Withers Advisory Committee Minutes Friday 12 June 2015...1. Declaration of Opening / Announcements of Visitors The presiding member declared the meeting open at 1.07pm. The presiding

Telephone: (08) 9792 7000 ◌ Facsimile: (08) 9792 7184 ◌ TTY: 133 677 ◌ www.bunbury.wa.gov.au

City of Bunbury 4 Stephen Street

Bunbury WA 6230 Western Australia

Correspondence to:

Post Office Box 21 Bunbury WA 6231

Withers Advisory Committee Minutes Friday 12 June 2015 Committee Terms of Reference 1. To review and progress the Withers Action Plan. 2. Endorse or amend recommendations subject to conditions as per Council Decisions 34/14. 3. Receive information from Council and the Withers Community to assist decision making. 4. To provide stronger community relations in Withers. 5. Oversees projects implemented from the Withers Reserve

Table of Contents

Item No Subject Page

1. Declaration of Opening / Announcements of Visitors ................................................................. 1

2. Disclaimer ..................................................................................................................................... 1

3. Announcements from the Presiding Member .............................................................................. 1

4. Attendance ................................................................................................................................... 2

4.1 Apologies ............................................................................................................................... 2

4.2 Approved Leave of Absence .................................................................................................. 2

5. Declaration of Interest .................................................................................................................. 3

6. Public Question Time .................................................................................................................... 3

6.1 Public Question Time ............................................................................................................ 4

6.2 Responses to Public Questions Taken ‘On Notice’ ................................................................ 4

7. Confirmation of Minutes .............................................................................................................. 4

8. Petitions, Presentations and Deputations .................................................................................... 5

8.1 Petitions ................................................................................................................................. 5

8.2 Presentations ......................................................................................................................... 5

8.3 Deputations ........................................................................................................................... 5

9. Reports .......................................................................................................................................... 6

Table of Contents

Item No Subject Page

9.1 Financial Report ..................................................................................................................... 6

9.2 Withers Action Plan Projects 2014/2015 – Design and Upgrade Ashrose Reserve ............ 10

9.3 Withers Action Plan Projects 2014/2015 ............................................................................ 12

9.4 Withers Action Plan Projects Status .................................................................................... 15

10. Questions from Members ....................................................................................................... 16

10.1 Responses to Previous Questions from Members taken on Notice ...................................... 16

10.2 Questions from Members ...................................................................................................... 16

11. Urgent Business ...................................................................................................................... 17

12. Date of Next Meeting .............................................................................................................. 17

13. Close of Meeting ..................................................................................................................... 18

Page 1

Withers Advisory Committee

Meeting

Minutes Friday 12 June 2015

The Withers Advisory Committee has delegated authority as per Council Decision 13/14. Note: These minutes are subject to confirmation at the next Withers Advisory Committee Meeting.

1. Declaration of Opening / Announcements of Visitors

The presiding member declared the meeting open at 1.07pm. The presiding member welcomed members of the public and the Honourable Adele Farina

2. Disclaimer

All persons present are advised that the proceedings of this meeting will be recorded for record keeping purposes and to ensure accuracy in the minute taking process.

3. Announcements from the Presiding Member

The presiding member read aloud the following message from Cr Judy Jones “Please forward my congratulations to members of the Withers Advisory Committee for considering the Ashrose Drive Reserve plan. This has the potential to be one of the best outcomes of the overall Withers upgrade with the removal of the compensation basin, substituting it for the aesthetic design as illustrated. There is ample opportunity for community involvement with tree planting. This is a plan which will no doubt continue to evolve according to community demand.” The presiding member advised he would show a short presentation from UDLA who had been tasked with the development of the Local Area Plan (LAP).

