mukinbudin strives to assist our Community to continue to set the pace for development in our region and Council is committed to working with the community to keep moving forward. 1.3 Functions, including those outsourced

Refer to Appendix 1.



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The general function of a local government is to provide for the good government of people living and working within its district and includes legislative and executive powers and responsibilities. Using its legislative powers, a local government may make local laws prescribing all matters that are required or permitted to be prescribed by a local law, or are necessary or convenient to be so prescribed for it to perform any of its functions under the Local Government Act. The local government’s executive powers include the administration of adopted local laws and various other responsibilities that are necessary or convenient to be done for, or in connection with, performing its functions under the Local Government Act 1995, including the provision of services and facilities. 1.4 Major Stakeholders

The Shire of Mukinbudin major stakeholders are the ratepayers, residents, employees, customers, State and Federal Government Agencies and the general public. 1.5 Enabling Legislation

The Shire of Mukinbudin is established under the Local Government Act 1995 (As amended). 1.6 Legislation and Regulations Administered by the Shire of

Mukinbudin

Refer to Appendix 2. 1.7 Other Legislation Affecting the Shire of Mukinbudin

Refer to Appendix 3. 1.8 Major Government Policy and/or Industry Standards

Refer to Appendix 4.



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2. Principle Two: Policies and Procedures

Government organizations ensure that recordkeeping programs are supported by policy and procedures.

2.1 Records Management and Business Information Systems

The Shire of Mukinbudin uses a hybrid electronic filing index and manual paper records storage system located in a compactus in the Shire Safe Room. Major information systems such as rates and owners and occupiers details are stored electronically in SynergySoft. A manual paper based Human Resources system is in place in the Senior Finance Officer/Payroll Officers Office.

2.1.1 Records Management System

The Shire is currently using a manual records management system due to its small organizational size and small number of records held. A manual electronic file listing in MS Excel spreadsheet is used and maintained on a daily basis. The current records management system was implemented in 2014 with the assistance of a records consultant, using keywords for Councils as its basis. In the future should the shire assess the need it will look to convert to an automated Records management system such as SynergySoft.

2.1.2 Business Information System/s

The Shire of Mukinbudin uses SynergySoft from IT Vision as its primary financial management system for rates, mapping and day to day accounting functions such as cash receipting and monthly reporting etc. All data is stored on a leased server from Wallis Computers which is backed up daily. The Shire also acts as agent for the Department of Transport vehicle licensing services on a DoT PC using Trellis software at the front counter. This is an online service with no records stored at the Shire of Mukinbudin.

2.2 Records Management Policy and Procedures

The creation and management of records is coordinated by the Shire of Mukinbudin Administration Officer. For the recordkeeping policy and procedures of the Shire of Mukinbudin please refer to Appendix 5.



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Table 2.1

Recordkeeping Activities for the management

of hard copy records and covered in the

Shire of Mukinbudin Policies and Procedures

YES

NO

Correspondence capture and control – including incoming and outgoing mail registration; responsibilities assigned for classifying, indexing and registration; file titling and file numbering conventions. Include specific provisions for capture and control of Elected Members’ correspondence.

Digitization – including categories of records digitized; disposal of source records; digitization specifications. See General disposal authority for source records; NB: This procedure is only required where the organization intends to dispose of source records prior to the expiration of the approved minimum retention period after digitising.

Mail distribution – including frequency, tracking mechanisms and security measures.

File creation and closure – including assigned responsibility and procedures for both physical and automated file creation.

Access to corporate records – procedures for access to and security of corporate records.

Authorised disposal of temporary records and transfer of State archives to the State Records Office (SRO) – responsibilities assigned and a regular disposal program is in place.

Electronic records management – including the organization’s approach and methodology for the capture and management of its electronic records (e.g. print and file, identification of the official record, use of EDRMS, hybrid system etc).

Email management – including the capture, retention and authorised disposal of email messages to ensure accountability. Should indicate whether the organization is utilising a document management system or hard copy records system (e.g. print and file, identification of the official record, use of EDRMS, hybrid system etc.)



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Recordkeeping Activities for the management

of hard copy records and covered in the

Shire of Mukinbudin Policies and Procedures

YES

NO

Website management – i) including guidelines to determine which is the complete and accurate record, particularly in regard to the purpose of the site (e.g. whether informational/transactional). ii) Responsibility for the website and strategies implemented for the management of the website over time, including capture of periodic snapshots of the site and mechanisms for recording website amendments.

Metadata management – including authority for the capture and control of metadata.

System/s management – including any delegations of authority for the control and security of systems utilised by the organization (e.g. provision of access to systems through individual logins and passwords, protection of servers etc).

Migration strategy – strategies planned or in place for migrating information and records over time (e.g. through upgrades in hardware and software applications, and any assigned responsibilities) for long-term retention and access. See Public Records Policy: 8 – Policy for the ongoing management of electronic records designated as having archival value.

2.3 Certification of Policies and Procedures

Evidence of formal authorisation that the policies and procedures are in place and promulgated throughout the Shire of Mukinbudin is provided by the copy of the certification document signed by the CEO. Please refer to Appendix 5.

2.4 Evaluation of Policies and Procedures

The recordkeeping policies and procedures for the Shire of Mukinbudin cover all categories identified in Principle 2 of SRC Standard 2 and are assessed as operating efficiently and effectively across the Shire of Mukinbudin.



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3. Principle Three: Language Control

Government organizations ensure that appropriate controls are in place to identify and name government records.

3.1 Keyword for Councils Thesaurus Implemented

The Shire of Mukinbudin has adopted and implemented the Keyword for Councils thesaurus for the titling of all its records. 3.2 Assessment of its Effectiveness

The List of authorised headings operates well within the Shire of Mukinbudin. It covers both administrative and functional activities of the Shire of Mukinbudin, is available for use by all staff and information can be filed and found without difficulty. This tool will be adjusted to reflect changes to the functions and activities of the Shire of Mukinbudin as may occur from time to time. 3.3 Identified Areas for Improvement

Nil



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4. Principle Four: Preservation

Government organizations ensure that records are protected and preserved

For the Disaster Management Plan for the Shire of Mukinbudin please refer to Appendix 6. 4.1 Assessment of the Risks

4.1.1 On Site Storage

The Shire of Mukinbudin has its current active and some inactive records located in onsite storage at 15 Maddock St Mukinbudin. The storage facility includes:

Metal shelving,

Fire retardant safe,

Secure premises,

Fire detection system, and

Air-conditioning for [8 hours per day]. The onsite records storage is:

Securely locked at night and has staff only access during opening hours;

The room is fire proof and fire extinguishers are located next to room; Air-conditioning for 8 hours per day during summer; Consists of Metal Shelving in strong room and wooden shelving in

storage room;

The main disaster threatening records stored onsite comes from fire, however there is very low risk. With the onsite storage conditions as described the risk is assessed as low. 4.1.2 Offsite Storage

The Shire of Mukinbudin has its non-current, inactive and archival records located in an offsite storage facility at 144 Bent St, Mukinbudin. The building is a modified sea container at the works depot, and includes such things as:

Security of Premises - Keys are required to enter depot and then a separate key is needed to access the archive room;

Fire detection / suppression system consists of a Fire Extinguisher; No Fire retardant safe / cabinets installed; No Air conditioner is currently installed roof whirly bird vents x 3; The shelving is metal and is raised from the floor.



13

The main disaster threatening records stored at the offsite records storage facility comes from fire / industrial accident / vermin or pests. With the storage conditions as described here the risk is assessed as medium.

4.1.3 Storage of Archives

Currently the storage of Archive records is not up to compliance, but plans are in place to revamp a room to a compliant level by July 2017.

4.1.4 Storage of Backups

Electronic backups of the Shire of Mukinbudin’s computer records are held offsite at Wallis Computer Solutions on a daily basis. This is an online backup. 4.1.5 Quantity of Records

The Shire of Mukinbudin has custody of:

10 linear metres of temporary records stored onsite; 22 linear metres of temporary records stored offsite; and

6 linear metres of State archives stored onsite. 6 linear metres of State archives stored offsite

4.1.6 Security and Access

The onsite records storage is:

Securely locked at night and has staff only access during opening hours;

The room is fire proof and fire extinguishers are located by the entry door.

An assessment of the security and unauthorized access risks of the Shire records storage areas has been undertaken by the CEO and the security risk for Shire of Mukinbudin has been assessed as low.

4.2 Assessment of the Impacts of Disasters

As stated previously, the risk of a disaster occurring to the records of the Shire of Mukinbudin has been assessed as low. The impact of a disaster on the organization’s records has therefore been assessed as low. There are sufficient strategies in place to ensure that business activities of the organization are not unduly affected in the event of the more likely disaster occurring.



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4.3 Strategies in Place for Prevention and Response

The following strategies have been implemented by the Shire of Mukinbudin in order to reduce the risk of disaster and for quick response should a disaster occur:

Installation of emergency fire hydrant at rear of admin building Numerous fire extinguishers are located throughout the buildings Purchase of a new structural fire tender equipped to extinguish

structural fires effectively Off Site storage is raised 1.5 meters off the ground to prevent flood

damage. Storage vital resources/backups are stored at off site locations

4.3.1 Vital Records Program

A vital records register program has been developed for the Shire of Mukinbudin for which the CEO is responsible for reviewing their status annually. Vital records have been identified as tenders and legal documents, contracts/taxation and GST records, accounting software backups and monies. Vital records in hard copy are stored in a locked, fire resistant safe, accessible to authorised senior staff. These records have been copied and the copies are placed on the relevant files and are used for all normal business activities. 4.3.2 Back-up Procedures for Electronic Records

Electronic records of the Shire of Mukinbudin are backed up daily online. The back-ups are stored offsite. Software has been installed on the server to advise Shire officers and the IT consultants, Wallis Computers monitor reports that the daily backups have been successful or failed. 4.3.3 Security

The following security measures have been implemented by the Shire of Mukinbudin to prevent unauthorized access to records:

Hard copy records are stored in a locked/secure room accessible only to office staff.

Hard copy records stored offsite are located in a locked Sea Container at the Shire Depot located at 144 Bent St Mukinbudin with a 8 foot high perimeter fence and security gates locked outside of business hours.

Electronic records have varying degrees of access depending on delegations assigned to staff within the organization. Electronic records are backed up on a regular basis as described previously.

All access to shire computers is through the use of personal passwords which are required to be changed every 6 months in line with the Shire IT security Policy.



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4.3.4 Storage Reviews

The records storage facilities utilised by the Shire of Mukinbudin are reviewed regularly on at least an annual basis to ensure that conditions are appropriate for the organization’s records. The CEO in conjunction with the Shire Records Consultant lasted reviewed the storage facilities in late 2015 with records to be moved from the old archives room to the Sea container shelves. Archiving and records disposal program planned for 2016/17 4.3.5 Recovery of Lost Information

The Shire of Mukinbudin has developed a set of quick response strategies to recover lost information, in all formats, should a disaster occur. The Shire of Mukinbudin maintains a Business Continuity Insurance policy to assist with the costs and resources of recovering quickly from any disaster. Current strategies include but not limited to:

duplication of hard copy vital records; back up of electronic records; offsite storage of backups; A records disaster recovery kit (ie Disaster Bin equipment for use in

the event of a disaster. See Disaster Management Plan Appendix 7-10.2

4.3 Identified Areas for Improvement

Electronic copies of vital records to be implemented and completed by June 2018.



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5. Principle Five: Retention and Disposal

Government organizations ensure that records are retained and disposed of in accordance with an approved disposal authority. 5.1 General Disposal Authority for Local Government Records

The Shire of Mukinbudin uses the General Disposal Authority for Local Government Records, produced by the State Records Office, for the retention and disposal of its records. 5.1.1 Disposal of Source Records

Section 16 (5) of the State Records Act 2000 provides that a Recordkeeping Plan may provide for a government record to be reproduced in another form, and for the destruction of a government record if a reproduction of it is being kept, even though the destruction occurs at a time when the record would otherwise not be able to be lawfully destroyed.

The Shire of Mukinbudin has established procedures for all incoming, hard copy, correspondence in accordance with the requirements of the General Disposal Authority for Source Records. The shire currently does not scan and digitise records. 5.2 Existing Ad Hoc Disposal Authorities

The Shire of Mukinbudin does not have any Ad Hoc Disposal Authorities documents developed in consultation with the State Records Office and approved by the State Records Commission. 5.3 Existing Disposal Lists

The Shire of Mukinbudin does not have any Disposal Lists developed in consultation with the State Records Office and approved by the State Records Commission. NB: They are not internal documents listing records for destruction or transfer that may be created by Local Governments as a part of a Disposal Program.

5.4 Restricted Access Archives

The Shire of Mukinbudin does not have any State archives to which it intends to restrict access when they are transferred to the SRO.



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5.5 Archives not Transferred to the SRO

Under s32(1) of the State Records Act 2000, a government organization is required to transfer its archives to the State archives collection when those archives become twenty-five (25) years old. The Shire of Mukinbudin has not identified any State archives that will not be transferred to the SRO for permanent preservation. 5.6 Disposal Program Implemented

The Shire of Mukinbudin will implement the General Disposal Authority for Local Government Records and will conduct a regular disposal program on a bi-annual basis. Implementation date is expected to be October 2017. Please refer to Appendix 7 for a copy of the disposal procedure (where not included in Principle 2) and a recent authorised list of records for disposal

5.7 Authorisation for Disposal of Records

Before any temporary records are destroyed or State archives are transferred to the SRO, a list of those records due for destruction or transfer is reviewed by the CEO and authorised for destruction or transfer. 5.8 Identified Areas for Improvement

Nil



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6. Principle Six: Compliance

Government organizations ensure their employees comply with the record keeping plan.

