TOWN OF CLAREMONT ORDINARY COUNCIL MEETING MINUTES TUESDAY 20 FEBRUARY 2018 - Liz Ledger CHIEF EXECUTIVE OFFICER
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TOWN OF CLAREMONT
ORDINARY COUNCIL MEETING
MINUTES
TUESDAY 20 FEBRUARY 2018
Liz Ledger
CHIEF EXECUTIVE OFFICER
Date:
DISCLAIMER Would all members of the public please note that they are cautioned against taking any action as a result of a Council decision tonight until such time as they have seen a copy of the Minutes or have been advised, in writing, by the Council’s Administration with regard to any particular decision.
ORDINARY COUNCIL MEETING MINUTES 20 FEBRUARY 2018
TABLE OF CONTENTS
ITEM SUBJECT PAGE NO
1 DECLARATION OF OPENING/ANNOUNCEMENT OF VISITORS ............ 3
2 RECORD OF ATTENDANCE/APOLOGIES/LEAVE OF ABSENCE .......... 3
3 DISCLOSURE OF INTERESTS .................................................................. 3
4 RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE . 5
5 PUBLIC QUESTION TIME .......................................................................... 7
6 PUBLIC STATEMENT TIME ....................................................................... 9
7 APPLICATIONS FOR LEAVE OF ABSENCE .......................................... 11
8 PETITIONS/DEPUTATIONS/PRESENTATIONS ...................................... 11
9 CONFIRMATION OF MINUTES OF PREVIOUS MEETINGS ................... 11
10 ANNOUNCEMENT OF CONFIDENTIAL MATTERS FOR WHICH
MEETING MAY BE CLOSED TO THE PUBLIC ....................................... 11
11 BUSINESS NOT DEALT WITH FROM A PREVIOUS MEETING ............. 11
12 REPORTS OF COMMITTEES ................................................................... 13
12.1 LAKE CLAREMONT ADVISORY COMMITTEE ............................ 13
12.2 AUDIT AND RISK MANAGEMENT COMMITTEE ......................... 13
12.2.1 COMPLIANCE AUDIT RETURN 2017 ................................. 15
13 REPORTS OF THE CEO ........................................................................... 19
13.1 CORPORATE AND GOVERNANCE .............................................. 19
13.1.1 2017-18 BUDGET - MID YEAR REVIEW AND MONTHLY
STATEMENT OF FINANCIAL ACTIVITY FOR PERIOD
ENDING 31 DECEMBER 2017 ............................................ 19
13.2 INFRASTRUCTURE ....................................................................... 29
13.2.1 LEANING EUCALYPTUS TREE OUTSIDE 2 RILEY ROAD 29
13.2.2 GRAYLANDS ROAD TRAFFIC CALMING........................... 35
13.3 PEOPLE AND PLACES ................................................................. 43
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ORDINARY COUNCIL MEETING MINUTES 20 FEBRUARY 2018
13.3.1 RECRUITMENT PROCESS FOR CHIEF EXECUTIVE
OFFICER POSITION............................................................ 43
13.4 PLANNING AND DEVELOPMENT ................................................ 55
13.4.1 LOCH STREET RAILWAY STATION PRECINCT
STRUCTURE PLAN ............................................................. 55
14 ANNOUNCEMENTS BY THE PRESIDING PERSON ............................... 77
15 ELECTED MEMBERS’ MOTIONS OF WHICH PREVIOUS NOTICE HAS
BEEN GIVEN ............................................................................................. 79
15.1 ALLOCATION OF FUNDS FOR ‘RIDE 2 SCHOOL DAY’ ............. 79
16 NEW BUSINESS OF AN URGENT NATURE APPROVED BY THE
PERSON PRESIDING OR BY DECISION OF MEETING ......................... 81
17 CONFIDENTIAL MATTERS FOR WHICH THE MEETING MAY BE
CLOSED TO THE PUBLIC ....................................................................... 81
18 FUTURE MEETINGS OF COUNCIL ......................................................... 81
19 DECLARATION OF CLOSURE OF MEETING ......................................... 81
Page (ii)
ORDINARY COUNCIL MEETING MINUTES 20 FEBRUARY 2018
TOWN OF CLAREMONT
ORDINARY COUNCIL MEETING
20 FEBRUARY 2018
MINUTES
1 DECLARATION OF OPENING/ANNOUNCEMENT OF VISITORS
His Worship the Mayor, Mr Jock Barker, welcomed members of the public, staff and
Councillors and declared the meeting open at 7.00pm.
2 RECORD OF ATTENDANCE/APOLOGIES/LEAVE OF ABSENCE
Mayor Jock Barker Town of Claremont
Cr Alastair Tulloch East Ward
Cr Bruce Haynes East Ward
Cr Kate Main East Ward
Cr Chris Mews South Ward
Cr Jill Goetze South Ward
Cr Paul Kelly South Ward
Cr Peter Browne West Ward
Cr Peter Edwards West Ward
Ms Liz Ledger (Chief Executive Officer)
Mr Les Cricthon (Executive Manager Corporate and Governance)
Mr Saba Kirupananther (Executive Manager Infrastructure)
Ms Cathy Bohdan (Executive Manager People and Places)
Mr David Vinicombe (Executive Manager Planning and Development)
Miss Sarah Hingston (Governance Officer)
31 members of the public
Two member of the press
LEAVE OF ABSENCE
Cr Sara Franklyn West Ward
3 DISCLOSURE OF INTERESTS
NIL
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ORDINARY COUNCIL MEETING MINUTES 20 FEBRUARY 2018
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ORDINARY COUNCIL MEETING MINUTES 20 FEBRUARY 2018
4 RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE
Mrs Frederica Gardiner – 2/61 Bay View Terrace, Claremont
Re: Corellas
Q1. Why did the Claremont Council not attend the important meeting convened by
WALGA last Friday to try and coordinate the culling of Corella’s across all
Councils, when over 10 other Councils attended as they are all recognising a
proactive approach is required?
A1. The WALGA Corella Working Group meetings are attended by representatives
of Local Government and other agencies including DBCA and Birds Australia.
The Group works on behalf of all Metropolitan Councils.
Q2. As is the right of all ratepayers to be able to enjoy the peace and quiet of their
home environment, why is the Town of Claremont not being proactive in culling
Corella numbers in Claremont Park, as has been done at the Claremont
Showgrounds?
A2. Claremont Park is not a suitable site to carry out the control of Corellas, as it is
an open, public space. Spaces need to be fenced and able to exclude the public
from access during times of control.
Mr Ian Warn – 2/61 Bay View Terrace, Claremont
Re: Corellas
Q1. Is the Town of Claremont able to monitor the noise levels of these Corella’s at
all times during the day and night, in the same manner as they established the
noise levels of concerts at the Claremont Showgrounds, and report the findings
to the ratepayers?