12 June 2015 Agenda – Withers Advisory Committee ______________________________________________________________________________

Page 2

4. Attendance

Committee Members:

Member Name Representing

Cr James Hayward Presiding Member

Cr Jaysen Miguel City of Bunbury Council (arrived at 1.15pm)

Mary Dunlop Withers Community Member

Lynette Warnes Withers Community Member

Kenneth Warnes Withers Community Member

Gavin Ladhams Withers Community Member

Ex-officio Members:

Member Name Representing

Phil Harris Director Works and Services

Support Staff:

Name Title

Melinda Whiteley(Minute Taker) Executive Officer Works and Services

Liz Allan (Minute Taker) Executive Officer Works and Services

4.1 Apologies

Cr Michelle Steck (City of Bunbury Council)

Cr Murray Cook (City of Bunbury Council (Proxy)) Joanna Hughes-Dit-Ciles (Withers Community Member)

4.2 Approved Leave of Absence


Page 3

5. Declaration of Interest

Members should fill in Disclosure of Interest forms for items in which they have a financial, proximity or impartiality interest and forward these to the Presiding Member before the meeting commences.

Section 5.60A: “a person has a financial interest in a matter if it is reasonable to expect that the matter will, if dealt with by the local government, or an employee or committee of the local government or member of the council of the local government, in a particular way, result in a financial gain, loss, benefit or detriment for the person.” Section 5.60B: “a person has a proximity interest in a matter if the matter concerns –

(a) a proposed change to a planning scheme affecting land that adjoins the person’s land; or

(b) a proposed change to the zoning or use of land that adjoins the person’s land; or

(c) a proposed development (as defined in section 5.63(5)) of land that adjoins the person’s land.”

Regulation 34C (Impartiality): “interest means an interest that could, or could reasonably be perceived to, adversely affect the impartiality of the person having the interest and includes an interest arising from kinship, friendship or membership of an association.”

6. Public Question Time

In accordance with Reg. 7(4)(a) of the Local Government (Administration) Regulations 1996, members of the public in attendance at the meeting may stand, state aloud their name and address, and ask a question in relation to any matter over which the municipality of Bunbury has jurisdiction or involvement. In accordance with Standing Order 6.7(3)(a) a person wishing to ask a question, must complete a question form which is provided in the trays at the back of the public gallery and on the City’s website. The completed form must include your name and address and contain no more than three (3) questions. If your question requires research or cannot be answered at the meeting, it will be taken on notice and you will receive a written response and a summary of your question (and any responses provided) will be printed in the minutes of the meeting.


Page 4

6.1 Public Question Time

Hon. Adele Farina, 4/31 Victoria Street, Bunbury Question 1: I refer to the CCTV cameras in Withers and I ask-

a) Are all the cameras currently operational? b) If No;

i. How many Cameras are not operational? ii. Where are they located;

iii. What is the reason for their inoperability; iv. When are they expected to be operational?

Answer: Phil Harris, Director of Works and Services advised that all cameras are operational.

Barbara Watkins, 320 Ocean Drive, Withers Question 1: Is it possible to put in a footpath along Naturalist Ave heading towards the

roundabout at the intersecdtion of Naturalist Avenue, Washington Avenue and Ocean Drive. There is no safe passage for pedstrians to exit this area due to the road slope and verges being overgrown. Mrs Watkins requested consideration for a path to go in from the little roundabout to the larger one.

Answer: Phil Harris, Director of Works and Services advised that staff will review this

request and return to the WAC for consideration. An inspection of the site was undertaken after the meeting.

6.2 Responses to Public Questions Taken ‘On Notice’

7. Confirmation of Minutes

The minutes for the Withers Advisory Committee meeting held on 13 February 2015 have been circulated.

Recommendation The minutes of the Withers Advisory Committee held on 13 February 2015 be confirmed as a true and accurate record.


Page 5

Outcome – Withers Advisory Committee 12 June 2015 Cr Jaysen Miguel moved the recommendation and seconded by Lynnette Warnes. The Presiding Member put the recommendation to the vote and was adopted to become the Committee’s decision on the matter.

WAC 09/15 The minutes of the Withers Advisory Committee held on 13 February 2015 be confirmed as a true and accurate record. Carried 6 votes ‘for’ / nil votes ‘against’

8. Petitions, Presentations and Deputations

8.1 Petitions

Nil

8.2 Presentations

Nil

8.3 Deputations

Nil


Page 6

9. Reports

9.1 Financial Report

Applicant/Proponent: Internal Report

Author: Alison Baker, Exec. Assistant Works and Services

Executive: Phil Harris, Director Works and Services

Attachments: DWS 1 Expenditure Report as at 02.06.15

Summary At the Committee’s 11 April 2014 meeting it was resolved for financial reports to be made available.