6.1 Staff Training, Information Sessions

The Shire of Mukinbudin has implemented the following activities to ensure that all staff are aware of their recordkeeping responsibilities and compliance with the Recordkeeping Plan: Table 6.1

Activities to ensure staff awareness and compliance

YES

NO

Presentations on various aspects of the Local Government’s recordkeeping program are conducted. These are delivered to all staff on a regular basis.

In-house recordkeeping training sessions for staff are conducted.

From time to time an external consultant is brought in to run a recordkeeping training session for staff. Staff are also encouraged to attend training courses outside the organization whenever practicable.

Staff information sessions are conducted on a regular basis for staff as required.

The Local Government provides brochures or newsletters to publish recordkeeping information, highlight issues, or bring particular recordkeeping matters to staff attention.

The Local Government’s Intranet is used to publish recordkeeping information, highlight issues, or bring particular recordkeeping matters to staff attention.

The Local Government’s Induction Program for new employees includes an introduction to the Local Government’s recordkeeping system and program, and information on their recordkeeping responsibilities.

Coverage of the training/information sessions as detailed here extends to all staff. However, records management staff are offered more frequent and more specialised training where required. Please refer to Appendix 8 .



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6.2 Performance Indicators in Place

Performance indicators will be developed to measure the efficiency and effectiveness of the Shire of Mukinbudin’s recordkeeping systems. It is planned to have these in operation by June 2017. 6.3 Agency’s Evaluation

There is a need for some reviews of the Shire of Mukinbudin’s recordkeeping systems in various areas. These will be addressed by December 2017. 6.4 Annual Report

An excerpt from the Shire of Mukinbudin’s latest Annual Report is attached, demonstrating the organization’s compliance with the State Records Act 2000, its Recordkeeping Plan and the training provided for staff. Please refer to Appendix 9. 6.5 Identified Areas for Improvement

Nil



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7. SRC Standard 6: Outsourced Functions

The purpose of this Standard, established under Section 61(1)(b) of the State Records Act 2000, is to define principles and standards governing contracts or arrangements entered into by State organizations with persons to perform any aspect of record keeping for the organization. State organizations may enter into contracts or other arrangements whereby an individual or an organization is to perform a function or service for the State organization, or act as the State organization’s agent to deliver services to clients, or for the State organization’s own use. The general term ‘outsourcing’ is used for such arrangements.

Contractual arrangements should provide that the contractor create and maintain records that meet the State organization’s legislative, business and accountability requirements. 7.1 Outsourced Functions Identified

Refer to Appendix 1 for those functions outsourced. 7.2 Recordkeeping Issues included in Contracts

For excerpts of clauses addressing recordkeeping issues in contracts for outsourced functions. Refer to Appendix 11. 7.2.1 Planning

The Shire of Mukinbudin will include the creation and management of proper and adequate records of the performance of the outsourced functions detailed above, in the planning process for the outsourced functions.

7.2.2 Ownership

The Shire of Mukinbudin will ensure that the ownership of State records is addressed and resolved during outsourcing exercises. Where possible this will be included in the signed contract/agreement. 7.2.3 Control

The Shire of Mukinbudin will ensure that the contractor creates and controls records in electronic or hard copy format, in accordance with recordkeeping standards, policies, procedures and guidelines stipulated by the Shire of Mukinbudin.



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7.2.4 Disposal

The disposal of all State records which are the product of or are involved in any contract/agreement with the Shire of Mukinbudin and a contractor/agent will be disposed of in accordance with the General Disposal Authority for Local Government Records, produced by the State Records Office.

7.2.5 Access

Conditions for the provision of access to any State records produced in the course of the contract/agreement have been agreed between the Shire of Mukinbudin and the contractor(s)/agent(s). 7.2.6 Custody

Custody arrangements between the Shire of Mukinbudin and the contractor(s)/agent(s) for Local Government records stored on and off site by the contractor will be specified when Contractor(s)/Agreement(s) are renewed.

7.2.7 Contract Completion

All arrangements regarding record custody, ownership, disposal and transfer upon the completion of the contract(s)/agreement(s) are to be specified in the contract(s)/agreement(s).

7.3 Identified Areas for Improvement

Nil



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APPENDIX 1

Functions of the Local Government

Function Brief Description of LG Function

Performed by the LG

Tick

If Yes

Performed

by an ExternalAgency

Tick If Yes

Commercial Activities

The function of competing commercially or providing services to other local governments or agencies on a fee for service basis. Includes undertaking activities on a consultancy or contract basis.

Community Relations

The function of establishing rapport with the community and raising and advancing the Council’s public image and its relationships with outside bodies, including the media and the public.

Community Services

The function of providing, operating or contracting services to assist local residents and the community.

Corporate Management

The function of applying broad systematic planning to define the corporate mission and determine methods of the LG’s operation.

Council Properties

The function of acquiring, constructing, designing, developing, disposing and maintaining facilities and premises owned, leased or otherwise occupied by the LG.

Customer Service

The function of planning, monitoring and evaluating services provided to customers by the council.

Development & Building Controls

The function of regulating and approving building and development applications for specific properties, buildings, fences, signs, antennae, etc. covered by the Building Code of Australia and the Environment Protection Authority (EPA).

Economic Development

The function of improving the local economy through encouragement of industry, employment, tourism, regional development and trade.

Emergency Services

The function of preventing loss and minimising threats to life, property and the natural environment, from fire and other emergency situations.

Energy Supply & Telecommunications

The function of providing infrastructure services, such as electricity, gas, telecommunications, and alternative energy sources.

Environmental Management

The function of managing, conserving and planning of air, soil and water qualities, and environmentally sensitive areas such as remnant bushlands and threatened species.

Financial Management The function of managing the LG’s financial resources.

Governance The function of managing the election of Council representatives, the boundaries of the LG, and the terms and conditions for elected members.

Government Relations

The function of managing the relationship between the Council and other governments, particularly on issues which are not related to normal Council business such as Land Use and Planning or Environment Management.



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APPENDIX 1



Performed by the LG

Tick

If Yes

Performed


Tick If Yes

Grants & Subsidies

The function of managing financial payments to the LG from the State and Federal Governments and other agencies for specific purposes.

Information Management

The function of managing the LG’s information resources, including the storage, retrieval, archives, processing and communications of all information in any format.

Information Technology

The function of acquiring and managing communications and information technology and databases to support the business operations of the LG.

Land Use & Planning

The function of establishing a medium to long term policy framework for the management of the natural and built environments.

Laws & Enforcement

The function of regulating, notifying, prosecuting, and applying penalties in relation to the Council's regulatory role.

Legal Services The function of providing legal services to the LG.

Parks & Reserves

The function of acquiring, managing, designing and constructing parks and reserves, either owned or controlled and managed by the LG.

Personnel The function of managing the conditions of employment and administration of personnel at the LG, including consultants and volunteers.

Plant, Equipment & Stores

The function of managing the purchase, hire or leasing of all plant and vehicles, and other equipment. Includes the management of the LG’s stores. Does not include the acquisition of information technology and telecommunications.

Public Health The function of managing, monitoring and regulating activities to protect and improve public health under the terms of the Public Health Act, health codes, standards and regulations.

Rates & Valuations

The function of managing, regulating, setting and collecting income through the valuation of rateable land and other charges.

Recreation & Cultural Services

The function of LG in arranging, promoting or encouraging programs and events in visual arts, craft, music, performing arts, sports and recreation, cultural activities and services.

Risk Management

The function of managing and reducing the risk of loss of LG properties and equipment and risks to personnel.

Roads The provision of road construction and maintenance of rural roads and associated street services to property owners within the LG area.

Sewerage & Drainage

The function of designing and constructing, maintaining and managing the liquid waste system, including drainage, sewerage collection and treatment, stormwater and flood mitigation works.



24

APPENDIX 1



Performed by the LG

Tick

If Yes

Performed


Tick If Yes

Traffic & Transport

The function of planning for transport infrastructure and the efficient movement and parking of traffic. Encompasses all service/facilities above the road surface and includes all forms of public transport.

Waste Management

The function of providing services by the LG to ratepayers for the removal of solid waste, destruction and waste reduction.

Water Supply The function of managing the design, construction, maintenance and management of water supplies, either by the LG or by service providers.

APPENDIX 2 Legislation and Regulations that may be wholly or partly administered by

Local Government, And Local Laws of the Local Government

Legislation, Regulations and Local Laws

Tick if YES, the LG

administers Agriculture and Related Resources Protection Act 1976

Animal Welfare Act 2002

Building Act 2011

Building Regulations 2012

Bush Fires Act 1954

Bush Fire Regulations

Caravan Parks and Camping Grounds Act 1995

Caravan Parks and Camping Grounds Regulations 1997

Cat Act 2011 Dangerous Goods Safety Act 2004 Disability Services Act 1993

Dog Act 1976

Dog Regulations 2013



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Tick if YES, the LG

administers Emergency Management Act 2005

Environmental Protection Act 1986

Environmental Protection (Noise) Regulations 1997

Food Act 2008

Food Regulations 2009

Hairdressing Establishment Regulations 1972

Health Act 1911

Health Regulations

Heritage of Western Australia Act 1990 Land Administration Act 1997 Litter Act 1979 Liquor Control Act 1988 Local Government Act 1995 Local Government (Miscellaneous Provisions) Act 1960 Local Government Grants Act 1978 Local Government Regulations Main Roads Act 1930 Parks and Reserves Act 1895 Planning and Development Act 2005 Radiation Safety Act 1975

Radiation Safety Regulations

Rates and Charges (Rebates and Deferments) Act 1992 Rights in Water and Irrigation Act 1914

Residential Design Codes of WA Road Traffic Act 1974

Strata Titles Act 1985

Telecommunications Act (Commonwealth) 1997

Telecommunications (Low Impact Facilities) Determination 1997

Transfer of Land Act 1893



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Tick if YES, the LG

administers Valuation of Land Act 1978 Waterways Conservation Act 1976

Western Australia Disability Services Act 1993 Local Laws of the Shire of Mukinbudin

Health Local Law 2014 Health Amendment Local Law 2016 Repeal Local Law 2016



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APPENDIX 3

Other Legislation and Regulations affecting the functions and operations of the

Local Government

Other Legislation and Regulations Tick If Yes

Building Services (Registration) Act 2011

Criminal Code 1913

Electronic Transactions Act 2011

Equal Opportunity Act 1984

Evidence Act 1906

Freedom of Information Act 1992

Freedom of Information Regulations 1993

Industrial Awards

Industrial Relations Acts (State and Federal)

Interpretation Act 1984

Limitation Act 1935, 2005

Occupational Safety and Health Act 1984

Occupational Safety & Health Regulations 1996

Parliamentary Commissioner Act 1971

State Records Act 2000

State Records (Consequential Provisions) Act 2000

State Records Commission Principles & Standards 2002

Swan and Canning Rivers Management Act 2006

Workers Compensation and Injury Management Act 1981



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APPENDIX 4

Government & Industry Standards and Codes of Practice that have been imposed

upon or adopted by the Local Government

Government & Industry Standards and Codes of Practice Tick if Yes

Australian Accounting Standards

Australian Records Management Standard ISO/AS 15489-2002 Parts 1 & 2

General Disposal Authority for Local Government Records

National Competition Policy

Other

Please detail any additional items below



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APPENDIX 5

Shire of Mukinbudin

Records filing guide

RECORDS FILING GUIDE

Procedure Manual



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CONTENTS PAGE

Introduction

1. Incoming Mail

1.1 Background

1.2 Policies and Procedure

1.3 File Numbering

1.4 Faxes

1.4.1 Background

1.4.2 Procedure

1.5 Courier Mail

1.6 Hand Delivered

1.7 Emails

1.7.1 Background

1.7.2 Procedure – Incoming Emails

1.7.3 Procedure – Outgoing Emails

1.7.4 Other Information

1.8 Threatening, Suspicious and Crank Mail

1.8.1 Suspicious Mail

1.8.2 Threatening Mail

1.8.3 Crank Mail

1.9 Legal Documents

1.10 Title Deeds

2. Outgoing Mail

2.1 Background

2.1.1 Procedures

2.2 Facsimiles

2.3 Couriers

2.4 Email

2.5 Registered Mail



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3. Departmental Mail Procedures

3.1 Primary and Annual returns

3.1.1 Background

3.1.2 Councillors

3.1.3 Employees

3.2 Disclosure of Interest

3.2.1 Background

3.2.2 Councillors

3.2.3 Employees

4. Paper File Storage, Retention and Disposal

4.1 File Storage and Maintenance

4.1.1 File Locations

4.1.2 File Maintenance

4.1.3 File Creation

4.1.4 File Closure

4.1.5 Archiving Records

4.1.6 Borrowing and Returning Files

4.1.7 Retrieval of records from archived storage

5. Electronic Records

5.1 Background

5.2 Procedure

5.2.1 Daily Backup

5.3 System Maintenance

5.3.1 General Files

5.3.2 System Files

6. Website Management

6.1 Background

6.2 Updating



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INTRODUCTION

Mail may take a number of forms, including paper and electronic (e-mail).

There are two main categories of mail:

Internal mail:

1. Generated by a staff member of the Shire and directed to another staff member of the

Shire. This includes memos and e-mails.

External mail:

1. Received from a correspondent outside the Council, and known as incoming mail.

2. Sent from the Council to an external correspondent and known as outgoing mail.

External mail can be received by a number of methods ie: via Australia Post, by courier, by e-mail, hand

delivered or by fax.

1. Incoming Mail

1.1 Background

The Customer Service Officers are responsible for collecting, opening, sorting, stamping mail, updating

cheque register.