A1. The Environmental Protection (Noise) Regulations 1997 (under which noise
measuring and monitoring may be undertaken) are designed to manage noise
emissions under the control of a person or persons. They are not applicable to
noise generated by animals in the wild.
Q2. Can the Town of Claremont assess the costs of damage caused by Corellas
with fouled walkways, damage to parks, lawns, reticulation, and TV ariels, etc.?
A2. The Town has had no damage to public irrigation systems. Lawns grow and
self-repair and paths clean following rainfall. Repairs to minor property (flag
poles, electric cables, etc.) damage caused by birds (including Corellas) is
typically less than $500 per year. The Town is not able to quantify damage and
costs that may have occurred on private property.
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ORDINARY COUNCIL MEETING MINUTES 20 FEBRUARY 2018
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ORDINARY COUNCIL MEETING MINUTES 20 FEBRUARY 2018
5 PUBLIC QUESTION TIME
Mr Andrew Cuthbertson – 54C First Avenue, Claremont
Q1. Will the mid-year Council Budget review to be completed by 31 March 2018
commit additional funding to this purpose beyond that allocated in stated
proposed infrastructure works on Graylands Road East and Ashton Avenue?
Q2. There is a current review of footpath priorities for renewal underway due for
completion end of March 2018. Would the Council please advise:
2.1 Where First Avenue, East Ward is on the priority renewal ranking and
why?
2.2 Whether it is possible for First Avenue to be increased to a high priority
on the basis street residents view the current state of the street footpaths
as a safety issue given the following issues:
- the road is characterised as being located on a steep hill and
residents with movement disabilities (such as the need to use
mobility scooters, elderly residents with double hip
replacements), young families with prams, push chairs and
toddlers, parents with primary school children, are increasingly
using the recently upgraded road surface rather than the current
poorly maintained and deteriorating footpaths to access:
a) First Avenue Reserve
b) Mt Claremont Primary School
c) Bus services on Alfred Road
d) Loch Street Station
e) First Avenue shopping/ medical services centre facilities.
Why the road might be classified for engineering purposes as “low
usage”, footpath traffic is increased through the early morning and
late afternoon.
First Avenue is blessed with a balanced resident base with a
mixture of older and younger families with young children.
Housing renovation and re-building has led to the increasing
number of new driveways with the intervening footpaths allowed
to degrade. This has been compounded by recent contractors
building additional “man hole pits” for the NBN service.
Mayor Barker took these questions on notice.
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ORDINARY COUNCIL MEETING MINUTES 20 FEBRUARY 2018
Page 8ORDINARY COUNCIL MEETING MINUTES 20 FEBRUARY 2018
6 PUBLIC STATEMENT TIME
Mr Peter Plaisted – 22 Vincent Street, Nedlands
Re: Item 13.2.1 Leaning Eucalyptus Tree Outside 2 Riley Road
Mr Plaisted spoke against the Officer’s Recommendation.
Mr Frank Reid – 27 Brockway Road, Claremont
Re: Item 13.4.1 Loch Street Railway Station Precinct Structure Plan
Mr Reid spoke for the Officer’s Recommendation.
Mr James Johnston – 9 Loch Street, Claremont
Re: Item 13.4.1 Loch Street Railway Station Precinct Structure Plan
Mr Johnston spoke against the Officer’s Recommendation.
Mr Peter Metcalfe – 1A Chancellor Street, Claremont
Re: Item 13.4.1 Loch Street Railway Station Precinct Structure Plan
Mr Metcalfe spoke for the Officer’s Recommendation.
Mr Richard Elliott – Department of Communities, Locked Bag 22, East Perth
Re: Item 13.4.1 Loch Street Railway Station Precinct Structure Plan
Mr Elliott spoke against the Officer’s Recommendation.
Dr Richard Smith – 7 Mofflin Avenue, Claremont
Re: Item 13.4.1 Loch Street Railway Station Precinct Structure Plan
Dr Smith spoke for the Officer’s Recommendation.
Ms Vicky Woolley – 98 Gugeri Street, Claremont
Re: Item 13.4.1 Loch Street Railway Station Precinct Structure Plan
Ms Woolley spoke against the Officer’s Recommendation.
With the majority of the gallery in attendance to observe debate and decision on Item
13.4.1 Lock Street Railway Station Precinct Structure Plan, the Mayor agreed to deal
with this matter before proceeding to Item 7.
Page 9ORDINARY COUNCIL MEETING MINUTES 20 FEBRUARY 2018
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7 APPLICATIONS FOR LEAVE OF ABSENCE
NIL
8 PETITIONS/DEPUTATIONS/PRESENTATIONS
NIL
9 CONFIRMATION OF MINUTES OF PREVIOUS MEETINGS
Moved Cr Haynes, seconded Cr Mews
That the minutes of the Ordinary Meeting of Council held on 6 February 2018 be
confirmed.
CARRIED(12/18)
(NO DISSENT)
10 ANNOUNCEMENT OF CONFIDENTIAL MATTERS FOR WHICH MEETING
MAY BE CLOSED TO THE PUBLIC
NIL
11 BUSINESS NOT DEALT WITH FROM A PREVIOUS MEETING
NIL
Page 11ORDINARY COUNCIL MEETING MINUTES 20 FEBRUARY 2018
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12 REPORTS OF COMMITTEES
12.1 LAKE CLAREMONT ADVISORY COMMITTEE
Attachments: Lake Claremont Advisory Committee Meeting
Minutes – 1 February 2018
Responsible Officer: Saba Kirupananther
Executive Manager Infrastructure
Meeting Date: 1 February 2018
Officer Recommendation
Moved Cr Haynes, seconded Cr Tulloch
That the minutes of the Lake Claremont Advisory Committee Meeting held on 1
February 2018 be received.
CARRIED(13/18)
(NO DISSENT)
12.2 AUDIT AND RISK MANAGEMENT COMMITTEE
Attachments: Audit and Risk Management Committee Meeting
Minutes – 9 February 2018
Responsible Officer: Les Crichton
Executive Manager Corporate and Governance
Meeting Date: 9 February 2018
Officer Recommendation
Moved Cr Haynes, seconded Cr Browne
That the minutes of the Audit and Risk Management Committee Meeting held on
9 February 2018 be received.
CARRIED(14/18)
(NO DISSENT)
Page 13ORDINARY COUNCIL MEETING MINUTES 20 FEBRUARY 2018
Page 14ORDINARY COUNCIL MEETING MINUTES 20 FEBRUARY 2018
12.2.1 COMPLIANCE AUDIT RETURN 2017
File Ref: FIM/0070-02
Attachments: Compliance Audit Return 2017 (Attachment 1)
Compliance Audit Return Report (Attachment 2)
Responsible Officer: Les Crichton
Executive Manager Corporate and Governance
Author: Danielle Uniza
Senior Governance and Risk Advisor
Proposed Meeting Date: 9 February 2018
Purpose
To present the 2017 Compliance Audit Return for adoption.