WAC Decision 23/14 That the Committee endorse:- 1. Financial report be made available monthly. 2. Financial report to include breakdown of monies spent and how funded. 3. Financial report to include current available balance. 4. Financial report to be made publicly available.

Table 1 – Source of Funds

Withers Reserve $1,500,000

Less 2011/2012 Projects $ 169,460

Less 2012/2013 Projects $ 44,727

Less 2013/2014 Projects $ 350,092

Less 2014/2015 Approved and Carried over Projects $ 563,276

Withers Reserve $ 372,445

Add 2014/2015 Net Project savings as at May 2015 $ 32,198

Balance of Withers Reserve $ 404,643

2014/2015 Withers Action Plan Funding

Balance of Withers Reserve as at 01.07.14 $935,721

Less 2015/2016 WAP Allocations $300,000

2014/2015 Available Funds $635,721

Less 2013/2014 Carried over projects $233,876

Less 2014/2015 WAP Projects endorsed 13.02.15 $329,400

Add 2014/2015 New Project savings $ 32,198

2014/2015 Available Funds including Withers Reserve $104,643


Page 7

2014/2015 Net Project Savings

Project Description Budget Expenditure

PR-3702 PR-3702 Water Supply next to BBQ in Welcome Park $ 2,500 $ 1,903 $ 597

Pr-3703 PR-3703 Lighting to Maidens Reserve $22,000 $20,000 $ 2,000

PR-3704 PR-3704 Construct Rendell Elbow Footpath $29,000 $20,177 $ 8,823

PR-3705 PR-3705 Construct Footpath in Lockwood Cres – Littlefair to Washington Ave

$47,000 $26,850 $20,150

PR-3708 PR-3708 Review of Speed zoning on Ocean Drive $ 2,600 $ 0.00 $ 2,600

PR-3707 PR-3707 Review of Street Lighting on Washington Ave $ 2,500 $ 4,472 ($ 1,972)

2014/2015 Net Project savings as per Council Budget Review 2015 $32,198

Table 2 – Summary of DWS 1 – Expenditure Report as at 02.06.15

Project Description Budget Expenditure Committed

Total Expenditure

Remaining WAC

Decision

PR-3435 Close Laneways $ 80,000 $ 67,124 $ 451 $ 67,575 $12,425

WAC 3/14 WAC 22/14 WAC 47/14 WAC 52/14

PR-3618 Install CCTV $257,000 $258,096 $ 3,390 $261,486 ($ 4,486) WAC 7/14 WAC 38/14

PR-3706 Construct Footpath in Sweeting Way - Rendell Elbow to Lockwood Crs

$ 84,000 $ 46,928 $ 46,928 $37,072 WAC 47/14

PR-3739 Install Solar lighting in Rendell Elbow Laneway

$ 4,800 $ 5,782 $ 5,782 ($ 982) WAC 54/14

PR-3740 Construct pedestrian crossing on Ocean Drive

$ 95,000 $ 3,596 $74,956 $ 78,552 $16,448 WAC 54/14 WAC 4/15

PR-2851 Design and Upgrade Ashrose Reserve

$ 4,320 $ 4,320 ($ 4,320)

TOTALS $520,800 $385,846 $78,797 $464,643 $56,157

Executive Recommendation

1. That the monthly financial report be received.

Background Council Decision 128/11 provides that $300,000 per year for a period of five years to a total of $1,500,000 be allocated to Withers Action Projects. As of 1 January 2014 expenditure against the Withers Action Plan was recorded as $214,187 with $385,813 in the Withers Reserve and accounts for expenditure in years one and two of the five year period. Effectively when the Withers Advisory Committee was formed the remaining funding available was $1,285,813. $300,000 was available for the 2013/14 Withers Action Plan projects with a further $385,813 held in the Withers Reserve.