The roles and responsibilities for all employees are defined;

The CEO highlights any action required prior to general distribution.

1.2 Policies and Procedure

Shire of Mukinbudin Internal Record Keeping Policies as approved and certified by the CEO

These polices are applicable to all Shire Staff, Contractors and Elected members

Creation of Records

All elected members, staff and contractors will create full and accurate records, in the appropriate format, of the Shire of Mukinbudin business decisions and transactions to meet all legislative, business, administrative, financial, evidential and historical requirements.



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Capture & Control of Records

All records created and received in the course of Shire of Mukinbudin business are to be captured at the point of creation, regardless of format, with required metadata, into appropriate recordkeeping and business systems, that are managed in accordance with sound recordkeeping principles.

Security & Protection of Records

All records are to be categorised as to their level of sensitivity and adequately secured and protected from violation, unauthorized access or destruction, and kept in accordance with necessary retrieval, preservation and storage requirements.

Access to Records

Access to the Shire of Mukinbudin records by staff and contractors will be in accordance with designated access and security classifications. Access to the Shire of Mukinbudin records by the general public will be in accordance with the Freedom of Information Act 1992 and Shire of Mukinbudin policy. Access to the Shire of Mukinbudin records by elected members will be via the Chief Executive Officer in accordance with the Local Government Act 1995.

Appraisal, Retention & Disposal of Records

All records kept by the Shire of Mukinbudin will be retained and disposed of in accordance with the General Disposal Authority for Local Government Records, produced by the State Records Office of WA.

Shire of Mukinbudin Internal Records Keeping Procedures as approved and certified by the CEO

These procedures are applicable to all Shire Staff, Contractors and Elected members

Customer Service Officer (CSO) collects mail from Mukinbudin Post Office between 10am and

10.30am.

Sorting of mail into Personal, Confidential and General Shire correspondence.

Mail marked “Confidential” or “Personal” is passed directly to addresses.

Open general shire mail.

Sort the mail into invoices, payments and general correspondence and date stamp.

Cheques – Entered into register.

Tender Responses - date stamp the envelope and place in the appropriate tender box –

unopened.

Inter-Library loans – given to the Library Officer.

Items that are obviously magazines in clear plastic envelopes – give to relevant department.

All mail forwarded to CEO.

Debtor payments – to CSO for receipting.



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Invoices –Manager Finance then SAO for allocation.

Account Enquiry and Pensioner Applications - the Rates Officer

CSO Allocates file numbers

Building Applications - the Building Officer-Contractor

Bank statements for the Municipal and Trust Funds – to Senior Finance Officer

All other correspondence forward to the CEO for viewing, marked with action required and

distributed to appropriate staff member.

Newspaper articles – copied and kept on record.

Meeting notes

File original documents.

NB: These polices have not yet been adopted by the Council and are only internal CEO policies and

procedures at this stage until the next Shire policy manual review due in May 2017. All policies are

made readily available to all staff either electronically or on paper.

Policies and Procedures Certified 9 June 2016

Stuart Billingham

Chief Executive Officer

1.3 File Numbering

Read each piece of correspondence.

Assign a file number(s) and write in the space provided on the date stamp on the correspondence. You

may need to assign several file numbers, if appropriate. Take into consideration the purpose of the

letter, external correspondent, internal correspondent and any property that the correspondence may be

in relation to.



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1.4 Faxes

1.4.1 Background

Facsimiles like emails can contain records pertaining to Council business therefore need to be handled

in the same manner as other records.

1.4.2 Procedure

The Administration Officers will monitor regularly for faxes throughout the day.

Assign File Number

Enter into Mail Register

Forward fax to relevant person

1.5 Courier Mail

Items are received at the Front Counter.

Forward to relevant person.

Items are to be processed as per incoming mail procedures.

Items marked “urgent” are brought to the attention of the relevant person immediately.

1.6 Hand Delivered

As above

1.7 Emails

1.7.1 Background

Email has become a major form of communication within our Council and therefore consideration is

needed in relation to the information that is captured in this format.

1.7.2 Procedure – Incoming Emails

Consider content of all emails received, these will fall into two categories, junk and council

business.

Junk mail is to be read and forwarded to the appropriate staff and deleted.

Emails relating to Council business are to be handled in the same manner as any record received,

to enable this to happen a hard copy is to be printed and a file number allocated.



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1.7.3 Procedure – Outgoing Emails

Again a hard copy record is required to be printed and a file number allocated to all emails relating

to council business.

1.7.4 Other Information

Because emails can be sent back and forth, thus creating more than one record, it is important to ensure

that a completed record is placed on file in hard copy. (ie the last email is the one that should be printed, this

will contain all previous correspondence on the matter.)

1.8 Threatening, Suspicious and Crank Mail

Australia Post guidelines for recognising suspicious mail include:

Foreign mail, airmail and special delivery. Restrictive markings such as confidential, personal etc. Excessive postage. Titles but no names. Misspelling of common words. Oily stains or discoloration. No return address. Excessive weight. Rigid envelope. Lopsided or uneven envelope. Protruding wires or tinfoil. Excessive securing material such as masking tape, string etc. Visual distractions, large stickers or messages on wrapper. Unexpected or unsolicited mail. Smell of almonds/marzipan.

1.8.1 Suspicious Mail

Remove the suspicious item from the building.

Immediately inform the Manger of Finance / Chief Executive Officer.

Notify police if deemed necessary.

1.8.2 Threatening Mail

Place it in a plastic sleeve, handling it as little as possible.

Immediately inform the Manager of Finance / Chief Executive Officer.

Immediately inform the manager with responsibility for the matter to which the threat relates.




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1.8.3 Crank Mail

Inform relevant function manager if able to be identified.

Process as per incoming mail.


1.9 Legal Documents

Legal documents can include leases, warranties, contracts and formal agreements.

Store legal document originals in the strong room. Add to the legal documents file and record in the

register.

Place a copy on the relevant file.

1.10 Title Deeds

Store Title Deed originals in the safe. Add to the title deeds file and record in the register.

Place a copy on the relevant file.

2. Outgoing Mail

2.1 Background

All officers are responsible for the production of their own correspondence, ie. check that letters are typed in

the correct format, proof read and contain a file reference.

2.1.1 Procedure

Outgoing mail to be placed in mail cupboard, at a standard ready to be posted.

Enter outgoing mail onto Outing Mail register.

Deliver mail to Post Office.

Ensure mail is delivered to the Post Office by 3.45pm.

All outgoing Australia Post correspondence must be photocopied on yellow and green paper before

being enveloped and posted. The yellow copy to be place in yearly correspondence file and the green

copy to be file as per file number.



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2.2 Facsimiles

Outgoing faxes must have a file number allocated with a copy to be placed on the applicable file.

This is the responsibility of the staff member who produced the correspondence.

2.3 Couriers

Correspondence sent by courier must be registered as per normal outgoing mail procedures. A

copy to be placed on the applicable file.


2.4 Email

Correspondence sent by e-mail should have a file number allocated and a copy placed on file as

per normal outgoing mail procedures.


2.5 Registered Mail

Correspondence sent by registered mail must be registered as per normal outgoing mail

procedures. A copy must be placed on the applicable file.


The registered mail form is to be completed and attached to the daily postage print out. When

delivery confirmation is received it is to be attached to the file record and the relevant officer

advised of its receipt.



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3. Departmental Mail Procedures

3.1 Primary and Annual Returns

3.1.1 Background

Returns lodged under section 5.75 and 5.76 of the Local Government Act 1995. 3.1.2 Counillors

All councillors are required to fill out a primary return as part of their term of office and an annual return for the duration of their term.

Chief Executive Officer sends an acknowledgement letter on receipt of the completed primary return.

The primary and annual returns of all Councillors are to be filed in a register. When the Councillor no longer holds office the executive secretary returns their councillor file to

the records officer for secure permanent storage. All returns relating to that councillor are to be removed from the register and placed in file to be

kept for 5 years after relinquishing office. 3.1.3 Employees

Employees with delegated authority are required to fill out a primary return as part of the induction process and an annual return for the duration of their employment.

Chief Executive Officer sends an acknowledgement letter on receipt of the completed primary return received. Where the return is in relation to the Chief Executive Officer the letter is to be signed by the Shire President.

The primary and annual returns of all Employees are to be filed in a public register. When the member of staff no longer holds office their personal file is returned to the records office

for secure interim storage. When the employee no longer holds office, all returns relating to that employee are to be removed

from the register and placed in file to be kept for 5 years after relinquishing office.

3.2 Disclosure of Interest

3.2.1 Background Disclosures made under sections 5.65, 5.70 and 5.71 of the Local Government Act 1995.

3.2.2 Councillors: Written notice of an interest a Councillor has in any matter to be discussed at a meeting must be

given before a meeting and must be filed in a register. When the Councillor no longer holds office, all notices relating to that councillor are to be removed

from the register and placed in file and are to be kept for 5 years after relinquishing office.



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3.2.3 Employees Any notices by employees: of disclosure of interests relating to matters where the employee is

giving advice or writing reports, or relating to their delegated functions, are to be filed on a register.

When the employee no longer holds office, all notices relating to that employee are to be removed from the register and placed in file to be kept for 5 years after relinquishing office.

4. PAPER FILE STORAGE AND DISPOSAL

Background

Disposal of records is to be in accordance with the General Disposal Authority for Local Government

Records.

4.1 File Storage and Maintenance

4.1.1 Background

The CEO is responsible for developing and implementing procedures to ensure that records are correctly

stored and maintained, as well as maintaining file index and authorising disposal of records.

The Administration Staff play a vital role in all record keeping, from capture to filing, archiving and eventual

disposal. The major part of this process is file storage and maintenance.

4.1.2 File Locations General files are stored in the filing cabinets in the Mukinbudin Administration Centre; these include

all files listed in the file index and all property files.

Building Licences are stored in the filing cabinets, in street number and street name order at the

Mukinbudin Administration Centre.

All vital records are held in the strong room.

Archived files are held in the archive room at the Mukinbudin Depot.

4.1.3 File Maintenance Files are to be maintained in a neat and tidy order.

Records are to be secured in all files, no loose papers.

Electronic records are to be saved under the relevant file folder.

Printed file names and numbers are to be recorded on the front and inside tab of all files.

Do not overfill files, when they are getting full, replace them by creating a new file and archiving the

existing one. Place cover sheet on top of old file stating date file closed.



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4.1.4 File Creation The CEO is to authorise the creating of any new file numbers and ensure that the file is created

correctly; file index and electronic filing system are updated.

4.1.5 File Closure The CEO will undertake an annual review of all files and close any that have not been used in the

previous 12 months, and ensure that the file is removed from the file index and electronic filing system.

4.1.6 Archiving Records All archived records are to be recorded in the archived records register in the strong room.

As records require archiving they are moved from the strong room to archive shelving in the Shire

of Mukinbudin Administration Centre for easy access for 2 years.

Following the above time frame – the records are then placed in archive boxes, labelled and

removed to the Mukinbudin Shire Depot Archive Room for safe storage.

4.1.7 Borrowing and Returning Files There is a register for borrowing files

When a file is borrowed the details of the file, the date borrowed and the borrower’s name and

signature are recorded in the register and when the file is returned this date and the borrower’s

signature are again recorded.

4.1.8 Retrieval of records from archived storage Find the file that you require and always have the whole record box removed from the archive

room not just the required file.

Once you have found the required record, copy it, replace the complete file back in the archive box and return to storage. The boxes are all kept in numerical order and should be returned to correct place.



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5. Electronic Records

5.1 Background

Electronic Data is the data stored on Council’s computer systems. To protect these records against possible

losses a backup is carried out on the server on a daily basis and all data is saved to the server not individual

workstations. This ensures that all data can be recovered if required.

5.2 Procedure

5.2.1 Daily Backup

An automatic backup of all data on the server is carried out daily.

5.3 System Maintenance

5.3.1 General Files

CEO is responsible for ensuring that general files are maintained, and that an annual review and

tidy up of files is carried out.

5.3.2 System Files

Wallis Computer Solutions maintain Council’s computer hardware and standard software systems.

This includes both onsite and offsite support and maintenance as required.

ITVision facilitate Council’s SynergySoft accounting program and they supply updates, when

necessary and off site support on request.



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6. Website Management

6.1 Background

An annual fee is paid to Key Creative to assist with the Shire website maintenance and development

and are also responsible for backing up the website. www.mukinbudin.wa.gov.au

6.2 Updating

The Senior Finance Officer and Chief Executive Officer are responsible.