Background
Regulation 14 of the Local Government (Audit) Regulations 1996 requires that a
compliance audit for the period 1 January to 31 December is completed each year.
At its meeting held on 9 February 2017, the Audit and Risk Management Committee
resolved to:
1. Recommend Council adopt the Compliance Audit Return 2017 as presented.
2. Receive a further report regarding the completion of ‘Recommended Actions’
as outlined in Attachment 2 at its next meeting.
The Regulations require that the CAR be presented to Council for adoption following
review of the Audit and Risk Management Committee. Once adopted, the CAR is to
be certified by both the Mayor and Chief Executive Officer before it is submitted to the
Executive Director of the Department of Local Government and Communities by 31
March.
The Compliance Audit Return (CAR) is a statutory reporting tool that seeks to
evaluate that Town’s compliance with targeted sections of the Local Government Act
1995 over the past calendar year.
Discussion
In completing the Compliance Audit Return, relevant officers designated by the Chief
Executive Officer have undertaken an audit of the Town’s activities, practices and
procedures in line with the Local Government Act 1995 and its associated regulations.
To ensure that a thorough audit has been undertaken, the Town has evidenced each
of its responses by citing references to relevant internal and external documents under
the ‘Comments’ section of Attachment 1.
The internal audit has identified no areas of non-compliances however a number of
opportunities for procedural improvement (OFI) have been identified as summarised
in Table 1.
Page 15ORDINARY COUNCIL MEETING MINUTES 20 FEBRUARY 2018
Compliance Area Compliant Non- OFI
Compliant
Commercial Enterprises by Local 5 0 0
Government
Delegation of Power/Duty 13 0 2
Disclosure of Interest 16 0 2
Disposal of Property 2 0 0
Elections 1 0 0
Finance 14 0 0
Integrated Planning and Reporting 7 0 1
Local Government Employees 5 0 0
Official Conduct 6 0 0
Tenders for Providing Goods and Services 25 0 2
Table 1 – Town of Claremont Compliance Audit Return Result Summary
As the Town seeks to continually improve its internal processes and procedures, a
number of processes have been identified for further enhancement. The detailed list
of recommendations have been included in this report as Attachment 2.
Past Resolutions
Ordinary Council Meeting 21 March 2017, Resolution 32/17:
That Council adopts the 2016 Compliance Audit Return.
Financial and Staff Implications
Resource requirements are in accordance with existing budgetary allocation.
Policy and Statutory Implications
Local Government Act 1995 s.7.13(1)(i)
Local Government (Audit) Regulations 1996 cls. 13-16
Consultation
The CAR is completed in consultation with various business units, reviewed by the
Governance unit, and overseen by the Executive Leadership Team.
Strategic Community Plan
Governance and Leadership
We are an open and accountable local government, a leader in community service
standards.
Demonstrates a high standard of governance, accountability, management
and strategic planning.
Urgency
In order to meet statutory deadlines, the Compliance Audit Return must be endorsed
by the Audit and Risk Management Committee so that it can be submitted to Council
for adoption at the 20 February 2018 OCM.
Page 16ORDINARY COUNCIL MEETING MINUTES 20 FEBRUARY 2018
Voting Requirements
Simple majority decision of Council required.
Committee and Officer Recommendation
Moved Cr Haynes, seconded Cr Tulloch
That Council:
1. Receive and adopt the 2017 Compliance Audit Return, as provided in
Attachment 1, as a true and accurate representation of the outcomes of the
audit of statutory activities.
2. That the Mayor and Chief Executive Officer be authorised to complete the
‘Certified Copy of Return’.
3. In accordance with the Local Government (Audit) Regulations 1996, the
certified 2017 Compliance Audit Return and a copy of the minutes relative
to this report are forwarded to the Department of Local Government and
Communities by 31 March 2018.
CARRIED(15/18)
(NO DISSENT)
Page 17ORDINARY COUNCIL MEETING MINUTES 20 FEBRUARY 2018
Page 18ORDINARY COUNCIL MEETING MINUTES 20 FEBRUARY 2018
13 REPORTS OF THE CEO
13.1 CORPORATE AND GOVERNANCE
13.1.1 2017-18 BUDGET - MID YEAR REVIEW AND MONTHLY STATEMENT OF
FINANCIAL ACTIVITY FOR PERIOD ENDING 31 DECEMBER 2017
File Ref: FIM/00070
Attachments: Statement of Budget Review for period
ending 31 December 2017 (Attachment 1)
Monthly Statement of Financial Activity
for period ending 31 December 2017
(Attachment 2)
Infrastructure Assets – 2017-18 Schedule of
Works (Attachment 3)
Responsible Officer: Les Crichton
Executive Manager Corporate and Governance
Author: Hitesh Hans
Finance Manager
Proposed Meeting Date: 20 February 2018
Purpose
The report presents the outcome of review of Council’s financial performance against
the 2017-18 Annual Budget to 31 December 2017. The 2017-18 Budget was adopted
by Council on 4 July 2017, with further amendments approved on 15 August 2017
(finalisation of 2016-17 accounts) and 21 November 2017 (identified variations).
In presenting the review, the report incorporates the Monthly Financial Report (MFR)
to the end of December 2017.
Background
The MFR is presented in accordance with the Local Government Act 1995 and
associated regulations.
The Local Government Act 1995 requires Council to complete a mid-year review of its
adopted Annual Budget by 31 March each year.
The mid-year review is part of Council’s annual budget round and provides the
opportunity to identify variances in expenditure and revenue against budget, consider
both for the remainder of the financial year, and reforecast where necessary to provide
an updated view on Council’s financial position as at 30 June 2018.
Page 19ORDINARY COUNCIL MEETING MINUTES 20 FEBRUARY 2018
The Statement of Budget Review (Nature or Type and Statutory Reporting Program)
compares the Amended Annual Budget with the year-to-date (YTD) actual
performance to 31 December 2017. Those permanent variances which directly impact
the year end result (Closing Funding Surplus/Deficit) are detailed and Reviewed
Budget presented. The Statement includes the following notes:
Note 1 - outlines the accounting framework on which the statements are
based;
Note 2 - provides graphical comparisons of the amended budget against year-
to-date actual and forecast operating and capital income and expenditure;
Note 3 - provides actual liquidity comparisons against year to date and the
previous two years;
Note 4 - provides a detailed breakdown of the all variances and identifies those
which have been considered as ‘permanent’ which will impact the year end
result;
Note 5 - provides a list of amendments to the original budget since budget
adoption.
Discussion
Following a comprehensive review of Council’s financial performance against budget
to 31 December 2017, a Closing Funding Surplus (CFS) of $235,181 is forecast as at
30 June 2018. This compares favourably against the amended budgeted deficit of
$242,597 and represents $477,778 in identified savings across operational and capital
programs.