Page 8

Council Decision 99/14 approved the transfer of $129,000 from the Withers Reserve to Withers Projects. Council Decision 144/14 approved the transfer of $135,000 from the Withers Reserve to Withers Projects. Council Decision 274/14 approved the transfer of $30,804 into the Withers Reserve which represented savings from completed 13/14 Projects and the transfer of $42,000 from the Withers Reserve for the CCTV project. Council Decision 370/14 approved the transfer of $8,650 from the Withers Reserve which represented the over budget expenditure in the 2013/14 Devonshire Street Path project. The audited 2013/14 Financial Statement showed that adjustment of $122 to the Withers Reserve was required due to end of financial year processing. Council Decision 76/15 approved transfer or $29,400 from the Withers Reserve to fund the additional $35,000 to Construct pedestrian crossing on Ocean Drive. Net savings for 2014/2015 completed projects as at May 2015 was $32,198 which has been transferred into the Withers Reserve. The total unallocated funds available for Withers Action Plan Projects for 14/15 is $104,643. This figure is represented by the balance of the Withers Reserve ($104,643) as 2014/15 Allocation has been apportioned to projects endorsed by the Withers Advisory Committee. Projects totalling $297,000 have been carried over from 13/14, these have been funded from 13/14 Allocation ($20,000), Withers Reserve ($177,000) and SWDC ($100,000). Officer Comments This report only covers expenditure and income from the City of Bunbury Withers Action Plan funded projects. A detailed report is attached which includes expenditure, balance remain and status of projects is attached DWS-1 - Expenditure Report as at 02.06.15.

Analysis of Financial and Budget Implications

There are no financial or budgetary implications impacting from the recommendations of this report. Council Policy Compliance The Withers Advisory Committee has delegated authority to endorse recommendations or to amend recommendations subject to conditions as per Council Decision 34/14.

Legislative Compliance The provisions of Section 6.4 of the Local Government Act 1995 and Regulation 34 (1) of the Local Government (Financial Management) Regulations 1996 are applicable for Council reporting.


Page 9

Outcome – Withers Advisory Committee 12 June 2015 Cr Jaysen Miguel moved the recommendation and seconded by Mary Dunlop. The Presiding Member put the recommendation to the vote and was adopted to become the Committee’s decision on the matter.

WAC 10/15 That the monthly financial report be received. Carried 6 votes ‘for’ / nil votes ‘against’


Page 10

9.2 Withers Action Plan Projects 2014/2015 – Design and Upgrade Ashrose Reserve


Author: Phil Harris


Attachments: DWS 2 Ashrose Reserve Concept drawings & Estimates

Summary At the 13 February 2015 meeting of the Withers Advisory Committee City staff were requested to prepare concept designs and costing to upgrade Ashrose Reserve. This report provides committee members with the concepts and costing to inform future decision making on the remaining Withers funding allocation. Executive Recommendation The Withers Advisory Committee;

1. notes the concept plans and preliminary estimates to upgrade Ashrose Reserve 2. defers any works on the site until the Local Area Plan have been completed

Background A number of submissions have been received for the upgrade of the Ashrose Reserve since 2012 including options to construct a junior soccer field, playground and more recently a nature play area incorporating water sensitive urban design and nature play equipment. Ashrose Reserve falls within the current Local Area Plan project that is being undertaken as a joint exercise by the South West Development Commission, Department of Housing and the City of Bunbury by UDLA Consultants. The concepts for the reserve upgrade have been provided to the consultants for consideration in the preparation of the Local Area Plan along with previous concepts which were provided to Withers Advisory Committee. The UDLA has had a number of meetings with residents of Withers and in particular those that have provided submissions on Ashrose Reserve in the past. Analysis of Financial and Budget Implications If Ashrose reserve was upgraded to the full extent of the concept plans there would be a significant shortfall in funding from the Withers Reserve. It is however feasible to scale back the upgrade to meet available funding. Project Estimate $653,345 Available funds $371,643

Community Consultation The Withers Advisory Committee ‘Terms of Reference’ include reference to

Make priority recommendations to Council

Receive information from Council and the Withers Community to assist in decision making


Page 11

Council Policy Compliance The Withers Advisory Committee has delegated authority to endorse recommendations or to amend recommendations subject to conditions as per Council Decisions 34/14. Outcome – Withers Advisory Committee 12 June 2015 Mary Dunlop moved the recommendation and seconded by Lynnette Warnes. The Presiding Member put the recommendation to the vote and was adopted to become the Committee’s decision on the matter.