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


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APPENDIX 6

Shire of Mukinbudin

Disaster Management Plan

Records Management

Shire of Mukinbudin

DISASTER MANAGEMENT PLAN

Records Management

15 Maddock Street Mukinbudin


Shire of Mukinbudin Disaster Management Plan for Shire Records and Information


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1 TABLE OF CONTENTS

1 TABLE OF CONTENTS ........................................................................................................ 45

2 PREFACE ............................................................................................................................. 47

2.1 Scope ........................................................................................................................... 47

2.2 Objectives ..................................................................................................................... 47

2.3 Responsibilities ............................................................................................................ 47

3 INTRODUCTION .................................................................................................................. 48

3.1 Disaster (Definition) ...................................................................................................... 48

4 PREVENTION ....................................................................................................................... 49

4.1 Records Security .......................................................................................................... 49

4.2 Building ......................................................................................................................... 49

4.3 Fire ............................................................................................................................... 49

4.4 Flood / Storm ................................................................................................................ 50

4.5 Storage ......................................................................................................................... 50

4.6 Electrical ....................................................................................................................... 50

4.7 Housekeeping .............................................................................................................. 50

4.8 Signage ........................................................................................................................ 51

4.9 Insurance ...................................................................................................................... 51

5 PREPAREDNESS ................................................................................................................ 52

5.1 Disaster response and recovery team ......................................................................... 52

6 RESPONSE .......................................................................................................................... 54

6.1 Training ........................................................................................................................ 54

6.2 Emergency Procedures ................................................................................................ 54

6.3 Notifications .................................................................................................................. 54

6.4 Contacting Information Management Staff................................................................... 54

6.5 Floor Plans ................................................................................................................... 54

6.6 Disaster Bin .................................................................................................................. 55

6.7 Contents of Disaster Bin .............................................................................................. 55

6.8 Control Area ................................................................................................................. 55

6.9 Resources .................................................................................................................... 55

6.10 Tasks ............................................................................................................................ 56

6.11 Security Measures ........................................................................................................ 56

6.12 Contingency Arrangements .......................................................................................... 56

6.13 Recording Disaster ....................................................................................................... 56

7 RECOVERY .......................................................................................................................... 57

7.1 Co-ordinate Work ......................................................................................................... 57

7.2 Briefing the Response Team ........................................................................................ 57

7.3 Contact State Records Office ....................................................................................... 57




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7.4 Preparing and planning the work area (including space availability) ........................... 57

7.5 Removing the records .................................................................................................. 58

7.6 Salvaging the records................................................................................................... 58

7.7 Recording the Damage ................................................................................................ 59

7.8 Fire Damage ................................................................................................................. 59

7.9 Examples of methods to salvage records .................................................................... 59

8 AFTER THE DISASTER ....................................................................................................... 61

8.1 Clean up measures ...................................................................................................... 61

8.2 Re-location of material ................................................................................................. 61

8.3 Recording the Emergency ............................................................................................ 61

8.4 Plan Effectiveness ........................................................................................................ 61

8.5 Disaster Supplies ......................................................................................................... 61

8.6 Promoting Awareness .................................................................................................. 61

9 RISK MANAGEMENT ........................................................................................................... 62

9.1 Disaster Risk-based Assessment ................................................................................ 62

9.2 Risk Assessment Form - (Appendix 10.7).................................................................... 63

10 APPENDIX ........................................................................................................................ 64

10.1 EMERGENCY CONTACTS ......................................................................................... 64

10.2 DISASTER BIN ............................................................................................................ 66

10.3 CONTENTS OF DISASTER RECOVERY BOX - (Suspicious Mail) ............................ 68

10.4 SUSPICIOUS MAIL INFORMATION ........................................................................... 69

10.5 DAMAGE SHEET ......................................................................................................... 72

10.6 EMERGENCIES REGISTER ....................................................................................... 73

10.7 RISK ASSESSMENT FORM ........................................................................................ 74

11 AUTHORISATION ............................................................................................................ 75




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2 PREFACE

2.1 Scope

The aim of disaster management is to have in place a well prepared disaster plan for reducing or avoiding potential threats, for promptly responding to situations immediately threatening records and information, and by identifying resources and strategies for recovery that will effectively assist in the protection and revival of essential and vital records for the Shire of Mukinbudin. The implementation of this disaster plan is based on best practice as demonstrated in the International Standard IS015489.2, Records Management, with a “set of clear, comprehensive, written, step by step instructions relating to the organisation, site and building, and to the services that are provided by it, to ensure the minimum loss and disruption of services in the event of an emergency or disaster”.

2.2 Objectives

To establish a disaster management program/plan for records. To provide the leadership and immediate action required during a crisis situation. To ensure that appropriate equipment and materials are available to deal with a

likely emergency. To ensure that staff are trained and prepared to take on appropriate roles in any

disaster, reaction, response and recovery. To take steps to minimize the risks or detect any problems as early as possible. Identify vital records, duplicate as appropriate and store offsite. To minimize the loss of, or damage to, vital and essential records in the event of

a disaster. To ensure employee safety and that the organization “gets back to business” as

soon as possible, with minimum loss or extent of damage.

2.3 Responsibilities

A disaster recovery team has been established and organised to assess the damage to the records, to control and coordinate recovery/backup actions, and to make recommendations. The team will consist of the Manager Finance and Administration and the Customer Services Officer/Library Officer, they are responsible for the recovery administration, and will also endorse training of other members of staff as backup support. The disaster recovery team shall meet annually to discuss the current document and list recommendations for changes to it in liaison with the CEO who will authorise any changes. Staff will be informed of updates and changes as appropriate. Evaluation of the plan will be closely monitored and reviewed.




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3 INTRODUCTION

3.1 Disaster (Definition)

A sudden, unexpected, unwanted event, of any size, that critically obstructs the normal flow of business and that causes damage to, or loss of records and property. The personnel, equipment, software systems, databases, records and information, which comprise the Shire of Mukinbudin, are necessary in order for the organisation to function in an effective manner. The purpose of this disaster plan is to detail procedures for promptly responding to situations immediately threatening the paper based and electronic records at the Shire of Mukinbudin, and by identifying resources and strategies for recovery that will reduce the likelihood of a disaster, and the amount of damage that can occur. By following the procedures in this plan, the shire can anticipate a high recovery rate for records and information, and subsequently ensure business continuity. The plan is specifically for those records managed by the Information Management systems of the Shire. It encompasses various mediums i.e. (electronic, paper based etc), stored in a range of databases i.e. (Synergy, Word, Excel etc), the archives and the corporate library. The plan will act as a comprehensive resource for the recovery process by outlining the four stages of disaster management programs for records:

1) Prevention

2) Preparedness

3) Response

4) Recovery

It also includes some useful advice and information about responsibility after the disaster. Planning and preparing for a disaster requires an ongoing commitment to reducing or avoiding potential risks. It is the role of all employees, therefore, to consider aspects of the records holdings and the impact of loss or interruption to services should a disaster occur. This can be achieved by users not simply being re-active to a disaster, but by positively being proactive in their awareness of the possibility of a disaster, with informed and intelligent planning that will assist them in being prepared. They should comply with the documentation specified to enable efficient and effective disaster recovery of components outlined which indicate the importance of disaster management and planning as an integral part of corporate risk management. Users will be aware that with effective and efficient disaster management strategies and procedures in place, the ability of the shire to continue to effectively meet its core business requirements in an accountable way will be maintained.




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4 PREVENTION

Organisational staff should “think prevention” at both macro (the whole organization) and micro (information/records office) levels.

4.1 Records Security

Establish guidelines and training on how to recognize and deal with suspicious

mail and parcels, and possible bomb threats

Compile a list / Register of all vital records and their location, and keep up to date. Mark them so they are easily recognisable, and can be priority for rescue after a disaster.

Make a secure copy of vital records and ensure the original or the copy is stored electronically or off-site in appropriate environmental conditions.

Ensure electronic records are backed up regularly and stored off site

4.2 Building

Keep fittings and fixtures well maintained.

Ensure roof and ceiling areas are checked regularly.

Ensure appropriate safety signs are in place.

Air conditioner maintenance – paying special attention to Air Conditioners on internal walls re any blockages or leaking.

4.3 Fire

Ensure all doors and aisles are kept free of obstruction

Ensure fire-fighting equipment is clearly visible and signposted (dry powder and water extinguishers etc.)

Ensure fire extinguishers are accessible

Ensure fire extinguishers are checked regularly

Ensure instructions on fire equipment are clear

Ensure smoke detectors are regularly checked

Ensure evacuation map is clear and evacuation point identified




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4.4 Flood / Storm

Check for any sign of water damage after a severe storm

Monitor water penetration points

Ensure air-conditioners are regularly checked

4.5 Storage

Ensure shelving is strong, stable and non-flammable

Bottom shelves should be raised 15 centimetres above floor level

Archival materials must be housed in acid free boxes

Maps, posters, plans, etc. should be stored flat. Where this is not possible it is preferable to store them in boxes, loosely rolled.

Store nothing on tops of shelves because most water damage occurs through the ceiling from burst pipes or sprinklers. This area also is usually dirty and dusty

Ensure areas such as on top of and underneath shelving are cleaned regularly

The compactuses must be maintained in full operational order to facilitate access to all records

Vital records to be situated within favourable environmental conditions (locked Fireproof Vault or as an Electronic copy)

Ensure records storage areas are suitably labelled

4.6 Electrical

Ensure plugs and power points are in good repair

Keep electrical cords in good condition

Ensure leads and cords are stored in proper condition

4.7 Housekeeping

Ensure adequate lighting, including emergency lighting, at walkways and the

exits are well lit

Ensure access walkways are clearly marked and clear at all time




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4.8 Signage

Ensure exit signs are clearly marked

Ensure location and readability of signs is appropriate

Fire extinguishers location signage clear and well defined

4.9 Insurance

Establish:

Organisation policies held Electronic copies of current policies Type of damage insured for (Public Liability, Professional Indemnity,

Motor Vehicle etc.) The amount covered against the estimated cost of salvage and

conservation Ensure conservation procedures are taken into account




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5 PREPAREDNESS

(Encompasses planning activities)

5.1 Disaster response and recovery team

Responsibility of the Manager Finance and Administration with the support of

the other members of trained staff, and fitting into the overall risk management team.

The disaster response and recovery team will swing into action (Once Building Emergency Response procedures are complete and permission given to re-enter the building) to assess damages and make recommendations.

Recruit co-operation of local emergency services.

Co-ordinate evacuation of section/s with building supervisor and/or risk management team.

Check Shires written Emergency Procedures check list.

Review and update the entire plan on a biennial basis.

Review and update the emergency telephone list at least every three months.

Issue revised pages as and when necessary – remember to date the revisions.

Remove old versions from circulation.

Ensure policy statement is reviewed and updated regularly.

Recommend any needed remedial actions in relation to the buildings and their infrastructure that poses potential threats in the specific area of Records Management matters

Keep it up to date with and maintain information on handling and recovery techniques

Ensure promotion of disaster prevention awareness among staff

Ensure endorsement to train staff in the disaster plan’s, responsible for organising training for the Recovery managers as well as for any support staff who need basic skills training

Ensure plan is tested regularly, using disaster simulations if possible

Report the results of the test plan (include things that went according to plan as

well as those parts of the plan that need to be adjusted)




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Ensure the disaster bin stocks emergency supplies and that all items are in working order. Replenish any items that might have been used

Maintain list of materials for use in disaster (Appendix 10.2)

Plan to raise the level of awareness and understanding of the effects of disaster experiences on staff

Keep a duplicate copy of the disaster plan off site, with ease of access




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6 RESPONSE

The actions that are taken as disaster occurs.

6.1 Training

A disaster response and recovery team must be trained and provide leadership and immediate action

6.2 Emergency Procedures

All personnel at the Shire must know the emergency procedures for raising the alarm, evacuating the buildings and assembly points – see Shires Emergency procedures and check with Emergency Wardens

6.3 Notifications

Notify the right people – a list of contact details of the disaster response team and emergency services can be found in (Appendix 10.1)

6.4 Contacting Information Management Staff

Please refer to Appendix 10 to contact CEO, MFA and CSO as soon as possible after disaster discovered (Appendix 10)

6.5 Floor Plans

The relevant floor plans are shown:




55

6.6 Disaster Bin

A Disaster bin will be located in File Room.

6.7 Contents of Disaster Bin

Contents of disaster bin are listed in (Appendix 10.2)

6.8 Control Area

Set up a central area of control

6.9 Resources

Assemble resources (if necessary what do we need to hire) (Appendix 10.2)




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6.10 Tasks

Allocate tasks as appropriate

6.11 Security Measures

Initiate security measures (in conjunction with risk management staff)

6.12 Contingency Arrangements

Initiate contingency arrangements

6.13 Recording Disaster

Record the disaster using the disposable camera (or smart Phone) from supplies




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7 RECOVERY

(Procedures designed to return the site and records to a stable and useable condition)

7.1 Co-ordinate Work

Co-ordinate work with the Risk Management, Occupational Health and Safety staff, and Emergency Wardens, in trying to stop the source of or stabilize the problem.

7.2 Briefing the Response Team

Brief the response team (if necessary) Circumstances of the emergency – cannot return until declared “safe” by

emergency services Work required – can all material be dealt with – will some paper records need to

be frozen? Equipment and materials – what do we need to hire? (if necessary) (Appendix: 10.2)

7.3 Contact State Records Office

Telephone 9427 3360 for any help and advice on correct and safe processes

7.4 Preparing and planning the work area (including space availability)

Space availability for the Recovery of Records Large Disaster Space Availability: District Club Basketball Court Memorial Town Hall Small Disaster Space Availability: Council Chambers




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Procedure

Cover tables with plastic and then with butcher’s paper to help absorb moisture out of any wet records

Vacuum or mop any standing water and pick up any loose material on the floor (recording its location) that may get walked on

Make sure staff access is safe and easy

Rotate jobs at regular intervals

Ensure ten minute break sessions every hour

7.5 Removing the records

Information inventory priority, check:

Vital records Subject files

7.6 Salvaging the records

** (Mould grows on wet records within 48 hours so need to act as quickly as practicable)

Work systematically through the top shelves (first) to remove the records. Be gentle if they have been water damaged, swelling may make them difficult to remove

Lay files on the prepared tabletops in a single layer with enough room between each file to open the cover and give access to the pages

Do not try to separate volumes that have stuck together

Interleave wet or damp pages with paper towel or some other form of clean absorbent paper every 5-10 pages and change regularly

Keep freeing up the drying pages and replacing the interleaving paper, positioned between different pages, until files are dry

Remove metal file fasteners as you encounter them, as they may start to rust before the file is dry

Do not rub or brush items

Use fans

If required, loosely pack material into plastic crates, spine side down




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7.7 Recording the Damage

Record and categorize details of the damage for each record/file on the Damage Sheet (Appendix 11.6)

7.8 Fire Damage

Fire damage requires expert advice

7.9 Examples of methods to salvage records

Packing wet records in plastic crates

Preparing wet records for freezing

Hanging small items




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Drying bound volumes by standing upright




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8 AFTER THE DISASTER

Rehabilitation for the resumption of operational activity.