This net position is result of:
i. a projected reduction in net operating revenue of $121,325. This does not
include non-cash item of $608 profit on asset disposal;
ii. a projected decrease of $386,877 in operating expenditure. This does not
include non-cash items of loss on asset disposal of $5,514;
iii. an anticipated increase in capital revenue of $179,779; and
iv. a decrease in capital expenditure of $32,447.
An overview of each of these areas are outlined below and detailed within the attached
notes.
a) Operating Revenue
A permanent net decrease of $121,325 has been determined. As detailed in Note 4 of
the attached financial report, areas of increase and decrease in revenue include:
Fees and Charges – ($146,224): Further decrease in income from parking
infringements ($100K)* and Aquatic Centre admissions ($75K)*. Increase in
income from Building licences.
Reimbursements - $$45,456: Increase is mainly from Paid Parental Leave
Payments from Centrelink ($25K fully offset by payment of PPL to staff) and
reimbursement of legal expenses $12K.
Page 20ORDINARY COUNCIL MEETING MINUTES 20 FEBRUARY 2018
Other Revenue - $20,600: Increase is mainly from $45K payment of cash in lieu
parking (tfr to cash in lieu reserve) and decrease in dividend payment from LGIS
($25K – fully offset by credits on insurance invoices)
Rates Revenue – ($30,000): decrease in rates is due to anticipated reduction
in interim rates levied due to valuation adjustments and developments.
*Both parking infringement (fines) and Aquatic Centre (admissions) revenue were
reduced by $400K and $50K respectively as part of the variations approved by Council
at its meeting of 21 November 2017.
b) Operating Expenditure
A decrease of $386,877 has been identified. As detailed in Note 4, areas of decrease
and increase in expenditure include:
Employee Expenses - savings of $113,594 identified through vacancies and
other adjustments of $160,469. These are partly offset by PPL payments ($25K
– offset by reimbursement from Centrelink) and Community Development
salaries ($22k - offset by decrease in Contractor budget).
Office Expenses – savings of $20,944 is mainly from reduced cost in IT
operations and projects.
Consultancy – Savings of $41,000 relates to consultancy cost from planning
and community development.
Material and Contracts – a $235,878 decrease comprising savings in the:
o Technical services operations $49K;
o Waste Management Contracts $100K relating to bin replacement
provisions.
o Leased premises/parks $68K (contractor budget transferred to
contributions);
o Claremont Way $20K.
Insurance Expenses – $48,291 savings from credits on annual insurance
premiums.
Other Expenses – an increase of $20,855 made up of:
o Contribution for leased premises/parks – increase in $91,156 offset by
decrease in contractor cost of $68K. (Res. 116/17 – 4 July 2017);
o Contribution and Donations – decrease in contributions of $40,600 for
WESROC projects ($20K), LEMAC ($8K), other contributions and donations
($12K);
o Debt collection costs $12K.
Internal Allocation – ($30,634): This is the decrease in overheads charged to
capital projects due to decrease in infrastructure budget.
A timing variance of $637,338 anticipates the current rate of expenditure will increase
during the second half of the year. This will not impact the year end result.
Page 21ORDINARY COUNCIL MEETING MINUTES 20 FEBRUARY 2018
c) Capital Revenue
The increase in capital revenue of $179,779 has been identified.
Non-operating grants – $107,816 increase in grant funding due to increased
scope of grant funded works.
Transfer from Reserve – increased in transfer from reserve of $63,500 for tower
light upgrade ($27K -Resolution 160/17) and geothermal work ($36,500) at the
Aquatic Centre.
d) Capital Expenses
A net increase of capital expenditure $32,447 is projected. As detailed in Note 4 these
include:
Transfer to Reserves – $395,000 increase of which $250K relates to transfer of
CBD Toilet Budget to Building Reserve, $100K transfer of Waste Contract
Savings to newly created Waste Reserve and $45K relates transfer of Cash in
Lieu income to its Reserve.
Building Improvement – decrease of $187,800 comprising:
o CBD Toilet $250K (transferred to Building Reserve);
o Increase in Aquatic Centre $56,500 – increase due to tower light and
geothermal bore upgrades.
Electronic Equipment - decrease of $36,000 is due to reduced cost of IT
projects.
Infrastructure capital – is reduced by $183,811, Attachment 3 provides further
detail on the projects and variance explanation.
Adjusted Expenditure
The below items identify those adjustments to current or completed projects which are
above $20,000 reporting threshold and require Council endorsement.
Incorporated within the projected CFS, these items are funded by operational savings,
non-operating grants, Reserves and infrastructure jobs completed below the budget.
Aquatic Centre (Geothermal Bore and other upgrades) – funded by $36,000
Pool Reserve
17-18 Queenslea Dr East re-sheet (net cost)* $40,000
17-18 Bindaring Parade – re-sheet* $29,126
15-16 Shenton Pl/The Cedus street light replacement* $20,112
Total $125,238
*Attachment 3 provides further explanation.
Page 22ORDINARY COUNCIL MEETING MINUTES 20 FEBRUARY 2018
Undergrounding of Power (UGP) Project
The UGP Project of $11.12 million was included in 2017-18 budget. This project is
funded by loan ($4.5 million), UGP Reserve ($3 million) and service charge ($3.7
million).
A full review of the project cost and relative funding cannot be finalised until a contract
cost has been determined through tender process. This has recently commenced and
a review of the UGP project budget will be presented to Council once the tender has
been finalised.
Summary – Closing Funding Surplus
The review of the 2017-18 Budget has included a comprehensive analysis of the
Town’s financial performance against the amended budget. All business units’ income
and expenditure results have been assessed against budgets with variances
considered material and directly impacting the 2017-18 Budget identified.
The net result provides a positive variance of $477,778 to the amended Budget and
anticipates a Closing Fund Surplus of $235,181. All projects have been reviewed and
considered achievable within the second half of the year. It is recommended Council
adopt the mid-year review as presented.
Past Resolutions
Council Meeting held 21 November 2017, resolution 164/17:
That Council:
1. Notes the Financial Statement of Activity for the period 1 July 2017 to 30
September 2017.
2. Approves the $335,975 interim budget adjustments to the 2017-18 Budget as
detailed in the report.
Council Meeting held 7 November 2017, resolution 160/17:
That Council:
1. notes the report on the Aquatic Centre tower lighting fault, and
2. amends the 2017-18 Budget to:
a) Provide capital expenditure of $27,000 for the temporary and
permanent repair work to repair electrical fault to the tower lights at
the east end of the 50 metre pool,
b) Fund the expenditure from the Pool Upgrade Reserve.
Council Meeting held 7 November 2017, resolution 162/17:
That Council:
1. Facilitate activation of Bay View Terrace between Gugeri Street and St
Quentin Avenue through temporary closures from 6.00pm on the third Friday
of January, February and March 2018 and invite traders to set up food stalls
in the area.
