SHIRE OF COOLGARDIE M I N U T E S OF THE ANNUAL ELECTORS MEETING

Transcription

1 SHIRE OF COOLGARDIE M I N U T E S OF THE ANNUAL ELECTORS MEETING 2010/2011

2 SHIRE OF COOLGARDIE NOTICE OF ANNUAL ELECTORS MEETINGS Dear Elected Member The next Annual Electors meetings of the Shire of Coolgardie will be held on Tuesday 22 May 2012 at the Coolgardie Council Chambers, Bayley Street Coolgardie commencing at 4.30pm. Matthew Scott CHIEF EXECUTIVE OFFICER Agenda of the Annual Electors Meetings 2010/2011 2

3 QUESTION TIME FOR THE PUBLIC {Please Write Clearly} DATE: NAME: TELEPHONE: ADDRESS: QUESTIONS TO THE PRESIDENT:- {GENERAL QUESTION / QUESTION RELATED TO THE AGENDA} {Strike out unnecessary words} ITEM NO: PAGE NO: PLEASE PASS TO THE CHIEF EXECUTIVE OFFICER FOR REFERRAL TO THE PRESIDENT BY 4.00PM AT THE MEETING, OR BY 2.30PM ON THE DAY OF THE MEETING AT THE KAMBALDA OFFICE, IRISH MULGA DRIVE, and KAMBALDA. Agenda of the Annual Electors Meetings 2010/2011 3

4 AGENDA ITEM PAGE NUMBER ITEM HEADING NUMBER 1.0 DECLARATION OF OPENING/ANNOUNCEMENT OF VISITORS ATTENDANCE, APOLOGIES AND LEAVE OF ABSENCE Present: 2.2 Apologies: 3.0 CONFIRMATION OF MINUTES OF THE ANNUAL GENERAL MEETING OF ELECTORS 6 MINUTES OF 1 FEBRUARY 2011 (KAMBALDA) MINUTES OF 2 FEBRUARY 2011 (COOLGARDIE) 4.0 RECEIVING OF ANNUAL REPORT FOR PERIOD ENDING 30 JUNE OTHER BUSINESS PUBLIC QUESTION TIME CLOSURE 7 Agenda of the Annual Electors Meetings 2010/2011 4

5 1.0 DECLARATION OF OPENING / ANNOUNCEMENT OF VISITORS Shire President, M.R Cullen declared the meeting open at 4.35pm and welcome fellow Councillors, visitors, and staff and thanked them for their attendance. 2.0 RECORD OF ATTENDANCE / APOLOGIES / APPROVED LEAVE OF ABSENCE 2.1 PRESENT: Shire President, M.R Cullen Councillor, R Potter Councillor, K Lindup Councillor, T Rathbone Councillor, W Marchese Councillor, D Simmons MEMBERS OF STAFF: Chief Executive Officer, M Scott Manager Administration Services, R Evans Manager Technical Services, P Webb Minute Secretary, E McKay MEMBERS OF THE PUBLIC: Rose Mitchell Rob Waring Jan Waring 2.2 APOLOGIES: Councillor, B Logan Manager Community Services, S Donkin Manager Recreation Services, J O Brien 2.3 APPROVED LEAVE OF ABSENCE: Agenda of the Annual Electors Meetings 2010/2011 5

6 3.0 CONFIRMATION OF MINUTES OF PREVIOUS MEETING OF THE ANNUAL GENERAL MEETING OF ELECTORS RECOMMENDATION: That the minutes of the Annual General Meeting of Electors held on the 1 st February 2011 (Kambalda) / 2 nd February 2011 (Coolgardie) be confirmed as a true and correct record of proceedings. COUNCIL RESOLUTION: # 121/12 MOVED: COUNCILLOR, K LINDUP SECONDED: COUNCILLOR, T RATHBONE That the minutes of the Annual General Meeting of Electors held on the 1 st February 2011 (Kambalda) / 2 nd February 2011 (Coolgardie) be confirmed as a true and correct record of proceedings. CARRIED 6/0 4.0 RECEIVING OF ANNUAL REPORT FOR THE PERIOD ENDING 30 JUNE 2011 RECOMMENDATION: That the Annual Report for the Shire of Coolgardie for the period ending 30 th June 2011 be endorsed. COUNCIL RESOLUTION: # 122/12 MOVED: COUNCILLOR, SECONDED: COUNCILLOR, That the Annual Report for the Shire of Coolgardie for the period ending 30 th June 2011 be endorsed. CARRIED 6/0 Agenda of the Annual Electors Meetings 2010/2011 6