8.1 Clean up measures

Wash down dirty shelving, walls and floors

Use fans to dry the area

8.2 Re-location of material

Categorise material for re-location. For example, can it be returned to storage, does it need further treatment, or will it be destroyed (Appendix 10.5)

Wait at least a week before returning material to its original location (needs to be fully dry)

Check shelving arrangements as the material may well take up additional space due to swelling

Regularly check temperature and humidity in case the room or the records were not sufficiently dry when the room was reoccupied and because of mould growth

Provide archived material with new boxes

Check if current files need new file covers due to the legibility of the information having been affected

8.3 Recording the Emergency

Keep an adequate record of the emergency as depicted in the emergencies register (Appendix 10.6)

8.4 Plan Effectiveness

Review the effectiveness of the plan

8.5 Disaster Supplies

Replenish disaster supplies (Appendix 10.1)

8.6 Promoting Awareness

Continuing promotion of disaster prevention awareness among staff




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9 RISK MANAGEMENT

9.1 Disaster Risk-based Assessment of External Risks

Affecting Records of Shire of Mukinbudin

Disaster Risk Rating

Flooding (natural disaster) Low Fire High Water as a result of fire (hoses) Medium Earthquake Low to

Medium Bomb Threat Low Chemical, Biological Low Cyclone High Air conditioning Low Plumbing Leaks Low

Rating Explanations Fire is always a risk factor within office buildings, due to the large amount of electrical equipment being used, as well this is an established bush fire risk area has been classed with a high risk rating only. Recommendations are for certain vital records to be stored in the newly renovated file room, including Minute books. The Water from the fire hoses as a result of fire can be a medium risk due to the large amount of water that is expressed just from one hose and papers absorbance of liquids, but generally the benefits far out way any down side Earthquake is a low to medium risk factor, some risk but normally at the Low end, which could cause minor impact. Mukinbudin is in a known Seismic zone. A Bomb Threat is assessed as low risk due to Mukinbudin’s remoteness from built up and heavily populated areas. Chemical & Biological is a low risk as the shires Administration Offices are remote from any major Chemical or Biological threat, either from an accidental incident or intended action. Cyclones – Wind threat (non cyclonic) is an increasing issue on recent data and information, with a number of cyclonic and high wind events in recent time. At Mukinbudin, the Shire Office (located 295kms inland East from Perth) is a reasonably modern structure and the new file room is well positioned in the office from Windows blown in etc. If a cyclone was to occur, the three golden rules are:

Turn off power, gas & water Lock doors Lock windows




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The risk would be high risk based on recent information (Reference Cyclone Olwyn), via NASA tracking station The Air conditioner is a low risk. It is refrigerated and poses minimal risk with the shire having air conditioners on internal walls and possible blockages. But would still be low comparative to the old style Evaporative units. Plumbing leaks although it is a possibility it is rated as a low risk as the building is relatively new.

9.2 Risk Assessment Form - (Appendix 10.7)

The Risk Assessment Form is used as part of the working process. It is a collection of records, which shows:

How they are currently being stored What the risk rate is with the current processes What processes are recommended to be put in place in the case of a disaster Advises whether they are a Vital Record for Business Continuity

LEGEND Extreme risk; immediate action required High risk; senior management attention needed Moderate risk; management responsibility must be specified Low risk; manage by routine procedures




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10 APPENDIX

10.1 EMERGENCY CONTACTS

Emergency Services Ambulance 000 (Non-Emergency) 13 12 33 Fire Brigade 000 State Emergency Service 9041 2266 (Merredin) Duty Officer 0427 412 266 Mukinbudin Police Station 9047 2200 Duty Police Sargent 0429 089 538 Shire of Mukinbudin 9047 2100 Mukinbudin Nursing Post 9047 1123 (Bencubbin Silver chain Nursing Post) 9685 1229 Poisons Information Line 13 11 26 Electricity(Western Power) 13 13 51 Water 13 13 75 State Records Office 9427 3360 Disaster Response and Recovery Team

Manager Finance and Administration 9047 2100 Customer Service/Library Officer 9047 2100

Building Disaster Response Contacts Electricians Mukinbudin Electrical(Jeff Peters) 0437 512 610 KTY Electrical (Graham Tarr) 9683 2012 0428 832 105 Plumbers Palm Plumbing Services (Matt Palm) 0428 484 054 5 Rivers Plumbing (Steve Trenfield) 0439 827 058 Other Staff Contacts Chief Executive Officer 0428 471 102 [email protected]





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Manager Works 0427 707 207 [email protected]

OTHER CONTACTS Kim Boulton (Records Consultant) 0408 221 246 [email protected]

LGIS Insurance

Chris Gilmour Regional Risk Coordinator 0419 325 592 [email protected] Sandra Clohessy 9483 8865 Account Manager – Member Services 0428 846 080 [email protected]








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10.2 DISASTER BIN

A disaster bin, containing the equipment below should be located Bins clearly marked “ DISASTER BIN “ - Do Not Remove and have the lid sealed.

Adhesive tape and dispenser Paper towelling Bucket Butcher’s paper Disposable camera (1) – optional or Mobile Phone with Camera Clipboards (2) Damage list Sponges Extension cords (2) Rubber gloves (3 pairs) Surgical type gloves (3 pairs) Cotton gloves (3pairs) Heavy-duty plastic sheeting to protect shelving/compactus Waterproof masking tape Pens, pencils, paper Torches (2) Dust pan and brush Plastic string Plastic pegs Plastic paper clips Labels – tie on Plastic bin liners Freezer paper/bags Polypropylene Enclosures for Boxes Note: Broom and mop are located in cupboards




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The following large and/or expensive items may be purchased or hired when required and may include: ITEM HIRE BUY

Plastic crates X X Large fans X X Trestle tables X Blotting paper X Portable pump X Portable lighting X Dehumidifier X Archive boxes X Portable generator X Wet/dry vacuum cleaner X X Wooden pallets X

Note: Wheelie bin can be used in conjunction with Pump as a vessel to pump the water into and can easily be wheeled away (as long as not over filled – due to weight) Emergency Supplies Item Company Trestle Tables Mukinbudin District Club

Memorial Town Hall Wooden Pallets Shire Depot

Wet/Dry Vacuum Cleaner Shire Cleaners Room Admin Office and Depot

Plastic Crates Sippe’s Hardware Mukinbudin – 9047 1221 Two Dogs Hardware Merredin – 9041 1078

Large Fans Coates Hire Midland 6318 1600 Portable Lighting Mukinbudin Fire Shed C/- Shire

Mukinbudin Transport Kevin Penrose 0429 471 027 Coates Hire Midland 6318 1600 Wheatbelt Party & Event Hire 9622 8307

Portable Generator Coates Hire Midland 6318 1600 Shire Depot – Mukinbudin

Archive Boxes

Officeworks Midland 9374 7300

Dehumidifier Coates Hire Midland 6318 1600 Portable Pump Coates Hire Midland 6318 1600

Shire Depot - Mukinbudin Freezer Space (Large Disaster) The Party Fridge Freezer hire 0413

133 220




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10.3 CONTENTS OF DISASTER RECOVERY BOX - (Suspicious Mail)

Copy of Suspicious Mail Information Instructions

Copy of this Form

List of Emergency Numbers to call

Gloves – Located in ‘Suspicious Mail Box’

Breathing Masks – Located in ‘Suspicious Mail Box’

Zip Lock Bags – Located in ‘Suspicious Mail Box’

Contents of box to be checked and updated every two months

DATE LAST CHECKED

OFFICER CHECKING DATE LAST CHECKED

OFFICER CHECKING




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10.4 SUSPICIOUS MAIL INFORMATION

It is your responsibility to know what to do when and if a situation arises such as a mail bomb or a biological scare (i.e. Anthrax). A Suspicious Mail Kit (Box) containing information, surgical gloves and breathing masks should be kept at the Main Administration Centre 15 Maddock St Mukinbudin WA 6479. Some of the critical points when handling mail are outlined below.

RECOGNISING POTENTIAL HAZARDS

It is critical that staff handling mail remain vigilant and cautious at all times. It should be remembered, however, that most reports of suspicious packages are false alarms.

Where possible, the sorting and processing of mail and packages should be

conducted in an area that is separate from the main organisation and which can be easily contained.

If staff receive a package or letter that you believe is suspicious, follow the

procedures outlined below. WHAT TO DO IF YOU RECEIVE A SUSPICIOUS PACKAGE OR MAIL ITEM

If you suspect that you have received a package that may contain hazardous

material and HAVE NOT OPENED IT.

Place item in a plastic bag and seal it. Place all items in a second plastic bag and seal that also. Stay in your office or immediate work area. This also applies to co-workers in the

same room. Prevent others from entering the area and becoming contaminated. Remember you are not in immediate danger.

Call for help. This may be to a colleague but preferably call 000 to ask for the Police or Fire Services - (see Emergency Contact List Appendix 11.1 of Disaster Recovery Plan for Shire).

Advise: Exact location of the incident – street address, building floor number Number of people potentially exposed Description of the package/device Action taken e.g., package covered with black coat, area isolated

Keep your hands away from your face to avoid contaminating your eyes, nose

and mouth. If Possible (without leaving your work area) wash your hands If possible have the building ventilation system shut down and turn off any fans or

equipment that is circulating air around the workplace. Wait for help to arrive




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If you suspect that you have received a package that may contain hazardous material and HAVE OPENED IT.

Do not disturb the item any further. Do not pass it around. If any material has spilt from the item, do not try to clean it up, or brush it from your clothing.

If possible place an object over the package without disturbing it such as a large

waste bin.

Stay in your office or immediate work area. This also applies to co-workers in the same room. Prevent others from entering the area and becoming contaminated.

If there is a strong or overpowering odour move to an adjoining room closing all

doors and windows and stay in that area until help arrives.

Call for help. This may be to a colleague but preferably call 000 to ask for the Police or Fire Services.

Advise:

Exact location of the incident – street address, building floor number Number of people potentially exposed Description of the package/device Action taken e.g., package covered with black coat, area isolated


and mouth.

If possible (without leaving your work area) wash your hands.

If possible have the building ventilation system shut down and turn off any fans or equipment that is circulating air around the workplace. (See Appendix 10.1 Emergency Contact List of Disaster Recovery Plan for Shire)

Wait for help to arrive




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FACTS ON ANTHRAX

Effective dispersal of anthrax is difficult due to the fact that the bacteria cannot survive exposure to ultraviolet light or direct moisture. The preferred method of delivery is through letters or packages, opened by unsuspecting personnel. Anthrax delivered in this manner most often resembles a white, dry, fine powdery substance.

To identify suspect packages apply the same principles of identifying packages

suspected of containing explosive devices.

Anthrax spores only infect if inhaled, ingested, or introduced into an open wound or the eyes. Even if exposure does occur, the victim is not contagious and the condition is treatable with antibiotics if identified early.

MAIL BOMB RECOGNITION

Excessive securing material Excessive weight Protruding wires or tin foil Lopsided or unevenly weighted Oily stains or discolouration Stiff or rigid envelope Is package expected Visual distractions Excessive postage

Proper names and title not, or incorrectly used Address handwritten or poorly typed Restrictive markings e.g. CONFIDENTIAL Common words misspelt European or foreign mail Lacks address of sender

If you suspect the mail item may contain an explosive device

Evacuate immediate area. Ring 000 and report the package to the Police




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10.5 DAMAGE SHEET

Date: Location:

Index No.

Description/Title Wet Or

Other

Returned To

Storage

Needs Further

Treatment

To Be

Destroyed




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10.6 EMERGENCIES REGISTER

Date Time Duration

Location

Nature

Cause

Effect on staff, visitors, records, business

function, buildings, other property

How the

Occurrence was

Dealt with

Recommendations For future incidents

& Changes to Disaster Plan




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10.7 RISK ASSESSMENT FORM

CUSTODIAN: Mukinbudin Shire DATE OF Review: 20th October

Record Description Media Storage Description

Risk & Replacement

Risk Impact Comments Vital Y/N

Minute Books

Hard Copy

Archive Room Y

Rate Books

Hard Copy Electronic

Archive Room Y

Correspondence Files

Hard Copy

File Room N

Assessment Files

Hard Copy

File Room Y

LEGEND: Extreme risk; immediate action required; High risk; senior management attention needed; Moderate risk; management responsibility must be specified Low risk; manage by routine procedures NOTE: Asterisk (*) – Colour indicates relationship.




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11 AUTHORISATION

This Disaster Management Plan has my authorisation. ___________________________ ___________________________ Acting Chief Executive Officer Shire President Ray Hooper Gary Shadbolt Policy Implemented: ___________ Review Date: _______________




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APPENDIX 7

Shire of Mukinbudin

Disposal Procedure

Records Management

NB: A recent extract of a signed authorised list (max 3 pages) of records for disposal currently not available to be inserted once available after Disposal project commences.




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APPENDIX 8

Shire of Mukinbudin

Staff training and Information Sessions

Records Management

Table 6.1

Activities to ensure staff awareness and compliance

YES

NO

Presentations on various aspects of the Local Government’s recordkeeping program are conducted. These are delivered to all staff on a regular basis.

In-house recordkeeping training sessions for staff are conducted.