Page 23ORDINARY COUNCIL MEETING MINUTES 20 FEBRUARY 2018
2. Provide an allocation of $6,000 to fund Council’s contribution (human
resources, marketing, minor infrastructure) from within the 2017-18 Budget.
Council Meeting held 17 October 2017, resolution 152/17:
That Council approves the installation of plateaus on Ashton Avenue at the
intersection with Second Avenue, and allocates $30,000 for the cost of construction
as part of the next budgetary process in February 2018 (from the midyear budget
review and savings in the financial year 2017-18).
Council Meeting held 15 August 2017, resolution 131/17:
That Council:
1. Notes the Financial Statement of Activity for the period 1 July 2016 to 30 June
2017;
2. Approves the following transactions as part of the 2016-17 Financials:
a) To create new reserve called ‘NEP Developer Contribution Reserve
with the purpose to accumulate funds to cover the Town’s contribution
to the NEP Development arising from ownership of Lot 11578
Claremont Crescent.
b) Unbudgeted transfer of $230,244 to NEP Developer Contribution
Reserve to recognise NEP Planning cost recovery from Landcorp.
c) Unbudgeted transfer to Plant Replacement Reserve of $40,909 to
recognise proceeds from unbudgeted sale of CEO’s vehicle.
d) Unbudgeted expenditure of $78,390 for Engineering Consultancy
associated with Lot 11578 Shenton Rd (car park 5).
e) Unbudgeted increase in expenditure for the following items as detailed
within 2016-17 Surplus Analysis table.
No: Item Amount
i. Lake Claremont Surrounds $ 26,321
ii. Footpath Repairs $ 22,334
iii. Street Sweeping $ 39,239
iv CBD Maintenance $ 31,004
v Stirling Hwy, Church to Avion way footpath $ 27,905
vi MOW Building Maintenance $ 21,557
vii Electricity Cost various buildings $ 26,444
3. Approves the “carry-forward” projects within the 2017-18 Budget through:
a) Increase in opening balance from $1,222,647 to $2,536,617.
b) Increase in the operating surplus cash by a net $429,612 as detailed
within the 2016-17 Surplus Analysis table.
c) Increase in the capital revenue and expenditure by a net $808,580 as
detailed within the 2016-17 Surplus Analysis table.
d) Increase the 2017-18 closing balance from $23,600 to $99,378.
Council Meeting held 4 July 2017, resolution 109/17:
Adoption of 2017-18 Budget.
Page 24ORDINARY COUNCIL MEETING MINUTES 20 FEBRUARY 2018
Financial and Staff Implications
As detailed within the body of this report body of this report.
Policy and Statutory Implications
Local Government (Financial Management) Regulations 1996
Clause 33A. Review of budget:
(1) Between 1 January and 31 March in each financial year a local government is
to carry out a review of its annual budget for that year.
(2a) The review of an annual budget for a financial year must —
(a) consider the local government’s financial performance in the period
beginning on 1 July and ending no earlier than 31 December in that financial
year; and
(b) consider the local government’s financial position as at the date of the
review; and
(c) review the outcomes for the end of that financial year that are forecast in the
budget.
(2) Within 30 days after a review of the annual budget of a local government is
carried out it is to be submitted to the council.
(3) A council is to consider a review submitted to it and is to determine* whether or
not to adopt the review, any parts of the review or any recommendations made
in the review.
*Absolute majority required.
(4) Within 30 days after a council has made a determination, a copy of the review
and determination is to be provided to the Department.
Communication/Consultation
NIL
Strategic Community Plan
Governance and Leadership
We are an open and accountable local government, a leader in community service
standards.
Manage our finances responsibly and improve financial sustainability.
Demonstrates a high a high standard of governance, accountability,
management and strategic planning.
Urgency
A review of the annual budget is required to be carried out between 1 January and 31
March in each financial year, and is to be submitted to Council within 30 days of
completion. Once considered by Council, a copy of the review and determination is
to be forwarded to the Department of Local Government.
Page 25ORDINARY COUNCIL MEETING MINUTES 20 FEBRUARY 2018
Voting Requirements
ABSOLUTE MAJORITY DECISION OF COUNCIL REQUIRED.
Officer Recommendation
Moved Cr Haynes, seconded Cr Mews
That Council:
1. Adopt the 2017-18 Budget Mid-Year Review
2. Adjusts the 2017-18 Amended Budget by $477,778 as detailed in the
attached Review of Budget Report to provide a Closing Funding Surplus
at 30 June 2018 of $235,181
3. Notes and approves the adjusted expenditure of $125,238 as detailed in
the report as part of the Mid-Year Review
4. Create a new reserve called ‘Waste Management Reserve’ with the
purpose to accumulate funds to implement future waste management
initiatives
5. Authorise unbudgeted transfer of $100,000 to Waste Management
Reserve
6. Authorise unbudgeted transfer of $45,000 to the Cash in Lieu Reserve
7. Authorise un budgeted transfer of $250,000 to Building Reserve
8. Notes the Financial Statement of Activity for the period 1 July 2017 to
31 December 2017.
Cr Mews left the meeting at 8:03pm.
Cr Mews re-entered the meeting at 8:05pm.
AMENDMENT
Moved Cr Tulloch, seconded Cr Main
1. The Closing Funding Surplus of $235,181 in point 2 be amended to read
$85,181
2. points 4 and 5 be deleted
3. a new point 4 is added to read ‘Authorise provision of $300,000 to
complete additional ‘footpath renewal work’, and
4. remaining points be renumbered.
Reason: To accelerate the ‘footpath renewal program’.
CARRIED(16/18)
For: Mayor Barker, Cr Browne, Cr Goetze, Cr Haynes, Cr Kelly, Cr Main, Cr Mews, Cr
Tulloch.
Against: Cr Edwards.
Page 26ORDINARY COUNCIL MEETING MINUTES 20 FEBRUARY 2018
AMENDED PRIMARY MOTION
That Council:
1. Adopt the 2017-18 Budget Mid-Year Review
2. Adjusts the 2017-18 Amended Budget by $327,778 as detailed in the
attached Review of Budget Report to provide a Closing Funding
Surplus at 30 June 2018 of $85,181
3. Notes and approves the adjusted expenditure of $125,238 as detailed
in the report as part of the Mid-Year Review
4. Authorise provision of $300,000 to complete additional footpath
renewal work as prioritised in the Asset Management Plan
5. Authorise unbudgeted transfer of $45,000 to the Cash in Lieu Reserve
6. Authorise unbudgeted transfer of $250,000 to Building Reserve.
CARRIED BY AN ABSOLUTE MAJORITY(17/18)
(NO DISSENT)
Page 27ORDINARY COUNCIL MEETING MINUTES 20 FEBRUARY 2018
Page 28ORDINARY COUNCIL MEETING MINUTES 20 FEBRUARY 2018
13.2 INFRASTRUCTURE
13.2.1 LEANING EUCALYPTUS TREE OUTSIDE 2 RILEY ROAD
File No: CUS/00284-02
Restricted Attachments: Feedback on Eucalypt tree 2 Riley Road (R-
Attachment 1)
Extracted tree report 2 Riley Road, Claremont
(R-Attachment 2)
Responsible Officer: Saba Kirupananther
Executive Manager Infrastructure
Author: Andrew Head
Manager Parks and Environment
Proposed Meeting Date: 06 February 2018
Disclosure of Interest: NIL
Purpose
For Council to consider a request from a community member to remove a tree in Riley
Road due to low clearance for larger trucks.