7 5.0 OTHER BUSINESS NIL 6.0 PUBLIC QUESTION TIME ROB WARING STATEMENT I would just like to congratulate Council on the Auditors Report. 7.0 CLOSURE Shire President declared the meeting closed at 7.00pm and thanked all for their attendance. Agenda of the Annual Electors Meetings 2010/2011 7

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9 CONTENTS PAGE Shire President - Deputy President & Councillors 2010/ Management... 3 Shire President Report... 4 CEO Report... 6 Administration... 8 Plan for the Future / Strategic Plan Summary Competitive Neutrality State Records Act (2000) Report on Freedom of Information Report on National Competition Policy Report on Disability Service Plan Report on Employees Remuneration Financial Report Independent Auditor s Report ~ Shire of Coolgardie Po Box 138 KAMBALDA, WA 6442 ~ ~ Telephone: Fax: ~ 2

10 Shire President - Deputy President & Councillors 2010/2011 Shire of Coolgardie Elected Members: Shire President Malcolm Cullen, Deputy President Daphne Simmons, Cr Ronnie Potter, Cr Norm Karafilis, Cr Kathie Lindup, Cr Alec Mills, Cr Betty Logan, Cr Marg Donkin. Management Shire of Coolgardie Management Team: Chief Executive Officer Matthew Scott, Acting Manager Administration Services Rhonda Evans, Manager Development Services Not Available, Manager Recreation Services Jill O Brien, Manager Community Services Sandra Donkin, Manager Technical Services Paul Webb ~ Shire of Coolgardie Po Box 138 KAMBALDA, WA 6442 ~ ~ Telephone: Fax: ~ 3

11 Shire President Report It is with great pleasure and on behalf of the Council of the Shire of Coolgardie; I wish to present the Shire of Coolgardie Annual Report for 2010/11. The 2010/11 Annual Report represents a year of change for the Shire, with a focus on future direction, changes to the Shire s Administration and the on going impacts of the Local Government Reform process. The Council Started the year with Mr Peter Strugnell Acting as Chief Executive Officer, while Council progressed the recruitment of the permanent Chief Executive Officer, after the departure of Mr. Tony Nottle to the Shire of Dandaragan. After considering the applications, Mr Matthew Scott, formerly the Director, Corporate Services of the Town of Port Hedland was appointed Chief Executive Officer, an commenced his tenure with the Shire in September I would like to thank Peter Strugnell for his assistance during the CEO s recruitment process, and welcome Matthew and his family to the District. Like all Local Governments in Western Australia, the Shire of Coolgardie had to consider the implications of the current Local Government Reform Agenda, initiated by the State Government the year before. Though the initial reform process was geared towards amalgamations of Councils, the Shire of Coolgardie, along with other Local Governments in the region, have formed the largest Regional Collaborative Group (RCG) in Western Australia, and rejected any idea of amalgamating. The aim of the newly formed Goldfields and Esperance Regional Collaborative Group (GERCG) is for Local Governments to work together to produce efficiencies and savings to their respective district without having to lose their individual and unique identities. The Shire of Coolgardie, along side with the other member Councils, is committed to continue to work with the State Government to achieve the reform objectives without being forced to amalgamate. Regrettably during the year the State Administrative Tribunal (SAT) over ruled a Shire decision and approved a planning application which had be rejected by the Council for FIFO accommodation camp in the district, effectively making the location of these camps outside the control of Local Government and therefore ~ Shire of Coolgardie Po Box 138 KAMBALDA, WA 6442 ~ ~ Telephone: Fax: ~ 4