From time to time an external consultant is brought in to run a recordkeeping training session for staff. Staff are also encouraged to attend training courses outside the organization whenever practicable.

Staff information sessions are conducted on a regular basis for staff as required.

The Local Government provides brochures or newsletters to publish recordkeeping information, highlight issues, or bring particular recordkeeping matters to staff attention.

The Local Government’s Intranet is used to publish recordkeeping information, highlight issues, or bring particular recordkeeping matters to staff attention.

The Local Government’s Induction Program for new employees includes an introduction to the Local Government’s recordkeeping system and program, and information on their recordkeeping responsibilities.

Coverage of the training/information sessions as detailed here extends to all staff. However, records management staff are offered more frequent and more specialised training where required.




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APPENDIX 9

Shire of Mukinbudin

Annual Report

An excerpt from the Shire of Mukinbudin’s latest Annual Report is attached below.

RECORD KEEPING PLAN

The Shire of Mukinbudin is committed to accessible and efficient record keeping practices and complies with relevant legislation including the State Records Act 2000. The State Records Act 2000 requires that the Shire maintains and disposes of all records in the prescribed manner. Principal 6 - Compliance: Government organisations ensure their employees comply with the Record Keeping Plan. Rationale An organisation and its employees must comply with the organisation's Record Keeping Plan. Organisations should develop and implement strategies for ensuring that each employee is aware of the compliance responsibilities. Minimum Compliance Requirements The Record Keeping Plan is to provide evidence to adduce that: 1. The efficiency and effectiveness of the organisation's record keeping system is

evaluated not less than once every 5 years. 2. The organisation conducts a record keeping program. 3. The efficiency and effectiveness of the record keeping training program is

reviewed from time to time. 4. The organisation's induction program addresses employee roles and

responsibilities in regards to their compliance with the organisation's Record Keeping Plan.

The Shire of Mukinbudin has substantially complied with items 1 to 4. Council has established a Record Keeping Plan which was submitted and approved by the State Records Commission. In addition, Council has produced a Records Management Procedures Manual, which is utilised in Council’s Induction Training for all new staff. The Records Keeping Plan looks at the efficiency and effectiveness of the Shire’s record keeping systems and includes sections on procedures, risk management and disaster recovery plans, retention and disposal of records, training of staff on record keeping practices and information on the Shire’s compliance with the plan.


Shire of Mukinbudin

Disaster Management Plan

Records Management

Shire of Mukinbudin

DISASTER MANAGEMENT PLAN

Records Management



1

1 TABLE OF CONTENTS

1 TABLE OF CONTENTS ...........................................................................................................1

2 PREFACE ................................................................................................................................3

2.1 Scope ..............................................................................................................................3

2.2 Objectives ........................................................................................................................3

2.3 Responsibilities ...............................................................................................................3

3 INTRODUCTION .....................................................................................................................4

3.1 Disaster (Definition) .........................................................................................................4

4 PREVENTION ..........................................................................................................................5

4.1 Records Security .............................................................................................................5

4.2 Building ............................................................................................................................5

4.3 Fire ..................................................................................................................................5

4.4 Flood / Storm ...................................................................................................................6

4.5 Storage ............................................................................................................................6

4.6 Electrical ..........................................................................................................................6

4.7 Housekeeping .................................................................................................................6

4.8 Signage ...........................................................................................................................7

4.9 Insurance .........................................................................................................................7

5 PREPAREDNESS ...................................................................................................................8

5.1 Disaster response and recovery team ............................................................................8

6 RESPONSE .......................................................................................................................... 10

6.1 Training ........................................................................................................................ 10

6.2 Emergency Procedures ................................................................................................ 10

6.3 Notifications .................................................................................................................. 10

6.4 Contacting Information Management Staff................................................................... 10

6.5 Floor Plans ................................................................................................................... 10

6.6 Disaster Bin .................................................................................................................. 11

6.7 Contents of Disaster Bin .............................................................................................. 11

6.8 Control Area ................................................................................................................. 11

6.9 Resources .................................................................................................................... 11

6.10 Tasks ............................................................................................................................ 12

6.11 Security Measures ........................................................................................................ 12

6.12 Contingency Arrangements .......................................................................................... 12

6.13 Recording Disaster ....................................................................................................... 12

7 RECOVERY .......................................................................................................................... 13

7.1 Co-ordinate Work ......................................................................................................... 13

7.2 Briefing the Response Team ........................................................................................ 13

7.3 Contact State Records Office ....................................................................................... 13



2

7.4 Preparing and planning the work area (including space availability) ........................... 13

7.5 Removing the records .................................................................................................. 14

7.6 Salvaging the records................................................................................................... 14

7.7 Recording the Damage ................................................................................................ 15

7.8 Fire Damage ................................................................................................................. 15

7.9 Examples of methods to salvage records .................................................................... 15

8 AFTER THE DISASTER ....................................................................................................... 17

8.1 Clean up measures ...................................................................................................... 17

8.2 Re-location of material ................................................................................................. 17

8.3 Recording the Emergency ............................................................................................ 17

8.4 Plan Effectiveness ........................................................................................................ 17

8.5 Disaster Supplies ......................................................................................................... 17

8.6 Promoting Awareness .................................................................................................. 17

9 RISK MANAGEMENT ........................................................................................................... 18

9.1 Disaster Risk-based Assessment ................................................................................ 18

9.2 Risk Assessment Form - (Appendix 10.7).................................................................... 19

10 APPENDIX ........................................................................................................................ 20

10.1 EMERGENCY CONTACTS ......................................................................................... 20

10.2 DISASTER BIN ............................................................................................................ 22

10.3 CONTENTS OF DISASTER RECOVERY BOX - (Suspicious Mail) ............................ 24

10.4 SUSPICIOUS MAIL INFORMATION ........................................................................... 25

10.5 DAMAGE SHEET ......................................................................................................... 28

10.6 EMERGENCIES REGISTER ....................................................................................... 29

10.7 RISK ASSESSMENT FORM ........................................................................................ 30

11 AUTHORISATION ............................................................................................................ 31



3

2 PREFACE

2.1 Scope

The aim of disaster management is to have in place a well prepared disaster plan for reducing or avoiding potential threats, for promptly responding to situations immediately threatening records and information, and by identifying resources and strategies for recovery that will effectively assist in the protection and revival of essential and vital records for the Shire of Mukinbudin. The implementation of this disaster plan is based on best practice as demonstrated in the International Standard IS015489.2, Records Management, with a “set of clear, comprehensive, written, step by step instructions relating to the organisation, site and building, and to the services that are provided by it, to ensure the minimum loss and disruption of services in the event of an emergency or disaster”.

2.2 Objectives

To establish a disaster management program/plan for records. To provide the leadership and immediate action required during a crisis situation. To ensure that appropriate equipment and materials are available to deal with a

likely emergency. To ensure that staff are trained and prepared to take on appropriate roles in any

disaster, reaction, response and recovery. To take steps to minimize the risks or detect any problems as early as possible. Identify vital records, duplicate as appropriate and store offsite. To minimize the loss of, or damage to, vital and essential records in the event of

a disaster. To ensure employee safety and that the organization “gets back to business” as

soon as possible, with minimum loss or extent of damage.

2.3 Responsibilities

A disaster recovery team has been established and organised to assess the damage to the records, to control and coordinate recovery/backup actions, and to make recommendations. The team will consist of the Manager Finance and Administration and the Customer Services Officer/Library Officer, they are responsible for the recovery administration, and will also endorse training of other members of staff as backup support. The disaster recovery team shall meet annually to discuss the current document and list recommendations for changes to it in liaison with the CEO who will authorise any changes. Staff will be informed of updates and changes as appropriate. Evaluation of the plan will be closely monitored and reviewed.



4

3 INTRODUCTION

3.1 Disaster (Definition)

A sudden, unexpected, unwanted event, of any size, that critically obstructs the normal flow of business and that causes damage to, or loss of records and property. The personnel, equipment, software systems, databases, records and information, which comprise the Shire of Mukinbudin, are necessary in order for the organisation to function in an effective manner. The purpose of this disaster plan is to detail procedures for promptly responding to situations immediately threatening the paper based and electronic records at the Shire of Mukinbudin, and by identifying resources and strategies for recovery that will reduce the likelihood of a disaster, and the amount of damage that can occur. By following the procedures in this plan, the shire can anticipate a high recovery rate for records and information, and subsequently ensure business continuity. The plan is specifically for those records managed by the Information Management systems of the Shire. It encompasses various mediums i.e. (electronic, paper based etc), stored in a range of databases i.e. (Synergy, Word, Excel etc), the archives and the corporate library. The plan will act as a comprehensive resource for the recovery process by outlining the four stages of disaster management programs for records:

1) Prevention

2) Preparedness

3) Response

4) Recovery

It also includes some useful advice and information about responsibility after the disaster. Planning and preparing for a disaster requires an ongoing commitment to reducing or avoiding potential risks. It is the role of all employees, therefore, to consider aspects of the records holdings and the impact of loss or interruption to services should a disaster occur. This can be achieved by users not simply being re-active to a disaster, but by positively being proactive in their awareness of the possibility of a disaster, with informed and intelligent planning that will assist them in being prepared. They should comply with the documentation specified to enable efficient and effective disaster recovery of components outlined which indicate the importance of disaster management and planning as an integral part of corporate risk management. Users will be aware that with effective and efficient disaster management strategies and procedures in place, the ability of the shire to continue to effectively meet its core business requirements in an accountable way will be maintained.



5

4 PREVENTION

Organisational staff should “think prevention” at both macro (the whole organization) and micro (information/records office) levels.

4.1 Records Security

Establish guidelines and training on how to recognize and deal with suspicious

mail and parcels, and possible bomb threats

Compile a list / Register of all vital records and their location, and keep up to date. Mark them so they are easily recognisable, and can be priority for rescue after a disaster.

Make a secure copy of vital records and ensure the original or the copy is stored electronically or off-site in appropriate environmental conditions.

Ensure electronic records are backed up regularly and stored off site

4.2 Building

Keep fittings and fixtures well maintained.

Ensure roof and ceiling areas are checked regularly.

Ensure appropriate safety signs are in place.

Air conditioner maintenance – paying special attention to Air Conditioners on internal walls re any blockages or leaking.

4.3 Fire

Ensure all doors and aisles are kept free of obstruction

Ensure fire-fighting equipment is clearly visible and signposted (dry powder and water extinguishers etc.)

Ensure fire extinguishers are accessible

Ensure fire extinguishers are checked regularly

Ensure instructions on fire equipment are clear

Ensure smoke detectors are regularly checked

Ensure evacuation map is clear and evacuation point identified



6

4.4 Flood / Storm

Check for any sign of water damage after a severe storm

Monitor water penetration points

Ensure air-conditioners are regularly checked

4.5 Storage

Ensure shelving is strong, stable and non-flammable

Bottom shelves should be raised 15 centimetres above floor level

Archival materials must be housed in acid free boxes

Maps, posters, plans, etc. should be stored flat. Where this is not possible it is preferable to store them in boxes, loosely rolled.

Store nothing on tops of shelves because most water damage occurs through the ceiling from burst pipes or sprinklers. This area also is usually dirty and dusty

Ensure areas such as on top of and underneath shelving are cleaned regularly

The compactuses must be maintained in full operational order to facilitate access to all records

Vital records to be situated within favourable environmental conditions (locked Fireproof Vault or as an Electronic copy)

Ensure records storage areas are suitably labelled

4.6 Electrical

Ensure plugs and power points are in good repair

Keep electrical cords in good condition

Ensure leads and cords are stored in proper condition

4.7 Housekeeping

Ensure adequate lighting, including emergency lighting, at walkways and the

exits are well lit

Ensure access walkways are clearly marked and clear at all time



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4.8 Signage

Ensure exit signs are clearly marked

Ensure location and readability of signs is appropriate

Fire extinguishers location signage clear and well defined

4.9 Insurance

Establish:

Organisation policies held Electronic copies of current policies Type of damage insured for (Public Liability, Professional Indemnity,

Motor Vehicle etc.) The amount covered against the estimated cost of salvage and

conservation Ensure conservation procedures are taken into account



8

5 PREPAREDNESS

(Encompasses planning activities)

5.1 Disaster response and recovery team

Responsibility of the Manager Finance and Administration with the support of

the other members of trained staff, and fitting into the overall risk management team.

The disaster response and recovery team will swing into action (Once Building Emergency Response procedures are complete and permission given to re-enter the building) to assess damages and make recommendations.

Recruit co-operation of local emergency services.

Co-ordinate evacuation of section/s with building supervisor and/or risk management team.

Check Shires written Emergency Procedures check list.

Review and update the entire plan on a biennial basis.

Review and update the emergency telephone list at least every three months.

Issue revised pages as and when necessary – remember to date the revisions.

Remove old versions from circulation.

Ensure policy statement is reviewed and updated regularly.

Recommend any needed remedial actions in relation to the buildings and their infrastructure that poses potential threats in the specific area of Records Management matters

Keep it up to date with and maintain information on handling and recovery techniques

Ensure promotion of disaster prevention awareness among staff

Ensure endorsement to train staff in the disaster plan’s, responsible for organising training for the Recovery managers as well as for any support staff who need basic skills training

Ensure plan is tested regularly, using disaster simulations if possible

Report the results of the test plan (include things that went according to plan as

well as those parts of the plan that need to be adjusted)

Ensure the disaster bin stocks emergency supplies and that all items are in working order. Replenish any items that might have been used



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Maintain list of materials for use in disaster (Appendix 10.2)

Plan to raise the level of awareness and understanding of the effects of disaster

experiences on staff

Keep a duplicate copy of the disaster plan off site, with ease of access



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6 RESPONSE

The actions that are taken as disaster occurs.