WAC 11/15

The Withers Advisory Committee; 1. notes the concept plans and preliminary estimates to upgrade Ashrose Reserve 2. defers any works on the site until the Local Area Plan have been completed

Carried 6 votes ‘for’ / nil votes ‘against’


Page 12

9.3 Withers Action Plan Projects 2014/2015

File Ref:


Author: Phil Harris


Attachments:

Summary At the committee’s 13 February 2015 meeting the following decision was made.

WAC Decision 8/15

1. Director of Works and Services provide options for the development of Ashrose Reserve and its ongoing maintenance

2. This information to be bought back to the Withers Advisory Committee for further Consideration.

The Install CCTV project installation is complete; however as part of the original terms of this project any maintenance/replacements required in the first 12 months is to be funded by the Withers Action Plan. Executive Recommendation

1. The Withers Advisory Committee

1. Approve $4,320 PR-2851 for Concept design and costing for Ashrose Reserve 2. Approve $10,000 increase to PR-3618 Install CCTV to cover maintenance/replacement

costs. 3. Approve $20,000 Closure of Laneways – survey and legal costs 4. Approve $3,000 increase to PR-3740 Construct pedestrian crossing on Ocean Drive. 5. Recommend to Council that $37,320 be withdrawn for the Withers Reserve

Background PR-2851 Design and Upgrade Ashrose Reserve Refer to Item 9.2 – Withers Action Plan Projects 2014/2015 –Preparation of Concept design and costing for Ashrose Reserve to the value of $4,320. PR-3618 Install CCTV Council has received invoices totalling $5,928 for replacement cameras, camera repair and purchase of monitor for Withers Library. The original terms of the project were that any maintenance / repairs / replacement required during the first 12 months is to be funded from the Wither Action Plan funds. It is recommended to increase the budget for PR-3618 Install CCTV is to cover invoices received and allow the balance of $4,072 to cover any additional maintenance / repairs / replacements required until hand over to Council on 22 January 2016. New project budget $267,000 with $100,000 contribution from South West Development Commission PR-XXXX Closure of Laneways – Survey and legal costs


Page 13

To complete the closure of identified laneways it is recommended that a new project be created to fund the necessary survey and legal costs to permanently close the laneways. It is expected that the cost would be $20,000 and that the project will continue into next financial year. City staff have been allocated to this task effective 1 July 2015. PR-3740 Construct pedestrian crossing on Ocean Drive The final Western Power quote for the lighting has been received. The quote is $3,000 more than anticipated as Western Power have advised that the pole that was suggested by Council is not suitable. New project budget $98,000 Analysis of Financial and Budget Implications There is $104,643 is held in Withers Reserve.

PR-2851 Design and Upgrade Ashrose Reserve $ 4,320

PR-3618 Install CCTV increase $ 10,000

PR-XXXX Closure of Laneways – Survey and Legal costs $ 20,000

PR-3740 Construct pedestrian crossing on Ocean Drive $ 3,000

Total $ 37,320

Less Balance of Withers Reserve $104,643

Remaining Balance of Withers Reserve 2014/2015 $ 67,323

Community Consultation The Withers Advisory Committee ‘Terms of Reference’ include reference to

Make priority recommendations to Council

Receive information from Council and the Withers Community to assist in decision making

Council Policy Compliance The Withers Advisory Committee has delegated authority to endorse recommendations or to amend recommendations subject to conditions as per Council Decisions 34/14. Outcome – Withers Advisory Committee 12 June 2015 Mary Dunlop moved the recommendation and seconded by Gavin Ladhams The Presiding Member put the recommendation to the vote and was adopted to become the Committee’s decision on the matter.