Background
A local truck driver on a number of occasions has reported concerns about the leaning
Eucalypt cladocalyx on the verge outside 2 Riley Road. These concerns include the
tree is far too low for larger trucks to pass under it, it is below the minimum clearance
required by Main Roads WA (MRWA) guidelines, it has been hit in the past, it is
unsuitable as a street tree and therefore the tree should be removed by the Town.
Minimum road clearances as per the MRWA guidelines suggest that vegetation should
be clear up to 4.6 metres, and ideally 5.4 metres over carriageways. In this specific
situation outside 2 Riley Road the tree is 3.55 metres above the road at kerb line, at
1.5m from kerb it is 5 metres and at 2 metres from kerb it is 6 metres clear of road.
Marks on the tree indicate that the tree has only been glanced by vehicles on a couple
of occasions. It should be noted that the weekly rubbish collection service vehicle and
the street sweeping truck have not had issues with this tree at any stage.
Page 29ORDINARY COUNCIL MEETING MINUTES 20 FEBRUARY 2018
Image of the tree at 2 Riley Road looking west
The tree is a Eucalyptus cladocalyx, Sugar Gum which is 22 metres tall, has a main
stem diameter of 138 centimetres and is in good health and vigour. This tree has
estimated to be around 80 years old and over the last seven years has been annually
inspected to ensure it remains in good health. The lean, stability and decay of the tree
has also been regularly monitored and found to be stable and well within the levels of
acceptability.
Image of the stem showing damage caused by vehicle impact
As a result of the ongoing request to remove the tree by the local truck driver the Town
sent letters to all the residents on Riley Road between Bay and Parker Roads to seek
feedback from local residents about the tree and a proposal to modify the road to
ensure all vehicles swing across when passing the tree. The modification required
some parking restrictions be put in place both sides of the treatment as per approved
standards for road design, see below:
Page 30ORDINARY COUNCIL MEETING MINUTES 20 FEBRUARY 2018
Figure 1
Attached is their responses and below is a copy of each comment received.
Discussion
The Town received nineteen submissions with two of them from couples wanting to
both submit, this resulted in feedback from twenty one individuals. Below is a graph of
responses received from the residents.
2 Riley Road Eucalypt Feedback
9
8
4
Support Parking Restrictions Support Tree Removal Support Neither Option
Figure 2
Page 31ORDINARY COUNCIL MEETING MINUTES 20 FEBRUARY 2018
Comments received in those submissions are as per below:
Pro removal comment one
The Tree is dangerous. It will drop branches which will damage parked cars and will
damage our fence and gatehouse. Council previously recommended not parking
under the tree due to danger. I advised then of the danger to our property. If the
Council leaves the tree will it take responsibility?
Pro removal comment two
The tree is not suitable or appropriate for an urban street, and the tree is leaning as it
does, is not safe, thank you.
Pro removal comment three
I do not want my verge/street front the first parking available to other property owners
and their visitors, not fair. Unless you want to reduce my rates!
Pro parking restriction comment one
I would like you to repair the slabs which I fall over. Not worried about the tree.
Pro parking restriction comment two
We support the road restriction to retain this mature tree.
Support neither option comment one
How about removing the offending limb and severely cutting back the tree.
Support neither option comment two
I support neither of the above. I suggest you consider making Riley Road one way
only (for the block from Parker to Bay Road) going in a western direction only. This
would provide room for trucks to clear the tree (by moving the kerb out on the southern
side). Rubbish trucks could be exempted this would also keep the problem of a lot of
through traffic coming from Bay Road.
Support neither option comment three
The tree is magnificent and should not be removed however I do not want to lose any
parking in the street either. Can the trucks not be restricted down the street, the rubbish
truck doesn’t have any problems each week and I don’t ever recall an incident.
Based on the divided feedback above it is understood that neither alternative would
be fully supported by the local residents and that other alternatives should be looked
at. The Town will continue to manage the tree by undertaking annual works as required
to maintain its health and mitigate potential failure.
Options to achieve road clearances without removal of the tree or reduction in parking
bays could include either formally marking parking bays on the southern side of the
road or marking a yellow line (Parking restriction) on the northern side of the road.
Other less practical and more expensive options could include the realignment of the
road to swing around the tree clearance or the modification to make Riley Road one
way and reduce the width of the road.
Page 32ORDINARY COUNCIL MEETING MINUTES 20 FEBRUARY 2018
It is recommended to do the road modification as shown in Figure 1, with a single lane
and ‘give way’ marking with parking restrictions.
Past Resolutions
NIL
Financial and Staff Implications
Line marking for parking would be within existing operational budgets.
Modifying the road alignment or changing flow and road width would require budget
allocation for consultation, design and implementation of around $3,000.
Tree removal and replacement would cost around $4,000 and require budget for this.
Policy and Statutory Implications
Austroads guide to road design
MRWA guidelines for vegetation placement within the road reserve
Communication / Consultation
Letter drop affected residents
Strategic Community Plan
Liveability
Provide a responsible and well managed urban environment, with sustainable
development outcomes
We are an accessible community, with well-maintained and managed assets, and our
heritage preserved for the enjoyment of the community.
Clean, usable, attractive, accessible streetscapes and public open spaces.
Urgency
Low as tree is very rarely impacted and is located on a quiet local road
Page 33ORDINARY COUNCIL MEETING MINUTES 20 FEBRUARY 2018
Voting Requirements
Simple majority decision of Council required.
Officer Recommendation
Moved Cr Browne, seconded Cr Haynes
That Council:
1. Supports the retention of the Eucalyptus cladocalyx at 2 Riley Road,
Claremont, and
2. Support the modification to the road and parking as per Figure 1 in the
report.
Cr Kelly left the meeting at 8:21pm.
Cr Kelly re-entered the meeting at 8:23pm.
AMENDMENT
Moved, Cr Haynes, seconded Cr Mews
That item 2 be removed from the Officer’s Recommendation.
Reason: To retain the tree, pending suitable replacement.
CARRIED(18/18)
For: Mayor Barker, Cr Browne, Cr Edwards, Cr Goetze, Cr Haynes, Cr Kelly, Cr Mews,
Cr Tulloch.
Against: Cr Main.
AMENDMENT
Moved, Cr Kelly, seconded Cr Main
A new item 2 be added to read that a replacement tree be planted consistent
with the Street Tree Masterplan and the existing tree be removed by
Administration when appropriate.
LOST
For: Cr Haynes, Cr Edwards, Cr Kelly, Cr Main.
Against: Mayor Barker, Cr Browne, Cr Goetze, Cr Mews, Cr Tulloch.
AMENDED PRIMARY MOTION
That Council supports the retention of the Eucalyptus cladocalyx at 2 Riley
Road, Claremont.
CARRIED(19/18)
For: Mayor Barker, Cr Edwards, Cr Goetze, Cr Haynes, Cr Mews.
Against: Cr Browne, Cr Kelly, Cr Main, Cr Tulloch.
Page 34ORDINARY COUNCIL MEETING MINUTES 20 FEBRUARY 2018
13.2.2 GRAYLANDS ROAD TRAFFIC CALMING
File No: RDS/00209
Responsible Officer: Saba Kirupananther
Executive Manager Infrastructure
Author: Marty Symmons
Engineering Technical Officer
Proposed Meeting Date: 20 February 2018
Disclosure of Interest: NIL
Purpose
To recommend the installation of LATM traffic calming devices on Graylands Road at
the intersections of Motteram Avenue and Lakeway Street.
Background
An assessment was made of Graylands Road traffic speeds and volumes as part of
the Graylands Road Cycleway proposal, OCM 6 February 2018.This was after the
local community was surveyed and reported speeding issues. It was discovered that
vehicles were travelling well over the 50kmh speed limit. LATM was then
recommended within the Graylands Road Cycleway report, for the section of
Graylands Road where the highest speeds were recorded. Council approved the
construction of the Cycleway but requested further information be provided on the
proposed traffic calming treatment, prior to making a final resolution.
Subsequent investigation has found that speeding has been deemed an issue at this
location in the past, with Council resolving to install LATM on the same section of
Graylands Road in 2004, after an extensive survey was undertaken with the local
community. Despite being approved for construction by the Council, OCM 1 June 2004
207/04, the construction of the slow points did not occur as they were not budgeted
for.
Council also considered, and rejected, the installation of nine speed humps along
Graylands Road, OCM 16 February 2010. This was raised with Council as part of a
state government funded anti-hoon program.
Discussion
The Town’s most recent traffic counts, taken in 2016 and 2017, show Average
Weekday Traffic (AWT) midblock speeds on Graylands Road as 54kmh south of the
First Avenue intersection, increasing to 62kmh north of the Lapsley Road intersection,
as the road environment becomes more open and commercial.
Graylands Road is a 50kmh local access road, so vehicles are typically driving well in
excess of the speed limit.
Crash data shows 5 accidents over the past 5 years; 3 rear end collisions, 1 collision
with a car exiting a driveway, and a loss of control when an animal entered the road.
Page 35ORDINARY COUNCIL MEETING MINUTES 20 FEBRUARY 2018
Map showing the 85th percentile speeds at different sections of Graylands Road.
Future planned works on Graylands Road already includes changes to the Lapsley
Road intersection as part of the NEP structure plan, with priority given to the Lapsley
Road/Graylands Road movements.
This will reduce the speed of vehicles travelling through this section (Diagram 1 for
details of the Council approved design). As there is a power pole in the path of the
new kerb alignment, these works will commence after the overhead power has been
moved underground.
Diagram 1 – Intersection of Lapsley and Graylands Road
Other traffic calming LATM options were reviewed for Graylands Road, including
blister islands, slow points, median treatments, and speed humps. All options
considered would need at least two treatments installed to be effective over the length
where vehicles are travelling at around 60kmh.
A sequence of blister islands is a good midblock treatment for lowering speeds;
however they require the widening of the road to accommodate them. On Graylands
Road this would result in the loss of street trees. This treatment also requires the
removal of on road parking in their vicinity.
Page 36ORDINARY COUNCIL MEETING MINUTES 20 FEBRUARY 2018
Blister island
Slow points are similar in operation to blister islands and can be either two lanes or
single lane. Two lane slow points will also require road widening, and results in the
loss of street trees and on road parking. Single lane slow points can be accommodated
within the existing road width, but would still require the removal of on road parking.
This was the treatment which was previously approved in 2004.
Slow points
Medians at intersections (modified T intersections) work similarly to blister islands and
two lane slow points, introducing a deflection, making vehicles slow down to negotiate
them. They can be installed where there is an intersection by enlarging the corner
radius. This removes the need for widening of the road, and in this instance, no street
trees are affected. As they are installed at intersections where parking is already not
permitted, there is also no loss of parking.
Intersection median chicane
Speed humps are a cheap and easy solution to a speeding issue such as this, but
often negatively impact the amenity of the adjacent residents.
Speed hump
Page 37ORDINARY COUNCIL MEETING MINUTES 20 FEBRUARY 2018
Out of the options considered above, the least impact to trees and amenity is by
selecting the median treatment at the intersections.
As such, a preliminary design has been completed for Graylands Road at the
intersections of Motteram Avenue and Lakeway Street.
These designs were checked to confirm cars, service vehicles and trucks up to 12.5m
in length could perform all movements through the intersections, at much reduced
speeds. Turning circles were also checked for access to the adjacent RSA entrance
and crossovers.
Draft median intersection treatment – Graylands Road Motteram Avenue
Draft median intersection treatment – Graylands Road Lakeway Street
Page 38ORDINARY COUNCIL MEETING MINUTES 20 FEBRUARY 2018
The preliminary designs have also been presented to the residents on the corners of
Graylands Road and Lakeway Street, and Graylands Road and Motteram Avenue.
The residents on the corners of Graylands Road and Lakeway Street intersection were
both in favour of the recommended treatment.
The residents on the corner of Graylands Road and Motteram Avenue have yet to
respond.
Graylands Road is a Perth Bike Network designated cycle route, and a shared
cycleway path is due to be constructed on the east side, passing both of these
intersections. A footpath is already located on the west side of the road.
Despite the cycleway being installed on the verge, some cyclists will still be riding on
the road.
Off ramps from the road onto the path and cycleway will be provided on both sides of
the intersection treatments to allow cyclists to bypass the treatment if they do not feel
confident riding through it; if for example cars are attempting to pass them at the time.
The ramps will be designed to be an easy transition, angled so cyclists can exit the
road smoothly.
Past Resolutions
Ordinary Council Meeting, 6 February 2018 (08/18).
Ordinary Council Meeting, 1 June 2004 (207/04).
Ordinary Council Meeting, 3 February 2004 (20/04).
Ordinary Council Meeting, 2 September 2003 (378/03).
Financial and Staff Implications
If constructed as part of the upcoming road rehabilitation works, resource
requirements are in accordance with existing budgetary allocation.
Policy and Statutory Implications
Main Roads WA Policy Standards and Guidelines
Austroads Guide to Road Design
Communication / Consultation
Residents adjacent to the intersection to be advised of the Council decision Owner of
commercial tenancy 2/38 Graylands Road to be liaised with about crossover
modification required
Page 39ORDINARY COUNCIL MEETING MINUTES 20 FEBRUARY 2018
Strategic Community Plan
Liveability
We are an accessible community, with well-maintained and managed assets, and our
heritage preserved for the enjoyment of the community.
Clean, usable, attractive, accessible streetscapes and public open spaces.
Maintain and upgrade infrastructure for seamless day to day usage.
Urgency
For construction as part of 2017-18 programmed Graylands Road works
Voting Requirements
Simple majority decision of Council required.
Officer Recommendation
That Council approve the construction of two Modified T Intersection
treatments, incorporating median island deflections, at the intersection of
Graylands Road and Motteram Avenue, and the intersection of Graylands Road
and Lakeway Street, to be constructed as part of the 2018 Graylands Road
rehabilitation and Graylands Road Cycleway projects.
LAPSED
The motion lapsed for want of a seconder.
Page 40ORDINARY COUNCIL MEETING MINUTES 20 FEBRUARY 2018
Page 42ORDINARY COUNCIL MEETING MINUTES 20 FEBRUARY 2018
Ms Ledger and Mr Crichton left the meeting at 8:39pm.
13.3 PEOPLE AND PLACES
13.3.1 RECRUITMENT PROCESS FOR CHIEF EXECUTIVE OFFICER POSITION
THIS REPORT IS PRESENTED AS AMENDED ON 19 FEBRUARY 2018.
File No: PER0225
Responsible Officer: Jock Barker
Mayor
Author: Cathy Bohdan
Executive Manager People and Places
Proposed Meeting Date: 06 February 2018
Disclosure of Interest: NIL
Purpose
To determine the Chief Executive Officer Recruitment process, selection panel and
the recruitment of a consultant to oversee the recruitment process.
Background
The Interim Chief Executive Officer, Ms Liz Ledger’s one year appointment expires on
30 June 2018 and Council will need to undertake the recruitment for the position
beyond this period.
Section 5.36(2)(a) and (b) of the Local Government Act 1995 provides that a Local
Government is not to employ a person to fill the position of CEO unless Council
believes that person is suitably qualified for the position and is satisfied with the
provisions of the proposed employment contract. Section 5.40 requires that all
employees are to be selected in accordance with the principles of fairness, merit,
equality and equity and in the absence of nepotism or patronage.
In addition to the above, the Local Government (Administration) Regulations 18A, 18B,
18C, 18F and 19A also apply. Primary among these regulations is Regulation 18C
which requires that:
“A Local Government is to approve a process for the selection and appointment of a
CEO for the Local Government before the position of the CEO is advertised”.
This report is provided to advise and guide the Council in adopting an appropriate
process for the recruitment of a new CEO.
Page 43ORDINARY COUNCIL MEETING MINUTES 20 FEBRUARY 2018
Discussion
Establishing the Process
Each Local Government is required to determine the most suitable CEO recruitment,
selection and appointment process and an advisory committee is proposed to
coordinate the process and make recommendations to Council for decision.
A Council Committee may be established under Section 5.8 of the Act to oversee the
process, with Council establishing Terms of Reference to guide the Committee’s
advisory role.
The Committee can either comprise of some or all Elected Members and, as indicated
in the proposed Terms of Reference, include facilitation of the recruitment process by
a suitably qualified, independent recruitment consultant to guide the process, ensure
compliance with relevant legislation and the application of contemporary recruitment
practices.
The proposed Terms of Reference for the CEO Recruitment Committee are:
The CEO Recruitment Committee is to be an advisory Committee for the
duration of the CEO recruitment process (Please refer to Table 1 page 4).
The CEO Recruitment Committee is to coordinate the recruitment process in
an appropriately confidential manner, including working with the appointed
independent recruitment consultant to attract and select appropriate candidates
The CEO Recruitment Committee, with the assistance of the independent
recruitment consultant, is to coordinate the preparation of an application
package, position description, advertising, search for candidates, short listing,
development of interview process, conducting interviews, screening,
assessing, conducting referee checks, writing reports and contract preparation;
and
The CEO Recruitment Committee is to report back to Council throughout the
process and provide Council with the opportunity to meet the three shortlisted
applicants via a presentation to Council, upon which Elected Members will
make the final selection, and endorsed through a Council Report.
Given Council will be seeking the appointment of a new permanent CEO, state-wide
advertising will be required. Administration Regulation 18A(2) prescribes the minimum
requirements to be included in an advertisement for the position of CEO, these
requirements are:
The details of the remuneration and benefits offered;
Details of the place where applications for the position are to be submitted;
The date and time for the closing of applications for the position;
The duration of the proposed contract; and contact details for a person who can
provide further information about the position.
Page 44ORDINARY COUNCIL MEETING MINUTES 20 FEBRUARY 2018
The Council should also provide sufficient time within the advertisement for potential
applicants to prepare and forward applications. It is recommended that the position be
open for a minimum of two weeks with a definite date and time after which applications
will not be considered.
Procurement of CEO Recruitment Consultant
The recruitment of a Chief Executive Officer is a function of the Council under Section
5.36 of the Local Government Act 1995. Section 5.36(2) and (3) of the Act specifies
that:
“(2) A person is not to be employed in the position of CEO unless the council:
(a) believes that the person is suitably qualified for the position; and
(b) is satisfied* with the provisions of the proposed employment contract.
* Absolute majority required.
(3) A person is not to be employed by a local government in any other position
unless the CEO:
(a) believes that the person is suitably qualified for the position; and
(b) is satisfied with the proposed arrangements relating to the person’s
employment.”
Due to the specialised nature of recruiting a Local Government’s principal employee,
it is commonplace for a Council to engage the services of a suitably qualified
independent recruitment consultant, licensed under the Employment Agents Act 1976
(WA), to guide Council through the process and ensure there is legislative compliance.
Procurement of a suitable Recruitment Consultant will be conducted in accordance
with the Local Government’s adopted Purchasing Policy.
To assist with the engagement of an independent recruitment consultant, the following
Scope of Works has been developed to ensure respondents have a clear
understanding of the Council’s expectations.
Scope of Works
Deliver the scope of works, in consultation with the Council and its CEO
Recruitment Committee;
Prepare the CEO position description and selection criteria;
Prepare and place the Job Advertisement;
Prepare the Job Information/ Application Package and field applicant questions;
Conduct Executive Search;
Perform preliminary Candidate Assessments and Background Checks;
Assist Council to develop interview questions and to prepare for conduct of
interviews;
Guide Council in interview process and selection process;
Conduct referee checks;
Prepare a contract of Employment for the successful candidate;
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