12 the local community. The Shire will continue to lobby the State Government to amend the underlining legalisation allowing this decision, as this decision with further undermine Local Governments ability to manage and control future FIFO camps. On a positive note, the Shire s major project for the year, Barnes Drive was completed on Budget and on time in the 3 rd quarter of the year. The total project of $1.6million completes the Kambalda Community Recreation Facility, and with the neighbouring Kambalda Pool, Skate Park, Kambalda Oval, and Kambalda Administration Offices, creates a community hub for Kambalda Residents. The Shire s financial Position remains strong, and every effort is being made to secure the future of the District. The Shire initiated a community survey this year, with the results used to create a draft strategic plan. The Strategic Plan will provide a clear direction for the local community, industry and residents. Given past events the Council cannot continue to make ad hoc decisions without an over arching plan and vision. The community survey will occur annually to help monitor the Shire s progress in achieving the Strategic Plan. 2011/12 looks like being an interesting year, with local government elections in October, the introduction of integrated Strategic Planning process for Local government, and an extensive local works program. The Shire Council continues to provide the necessary services the community needs and help to develop opportunities for all members of the community to make the Shire of Coolgardie a great place to live, work and play. ~ Shire of Coolgardie Po Box 138 KAMBALDA, WA 6442 ~ ~ Telephone: Fax: ~ 5

13 CEO Report The 2010/11 Financial Year has been a year of rebuilding for the Shire of Coolgardie. The year started with Mr. Peter Strugnell as Acting Chief Executive Officer, due to the departure of Mr. Tony Nottle at the end of 2009/10. During Peter s tenure, I was appointed by the Council as the new Chief Executive Officer, and commenced my services with the Shire in September After a very short settling in period, it became very obvious that the Shire s internal process and practices required a lot of attention, and much of the first few months was spent documenting and reviewing who did what and how within the organization. During the next six month the shire issued a community survey to start developing a strategic direction for future years. There was a continuation of the recruitment process for the Manager of Technical Services (Shire Engineer), which had remained vacant for almost twelve months. Council was very fortunate to appoint Mr. Paul Webb to the position in March 2011, which coincided with the completion of the Barnes Drive Project, the major project for the year. Further Senior Staff movements included the resignation of Mr. Geoff Benson, Manager of Development Services and Ms Samantha Appleton, Manager Corporate Services. Geoff was eventually replaced by Mr. Trevor Walker, and Ms Rhonda Evans, previously the Shire s Finance Consultant, accepted the role of Manager Administration Services. Until Trevor s untimely death in August 2011, the Shire briefly had a full management team during the final quarter of the financial year. Despite major changes to Shire s management team, operations continued as usual, with the Shire exceeding both operating revenue and expenditure budgets, producing a net operating surplus for the year of $261,172. This was significant increase from the previous financial year, which only produced an operating surplus of $9,920. Much of the operating surplus was due to additional rates and fees and charges generated during the year. Depreciation remains the Shire highest operating expenditure item, and there was over a $500k saving in employee s costs during the year. ~ Shire of Coolgardie Po Box 138 KAMBALDA, WA 6442 ~ ~ Telephone: Fax: ~ 6

14 Due to reduced internal resources during the year, the Shire was not able to meet its budgeted capital program, however still expended $3,026,178 on new and replacement assets, summarized below: Land and Buildings $424,574 Plant and Equipment $392,518 Furniture & Equipment $42,926 Roads & Footpaths $2,116,802 Parks and Ovals $67,358 Total $3,026,178 Council also transferred an additional $1,326,281 to reserves, to reduce the rates burden for future projects. An overall cash surplus of $3,235,728 was achieved for 2010/11, which was been carried forward into the 2011/12 budget to complete the outstanding projects from 2010/11. Council s financial position remains strong, with the Shire holding $3 in current assets (cash & debts) to cover every $1 in current liabilities, and all financial ratio s remain positive. As part of the Current Local Government Reform Process, the Shire is close to completing a 10 year Strategic Plan, from which a long term Financial Plan will be developed to better assist Council in allocating its scarce resources. Due to the focus on internal processes and practices, a new management team and a new strategic direction, the Shire of Coolgardie is now able to identify and meet the growing demands of residents and ratepayers. 2011/12 will be an extremely busy year for the Shire, with several large projects, for both towns, already identified in the 2011/12 budget. Hopefully the Shire will be able to consolidate much of the efforts achieved in 2010/11 to provide tangible new opportunities to the community. ~ Shire of Coolgardie Po Box 138 KAMBALDA, WA 6442 ~ ~ Telephone: Fax: ~ 7

15 Administration Rates & Charges A total of $5,057,044 was levied in property rates in the 2010/2011 financial year. At 30 June 2011, 81% of the 2010/2011 years rates had been collected. However, a further $264,730 remains outstanding from prior years. Together with $84,229 outstanding for unpaid rubbish and sewerage charges, the total amount outstanding for property related debts for the Shire is $1,277,059. Legal action has commenced, and is ongoing to recover these debts. Revenue raised from rates represents 52% of the annual revenue. When rates are not paid, the ability for the Shire to provide some services may be curtailed. Operating Income by Nature 5% 0% Rates 8% Fees & Charges 12% Operating Grants 52% Non Operating Grants 23% Interest Earned Other Other Income The fees and charges, representing 23% of revenue include income from rubbish collection charges, and the fee for the sewerage service in Coolgardie. Only Coolgardie residents pay the sewerage charge, as Kambalda sewerage service is provided by the water authority. Operating Grants include the annual Financial Assistance Grant (FAG) passed from the Federal Government, through State Government and then to Local Authorities to assist with the operations of Council, a grant to assist with the role of Club Development Officer, and funding from the Western Australian Department of Regional Development to operate the Resource Centre. The highest expenditure item is depreciation followed by employee costs. ~ Shire of Coolgardie Po Box 138 KAMBALDA, WA 6442 ~ ~ Telephone: Fax: ~ 8

16 Operating Expenditure by Nature 4% 2% 2% 5% Depreciation Employee Costs 40% Materials and Contracts 20% Utilities Other Insurance 27% Interest Paid Expenditure As can be seen on the following pie chart. The bulk of Shire expenditure is directed at Transport (Roads and their associate footpaths, and street lighting), and Recreation and Culture. Included in the Recreation and Culture is the maintenance of our town streets and the environs of our community. Operating Expenditure by Activity 3% 1% 1% 1% 4% 3% 5% 5% 34% 43% Transport Recreation & Culture Economic Services Rates Governance Law Order & Public Safety Housing Community Amenities Education & Welfare Administration The administration staff provide customer services at both the Coolgardie and Kambalda offices. Behind the scenes we have the staff paying the accounts for our suppliers, providing payroll services as well as records management and compliance services required to ensure that the Shire day to day operating needs are met. ~ Shire of Coolgardie Po Box 138 KAMBALDA, WA 6442 ~ ~ Telephone: Fax: ~ 9

17 Our property officer looks after both rating and the maintenance of information relating to land in the shire. This small team of four in Kambalda and two in Coolgardie work together as a single unit, and frequently move back and forth between the offices in both towns. Plan for the Future / Strategic Plan Summary The Local Government Act 5.53(2) requires that the Annual Report is to include an overview of the Plan for the Future of the district in accordance with section 5.56 including major initiatives that are proposed to commence or continue in the next financial year A Financial Recovery Plan was adopted in February 2009 for the four years 2009 to This plan was due for review in the first half of The outcome of this review, which was conducted in December 2010 was the Forward Capital Works Plan to The major project undertaken by the Shire during the current year was the construction of the Barnes Road precinct in Kambalda. Significant funds were also directed to Reserves. These are cash backed accounts holding funds identified for future specific undertakings. Non Operating Expenditure by Asset Type 2% 1% 9% 9% 39% Barnes Road Precinct Transfer to Reserves Land and Buidlings 10% Plant & Vehicles Roads 30% Loan Repayments Parks As part of the Integrated Planning Implementation process the current Strategic Plan with be adopted, and within the next two years, a Corporate Plan will be introduced. ~ Shire of Coolgardie Po Box 138 KAMBALDA, WA 6442 ~ ~ Telephone: Fax: ~ 10

18 Competitive Neutrality National Competition Policy reforms require Local Governments to comply with and implement the principles of Competitive Neutrality and restructure monopolies, subject to a Public Benefits assessment. National Competition policy is a framework for reform and is about promoting competition in businesses across Australia regardless of private or public ownership, size of business or ownership of structure. The key issues for local government are: Competitive Neutrality removal of any net benefits, which accrue to government business activities as a result of public ownership. Legislation Review (Local Laws) to review government regulation, which restricts competition. Structural Reform to reform the structure of government owned monopoly business where it is possible to introduce competition. When conducting the competitive neutrality review, council needed to ascertain the following in relation to services provided by the shire: Is it a business? Is the annual income over $200,000? If the annual income is under the $200,000 threshold, then council is not required to implement competitive neutrality. At the present time only the waste disposal site attracts a user pay income over $200,000, therefore council has not had to apply the competitive neutrality principle on National Competition Policy during the year under review. State Records Act (2000) In compliance with the State Records Act 2000 the Shire of Coolgardie has a Record Keeping Plan. The Record Keeping Plan provides a description of current record keeping practices and focuses on the following six principles: 1. Proper and adequate records 2. Policies and Procedures 3. Language Control 4. Preservation 5. Retention and Disposal ~ Shire of Coolgardie Po Box 138 KAMBALDA, WA 6442 ~ ~ Telephone: Fax: ~ 11

19 6. Compliance The introduction of Keywords for Councils and Synergysoft Records Module is scheduled for implementation in mid A review of the Record Keeping Plan will be undertaken following the changes brought about by the introduction of an electronic document management system. Report on Freedom of Information In accordance with the requirements of section 96 of the Freedom of Information Act 1992 (FOI), the Shire of Coolgardie is required to publish an annual Freedom of Information Statement. This statement advises that in the reporting year no FOI applications were received by the Shire of Coolgardie. Report on National Competition Policy In 1995, the Council of Australian Local Government entered into a number of agreements known as the National Competition Policy. The policy is a whole of Government approach to being about reform in the public sector to encourage Government to become more competitive. Local Government will mainly be affected where it operates significant business activities that compete or could compete with private sector business. Local Government will also be impacted where its Local Laws unnecessarily affect competition. The Shire of Coolgardie is required to comply with certain policies contained within the National Competition Policy statement and report on progress in connection with Competitive Neutrality Principles and review of Local Laws. Local Laws are scheduled to be reviewed in the 2012/2013 reporting year. Report on Disability Service Plan The Shire of Coolgardie is committed to ensuring that the community is accessible for and inclusive of people with disabilities, their families and carers. ~ Shire of Coolgardie Po Box 138 KAMBALDA, WA 6442 ~ ~ Telephone: Fax: ~ 12

20 The following projects: Improvements to planning and processes: Coolgardie and Kambalda Town Maps have been updated to include locations of accessible amenities. Existing buildings and services are being evaluated and are being modified to meet the required standards. (ongoing) Conducting systemic reviews of accessibility of services. Soft fall surfaces to allow wheel chairs greater access to parks have been included at Coolgardie, Park, Rymer Park and Lions Park. New Automatic Doors have been installed at the Coolgardie Community Recreation Centre. Surveys, flyers, posters and letter drops to the community are all in alignment with Disability Access and Inclusion standards. Priority bin service: Information has been posted on the SOC website and community directories, advising persons with mobility problems that they can obtain alternative arrangements for the collection of their rubbish bins. This service is available to them upon request. Access to buildings and facilities has been improved. All new buildings and services are being designed to suit persons with disabilities and to meet required standards. An accessible change room facility has been constructed at the Kambalda West Pool. Footpath ramps have been installed at several cross-over points around the towns. Implementation of the Shires Footpath Plan has commenced with several new footpaths in Coolgardie and Kambalda. ACROD Parking bays, wheelchair ramps and ambulance bays included in the construction of Barnes Drive Car Parks and footpaths. Accessible amenities have been included in the 2011/2012 budget. ~ Shire of Coolgardie Po Box 138 KAMBALDA, WA 6442 ~ ~ Telephone: Fax: ~ 13

21 Report on Employees Remuneration Set out in bands of $10,000 is the number of employees of the Shire entitled to an annual Salary of $100,000 or more. Salary Range $130,000 to $140, Report on Employee Numbers The number of Full-time equivalent employees at balance date ~ Shire of Coolgardie Po Box 138 KAMBALDA, WA 6442 ~ ~ Telephone: Fax: ~ 14

22 Financial Report ~ Shire of Coolgardie Po Box 138 KAMBALDA, WA 6442 ~ ~ Telephone: Fax: ~ 15

23 ~ Telephone: Fax: ~ 16