6.1 Training

A disaster response and recovery team must be trained and provide leadership and immediate action

6.2 Emergency Procedures

All personnel at the Shire must know the emergency procedures for raising the alarm, evacuating the buildings and assembly points – see Shires Emergency procedures and check with Emergency Wardens

6.3 Notifications

Notify the right people – a list of contact details of the disaster response team and emergency services can be found in (Appendix 10.1)

6.4 Contacting Information Management Staff

Please refer to Appendix 10 to contact CEO, MFA and CSO as soon as possible after disaster discovered (Appendix 10)

6.5 Floor Plans

The relevant floor plans are shown:



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6.6 Disaster Bin

A Disaster bin will be located in File Room.

6.7 Contents of Disaster Bin

Contents of disaster bin are listed in (Appendix 10.2)

6.8 Control Area

Set up a central area of control

6.9 Resources

Assemble resources (if necessary what do we need to hire) (Appendix 10.2)



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6.10 Tasks

Allocate tasks as appropriate

6.11 Security Measures

Initiate security measures (in conjunction with risk management staff)

6.12 Contingency Arrangements

Initiate contingency arrangements

6.13 Recording Disaster

Record the disaster using the disposable camera (or smart Phone) from supplies



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7 RECOVERY

(Procedures designed to return the site and records to a stable and useable condition)

7.1 Co-ordinate Work

Co-ordinate work with the Risk Management, Occupational Health and Safety staff, and Emergency Wardens, in trying to stop the source of or stabilize the problem.

7.2 Briefing the Response Team

Brief the response team (if necessary) Circumstances of the emergency – cannot return until declared “safe” by

emergency services Work required – can all material be dealt with – will some paper records need to

be frozen? Equipment and materials – what do we need to hire? (if necessary) (Appendix: 10.2)

7.3 Contact State Records Office

Telephone 9427 3360 for any help and advice on correct and safe processes

7.4 Preparing and planning the work area (including space availability)

Space availability for the Recovery of Records Large Disaster Space Availability: District Club Basketball Court Memorial Town Hall Small Disaster Space Availability: Council Chambers



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Procedure

Cover tables with plastic and then with butcher’s paper to help absorb moisture out of any wet records

Vacuum or mop any standing water and pick up any loose material on the floor (recording its location) that may get walked on

Make sure staff access is safe and easy

Rotate jobs at regular intervals

Ensure ten minute break sessions every hour

7.5 Removing the records

Information inventory priority, check:

Vital records Subject files

7.6 Salvaging the records

** (Mould grows on wet records within 48 hours so need to act as quickly as practicable)

Work systematically through the top shelves (first) to remove the records. Be gentle if they have been water damaged, swelling may make them difficult to remove

Lay files on the prepared tabletops in a single layer with enough room between each file to open the cover and give access to the pages

Do not try to separate volumes that have stuck together

Interleave wet or damp pages with paper towel or some other form of clean absorbent paper every 5-10 pages and change regularly

Keep freeing up the drying pages and replacing the interleaving paper, positioned between different pages, until files are dry

Remove metal file fasteners as you encounter them, as they may start to rust before the file is dry

Do not rub or brush items

Use fans

If required, loosely pack material into plastic crates, spine side down



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7.7 Recording the Damage

Record and categorize details of the damage for each record/file on the Damage Sheet (Appendix 11.6)

7.8 Fire Damage

Fire damage requires expert advice

7.9 Examples of methods to salvage records

Packing wet records in plastic crates

Preparing wet records for freezing

Hanging small items



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Drying bound volumes by standing upright



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8 AFTER THE DISASTER

Rehabilitation for the resumption of operational activity.

8.1 Clean up measures

Wash down dirty shelving, walls and floors

Use fans to dry the area

8.2 Re-location of material

Categorise material for re-location. For example, can it be returned to storage, does it need further treatment, or will it be destroyed (Appendix 10.5)

Wait at least a week before returning material to its original location (needs to be fully dry)

Check shelving arrangements as the material may well take up additional space due to swelling

Regularly check temperature and humidity in case the room or the records were not sufficiently dry when the room was reoccupied and because of mould growth

Provide archived material with new boxes

Check if current files need new file covers due to the legibility of the information having been affected

8.3 Recording the Emergency

Keep an adequate record of the emergency as depicted in the emergencies register (Appendix 10.6)

8.4 Plan Effectiveness

Review the effectiveness of the plan

8.5 Disaster Supplies

Replenish disaster supplies (Appendix 10.1)

8.6 Promoting Awareness

Continuing promotion of disaster prevention awareness among staff



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9 RISK MANAGEMENT

9.1 Disaster Risk-based Assessment of External Risks

Affecting Records of Shire of Mukinbudin

Disaster Risk Rating

Flooding (natural disaster) Low Fire High Water as a result of fire (hoses) Medium Earthquake Low to

Medium Bomb Threat Low Chemical, Biological Low Cyclone High Air conditioning Low Plumbing Leaks Low

Rating Explanations Fire is always a risk factor within office buildings, due to the large amount of electrical equipment being used, as well this is an established bush fire risk area has been classed with a high risk rating only. Recommendations are for certain vital records to be stored in the newly renovated file room, including Minute books. The Water from the fire hoses as a result of fire can be a medium risk due to the large amount of water that is expressed just from one hose and papers absorbance of liquids, but generally the benefits far out way any down side Earthquake is a low to medium risk factor, some risk but normally at the Low end, which could cause minor impact. Mukinbudin is in a known Seismic zone. A Bomb Threat is assessed as low risk due to Mukinbudin’s remoteness from built up and heavily populated areas. Chemical & Biological is a low risk as the shires Administration Offices are remote from any major Chemical or Biological threat, either from an accidental incident or intended action. Cyclones – Wind threat (non cyclonic) is an increasing issue on recent data and information, with a number of cyclonic and high wind events in recent time. At Mukinbudin, the Shire Office (located 295kms inland East from Perth) is a reasonably modern structure and the new file room is well positioned in the office from Windows blown in etc. If a cyclone was to occur, the three golden rules are:

Turn off power, gas & water Lock doors Lock windows



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The risk would be high risk based on recent information (Reference Cyclone Olwyn), via NASA tracking station The Air conditioner is a low risk. It is refrigerated and poses minimal risk with the shire having air conditioners on internal walls and possible blockages. But would still be low comparative to the old style Evaporative units. Plumbing leaks although it is a possibility it is rated as a low risk as the building is relatively new.

9.2 Risk Assessment Form - (Appendix 10.7)

The Risk Assessment Form is used as part of the working process. It is a collection of records, which shows:

How they are currently being stored What the risk rate is with the current processes What processes are recommended to be put in place in the case of a disaster Advises whether they are a Vital Record for Business Continuity

LEGEND Extreme risk; immediate action required High risk; senior management attention needed Moderate risk; management responsibility must be specified Low risk; manage by routine procedures



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10 APPENDIX

10.1 EMERGENCY CONTACTS

Emergency Services Ambulance 000 (Non-Emergency) 13 12 33 Fire Brigade 000 State Emergency Service 9041 2266 (Merredin) Duty Officer 0427 412 266 Mukinbudin Police Station 9047 2200 Duty Police Sargent 0429 089 538 Shire of Mukinbudin 9047 2100 Mukinbudin Nursing Post 9047 1123 (Bencubbin Silver chain Nursing Post) 9685 1229 Poisons Information Line 13 11 26 Electricity(Western Power) 13 13 51 Water 13 13 75 State Records Office 9427 3360 Disaster Response and Recovery Team

Manager Finance and Administration 9047 2100 Customer Service/Library Officer 9047 2100

Building Disaster Response Contacts Electricians Mukinbudin Electrical(Jeff Peters) 0437 512 610 KTY Electrical (Graham Tarr) 9683 2012 0428 832 105 Plumbers Palm Plumbing Services (Matt Palm) 0428 484 054 5 Rivers Plumbing (Steve Trenfield) 0439 827 058 Other Staff Contacts Chief Executive Officer 0428 471 102 [email protected]

Manager Works 0427 707 207




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[email protected] OTHER CONTACTS Kim Boulton (Records Consultant) 0408 221 246 [email protected]

LGIS Insurance

Chris Gilmour Regional Risk Coordinator 0419 325 592 [email protected] Sandra Clohessy 9483 8865 Account Manager – Member Services 0428 846 080 [email protected]







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10.2 DISASTER BIN

A disaster bin, containing the equipment below should be located Bins clearly marked “ DISASTER BIN “ - Do Not Remove and have the lid sealed.

Adhesive tape and dispenser Paper towelling Bucket Butcher’s paper Disposable camera (1) – optional or Mobile Phone with Camera Clipboards (2) Damage list Sponges Extension cords (2) Rubber gloves (3 pairs) Surgical type gloves (3 pairs) Cotton gloves (3pairs) Heavy-duty plastic sheeting to protect shelving/compactus Waterproof masking tape Pens, pencils, paper Torches (2) Dust pan and brush Plastic string Plastic pegs Plastic paper clips Labels – tie on Plastic bin liners Freezer paper/bags Polypropylene Enclosures for Boxes Note: Broom and mop are located in cupboards


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The following large and/or expensive items may be purchased or hired when required and may include: ITEM HIRE BUY

Plastic crates X X Large fans X X Trestle tables X Blotting paper X Portable pump X Portable lighting X Dehumidifier X Archive boxes X Portable generator X Wet/dry vacuum cleaner X X Wooden pallets X

Note: Wheelie bin can be used in conjunction with Pump as a vessel to pump the water into and can easily be wheeled away (as long as not over filled – due to weight) Emergency Supplies Item Company Trestle Tables Mukinbudin District Club

Memorial Town Hall Wooden Pallets Shire Depot

Wet/Dry Vacuum Cleaner Shire Cleaners Room Admin Office and Depot

Plastic Crates Sippe’s Hardware Mukinbudin – 9047 1221 Two Dogs Hardware Merredin – 9041 1078

Large Fans Coates Hire Midland 6318 1600 Portable Lighting Mukinbudin Fire Shed C/- Shire

Mukinbudin Transport Kevin Penrose 0429 471 027 Coates Hire Midland 6318 1600 Wheatbelt Party & Event Hire 9622 8307

Portable Generator Coates Hire Midland 6318 1600 Shire Depot – Mukinbudin

Archive Boxes

Officeworks Midland 9374 7300

Dehumidifier Coates Hire Midland 6318 1600 Portable Pump Coates Hire Midland 6318 1600

Shire Depot - Mukinbudin Freezer Space (Large Disaster) The Party Fridge Freezer hire 0413

133 220


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10.3 CONTENTS OF DISASTER RECOVERY BOX - (Suspicious Mail)

Copy of Suspicious Mail Information Instructions

Copy of this Form

List of Emergency Numbers to call

Gloves – Located in ‘Suspicious Mail Box’

Breathing Masks – Located in ‘Suspicious Mail Box’

Zip Lock Bags – Located in ‘Suspicious Mail Box’

Contents of box to be checked and updated every two months

DATE LAST CHECKED

OFFICER CHECKING DATE LAST CHECKED

OFFICER CHECKING


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10.4 SUSPICIOUS MAIL INFORMATION

It is your responsibility to know what to do when and if a situation arises such as a mail bomb or a biological scare (i.e. Anthrax). A Suspicious Mail Kit (Box) containing information, surgical gloves and breathing masks should be kept at the Main Administration Centre 15 Maddock St Mukinbudin WA 6479. Some of the critical points when handling mail are outlined below.

RECOGNISING POTENTIAL HAZARDS

It is critical that staff handling mail remain vigilant and cautious at all times. It should be remembered, however, that most reports of suspicious packages are false alarms.

Where possible, the sorting and processing of mail and packages should be

conducted in an area that is separate from the main organisation and which can be easily contained.

If staff receive a package or letter that you believe is suspicious, follow the

procedures outlined below. WHAT TO DO IF YOU RECEIVE A SUSPICIOUS PACKAGE OR MAIL ITEM

If you suspect that you have received a package that may contain hazardous

material and HAVE NOT OPENED IT.

Place item in a plastic bag and seal it. Place all items in a second plastic bag and seal that also. Stay in your office or immediate work area. This also applies to co-workers in the

same room. Prevent others from entering the area and becoming contaminated. Remember you are not in immediate danger.

Call for help. This may be to a colleague but preferably call 000 to ask for the Police or Fire Services - (see Emergency Contact List Appendix 11.1 of Disaster Recovery Plan for Shire).

Advise: Exact location of the incident – street address, building floor number Number of people potentially exposed Description of the package/device Action taken e.g., package covered with black coat, area isolated


and mouth. If Possible (without leaving your work area) wash your hands If possible have the building ventilation system shut down and turn off any fans or

equipment that is circulating air around the workplace. Wait for help to arrive


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If you suspect that you have received a package that may contain hazardous material and HAVE OPENED IT.

Do not disturb the item any further. Do not pass it around. If any material has spilt from the item, do not try to clean it up, or brush it from your clothing.

If possible place an object over the package without disturbing it such as a large

waste bin.

Stay in your office or immediate work area. This also applies to co-workers in the same room. Prevent others from entering the area and becoming contaminated.

If there is a strong or overpowering odour move to an adjoining room closing all

doors and windows and stay in that area until help arrives.

Call for help. This may be to a colleague but preferably call 000 to ask for the Police or Fire Services.

Advise:

Exact location of the incident – street address, building floor number Number of people potentially exposed Description of the package/device Action taken e.g., package covered with black coat, area isolated


and mouth.

If possible (without leaving your work area) wash your hands.