Page 14

WAC 12/15

1. The Withers Advisory Committee

1. Approve $4,320 PR-2851 for Concept design and costing for Ashrose Reserve 2. Approve $10,000 increase to PR-3618 Install CCTV to cover

maintenance/replacement costs. 3. Approve $20,000 Closure of Laneways – survey and legal costs 4. Approve $3,000 increase to PR-3740 Construct pedestrian crossing on Ocean Drive. 5. Recommend to Council that $37,320 be withdrawn for the Withers Reserve

Carried 6 votes ‘for’ / nil votes ‘against’


Page 15

9.4 Withers Action Plan Projects Status

Applicant/Proponent: Internal

Author: Phil Harris, Director Works and Services


Attachments:

Summary The purpose of this report is to update the Withers Advisory Committee on the status of the Withers Action Plan Projects. Executive Recommendation That the status of the endorsed Withers Action Plan projects be noted. Background At the Committee’s 14 November 2014 it was advised that the Financial Report and status of projects will be separated into two reports. Council Policy Compliance N/A Legislative Compliance N/A

Officer Comments Individual Withers Action Plan Projects status

PR 3435 Close Laneways Outstanding Permanent Laneway Closures Jacaranda Crescent to Whitley Place - drainage infrastructure Jacaranda Crescent to Wilkerson Way - drainage infrastructure Remaining Laneways to be investigated Davenport Way to Jacaranda Crescent – fenced for ongoing pedestrian access after consultation with adjoining property owners and WAC Plowers Place to Moriarty Park – This is a road reserve and will not be closed Whitley Place to Open Space - fenced for ongoing pedestrian access after consultation with adjoining property owners and WAC Lockwood Crescent to Craven Court – Fencing not viable unless adjacent reserve is also fenced

PR 3618 Install CCTV Installation complete, maintenance / repair / replacement period valid until 22.01.16 refer Item 9.2 Withers Action Plan Projects 2014/15. PR-3706 Construct Footpath in Sweeting Way – Rendell Elbow to Lockwood Cres Completed


Page 16

PR-3739 Install Solar lighting in Rendell Elbow Laneway Completed PR-3740 Construct pedestrian crossing on Ocean Drive Electrical conduits have been installed for lighting contractor. Contractor is due on site 8 June to commence road widening. PR-2851 Design and Upgrade Ashrose Reserve Concepts have been completed along with estimated cost refer Item 9.3 Withers Action Plan Projects 2014/15 – Design and Upgrade Ashrose Reserve. Analysis of Financial and Budget Implications There are no financial or budgetary implications impacting from the recommendations of this report. Outcome – Withers Advisory Committee 12 June 2015 Cr Jaysen Miguel moved the recommendation and seconded by Mary Dunlop. The Presiding Member put the recommendation to the vote and was adopted to become the Committee’s decision on the matter.

WAC 13/15 That the status of the endorsed Withers Action Plan projects be noted. Carried 6 votes ‘for’ / nil votes ‘against’

10. Questions from Members

10.1 Responses to Previous Questions from Members taken on Notice

Nil

10.2 Questions from Members

The following requests were received by Mary Dunlop Maidens Park

Baby change facilities to be added to toilet block o Estimated cost ($10,000)

Shade for seating o Estimated cost ($10,000 each)

Shade for swings o Estimated cost ($22,000 based on recent works)

Shade for playground


Page 17

o Estimated cost ($22,000 based on recent works) Tuart Walk

Drink fountain to be reinstalled o The fountain was formerly located within the Shire of Capel.

Reply: The Presiding Member advised that it is upto the committee member if she seeks to bring

these items back as potential projects.

11. Urgent Business

The Presiding Member delivered the UDLA presentation on the proposed Local Area Plan for

Withers.

12. Date of Next Meeting

Friday 14 August 2015 Community Room, Withers Library, Hudson Road Withers, at 1.00 pm


Page 18

13. Close of Meeting

The Presiding Member declared the meeting closed at 2.06pm.

Actions Required after Meeting 1. Minutes of meeting to be sent to Council for noting. 2. Items to be raised for Council following requests/recommendations/motions by committee 3. Any other actions required

Schedule of 2015 Withers Advisory Committee Meetings 14 August 2015 9 October 2015 11 December 2015

Documents

Withers Advisory Committee Minutes Friday 12 June 2015...1. Declaration of Opening / Announcements of Visitors The presiding member declared the meeting open at 1.07pm. The presiding