If possible have the building ventilation system shut down and turn off any fans or equipment that is circulating air around the workplace. (See Appendix 10.1 Emergency Contact List of Disaster Recovery Plan for Shire)

Wait for help to arrive


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FACTS ON ANTHRAX

Effective dispersal of anthrax is difficult due to the fact that the bacteria cannot survive exposure to ultraviolet light or direct moisture. The preferred method of delivery is through letters or packages, opened by unsuspecting personnel. Anthrax delivered in this manner most often resembles a white, dry, fine powdery substance.

To identify suspect packages apply the same principles of identifying packages

suspected of containing explosive devices.

Anthrax spores only infect if inhaled, ingested, or introduced into an open wound or the eyes. Even if exposure does occur, the victim is not contagious and the condition is treatable with antibiotics if identified early.

MAIL BOMB RECOGNITION

Excessive securing material Excessive weight Protruding wires or tin foil Lopsided or unevenly weighted Oily stains or discolouration Stiff or rigid envelope Is package expected Visual distractions Excessive postage

Proper names and title not, or incorrectly used Address handwritten or poorly typed Restrictive markings e.g. CONFIDENTIAL Common words misspelt European or foreign mail Lacks address of sender

If you suspect the mail item may contain an explosive device

Evacuate immediate area. Ring 000 and report the package to the Police


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10.5 DAMAGE SHEET

Date: Location:

Index No.

Description/Title Wet Or

Other

Returned To

Storage

Needs Further

Treatment

To Be

Destroyed


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10.6 EMERGENCIES REGISTER

Date Time Duration

Location

Nature

Cause

Effect on staff, visitors, records, business

function, buildings, other property

How the

Occurrence was

Dealt with

Recommendations For future incidents

& Changes to Disaster Plan


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10.7 RISK ASSESSMENT FORM

CUSTODIAN: Mukinbudin Shire DATE OF Review: 20th October

Record Description Media Storage Description

Risk & Replacement

Risk Impact Comments Vital Y/N

Minute Books

Hard Copy

Archive Room Y

Rate Books

Hard Copy Electronic

Archive Room Y

Correspondence Files

Hard Copy

File Room N

Assessment Files

Hard Copy

File Room Y

LEGEND: Extreme risk; immediate action required; High risk; senior management attention needed; Moderate risk; management responsibility must be specified Low risk; manage by routine procedures NOTE: Asterisk (*) – Colour indicates relationship.


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11 AUTHORISATION

This Disaster Management Plan has my authorisation. ___________________________ ___________________________ Acting Chief Executive Officer Shire President Ray Hooper Gary Shadbolt Policy Implemented: ___________ Review Date: _______________

7.7.8 Rates DiscountLocation: MukinbudinFile Ref:Applicant: Shire of MukinbudinDate: 20 October 2016Disclosure of Interest: All Councillors Except Cr Poultney – Exemption RequestedResponsible Officer Ray Hooper, Acting CEOAuthor: Ray Hooper, Acting CEOVoting Requirements Absolute MajorityDocuments Attached NilDocuments Tabled Nil

EXECUTIVE SUMMARYAnalysis of the financials for the Shire has identified anomalies between the amounts relating to the rates discount and interest earnings from Municipal fund investments which warrants a review by Council.

BACKGROUND INFORMATIONRate discounts are historic processes usually relevant when high interest rates are/were applicable or in exceptional climatic circumstances to assist the farming community.

Rate Discount – Other Shires

Shire Discount Amount PeriodGoomalling NoMerredin NoCunderdin NoMoora NoDowerin NoGingin NoMt Marshall Yes 5% 21 daysDalwallinu Yes 5% 35 daysKellerberrin Yes 2% 35 daysTrayning Yes 5% 21 daysKoorda Yes 10% 30 daysWyalkatchem Yes 2.5% 21 daysWongan-Ballidu Yes 2% 21 daysBeverley Yes 10% 35 days

STATUTORY ENVIRONMENT1) Local government Act 1995 – Sect 5.69 Minister may allow members disclosing interest to

participate (etc) in meetings.

2) Local Government Act 1995 Sect 6.46 Discounts


FINANCIAL IMPLICATIONSDiscount on Rates – Acct 3031382016/17 Budget $20,000; actuals as at 20/10/2016 $23,880.35.

The 2016/17 budget includes $15,200 for interest earned on Municipal fund investments. This amount is significantly lower than the income foregone through the rate discount incentive.

STRATEGIC IMPLICATIONSThere is no formal rating strategy in place at this time.

SITE INSPECTION N/A

TRIPLE BOTTOM LINE ASSESSMENTECONOMIC IMPLICATIONSThe rate discount provides a level of economic benefit to ratepayers able to pay the full rates due in the designated period.

SOCIAL IMPLICATIONSRate early payment incentives through a discount have been in place for an extended period and there may be community expectations for this to continue even if it is not financially viable.


OFFICER COMMENTThe original intent of rate discounts was to generate cashflow in the early part of the financial year prior to Financial Assistance Grants and other funds being provided and to reduce the need for overdraft facilities.

With the current rate of return on investment funds being at historic low levels the value of the discount is questioned as what is being given as a benefit to some rate payers is far in excess of the benefit to the community through interest earned on municipal fund investments.

Based on a rate payment of $1,000 which generates a discount of $30(3%) if paid within 30 days of the issue of a rate notice Council would need to obtain an interest rate of 3.711% to generate $30 of income over the 10 months of the year when the rate income would or maybe available for investment.

Rates 1,000Less3% discount (if rates paid in 30 days) (30)Net return to municipal funds $970

Amount invested (10 months maximum) 970Interest on investment – Required interest rate of 3.711% per annum 30Net return to municipal fund $1000

Current investment interest rates are lower then 3.7%.

To give a $30 discount on a payment of $1,000 for a 30 day period it equates to an interest rate of 37.11% which is the actual benefit to ratepayers.

To allow a discount of $23,880.35 to obtain part of investment earnings of $15,200 does not make sense from a financial perspective.

As rates are due and payable within 35 days of the issue of the rate notice there is only a five day differential to the discount period. If the discount period was reduced to 7 days to obtain the income for investment purposes it may stack up slightly better from a financial management aspect.

The converse of a rate discount is the penalty provisions applicable to rates not paid in the 35 days statutory period for rate payments, being interest charged at 11% per annum applied daily plus set administration fees.

There are also quarterly and other payment options available to the community.

The 2016/17 budget makes provision for $5,175 for the above for those rate payers who cannot or do not take advantage of the rate discount.


Council Decision Number –Moved: Cr Seconded: Cr

That Council cease the rate discount process commencing with the 2017/18 Municipal fund budget and provide appropriate notification to the community.

Carried /

This item was deferred to the December meeting

8. Information Report8.1 Please refer to Correspondence and Information Report submitted as a separate attachment

9. Elected Members Motions of which previous notice has been given9.1 Nil

10. Urgent Business without notice (with the approval of the president or meeting)10.1 Nil

11. Confidential Items – Meeting to be closed to the Public in accordance with the provisions of the Local Government Act 1995.11.1 Nil

Item 12.1 is Confidential in accordance with the Local Government Act 1995, Section 5.23 (2) If a meeting is being held by a Council…..the Council may close to members of the

public the meeting, or part of the meeting if the meeting or the part of the meeting deals with any of the following –

(a) a matter affecting an employee or employees;(b) the personal affairs of any person;(c) a contract entered into, or which may be entered into, by the local government and

which relates to a matter to be discussed at the meeting;(d) legal advice obtained, or which may be obtained, by the local government and which

relates to a matter to be discussed at the meeting;(e) a matter that if disclosed, would reveal -

(i) a trade secret; or(ii) information that has a commercial value to a person; or(iii) information about the business, professional, commercial or financial affairs of

a person,where the trade secret or information is held by, or is about, a person other than the local government; and

(f) a matter that if disclosed, could be reasonably expected to —(i) impair the effectiveness of any lawful method or procedure for preventing,

detecting, investigating or dealing with any contravention or possible contravention of the law; or

(ii) endanger the security of the local government’s property; or(iii) prejudice the maintenance or enforcement of a lawful measure for protecting

public safety; and

(g) information which is the subject of a direction given under section 23(1a) of the Parliamentary Commissioner Act 1971; and

(h) such other matters as may be prescribed.

(3) A decision to close the meeting or part of a meeting and the reason for the decision are to be recorded in the minutes of the meeting.

RecommendationThat Council close the meeting to members of the public in accordance with the Local Government Act 1995, Section 5.23 as Item deals with matters contained under Section 5.23 (2)(a).

Council Decision Number –Voting Requirements – Simple Majority

Moved: Cr Seconded: Cr

That Council close the meeting to members of the public in accordance with the Local Government Act 1995, Section 5.23 as Items deals with matters contained under Section 5.23 (2)(a).

Carried /

Meeting went behind closed doors at pm

Council is now required to re-open the meeting to the public.

Council Decision Number –

Voting Requirements – Simple Majority

Moved: Seconded:

That Council reopen the meeting to members of the public in accordance with the Local Government Act 1995.

Carried /

The meeting was reopened at pm

12. Dates to Remember12.1 Dates to Remember

ANNUALLYDate DetailsJanuary No Council Meeting this in JanuaryFebruary Chief Executive Officer and Works Supervisor to inspect all plant evaluate and/or amend its plant replacement programme for

recommendation to Council.Audit Committee to review Statutory Compliance Return, meet with Auditor and report to next full Council meetingLocal Government Compliance Return 1 January to 31 December each year.Community Strategic Plan, Long Term Financial Plan and Asset Management Plans – commence review process (Every two years)

March Buildings inspection Shire buildings with Property Manager and report to Council’s March or April meetingRoads Inspection – Annual Road inspections to prioritise items of roadwork’s for forthcoming year. Councillors to present road proposals to CEO for consideration prior to this inspection.Complete review of Annual Budget (FM Regulations (33A)Completion of Statutory Compliance Audit Return (LG Act 7.13, Audit Regulations 13-15) to be sent to Department of Local Government prior to 31 March.Arrange AGM Bush Fire Advisory Committee meeting with Chief Bush Fire Control Officer for April

April Present any items Councillors or Community requests for Budget inclusion – Community & Recreation Grant Forms. (Advertise)Undertake Review of Delegation of Authority Register to Committee and CEO.(written confirmation to staff concerned)CEO to commence a full review of Delegations Register Policy / Procedures Manual Review – CEO to commence review process by including as last item on Council Agenda (if necessary)

May Undertake Staff Annual Performance Reviews.National Volunteer WeekSend out recoups of roads and other projects so grant funding can be received by 30 JuneReview Councils Fees and Charges for all Council services and facilities including rubbish service and chargesMF to review and renew Council’s insurance policies with LGIS

June Sitting fees – Reminder to Councillors re: forthcoming years feesFOI Return (Note: not necessary if Nil return)FOI Statement – Review this monthWorks Supervisor to provide comments on RRG Submissions, which are due to go to Council in the August meeting.MF to conduct a Finance & Audit Committee meeting and meet with Auditor as per Committee Roles Council’s Audit Committee to meet to discuss Interim AuditEvery 4 years Financial Management Review due before 30 JuneWALGA Local Government Convention deadline for nominations30 June each year – Public Interest Disclosure Return to be submitted for previous period 1/7 to 30/6.Chief Executive Officer’s performance and remuneration review – commence this month

July Draft Budget submitted by Chief Executive Officer and Manager of FinanceIssue Employee Group CertificatesCouncillors and Senior Staff issued with Annual Interest Returns for completionIssue eating house licence renewalsCEO performance review

August Councillors and Senior Staff – reminder of Annual Financial Interest Return to be completed to CEO prior to 31 AugustCompletion/Adoption of budgets (absolute majority). Send copy to Department of Local Government within 30 days (LG Act 6.2, FM Regulations 33)Resolution regarding timing of Annual Electors Meeting

September Completion of Annual Financial Report & submitted to Auditor. AFR sent Dept. of Local Government within 30 days (LG Act 6.5, FM Regulations 5.1)

October Review of Council’s Code of Conduct – Section 5.103 (if unable to complete full review at this meeting discuss with Council the need to convene a Special Meeting to finalise review at this meeting or simply complete review at December Ordinary Meeting)Local Govt is to review its Code of Conduct within 12 months after each ordinary election day & make such changes to the code as appropriate.Advise Council in the October Information Bulletin of the time, date and venue for the annual staff end of year function.Special Meeting (Election Years Only) advertise special meeting to swear in Councillors, Elect President, Deputy President, Committee etc. for Monday immediately after the Saturday elections.

November Pensioner rates rebate claim to be lodgedCall for nominations for Shire of Mukinbudin Citizens of the Year (Australia Day)

December Annual Financial Report – Acceptance by Council within two months of receipt of the Auditors reportNewsletter & Local Newspaper – advertise date, time and venue of all Council and Committee meetings for next calendar year (with delegated authority, if any) (S.5.251 (g) & Reg 12).Council’s Audit Committee to meet to discuss Final Audit Report and Management Letter.Close of nominations for Shire of Mukinbudin Citizens of the Year (Australia Day)


Council Decision Number – 20 11 2016Moved: Cr Ventris Seconded: Cr Junk

That the next Ordinary Meeting of council be held on Wednesday 21st December 2016 commencing at 1.00pm.

Carried 8/0

13. Closure of Meeting13.1 The Shire President declared the meeting closed at 3.08pm

DECLARATION

I declare that these minutes of the Ordinary Meeting of Council held on the 16th November 2016 were confirmed at the Ordinary Meeting of Council held on 16th December 2016. Signed: Being the person presiding at the meeting at which these minutes were confirmed Date: