APPENDICES - Shire of Waroona

T (08) 9733 7800 • E [email protected] • www.waroona.wa.gov.au

52 Hesse Street, Waroona WA 6215 • PO Box 20, Waroona WA 6215

APPENDICES

22 JUNE 2021

ORDINARY COUNCIL MEETING

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

APPENDIX 11.2.1A

tony.dowling

Line

tony.dowling

Polygon

tony.dowling

Callout

Nominal eastern boundary/edge of future gravel extraction pit

tony.dowling

Callout

Proposed vegetated bund/mound - nominal width shown

tony.dowling

Callout

'Frame'

365.945

1075.543

144.

798

Boundary (Unform

ed Road)

Boundary (Unform

ed Road)

Boundar y (U

nf or med R

oad)

ROAD

40m

40m

40m

Note: This drawing is the property of BE Surveys.It may not be copied or altered without theconsent of the owner

BE Surveys

Survey

Drawn Certified Correct

Vertical DatumHorizontal Datum

C.A.D. File

01/11/2019

Drawing No.

Description

ClientMGA 94

A 12952BCHARLES HULLCONTRACTING

Note:

Original drawing1 : 4000

Scale at A1 (all distances are in metres)

AHD

DNR XX-XX-18 BBC 01-11-19

LG 24-09-19 12952B.LCDPLAN 1

Mandurah WA 6210

Rev. Details Date Rev. Details Date

PO Box 2215Unit 3, 10 Thornborough Road

SCALE @ A1 - 1:4000

LOT 731

DP 132029PROPOSED ROAD

RE-ALIGNMENT

Boundar y (U

nf or med R

oad)

LOT 731DP 132029

55.39327.851

158.81474.149

8 05 .21 5

367.621487.825

3 51 .98 66 03 .05 6

218.306

11 04 .6 6134 7. 8 73

Edge of Gravel

Bush line

Gate

Fence

Water Level

Areas of Rehabitation

Areas Under Rehabilitation

Areas of Active Quarry

LEGEND

Bottom of Bank

Top of Bank

Boundary setback

Nan

ga

Brook

Road

LOT 373P101477

LOT 169P256052

LOT 242P100891

LOT 3P020309

LOT 4P020309

LOT 522P109292

LOT 519P121487

LOT 2D058304

LOT 20D071678

LOT 21D071678

Airstrip Gravel PitNanaga Brook Road

Lot 731 on DP 132029

This drawing is the property of BE Survey Group.

consent of the owner.It may not be copied or altered without the

Disclaimers & Comments:

This plan has been prepared for Charles Hull froma combination of field survey and existing records for the purpose of showing the physical features of the land toassist in designing future development, and should not beused for any other purpose.

Services shown hereon were located where possible byfield survey completed during Dec 2012. If notable to be so located, known services have been shownfrom the records of the relevant authorities or serviceproviders where available and have been noted accordinglyon this plan. All services shown from records only will needverification prior to, or during work on site.

Prior to any demolition, excavation or construction on site,the relevant authority should be contacted for:

• Verification of all services plotted from records only; and

• Possible location of any services altered since thissurvey was completed or any new services installed eitheron or adjacent to the site.

Before starting any demolition, excavation or constructionon the site, the relevant person should make an independentand updated enquiry of ‘dial before you dig’ and any relevantservice providers to ascertain the existence of further services (if any) and the accurate location of those not able to havebeen surveyed at the time of preparing this plan (or data).

AHD Levels & MGA'94 coordinates were determined fromVRS GPS connections.

Contractors to verify all survey control marks to be correct(by field checks) prior to utilisation for construction purposes.

Landgate SCDB Data has been included in this data set to demonstrate approximate boundary positions.BE Survey Group can provide no certainty to it's spatialaccuracy and recommend a legal resurvey be undertaken by a Licensed Surveyor prior to construction. Original plan dimensionsare shown on this plan.

* No responsibility can be accepted by BE Survey Groupfor any damage caused to any underground service orany loss or injury so suffered if enquiry and verificationhave not been completed in accordance with this note.

** This note is an integral part of this plan/data. Reproductionof this plan or any part of it without this note being included in full will render the information shown on such reproduction invalid and not suitable for use.

200150100500

5 27 .63 0

APPENDIX 11.2.1B

PLAN

for

GRAVEL PIT MANAGEMENT PLAN Project/Contract: CHC East Expansion 2019-2029

Prepared by Plan Owner Approved by

Carolyn Hull Carolyn Hull Carolyn Hull

Latest Revision No. Approved Date Revision Comments

0 21/10/19 Original Issue

APPENDIX 11.2.1C

GRAVEL PIT MANAGEMENT PLAN Doc No: PLN-005

Rev. No.: 0

~ Document is uncontrolled when printed Page 2 of 14

Table of Contents

1 PURPOSE ............................................................................................................................................ 4

2 SCOPE ................................................................................................................................................. 4

3 RESPONSIBILITIES ............................................................................................................................... 4

3.1 PROPOSAL ................................................................................................................................ 4

3.2 PROPONENT ............................................................................................................................. 4

3.3 PROPERTY LOCATION ............................................................................................................... 5

3.4 HISTORY OF PROJECT APPROVALS ........................................................................................... 5

3.5 DESCRIPTION OF RESOURCE .................................................................................................... 5

4 PLANNING ISSUES .............................................................................................................................. 6

4.1 CURRENT LAND USE ................................................................................................................. 6

4.2 LAND ZONING .......................................................................................................................... 6

4.3 PROPERTY ACCESS ................................................................................................................... 6

5 PROJECT DESCRIPTION ....................................................................................................................... 6

5.1 HOURS OF OPERATION ............................................................................................................ 6

5.2 SCOPE OF PRODUCTION .......................................................................................................... 6

5.3 EQUIPMENT ............................................................................................................................. 6

5.4 WORKFORCE ............................................................................................................................ 6

5.5 SAFETY AND MANAGEMENT ................................................................................................... 7

6 OPERATION PLAN ............................................................................................................................... 7

6.1 CURRENT PIT MANAGEMENT .................................................................................................. 7

6.2 EXTRACTION AND PROCESSING ............................................................................................... 7

6.3 REHABILITATION ...................................................................................................................... 7

7 LOAD AND HAUL ................................................................................................................................ 8

7.1 TRANSPORT .............................................................................................................................. 8

7.2 LOADING .................................................................................................................................. 8

7.3 TRUCK MOVEMENTS ................................................................................................................ 8

8 ENVIRONMENTAL MANAGEMENT PLANS ......................................................................................... 8

8.1 DUST......................................................................................................................................... 8

8.2 NOISE ....................................................................................................................................... 9

8.3 VISUAL IMPACT ........................................................................................................................ 9

8.4 STORMWATER ......................................................................................................................... 9

8.5 PEST & WEED CONTROL .......................................................................................................... 9

8.6 TOPSOIL MANAGEMENT .......................................................................................................... 9

8.7 FLORA AND FAUNA ................................................................................................................ 10

8.8 DIEBACK ................................................................................................................................. 10


Rev. No.: 0


8.9 FIRE CONTROL ........................................................................................................................ 10

9 MONITORING, MAINTENANCE AND PIT COMPLETION ................................................................... 10

9.1 MONITORING ......................................................................................................................... 10

9.2 MAINTENANCE OF ACTIVE PIT AREAS ................................................................................... 10

9.3 MAINTENANCE OF REHABILITATION ..................................................................................... 10

9.4 COMPLETION ......................................................................................................................... 10

10 SPECIFIC ACTIONS REQUIRED........................................................................................................... 11

10.1 PIT ACCESS ROAD ................................................................................................................... 11

11 DURATION AND REVIEW OF MANAGEMENT PLAN ......................................................................... 11

ANNEXURE A: TYPICAL CROSS SECTION (BEFORE AND AFTER) ....................................................................... 12

ANNEXURE B: PLAN 1 ...................................................................................................................................... 14


Rev. No.: 0


1 PURPOSE

Charles Hull Contracting is applying for the continuation of existing gravel extraction operations at Location 731 Nanga Brook Road, Waroona, which has occurred on the property since 1995, close to 25 years.

2 SCOPE

It remains a valuable resource to local business and community needs due to the property having extensive areas of cleared paddocks of laterite soils over crushable rock that can be blended to produce a high-grade road base.

It has been the primary source of gravel materials for Shire of Waroona road works programme and the only source of gravel product for Charles Hull Contracting.

Proposed Excavation

Active Quarry Area 1.3 ha Proposed expansion 7.17 ha Area under rehab 6.05 ha Rehabilitation complete 7.46 ha Estimated Annual Resource Production 10000 tonnes Estimated Total Resource 148225 tonnes Estimated Project Life 15 years Maximum Depth of excavation 1.5 - 2 metres

3 RESPONSIBILITIES

3.1 PROPOSAL

Charles Hull Contracting is applying to Shire of Waroona for planning consent and extractive industries licence for Location 731 Nanga Brook Road Waroona for the continuation of gravel extraction by moving in a northerly direction.

3.2 PROPONENT

Charles Hull Contracting is a local company which contributes substantially to the economy of the Waroona Shire and surrounding area.

Contact details are

Charles Hull Contracting Co Pty Ltd P.O Box 63WAROONA WA 6215(08) 9782 6900


Rev. No.: 0


3.3 PROPERTY LOCATION

Loc 731 is a large farm located in the Darling Range, 8 kms east of Waroona town site on Nanga Brook Road and is owned by Mr Charles Hull of Waroona. It is surrounded by farmland.

3.4 HISTORY OF PROJECT APPROVALS

Previous planning approvals are as follows:

• Extractive Industry Licence Area 5 Loc 731 Nanga Brook Road Waroona – 24th October 1995

• Renewal of Extractive Industry Licence - 24th September 2000

• Department of Industry & Resources - letter of no objection July 2003

• Renewal of Extractive Industry Licence 2003


• Department of Water advice permit not required 2014


• Since the pit has been in operation, we have not had any objections from local residents.

3.5 DESCRIPTION OF RESOURCE

Since 1995, there has been gravel extraction from the property and as such, is an existing land use.

The property has extensive areas of cleared farmland of a gravel soil type with underlying caprock that can be ripped and crushed with the surface gravel to produce quality road base.

It is our aim to mine and provide a gravel supply in a manner to maintain a resource for the future through expansion of the existing operation on the property. Gravel supplies are extremely limited in the Peel Region.


Rev. No.: 0


4 PLANNING ISSUES

4.1 CURRENT LAND USE

The land is currently used for grazing of stock and gravel production.

4.2 LAND ZONING

The property (Loc 731) and surrounding properties on north side of Nanga Brook Road are Zoned Rural 5. On the south side of Nanga Brook Road (opposite side of road to property) is State Forest.

4.3 PROPERTY ACCESS

The property is accessed via a gazetted road and a thoroughfare which provides access to other private property. This thoroughfare is not currently built on the gazetted alignment.

5 PROJECT DESCRIPTION

5.1 HOURS OF OPERATION

Hours of operation will remain the same.

Transport of material Monday to Friday 7:00 am to 4:30 pm. Saturday 7:00 am to 3:00 pm

Mining and Rehabilitation Monday to Saturday 7:00 am to 5:00 pm

These hours dictate the hours that work can be carried out on site however the pit does not operate these hours on a year-round basis.

The pit only works to maximum hours during crushing operation and when clients require delivery of large orders of gravel material.

In general, the road trucks do not operate on Saturdays.

5.2 SCOPE OF PRODUCTION

The demand for gravel road base varies, however in previous years, our crushing programme has maintained a large enough stockpile to ensure available supply of road base gravel to our main client Shire of Waroona, local civil and private requirements.

Extraction and processing are generally commenced at the end of summer and usually takes 6-8 weeks to process.

Charles Hull Contracting has invested in modern tracked crushing plant that processes material efficiently.

Once stockpiled, the road base product is trucked out when required throughout the year.

5.3 EQUIPMENT

• Bulldozer

• Excavator

• Wheel Loader

• Crushing plant, screening plant and stackers

• Service Truck (supplies fuel and oil)

5.4 WORKFORCE

2 – 3 employees are on site when processing is required.


Rev. No.: 0


5.5 SAFETY AND MANAGEMENT

The extraction and processing of the gravel occurs in accordance with the Mines Safety and Inspection Act and Regulations and state and local government requirements.

Mr Peter Frerk is the Pit Manager and is authorized to liaise with the Mines Dept. and maintains documentation and other requirements including gates and signage to prevent public from accessing site.

All personnel perform their duties in a safe and competent manner under the company’s health and safety policy. All equipment is maintained to meet operational requirements and relevant statutory regulations.

6 OPERATION PLAN

6.1 CURRENT PIT MANAGEMENT

The current gravel pit has an area of expansion to the north, and following the finalisation and construction of the gazetted road realignment is proposed to continue on the eastern side of the existing property access road.

6.2 EXTRACTION AND PROCESSING

Topsoil is removed and stockpiled to be used in rehabilitation works.

The depth of crushing material varies between 1 to 2 metres. It is limited by the thickness of caprock and the depth of clay which lies underneath and is not suitable for road base.

The caprock is ripped by bulldozer and larger rocks broken down with rock-breaker attachment on excavator to form stockpiles of crushing material. This material is then put through the crushing and screening plant with a stacker to place finished product in stockpiles in the floor of the pit.

6.3 REHABILITATION

The rehabilitation plan is to reshape the edge contours of excavation areas, with consideration of onsite drainage, to achieve an even landform to allow for agricultural grazing to the satisfaction of the property owner. Topsoil will be returned to a depth of 5 cm and areas re-seeded with a mixture of clover and rye grass and harrowed to finish the levelling process.

Rehabilitation will typically follow extraction and processing work and typically carried out in autumn months for successful establishment.

A typical cross section is found in Appendix 2; however, the final depth is determined by caprock thickness.


Rev. No.: 0


7 LOAD AND HAUL

7.1 TRANSPORT

Road signs and access roads will be placed and maintained with gates to comply with the Department of Mines requirements.

Gravel products are transported with 8-wheeler and semi tippers.

Between 1 and 4 trucks are available.

7.2 LOADING

All gravel is loaded with a wheel loader which is fitted with trade approved scales so trucks are legally loaded as per Main Road requirements.

7.3 TRUCK MOVEMENTS

Truck movements depend on demand for gravel product

Trucks can cart a maximum of 4 to 5 loads each a day, depending on distance the delivery site is from the pit.

There are minimal truck movements during winter months when rain prevents civil works.

Pit access is limited to Charles Hull Contracting truck drivers and employees.

8 ENVIRONMENTAL MANAGEMENT PLANS

It is our objective to continue to operate the gravel pit in such a way as to have minimum impact on adjoining landholders by way of dust, noise or visual impact.

8.1 DUST

Pit operations generate dust from a variety of sources including vehicle and equipment traffic on paved and unpaved roads, earthmoving vehicles and equipment during pit operations, wind erosion from disturbed soils and material handling and transport.

With nearly 20 years of experience with site conditions in the gravel pit and in consultation with neighbouring households, we have minimised dust impacts so we don’t envisage changes to mining methods at this stage.

Water cannot be used during crushing operation to reduce dust as it is impossible to crush wet material.

Restricting operation of crushing plant to time of year when crushing material has residual moisture combined with favourable prevailing wind direction reduces dust impact.

Dust events in the pit area are to be minimized to maintain a safe working environment. The wind speed is reduced somewhat due to pit floor being lower than surrounding land form.

Clearing and topsoil stripping is to only take place when there is sufficient soil moisture and rainfall to create a crust on the surface.

The pit supervisor must take notice of the prevailing wind direction and wind speeds at all times. Dust can be a significant issue in instances of dry hot winds and the responsible approach is to suspend loading or extraction operations until these conditions abate.

If dust is excessive, employees are authorized to cease work.

Dust emissions from access tracks are proportional to vehicle speeds. Vehicle speed limit of 40 km/h will be enforced to minimize dust created from vehicle movements.


Rev. No.: 0


Pit supervisor will be onsite to monitor dust levels. If dust control problems are found to be reoccurring additional dust control methods will be implemented.

8.2 NOISE

The operation of a gravel pit is by its very nature a noisy environment due to types of machinery required to produce a finished product.

Charles Hull Contracting will comply with the Environmental Protection (Noise) Regulation 1997 and Mines Safety and Inspection Act 1994 and Regulations 1995.

Charles Hull Contracting has a comprehensive health and safety policy and employees are supplies with all safety equipment including hearing protection to Australian Standards.

The closest residence is located more than 500 metres east of the proposed quarry extent line.

The pit has been in operation for nearly 20 years and to date, we have never received complaints of excessive noise.

The crushing operation is not a year-round operation and typically lasts 6 – 8 weeks usually during periods of strong easterly winds. Prevailing wind direction and ambient sound on windy days can also reduce noise impact on nearby residences from gravel operations. Restricting operation of crushing plant to days with favourable prevailing wind direction reduces noise.

Noise impact from pit operations is minimised with the appropriate location and operation of crushing plant and strict adherence to operating times.

Charles Hull Contracting truck drivers have also been instructed to maintain a low speed limit when accessing pit to reduce noise to a low level.

Reversing sirens on loaders are fitted with a low pitch type to also reduce the noise impact.

8.3 VISUAL IMPACT

The gravel pit operations will be limited to the area north of the remnant vegetation on a ridge so no excavation will be visible from Nanga Brook Road.

Pit areas next to gazetted road through property will be screened with an earth bund which will also limit access to pit area.

8.4 STORMWATER

During previous gravel pit operations and during general property maintenance, heavy rainfall events are successfully managed with the placement of interceptor banks and topsoil windrows. Two interceptor banks are proposed to control Stormwater runoff.

During rehabilitation, the landform will be reshaped to allow for surface water to discharge in a controlled rate to prevent future damage.

8.5 PEST & WEED CONTROL

Weeds in the pit and on rehabilitated pasture are managed in accordance with the rest of the property to mainly prevent Cotton Bush from establishing and maintaining quality of the pasture. Other weeds regularly controlled on site are Apple of Sodom, Blackberry and Scotch Thistle.

8.6 TOPSOIL MANAGEMENT

The objectives of topsoil management are to provide sufficient material for rehabilitation and optimise recovery and quality of topsoil for successful rehabilitation.

Stockpiles will be maintained to a maximum height of 3 metres in order to limit the potential for anaerobic conditions to develop within the stockpile


Rev. No.: 0


Opportunities for direct placement of topsoil onto rehabilitated areas will be identified to minimise earthmoving requirements and avoid need for stockpile.

Topsoil windrows will be constructed with rough surfaces to reduce erosion hazard and promote revegetation.

Stripped topsoil will be utilized as soon as possible for rehabilitation.

8.7 FLORA AND FAUNA

The property has been historically cleared for grazing of stock and forest was retained on the tops of the hills. The gravel extraction is to occur in the previously cleared areas.

8.8 DIEBACK

Diebacks (Phytophthora sp.) are fungal-like organisms which prevent plants from absorbing water and nutrients eventually killing them and are common in Jarrah forest along the scarp. The plant pathogen is spread when infested soil with root material is moved.

Due to the fact that the area of excavation is cleared pasture, the issue of dieback contamination is not seen as a significant risk.

8.9 FIRE CONTROL

Firebreaks on property boundary are maintained to a high standard.

To date there has never been a fire in the pit. Although fire is not expected to be an issue, a firefighting unit is on standby and all of the equipment and machinery on site are fitted with fire extinguishers.

9 MONITORING, MAINTENANCE AND PIT COMPLETION

9.1 MONITORING

Pit supervisor or delegated employee inspects the pit to ensure that the workplace is safe for persons working there as required under Mines Safety and Inspection Regulations 1995.

A pre-start inspection must be completed before operating machinery at the pit. This monitoring of equipment is undertaken using the CHC Daily Work Docket.

During extraction and processing of gravel, dust levels and direction of dust movement will be monitored by pit supervisor.

9.2 MAINTENANCE OF ACTIVE PIT AREAS

Pit floor and ramp levels, access roads, fencing and signage will be maintained where required to comply with CHC and mine safety requirements.

Fueling and minor servicing of heavy equipment is completed by a mobile service truck. Major servicing and mechanical repairs are completed at our workshop complex in Waroona.

9.3 MAINTENANCE OF REHABILITATION

After ground preparation has been completed, seedlings will be planted in winter/spring to ensure successful establishment.

Revegetated areas will be fenced for protection from grazing animals.

9.4 COMPLETION

Significant reserves of gravel remain on the property. It is proposed the extraction of these reserves will occur in stages in the next 25 years, and will be guided by previous and current pit operations and experience.


Rev. No.: 0


Upon completion of mining activities, pit areas will be re-contoured and re-vegetated with

improved pasture with good stock carrying capacity. All areas will be maintained to establish good ground coverage and a regular herbicide spraying will be done to prevent Cotton Bush infestation in the pit area, rehabilitation and remainder of property.

10 SPECIFIC ACTIONS REQUIRED

10.1 PIT ACCESS ROAD

Preliminary meetings with Shire of Waroona staff have been undertaken to work towards an agreement on relocation of boundary of road gazettal and then building a thoroughfare on that gazettal.

The attached site plan shows the revised boundary relocation of the road gazettal after further survey work undertaken by Mr John McKay in 2019.

Work to build the new section of road can commence after mutual agreement of all neighbours of the future access road alignment is progressed.

During current and future excavation, no excavation will occur within 40 metres of current or proposed road alignment or thoroughfare except in the instance when the thoroughfare is relocated onto an agreed alignment.

11 DURATION AND REVIEW OF MANAGEMENT PLAN

Duration of the management plan will be five years with an aim to be reviewed in consultation with the Shire of Waroona every 24 months and may be amended based on the outcomes of that review.

This management plan will be immediately reviewed if circumstances arise which require prompt action to be taken to rectify adverse situations.


Rev. No.: 0


ANNEXURE A: Typical Cross Section (Before and after)


Rev. No.: 0


ANNEXURE B: PLAN 1

APPENDIX 11.2.1D

ACCOUNT TOTAL

MUNICIPAL FUND

(CHEQUES)41,081.23$

TRUST FUND

(CHEQUES/EFT'S)-$

ELECTRONIC FUND TRANSFERS

MUNICIPAL FUND593,620.31$

DIRECT WAGES

1/05/2021 - 31/05/2021152,270.20$

DIRECT DEBITS

1/05/2021 - 31/05/2021 33,818.40$

820,790.14$

SUMMARY OF PAYMENTS FOR THE PERIOD

CHEQUE NO'S

1/05/2021 TO 31/05/2021

GRAND TOTAL:

N/A

34248 - 34414

Nil

9694 - 9718

N/A

MUNICIPAL FUND(CHEQUES)

TRUST FUND(CHEQUES/EFT'S)

ELECTRONIC FUNDTRANSFERS

MUNICIPAL FUND

DIRECT WAGES1/05/2021 - 31/05/2021

DIRECT DEBITS 1/05/2021 - 31/05/2021

Series1 $41,081.23 $- $593,620.31 $152,270.20 $33,818.40

$-

$100,000.00

$200,000.00

$300,000.00

$400,000.00

$500,000.00

$600,000.00

$700,000.00

APPENDIX 11.3.1

Chq/EFT Date Name Description Amount 9694 07/05/2021 SOUTH WEST WANDERERS Refund Hall Deposit -180.009695 07/05/2021 OPTUS BILLING SERVICES Internet Usage -257.959696 07/05/2021 VIDA HILL Payment of Consignment Stock - Visitor Centre -333.009697 07/05/2021 EILEEN MACPHERSON Payment of Consignment Stock - Visitor Centre -75.009698 07/05/2021 SHIRE OF WAROONA - SUNDRY DEBTORS Payroll Deductions -670.009699 07/05/2021 CHRISTINE HYDE Payment of Consignment Stock - Visitor Centre -684.459700 14/05/2021 BUNNINGS MANDURAH Hardware Supplies -4.129701 14/05/2021 OPTUS BILLING SERVICES Telephone Charges -2177.359702 14/05/2021 SYNERGY Electricity Charges -248.259703 14/05/2021 SHIRE OF WAROONA BSL Commission Collected - April 2021 -30.009704 14/05/2021 WATER CORPORATION Water Use Charges -18071.979705 14/05/2021 LINDA TELFER Rate Refund - 66 Paterson Road, Waroona -660.759706 20/05/2021 SHIRE OF WAROONA Purchase Shire Number Plates - 329WR - Shawn Raymond -200.009708 21/05/2021 SOPHIA DE BONT Crossover Subsidy - 9 Berry Road, Waroona -250.009709 21/05/2021 SARA CARNA Crossover Subsidy - Lot 204 Nanga Brook Road, Waroona -250.009710 21/05/2021 PETTY CASH - please pay cash Petty Cash Reimbursements -423.309711 21/05/2021 SHIRE OF WAROONA - SUNDRY DEBTORS Payroll Deductions -670.009714 25/05/2021 WAROONA SENIOR CITIZENS WELFARE COMMITTEE Alcoa / Waroona Micro Grant Fund -2200.009715 28/05/2021 BUNNINGS MANDURAH Hardware Supplies -62.709716 28/05/2021 OPTUS BILLING SERVICES Telephone Charges -814.709717 28/05/2021 SYNERGY Electricity Charges -12567.699718 28/05/2021 LINDA TELFER Fusion Program -250.00

TOTAL MUNICIPAL FUNDS CHEQUES -$ 41,081.23

Chq/EFT Date Name Description Amount Nil

TOTAL TRUST CHEQUES $ -

Direct Debit Date Name Description Amount DD19541.1 05/05/2021 AWARE SUPER Payroll Deductions -13715.57DD19541.2 05/05/2021 CBUS SUPERANNUATION Payroll Deductions -406.79DD19541.3 05/05/2021 TELSTRA SUPER Superannuation Contributions -953.87DD19541.4 05/05/2021 SUNSUPER Superannuation Contributions -440.39DD19541.5 05/05/2021 AUSTRALIAN SUPER Superannuation Contributions -416.68DD19541.6 05/05/2021 REST SUPER - RETAIL EMPLOYEES SUPERANNUATION

FUNDSuperannuation Contributions -229.43

List of Accounts Due & Submitted to Committee June 2021Municipal Funds Cheques May 2021

Trust Fund Cheques/EFTs

Direct Debit Payments

DD19541.7 05/05/2021 AUSTRALIAN ETHICAL RETAIL SUPERANNUATION FUND Superannuation Contributions -177.08DD19541.8 05/05/2021 BT SUPER FOR LIFE Superannuation Contributions -54.21DD19541.9 05/05/2021 STORR SUPER FUND Superannuation Contributions -264.47DD19568.1 31/05/2021 TELAIR PTY LTD Monthly Access Fee - Fax -285.95DD19570.1 19/05/2021 AWARE SUPER Payroll Deductions -13602.50DD19570.2 19/05/2021 BT SUPER FOR LIFE Superannuation Contributions -54.21DD19570.3 19/05/2021 STORR SUPER FUND Superannuation Contributions -226.97DD19570.4 19/05/2021 COLONIAL FIRST STATE FIRSTCHOICE WHOLESALE

PERSONAL SUPERSuperannuation Contributions -88.11

DD19570.5 19/05/2021 TELSTRA SUPER Superannuation Contributions -953.58DD19570.6 19/05/2021 SUNSUPER Superannuation Contributions -440.39DD19570.7 19/05/2021 CBUS SUPERANNUATION Superannuation Contributions -431.25DD19570.8 19/05/2021 AUSTRALIAN SUPER Superannuation Contributions -482.55DD19570.9 19/05/2021 REST SUPER - RETAIL EMPLOYEES SUPERANNUATION

FUNDSuperannuation Contributions -233.92

DD19586.1 24/05/2021 IINET TECHNOLOGIES Internet Fees -109.95DD19570.10 19/05/2021 AUSTRALIAN ETHICAL RETAIL SUPERANNUATION FUND Superannuation Contributions -177.08DD19570.11 19/05/2021 MIML - MACQUARIE SUPER ACCUMULATOR Superannuation Contributions -73.45

TOTAL DIRECT DEBIT PAYMENT -$ 33,818.40

Chq/EFT Date Name Description Amount EFT34248 05/05/2021 DEPARTMENT OF WATER AND ENVIRONMENTAL

REGULATIONApplication for Clearing Permit - Drakesbrook Weir -2400.00

EFT34249 07/05/2021 LUNA GARDINER Payment of Consignment Stock - Visitor Centre -45.00EFT34250 07/05/2021 PINJARRA AUTO GROUP Fabricate Upright Toolbox on Tray -1500.00EFT34251 07/05/2021 KATHERINE ANNE SIMPSON Reimburse Staff Uniforms -30.00EFT34252 07/05/2021 PETES TREEWORX Tree Removal -462.00EFT34253 07/05/2021 RENIER & CHRISTINE THEELEN Payment of Consignment Stock - Visitor Centre -304.50EFT34254 07/05/2021 ORIGIN ENERGY LP Gas -7468.15EFT34255 07/05/2021 MURRY BRACKNELL Reimburse Mobile Phone Charges -60.00EFT34256 07/05/2021 ESTUARY BOBCATS Wet Hire Digger - Removal of Bollards at Preston Beach -968.00EFT34257 07/05/2021 DEPARTMENT OF WATER AND ENVIRONMENTAL

REGULATIONLandfill Licence Amendment Fee - WL6756/1996/11 -204.00

EFT34258 07/05/2021 KATHLEEN NORMA KRAUTH Payment of Consignment Stock - Visitor Centre -85.50EFT34259 07/05/2021 CITY & REGIONAL FUELS Fuel -8444.07EFT34260 07/05/2021 CLUNE GROUP PTY LTD T/A PEAK TRAFFIC

MANAGEMENTTraffic Control -2367.30

EFT34261 07/05/2021 HARVEY MEDICAL GROUP (WAROONA BRANCH) Pre-placement Medical - Lisa Walker -75.00EFT34262 07/05/2021 4SIGNS PTY LTD Various Signs & Solar Lighting -10267.40EFT34263 07/05/2021 SURVEYING SOUTH Surveying Works -13770.00EFT34264 07/05/2021 GEOGRAPHE CIVIL Peppermint Grove Road Headwall Construction -94325.00EFT34265 07/05/2021 GEOFF BLACK Payment of Consignment Stock - Visitor Centre -82.50EFT34266 07/05/2021 SAVAGE ST Payment of Consignment Stock - Visitor Centre -112.10EFT34267 07/05/2021 LESTER ALEXANDER ROWE Payment of Consignment Stock - Visitor Centre -120.00EFT34268 07/05/2021 JASMIN DE VERA BAGUIO Return Hall Booking Deposit -76.00

Municipal Electronic Funds Transfers

EFT34269 07/05/2021 PETER FOEKEN Payment of Consignment Stock - Visitor Centre -72.35EFT34270 07/05/2021 WAROONA WAGERUP YARLOOP MEALS ON WHEELS Emergency Relief & Crisis Care Support -1000.00EFT34271 07/05/2021 DAVREY GROWERS Payment of Consignment Stock - Visitor Centre -73.15EFT34272 07/05/2021 ALANA RAINER Payment of Consignment Stock - Visitor Centre -262.45EFT34273 07/05/2021 LETITIA CLIFTON Payment of Consignment Stock - Visitor Centre -74.65EFT34274 07/05/2021 KAREN GODFREY Reimburse - Event & Workshop Materials -250.61EFT34275 07/05/2021 LISA GAYE WALKER Payment of Consignment Stock - Visitor Centre -29.85EFT34276 07/05/2021 BREAKIN TRADITIONS Break Dancing Interactive Workshop - Youth Week -900.00EFT34277 07/05/2021 WOLFCOM AUSTRALIA PTY LTD Body Cameras, Docking Stations & Chest Harnesses - Preston Beach Volunteer Rangers -5476.02EFT34278 07/05/2021 ALL CLASS CONCRETE Pool Concourse Non-slip Sealant Application -20790.00EFT34279 07/05/2021 LIZ STORR Reimburse Fuel -65.64EFT34280 07/05/2021 VIBE PINJARRA Fuel -180.22EFT34281 07/05/2021 R & J VERGONE Refund Development Application - Not Required -147.00EFT34282 07/05/2021 OSCAR GRAHAM Payment of Consignment Stock - Visitor Centre -108.00EFT34283 07/05/2021 AUSTRALIAN SERVICES UNION Payroll Deductions -127.50EFT34284 07/05/2021 CURTIS ELECTRICAL CONTRACTING PTY LTD Electrical Works -1073.77EFT34285 07/05/2021 CABLE LOCATES AND CONSULTING Location Service - Corner of Millar Street & South Western Highway -1667.33EFT34286 07/05/2021 HARVEY WATER Water Consumption -1356.11EFT34287 07/05/2021 JETLINE CORPORATION PTY LTD Kerbing - Millar Street & South Western Highway -6765.00EFT34288 07/05/2021 MESSAGES ON HOLD Rental of Programming & Equipment -1132.38EFT34289 07/05/2021 THE WORKWEAR GROUP (PREVIOUSLY NEAT N' TRIM) Staff Uniforms -259.20EFT34290 07/05/2021 OFFICEWORKS Stationery -165.68EFT34291 07/05/2021 PRESTON BEACH PROGRESS ASSOC Seniors Engage - Digitally Connected Workshop -75.00EFT34292 07/05/2021 PRESTIGE PRODUCTS Popcorn, Cooking Oil & Flavouring for Events -58.75EFT34293 07/05/2021 PISCONERI, A. M. Rubbish Tip Contact -4085.31EFT34294 07/05/2021 CHILD SUPPORT AGENCY Payroll Deductions -348.96EFT34295 07/05/2021 SHIRE OF WAROONA STAFF LOTTO SYNDICATE Payroll Deductions -116.00EFT34296 07/05/2021 WAROONA NEWS Stationery -634.95EFT34297 07/05/2021 WESTERN POWER Power Connection Drakesbrook Weir -2445.00EFT34298 07/05/2021 WAROONA RURAL SERVICES Hardware Supplies -166.50EFT34299 07/05/2021 WAROONA LICENCED POST OFFICE Postage Charges -266.65EFT34300 07/05/2021 IAN DIFFEN CITY DISCOUNT TYRES WAROONA

(WAROONA TYRE MECHANICAL)Puncture Repair -77.00

EFT34301 07/05/2021 PUMA WAROONA ROADHOUSE Fuel -920.08EFT34302 07/05/2021 AUDREY ISOBEL SMITH Payment of Consignment Stock - Visitor Centre -81.00EFT34303 07/05/2021 PAULINE BONNER Payment of Consignment Stock - Visitor Centre -132.35EFT34304 07/05/2021 JEANETTE AUDINO Payment of Consignment Stock - Visitor Centre -310.50EFT34305 07/05/2021 BARBARA DAWN BENNETT Payment of Consignment Stock - Visitor Centre -76.00EFT34306 07/05/2021 GAIL DIANNE CURTIS Payment of Consignment Stock - Visitor Centre -31.45EFT34307 07/05/2021 SANDRA HEPTON Payment of Consignment Stock - Visitor Centre -275.90EFT34308 07/05/2021 DEBBIE ARMSTRONG Payment of Consignment Stock - Visitor Centre -36.00EFT34309 11/05/2021 LAKE CLIFTON HERRON RESIDENTS ASSOCIATION INC Payment OF Alcoa Waroona Sustainability Fund -16192.00EFT34310 14/05/2021 PINJARRA AUTO GROUP Water Tank with Soap Dispenser -660.00EFT34311 14/05/2021 PETES TREEWORX QTRA Report on Redgum - Cox Place -198.00EFT34312 14/05/2021 ESTUARY BOBCATS Road Works - Peppermint Grove Road -3784.00

EFT34313 14/05/2021 BUILDING COMMISSION BSL Collections - APRIL 2021 -857.35EFT34314 14/05/2021 SEEK Advertising -313.50EFT34315 14/05/2021 CLUNE GROUP PTY LTD T/A PEAK TRAFFIC


EFT34316 14/05/2021 FRONTLINE TECHNOLOGY SERVICES License for Office 365 for New Server -3165.80EFT34317 14/05/2021 HAIRY LENTIL Catering - Club Planning Workshops -200.00EFT34318 14/05/2021 PATONS PAINTING SERVICE Bush Pole Maintenance -2750.00EFT34319 14/05/2021 INTERFIRE AGENCIES PTY LTD Fire Helmets & Boots -1367.87EFT34320 14/05/2021 PAVING WORLD Pick & Relay Pavers after Install of Drain Pipe -7880.00EFT34321 14/05/2021 SCOPE BUSINESS IMAGING Photocopier Charges -820.00EFT34322 14/05/2021 TOLL TRANSPORT PTY LTD Freight -82.72EFT34323 14/05/2021 PHILLIP BEST PLUMBING Boiler Service & Repairs -1290.17EFT34324 14/05/2021 LIZ STORR Reimburse Fuel -169.78EFT34325 14/05/2021 PRESTIGE PRODUCTS ( NSW ) Urn - Memorial Hall -368.50EFT34326 14/05/2021 WINC AUSTRALIA PTY LIMITED Stationery -153.98EFT34327 14/05/2021 BRONWYN COOKE Reimburse Uniforms -104.95EFT34328 14/05/2021 CANNON HYGIENE AUSTRALIA PTY LTD Sanitary Unit - Rec Centre -58.26EFT34329 14/05/2021 COATES HIRE Hire Toilet -476.21EFT34330 14/05/2021 DOWN TO EARTH TRAINING & ASSESSING Traineeships - Cert III in Civil Construction -825.00EFT34331 14/05/2021 JASON SIGNMAKERS Signs -1061.49EFT34332 14/05/2021 LANDGATE Land Enquiries -160.20EFT34333 14/05/2021 LOCAL GOVERNMENT PROFESSIONALS AUSTRALIA WA LG Professionals WA 2021 Network Forum -450.00EFT34334 14/05/2021 McLEODS Legal Fees -6760.42EFT34335 14/05/2021 OFFICEWORKS Stationery -164.95EFT34336 14/05/2021 PRESTON BEACH GENERAL STORE Catering - Preston Beach Foreshore Management Plan -290.00EFT34337 14/05/2021 FINISHING WA (RAPID PRINT FINISHING) Binding of Council Minutes -126.50EFT34338 14/05/2021 THE WEST AUSTRALIAN (HARVEY REPORTER) Advertising -2074.01EFT34339 14/05/2021 SYNERGY - STREETLIGHT ACCOUNT Street Lighting -8151.65EFT34340 14/05/2021 STEWART & HEATON CLOTHING CO PTY LTD Bush Fire Brigade PPE -1266.11EFT34341 14/05/2021 SHIRE OF MURRAY CEO Resource Sharing & Environmental Health Services -48974.31EFT34342 14/05/2021 MOORE STEPHENS Rates Comparison Report 20/21 -385.00EFT34343 14/05/2021 WAROONA RURAL SERVICES Hardware Supplies -1228.62EFT34344 14/05/2021 WAROONA MITRE 10 Hardware Supplies -370.93EFT34345 21/05/2021 RUSSELL HARCOURT BRAY Rate Refund - 207 Armstrong Hills Drive, Lake Clifton -385.30EFT34346 21/05/2021 FRAGYLE GROUP Alcoa Waroona Micro Grant -1000.00EFT34347 21/05/2021 WAROONA/HAMEL RSL SUB-BRANCH Alcoa Waroona Micro Grant -1000.00EFT34348 21/05/2021 KLEEN WEST DISTRIBUTORS Cleaning Products -1062.05EFT34349 21/05/2021 FULTON HOGAN INDUSTRIES Primer Seal - Somers & Mayfield Road -13501.53EFT34350 21/05/2021 BM & RV WATERS Fill Sand - Coronation Road Batters -2434.22EFT34351 21/05/2021 ESTUARY BOBCATS Power Supply Pad - Drakesbrook Weir -484.00EFT34352 21/05/2021 WAROONA KARATE CLUB Community Development Grant 2021 -1500.00EFT34353 21/05/2021 CLUNE GROUP PTY LTD T/A PEAK TRAFFIC


EFT34354 21/05/2021 BRAD BROOKSBY TRAFFIC SERVICES Road Safety Audit - RSA Traffic Warden Controlled Children's Crossing - Millar Street -1916.75EFT34355 21/05/2021 THINKPROJECT AUSTRALIA PTY LTD RAMM Pavement Rating Module Update -484.00EFT34356 21/05/2021 PATONS PAINTING SERVICE Painting - Basketball Court -5600.00EFT34357 21/05/2021 VIBE WAROONA Fuel -69.74EFT34358 21/05/2021 WAROONA WAGERUP YARLOOP MEALS ON WHEELS Emergency Relief Funding - Purchase Containers -1000.00EFT34359 21/05/2021 ROAD SEAL (WA) PTY LTD Supply Lime, Positrack Soil Stabiliser & Water Trailer -3080.00EFT34360 21/05/2021 TOLL TRANSPORT PTY LTD Freight Charges -84.32EFT34361 21/05/2021 AMPAC DEBT RECOVERY Debt Recovery Costs - Rates -295.13EFT34362 21/05/2021 SOUTHERN DIRT Peel Hub Funding 2020/21 -11000.00EFT34363 21/05/2021 CORSIGN Bridge Width Markers -646.80EFT34364 21/05/2021 AUSTRALIAN SERVICES UNION Payroll Deductions -127.50EFT34365 21/05/2021 ADVANCED PEST CONTROL Pest Control -313.50EFT34366 21/05/2021 BAGS O' RAGS Bags of Rags -57.20EFT34367 21/05/2021 CLEANAWAY Bin Collection -26060.23EFT34368 21/05/2021 WINC AUSTRALIA PTY LIMITED Stationery -88.11EFT34369 21/05/2021 JUST CRUIZIN STREET MACHINERS INC Alcoa Waroona Micro Grant -1500.00EFT34370 21/05/2021 LIONS CLUB OF WAROONA Alcoa Waroona Micro Grant -1224.00EFT34371 21/05/2021 ORBIT HEALTH & FITNESS SOLUTIONS Gym Service -327.80EFT34372 21/05/2021 PEEL H20 SOLUTIONS Nozzles & Valves -569.00EFT34373 21/05/2021 PISCONERI, A. M. Rubbish Tip Contract -4250.31EFT34374 21/05/2021 CHILD SUPPORT AGENCY Payroll Deductions -348.96EFT34375 21/05/2021 SHIRE OF WAROONA STAFF LOTTO SYNDICATE Payroll Deductions -116.00EFT34376 21/05/2021 SIGMA CHEMICALS Photometer Glass Test Tubes -100.10EFT34377 21/05/2021 BUNBURY TRUCKS Oil, Air & Fuel Filters -226.61EFT34378 21/05/2021 STATE LIBRARY OF WA DDS Freight Recoup 2020-21- Library -637.63EFT34379 21/05/2021 TELSTRA CORPORATION LIMITED Telephone Charges -83.13EFT34380 21/05/2021 WAROONA NEWS Stationery -685.70EFT34381 21/05/2021 WA LOCAL GOVERNMENT ASSOCIATION WALGA Procurement Forum -165.00EFT34382 21/05/2021 WURTH AUSTRALIA PTY LTD Workshop Consumables -411.65EFT34383 21/05/2021 WAROONA HOTEL Catering - Inter-Agency Meeting -150.00EFT34384 21/05/2021 WA HORTICULTURAL DEVELOPMENTS PTY LTD Garden Maintenance -6793.88EFT34385 21/05/2021 WAROONA SEPTICS Clean & Pump out Portable Toilet - Lake Clifton Reserve -38.50EFT34386 21/05/2021 WAROONA MITRE 10 Hardware Supplies -314.18EFT34387 21/05/2021 CAFE WAROONA Catering - Volunteer Acknowledgement -212.30EFT34388 21/05/2021 DRAKESBROOK WINES PTY LTD Volunteer Thank You -132.00EFT34389 28/05/2021 PINJARRA AUTO GROUP Repair Kit for Windscreen -32.95EFT34390 28/05/2021 KATHERINE ANNE SIMPSON Reimburse Unit 1 - Cert 4 Work Health & Safety -446.40EFT34391 28/05/2021 PETES TREEWORX Powerline Pruning -27322.64EFT34392 28/05/2021 T-QUIP Blade Discs -790.55EFT34393 28/05/2021 360 ENVIRONMENTAL PTY LTD Groundwater Sampling - April 2021 -8198.30EFT34394 28/05/2021 EXAMINER NEWSPAPERS Advertising -440.00EFT34395 28/05/2021 NAPA AUTO PARTS Parts -39.82EFT34396 28/05/2021 TOLL TRANSPORT PTY LTD Freight -282.76EFT34397 28/05/2021 KELLY SHIPWAY Reimburse Costs of Food - Lake Clifton Event -25.00EFT34398 28/05/2021 VESTONE CAPITAL Server Updated Lease -9938.36

EFT34399 28/05/2021 MAD COW ENTERTAINMENT Minigolf & Gaming Trailer - Lake Clifton Event -1090.00EFT34400 28/05/2021 KITCHEN AND CABINET MANUFACTURING SW Kitchen & Laundry Cabinetry Deposit - Visitor Centre -2811.78EFT34401 28/05/2021 BELL FIRE EQUIPMENT Biannual Fire Equipment Servicing -183.32EFT34402 28/05/2021 CURTIS ELECTRICAL CONTRACTING PTY LTD Electrical Works -1329.06EFT34403 28/05/2021 LANDGATE Valuation Fees -255.90EFT34404 28/05/2021 McLEODS Legal Fees -363.13EFT34405 28/05/2021 NOVUS WINDSCREEN REPAIRS Replace Windscreen - WR106 -875.00EFT34406 28/05/2021 PISCONERI, A. M. Rubbish Tip Contract -4315.96EFT34407 28/05/2021 SUBARU MANDURAH Service - 103WR -354.85EFT34408 28/05/2021 DEPARTMENT OF PREMIER & CABINET Government Gazette - Waste Local Law 2021 -1087.00EFT34409 28/05/2021 SHIRE OF MURRAY Contract Ranger & Administration Services -96624.00EFT34410 28/05/2021 WAROONA BOWLING CLUB Catering - Emergency Services Dinner -3060.40EFT34411 28/05/2021 WAROONA RURAL SERVICES Hardware Supplies -787.14EFT34412 28/05/2021 WAROONA MITRE 10 Hardware Supplies -527.33EFT34413 28/05/2021 WESTERN POWER -NON ENERGY Design for Tender - 34 Fouracre Street -6600.00EFT34414 28/05/2021 WAROONA WOOD SUPPLIES Loader Hire for Verge Clearing - Hainge Road -1325.00

TOTAL MUNICIPAL ELECTRONIC FUNDS TRANSFER -$ 593,620.31

Name Description Amount National Australia Bank Payroll - 77,776.60 National Australia Bank Payroll - 74,493.60

TOTAL DIRECT WAGES TRANSFER -$ 152,270.20

Total Municipal Fund Cheques - 41,081.23 Total Trust Fund Cheques - Total Direct Debit - 33,818.40 Total Electronic Funds - 593,620.31 Total Direct Wages - 152,270.20

GRAND TOTAL ALL ACCOUNTS PAYABLE -$ 820,790.14

Electronic Fund Transfer - Direct Salaries & Wages Date

05/05/202119/05/2021

SHIRE OF WAROONAMonthly financial reportFOR THE PERIOD ENDED 31 MAY 2021

Statement of Financial ActivityBy Programme 2By Nature and Type 3

Statement of Financial Position 4

Note 1 Significant Accounting Policies 5 - 9

Note 2 Graphical Representation 10 - 11

Note 3 Net Current Funding Position 12

Note 4 Cash and Investments 13

Note 5 Major Variances 14

Note 6 Budget Amendments 15

Note 7 Receivables 16

Note 8 Grants and Contributions 17

Note 9 Cash Backed Reserves 18

Note 10 Capital Disposals and Acquisitions 19 - 20

Note 11 Significant Capital Projects 21

Note 12 Trust 22

Note 13 Borrowings 23

LOCAL GOVERNMENT (FINANCIAL MANAGEMENT) REGULATIONS 1996LOCAL GOVERNMENT ACT 1995

TABLE OF CONTENTS

Please note that these financial statements are in draft form due to agenda cutoff times.

APPENDIX 11.3.2

NoteOriginal Budget YTD Budget

YTD Actual (b)

Var. $(b)-(a)

Var. % (b)-(a)/(b) Var.

Operating Revenues $ $ $ $ %

Governance 108,672 180,173 147,337 (32,836) (22%)

General Purpose Funding 1,027,850 1,204,156 803,994 (400,162) (50%)

Law, Order and Public Safety 115,515 97,688 130,226 32,538 25%

Health 37,500 32,076 22,151 (9,925) (45%)

Education and Welfare 68,264 77,770 112,083 34,313 31%

Housing 15,600 15,599 13,541 (2,058) (15%)

Community Amenities 997,684 974,530 1,160,769 186,239 16%

Recreation and Culture 448,215 443,674 444,936 1,262 0%

Transport 1,084,990 1,118,910 1,120,538 1,628 0%

Economic Services 76,602 73,067 85,471 12,404 15%

Other Property and Services 24,760 23,111 29,442 6,331 22%

Total (Excluding Rates) 4,005,652 4,240,754 4,070,486Operating ExpenseGovernance (1,453,169) (1,325,547) (1,203,066) 122,481 10%

General Purpose Funding (153,214) (101,533) (109,470) (7,937) (7%)

Law, Order and Public Safety (567,915) (479,507) (490,658) (11,151) (2%)

Health (231,608) (202,879) (182,485) 20,394 11%

Education and Welfare (386,215) (377,607) (316,873) 60,734 19%

Housing (9,030) (8,505) (8,152) 353 4%

Community Amenities (1,558,041) (1,377,779) (1,381,286) (3,507) (0%)

Recreation and Culture (2,963,033) (2,704,468) (2,417,730) 286,738 12%

Transport (2,832,478) (2,603,229) (2,361,874) 241,355 10%

Economic Services (661,817) (621,661) (516,230) 105,431 20%

Other Property and Services (34,375) (24,507) (36,766) (12,259) (33%)

Total (10,850,895) (9,827,222) (9,024,590)Funding Balance AdjustmentAdd back Depreciation 3,292,598 3,003,396 2,817,431 (185,965) (7%)Adjust (Profit)/Loss on Asset Disposal 10 18,205 19,824 (1,127) (20,951) 1858% Unspent Grants July B/fwd 77,597 0 0 0Unspent Grants June C/fwd 0 0 0Adjust Provisions and Accruals (36,438) 0 0 0

Net Operating (Ex. Rates) (3,493,280) (2,563,248) (2,137,800) (206,916)

Capital RevenuesProceeds from Disposal of Assets 10 194,000 16,167 125,006 108,839 87.07%

Proceeds from New Debentures 0 0 660,000 660,000 100.00%

Self-Supporting Loan Principal 0 0 0 0Low Interest Loan Repayments 5,000 5,000Interfund Transfer/Adj 0 0 970Transfer from Reserves 9 318,770 0 0 0

Total 517,771 16,167 790,976 768,839Capital ExpensesLand and Buildings 10 (363,000) (951,175) (768,478) 182,697 23.77%

Plant and Equipment 10 (685,630) (685,631) (458,095) 227,536 49.67%

Furniture and Equipment 10 (32,000) (32,000) (48,635) (16,635) (34.20%)Infrastructure Assets - Roads 10 (1,466,044) (1,466,041) (1,307,168) 158,873 12.15%

Infrastructure Assets - Other 10 (410,005) (383,095) (260,962) 122,133 46.80%

Repayment of Debentures (64,045) (78,110) (67,481) 10,629 15.75% Transfer to Reserves 9 (152,070) 0 0 0Principal Payments of Lease Liability 0 0 0 0

Total (3,172,794) (3,596,052) (2,910,818) 685,234Net Capital (2,655,023) (3,579,885) (2,119,842) 1,454,073

Total Net Operating + Capital (6,148,303) (6,143,133) (4,257,642) 1,247,157

Rate Revenue 5,023,646 5,023,646 5,029,597 5,951 0.12% Opening Funding Surplus(Deficit) 1,124,657 1,187,251 1,187,251 0 0.00%

Closing Funding Surplus(Deficit) 3 (0) 67,764 1,959,206 1,253,108

Statement of financial activity

FOR THE PERIOD ENDED 31 MAY 2021by program

Original Budget YTD BudgetYTD

Actual

Note Operating Revenues $ $ $Grants, Subsidies and Contributions 8 1,077,647 1118723 1,090,835Profit on Asset Disposal 10 13,952 12333 18,401Fees and Charges 1,298,904 1,233,367 1,466,615Service Charges 0 0 0Interest Earnings 70,190 9,778 8,279Other Revenue 94,500 86,875 51,822

Total (Excluding Rates) 2,555,193 2,461,076 2,635,951Operating ExpenseEmployee Costs (3,353,761) (3,025,403) (2,802,218)Materials and Contracts (3,350,289) (3,148,885) (2,718,966)Utilities Charges (407,460) (352,878) (337,339)Depreciation (Non-Current Assets) (3,292,598) (3,003,396) (2,817,431)Interest Expenses (11,587) (16,767) (13,883)Insurance Expenses (228,944) (228,946) (195,993)Loss on Asset Disposal 10 (32,157) (32,157) (17,273)Other Expenditure (335,566) (168,926) (285,934)Reallocation Code 161,467 150,136 164,447

Total (10,850,898) (9,827,222) (9,024,590)Funding Balance AdjustmentAdd Back Depreciation 3,292,598 3,003,396 2,817,431Adjust (Profit)/Loss on Asset Disposal 10 18,205 19,824 (1,127)Unspent Grants July B/fwd 77,597 0 0Unspent Grants June C/fwd 0 0 0Adjust Provisions and Accruals (36,438) 0 0

Net Operating (Ex. Rates) (4,943,742) (4,342,926) (3,572,335)Capital RevenuesGrants, Subsidies and Contributions 8 1,450,459 1,779,678 1,434,535Proceeds from Disposal of Assets 10 194,000 16,167 125,006Proceeds from Advances 0 0 660,000Self-Supporting Loan Principal 5,000 0 5,000Interfund Transfer Adj 0 0 970Transfer from Reserves 9 318,770 0 0

Total 1,968,230 1,795,845 2,225,511Capital ExpensesLand and Buildings 10 (363,000) (951,175) (768,478)Plant and Equipment 10 (685,630) (685,631) (458,095)Furniture and Equipment 10 (32,000) (32,000) (48,635)Infrastructure Assets - Roads 10 (1,466,044) (1,466,041) (1,307,168)Infrastructure Assets - Other 10 (410,005) (383,095) (260,962)Repayment of Debentures (64,045) (78,110) (67,481)Payment of Low Interest Loan 0 0 0Transfer to Reserves 9 (152,070) 0 0Total (3,172,794) (3,596,052) (2,910,818)Net Capital (1,204,564) (1,800,207) (685,307)

Total Net Operating + Capital (6,148,306) (6,143,133) (4,257,642)

Rate Revenue 5,023,646 5,023,646 5,029,597Opening Funding Surplus(Deficit) 1,124,657 1,187,251 1,187,251

Closing Funding Surplus(Deficit) 3 0 67,764 1,959,206

Statement of financial activityby nature or typeFOR THE PERIOD ENDED 31 MAY 2021

Current AssetsCash At Bank 2,534,429

# Reserves 0.00 2,446,605# Trust Fund Bank 2 0.00 2,322,178.49

Sundry Debts - Rates 217,851# Sundry Debts - Sanitation 21,538

Sundry Debts - Other 77,139Stock On Hand (2,941)Prepayments 0

# Gst Expenditure Control 21,848Emergency Services Levy 3,267

# Municipal Deposits (Muni Bonds/Trust) (696,578)Total Current Assets 6,945,337

Current LiabilitiesCreditors 335,944

# Accrued Expense 0Long Service Leave Accrual 417,893

# Provision For Annual Leave 316,695Trust Fund 2,323,148.49

# Gst Income Control 27,484# WITHHOLDING TAX HELD 0# Contract Liability 0# Lease Liability - Current 168,537# Municipal Withdraw (Muni Bonds/Trust) (146,082)

Total Current Liabilities 3,443,621Net Current Assets 3,501,716

Non Current AssetsBuildings 17,202,913Land 17,926,000Plant & Equipment 2,684,011Furniture & Equipment 195,706Sporting Club Loans 0Self Supporting Loan 0Tools 1,114Infrastructure - Roads 75,187,893Infrastructure - Other 16,377,374

# Leased Assets 168,537Total Non Current Assets 129,743,547

Non Current LiabilitiesBorrowings 896,467

# Provision Long Service Leave 79,050.63Total Non Current Liabilities 975,518

Net Assets 132,269,745EquityEmergency Assistance Reserve 105,401Sporting Organisations 72,322Long Service Leave Reserve 128,245

# Asset Revaluation 118,929,864Waste Management Reserve 823,315Recreation Centre Bdg Mtce Res 124,098Admin Centre Extension Reserve 0Hamel Hall Amenities Reserve 0Plant Replacement Reserve 566,846Depot Redevelopment Reserve 79,841Building Asset Mtce Reserve 86,644Strategic Planning Reserve 19,856Town Centre Redevelopment Reserve 0Industrial Land Development Res 216,699Drakesbrook Weir Redevelopment Res 0Preston Volunteer Rangers Res 31,466Information Technology Reserve 142,734Footpath Construction Reserve 31,691Asset Management Reserve 0History Book Reprint Reserve 8,279Coronation Bridge Road Reserve 0Fire Recovery Assistance Reserve 0Risk & Insurance Reserve 9,167

Surplus/Defecit Ytd 75,493Movement from/to reserves 0

# Accummulated Surplus 10,817,783Total Equity 132,269,745

Statement of financial positionFOR THE PERIOD ENDED 31 MAY 2021

Note 1: Significant Accounting Policies(a) Basis of Accounting

SHIRE OF WAROONANOTES TO THE STATEMENT OF FINANCIAL ACTIVITY

FOR THE PERIOD ENDED 31 MAY 2021

This statement comprises a special purpose financial report which has been prepared in accordance with Australian Accounting Standards (as they apply to local governments and not-for-profit entities), Australian Accounting Interpretations, other authoritative pronouncements of the Australian Accounting Standards Board, the Local Government Act 1995 and accompanying regulations. Material accounting policies which have been adopted in the preparation of this statement are presented below and have been consistently applied unless stated otherwise. Except for cash flow and rate setting information, the report has also been prepared on the accrual basis and is based on historical costs, modified, where applicable, by the measurement at fair value of selected non-current assets, financial assets and liabilities.

Critical Accounting EstimatesThe preparation of a financial report in conformity with Australian Accounting Standards requires management to make judgements, estimates and assumptions that effect the application of policies and reported amounts of assets and liabilities, income and expenses. The estimates and associated assumptions are based on historical experience and various other factors that are believed to be reasonable under the circumstances; the results of which form the basis of making the judgements about carrying values of assets and liabilities that are not readily apparent from other sources. Actual results may differ from these estimates.

(b) The Local Government Reporting EntityAll Funds through which the Council controls resources to carry on its functions have been included in this statement. In the process of reporting on the local government as a single unit, all transactions and balances between those funds (for example, loans and transfers between Funds) have been eliminated. All monies held in the Trust Fund are excluded from the statement, but a separate statement of those monies appears at Note 12.

(c) Rounding Off FiguresAll figures shown in this statement are rounded to the nearest dollar.

(d) Rates, Grants, Donations and Other ContributionsRates, grants, donations and other contributions are recognised as revenues when the local government obtains control over the assets comprising the contributions. Control over assets acquired from rates is obtained at the commencement of the rating period or, where earlier, upon receipt of the rates.

(e) Goods and Services TaxRevenues, expenses and assets are recognised net of the amount of GST, except where the amount of GST incurred is not

(f) Cash and Cash EquivalentsCash and cash equivalents include cash on hand, cash at bank, deposits available on demand with banks and other short term highly liquid investments that are readily convertible to known amounts of cash and which are subject to an insignificant risk of changes in value and bank overdrafts. Bank overdrafts are reported as short term borrowings in current liabilities in the statement of financial position.

(g) Trade and Other ReceivablesTrade and other receivables include amounts due from ratepayers for unpaid rates and service charges and other amounts due from third parties for goods sold and services performed in the ordinary course of business.Receivables expected to be collected within 12 months of the end of the reporting period are classified as current assets. All other receivables are classified as non-current assets. Collectability of trade and other receivables is reviewed on an ongoing basis. Debts that are known to be uncollectible are written off when identified. An allowance for doubtful debts is raised when there is objective evidence that they will not be collectible.

(h) InventoriesGeneralInventories are measured at the lower of cost and net realisable value. Net realisable value is the estimated selling price in the ordinary course of business less the estimated costs of completion and the estimated costs necessary to make the sale.



Buildings 40 to 60 yearsFurniture and Equipment 3 to 20 yearsPlant and Equipment 5 to 20 yearsSeats and Benches 15 to 25 yearsWater Supply Piping 20 to 40 years

Sealed roads and streets Formation not depreciated Construction 45 to 55 years Bituminous Seals 15 to 25 years Asphalt Seals 25 to 30 years

Unsealed Roads Formed 10 to 15 years Gravel 12 to 15 years

Land Held for ResaleLand held for development and sale is valued at the lower of cost and net realisable value. Cost includes the cost of acquisition, development, borrowing costs and holding costs until completion of development. Finance costs and holding charges incurred after development is completed are expensed. Gains and losses are recognised in profit or loss at the time of signing an unconditional contract of sale if significant risks and rewards, and effective control over the land, are passed on to the buyer at this point. Land held for sale is classified as current except where it is held as non-current based on Council’s intentions to release for sale.

(i) Fixed AssetsAll assets are initially recognised at cost. Cost is determined as the fair value of the assets given as consideration plus costs incidental to the acquisition. For assets acquired at no cost or for nominal consideration, cost is determined as fair value at the date of acquisition. The cost of non-current assets constructed by the local government includes the cost of all materials used in the construction, direct labour on the project and an appropriate proportion of variable and fixed overhead. Certain asset classes may be revalued on a regular basis such that the carrying values are not materially different from fair value. Assets carried at fair value are to be revalued with sufficient regularity to ensure the carrying amount does not differ materially from that determined using fair value at reporting date.

(j) Depreciation of Non-Current AssetsAll non-current assets having a limited useful life are systematically depreciated over their useful lives in a manner which reflects the consumption of the future economic benefits embodied in those assets

Depreciation is recognised on a straight-line basis, using rates which are reviewed each reporting period. Major depreciation rates and periods are:

(k) Trade and Other PayablesTrade and other payables represent liabilities for goods and services provided to the Council prior to the end of the financial year that are unpaid and arise when the Council becomes obliged to make future payments in respect of the purchase of these goods and services. The amounts are unsecured, are recognised as a current liability and are normally paid within 30 days of recognition.

(l) Employee BenefitsThe provisions for employee benefits relates to amounts expected to be paid for long service leave, annual leave, wages and salaries and are calculated as follows:(i) Wages, Salaries, Annual Leave and Long Service Leave (Short-term Benefits)The provision for employees’ benefits to wages, salaries, annual leave and long service leave expected to be settled within 12 months represents the amount the Shire has a present obligation to pay resulting from employees services provided to balance date. The provision has been calculated at nominal amounts based on remuneration rates the Shire expects to pay and includes related on-costs.



(ii) Annual Leave and Long Service Leave (Long-term Benefits)

The liability for long service leave is recognised in the provision for employee benefits and measured as the present value of expected future payments to be made in respect of services provided by employees up to the reporting date using the project unit credit method. Consideration is given to expected future wage and salary levels, experience of employee departures and periods of service. Expected future payments are discounted using market yields at the reporting date on national government bonds with terms to maturity and currency that match as closely as possible, the estimated future cash outflows. Where the Shire does not have the unconditional right to defer settlement beyond 12 months, the liability is recognised as a current liability.

(m) Interest-bearing Loans and BorrowingsAll loans and borrowings are initially recognised at the fair value of the consideration received less directly attributable transaction costs. After initial recognition, interest-bearing loans and borrowings are subsequently measured at amortised cost using the effective interest method. Fees paid on the establishment of loan facilities that are yield related are included as part of the carrying amount of the loans and borrowings.

Borrowings are classified as current liabilities unless the Council has an unconditional right to defer settlement of the liability for at least 12 months after the balance sheet date.

Borrowing Costs

Borrowing costs are recognised as an expense when incurred except where they are directly attributable to the acquisition, construction or production of a qualifying asset. Where this is the case, they are capitalised as part of the cost of the particular asset.

(n) ProvisionsProvisions are recognised when: The council has a present legal or constructive obligation as a result of past events; it is more likely than not that an outflow of resources will be required to settle the obligation; and the amount has been reliably estimated. Provisions are not recognised for future operating losses. Where there are a number of similar obligations, the likelihood that an outflow will be required in settlement is determined by considering the class of obligations as a whole. A provision is recognised even if the likelihood of an outflow with respect to any one of item included in the same class of obligations may be small.

(o) Current and Non-Current ClassificationIn the determination of whether an asset or liability is current or non-current, consideration is given to the time when each asset or liability is expected to be settled. The asset or liability is classified as current if it is expected to be settled within the next 12 months, being the Council's operational cycle. In the case of liabilities where Council does not have the unconditional right to defer settlement beyond 12 months, such as vested long service leave, the liability is classified as current even if not expected to be settled within the next 12 months. Inventories held for trading are classified as current even if not expected to be realised in the next 12 months except for land held for resale where it is held as non current based on Council's intentions to release for sale.

(p) Nature or Type Classifications

RatesAll rates levied under the Local Government Act 1995. Includes general, differential, specific area rates, minimum rates, interim rates, back rates, ex-gratia rates, less discounts offered. Exclude administration fees, interest on instalments, interest on arrears and service charges.

Operating Grants, Subsidies and ContributionsRefer to all amounts received as grants, subsidies and contributions that are not non-operating grants.Non-Operating Grants, Subsidies and ContributionsAmounts received specifically for the acquisition, construction of new or the upgrading of non-current assets paid to a local government, irrespective of whether these amounts are received as capital grants, subsidies, contributions or donations.Profit on Asset DisposalProfit on the disposal of assets including gains on the disposal of long term investments. Losses are disclosed under the expenditure classifications.Fees and ChargesRevenues (other than service charges) from the use of facilities and charges made for local government services, sewerage rates, rentals, hire charges, fee for service, photocopying charges, licences, sale of goods or information, fines, penalties and administration fees. Local governments may wish to disclose more detail such as rubbish collection fees, rental of property, fines and penalties, other fees and charges.



Service ChargesService charges imposed under Division 6 of Part 6 of the Local Government Act 1995. Regulation 54 of the Local Government (Financial Management) Regulations 1996 identifies these as television and radio broadcasting, underground electricity and neighbourhood surveillance services. Exclude rubbish removal charges. Interest and other items of a similar nature received from bank and investment accounts, interest on rate instalments, interest on rate arrears and interest on debtors.

Interest EarningsInterest and other items of a similar nature received from bank and investment accounts, interest on rate instalments, interest on rate arrears and interest on debtors.

Other Revenue / IncomeOther revenue, which can not be classified under the above headings, includes dividends, discounts, rebates etc.

Employee CostsAll costs associate with the employment of person such as salaries, wages, allowances, benefits such as vehicle and housing, superannuation, employment expenses, removal expenses, relocation expenses, worker's compensation insurance, training costs, conferences, safety expenses, medical examinations, fringe benefit tax, etc.

Materials and ContractsAll expenditures on materials, supplies and contracts not classified under other headings. These include supply of goods and materials, legal expenses, consultancy, maintenance agreements, communication expenses, advertising expenses, membership, periodicals, publications, hire expenses, rental, leases, postage and freight etc. Local governments may wish to disclose more detail such as contract services, consultancy, information technology, rental or lease expenditures.

Utilities (Gas, Electricity, Water, etc.)Expenditures made to the respective agencies for the provision of power, gas or water. Exclude expenditures incurred for the reinstatement of roadwork on behalf of these agencies.

InsuranceAll insurance other than worker's compensation and health benefit insurance included as a cost of employment.

Loss on asset disposalLoss on the disposal of fixed assets.

Depreciation on non-current assetsDepreciation expense raised on all classes of assets.

Interest expensesInterest and other costs of finance paid, including costs of finance for loan debentures, overdraft accommodation and refinancing expenses.

Other expenditureStatutory fees, taxes, provision for bad debts, member's fees or State taxes. Donations and subsidies made to community groups.(r) Program Classifications (Function/Activity)Shire of Waroona operations as disclosed in these financial statements encompass the following service orientated activities/programs.

GOVERNANCE

Objective:To provide a decision making process for the efficient allocation of scarce resources.

Activities:Includes the activities of members of council and the administrative support available to the council for the provision of governance of the district. Other costs relate to the task of assisting elected members and ratepayers on matters which do not concern specific council services.

GENERAL PURPOSE FUNDING

Objective:To collect revenue to allow for the provision of services.

Activities:Rates, general purpose government grants and interest revenue.



LAW, ORDER, PUBLIC SAFETY

Objective:To provide services to help ensure a safer and environmentally conscious community.

Activities:Supervision and enforcement of various local laws relating to fire prevention, animal control and other aspects of public safety including emergency services.

HEALTH

Objective:To provide an operational framework for environmental and community health.

Activities:Inspection of food outlets and their control, provision of meat inspection services, noise control and waste disposal compliance.

EDUCATION AND WELFARE

Objective:To provide services to disadvantaged persons, the elderly, children and youth.

Activities:Maintenance of playgroup centre, senior citizen centre and aged care centre. Provision and maintenance of home and community care programs and youth services.HOUSING

Objective:To provide and maintain elderly residents housing.

Activities:Provision and maintenance of elderly residents housing.

COMMUNITY AMENITIES

Objective:To provide services required by the community.

Activities:Rubbish collection services, operation of rubbish disposal sites, litter control, construction and maintenance of urban storm water drains, protection of the environment and administration of town planning schemes, cemetery and public conveniences.

RECREATION AND CULTURE

Objective:To establish and effectively manage infrastructure and resource which will help the social well being of the community.

Tourism and area promotion including the maintenance and operation of a caravan park. Provision of rural services including weed control, vermin control and standpipes. Building Control.

Activities:Maintenance of public halls, civic centres, aquatic centre, beaches, recreation centres and various sporting facilities. Provision and maintenance of parks, gardens and playgrounds. Operation of library, museum and other cultural facilities.

TRANSPORT

Objective:To provide safe, effective and efficient transport services to the community.

Activities:

OTHER PROPERTY AND SERVICES

Objective:To monitor and control City/Town/Shire overheads operating accounts. Activities:Private works operation, plant repair and operation costs and engineering operation costs.

Construction and maintenance of roads, streets, footpaths, depots, cycle ways, parking facilities and traffic control. Cleaning of streets and maintenance of street trees, street lighting etc.

ECONOMIC SERVICES

Objective:To help promote the shire and its economic wellbeing.

Activities:

Notes to the statement of financial activityFOR THE PERIOD ENDED 31 MAY 2021

Note 2 - Graphical Representation - Source Statement of Financial Activity

Comments/Notes - Operating Expenses

Comments/Notes - Operating Revenues

0

2000000

4000000

6000000

8000000

10000000

12000000

Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun

Am

ount

$ (

'000

s)

Month ending

Budget Operating Expenses -v- YTD Actual

Budget 2020-21

Actual 2020-21

0

500000

1000000

1500000

2000000

2500000

3000000

3500000

4000000

4500000


Am

ount

$ (

'000

s)

Budget Operating Revenues -v- Actual

Budget 2020-21

Actual 2020-21


Note 2 - Graphical Representation - Source Statement of Financial Activity

Comments/Notes - Capital Expenses

Comments/Notes - Capital Revenues

0

100000

200000

300000

400000

500000

600000

700000

800000

900000


Am

ount

$ (

'000

s)

Month ending

Budget Capital Revenue -v- Actual

Budget 2020-21

Actual 2020-21

0

500000

1000000

1500000

2000000

2500000

3000000

3500000

4000000


Am

ount

$ (

'000

s)

Month ending

Budget Capital Expenses -v- Actual

Budget 2020-21

Actual 2020-21

Note 3: NET CURRENT FUNDING POSITION

Note This Period Last Period Same Period Last

Year $ $ $

Current AssetsCash Unrestricted 2,534,429 2,785,707 1,691,695Cash Restricted 2,446,605 2,446,605 2,397,936Cash Restricted - Muni Bonds (Trust) (550,497) (548,672) 0Receivables 341,643 356,923 611,486Inventories (2,941) (2,941) 0

4,769,240 5,037,622 4,701,117

Less: Current Liabilities (363,429) (662,822) (362,593)Payables (363,429) (662,822) (362,593)

Less: Cash Restricted (2,446,605) (2,446,605) (2,397,936)(2,446,605) (2,446,605) (2,397,936)

Net Current Funding Position 1,959,206 1,928,195 1,940,588

Comments - Net Current Funding Position

2020-21


Positive=Surplus (Negative=Deficit)

0

1,000,000

2,000,000

3,000,000

4,000,000

5,000,000

6,000,000

7,000,000

8,000,000


Note 3 - Liquidity Over the Year

2018-19 2019-20

2020-21

Note 4: CASH AND INVESTMENTS

Interest Unrestricted Restricted Trust Investments Total Institution MaturityRate $ $ $ $ Amount $ Date

(a) Cash DepositsMunicipal Account 2,222,440 2,222,440 NABCash Management 1,135 1,135 NABTrust Account 612,370 612,370 NAB

(b) Term DepositsSporting Reserve 0.65% 72,687 72,687 NAB 21/06/2021Building Asset Maintenance Reserve 0.65% 87,082 87,082 NAB 21/06/2021Recreation Centre Building Maintenance Reserve 0.65% 124,725 124,725 NAB 21/06/2021Preston Beach Volunteer Rangers Reserve 0.65% 31,626 31,626 NAB 21/06/2021Emergency Assistance Reserve 0.65% 105,934 105,934 NAB 21/06/2021Works Depot Redevelopment 0.65% 80,244 80,244 NAB 21/06/2021Council Building Construction Reserve 0.65% 217,794 217,794 NAB 21/06/2021Information Technology Reserve 0.65% 143,456 143,456 NAB 21/06/2021Footpath Construction Reserve 0.65% 31,851 31,851 NAB 21/06/2021Plant Reserve 0.65% 569,711 569,711 NAB 21/06/2021Staff Leave Reserve 0.65% 128,903 128,903 NAB 21/06/2021Strategic Planning Reserve 0.65% 19,956 19,956 NAB 21/06/2021Waste Management Reserve 0.65% 827,475 827,475 NAB 21/06/2021History Book Reprint Reserve 0.65% 8,321 8,321 NAB 21/06/2021Risk & Insurance Reserve 0.65% 9,213 9,213 NAB 21/06/2021

(c) InvestmentsMuni Cash Deposit #1 0.30% 500,913 500,913 NAB 1/06/2021Alcoa Waroona Sustainability - Term Deposit 0.45% 1,729,098 1,729,098 NAB 16/06/2021

Total 2,223,575 2,458,978 612,370 2,230,011 7,524,935



Note 5a: MAJOR VARIANCES

Comments/Reason for Variance

Council policy in relation to materiality states that for highlighting variances (budget to actual) the factor shall be 10% with a minimum of $25,000

5.1 OPERATING REVENUE

The following programmes were identified as having a material variance in accordance with Council Policy

GOVERNANCEIncome is lower than budget due to the amendment of the budget profile.

GENERAL PURPOSE FUNDINGIncome is lower than budgeted due to budget profiles for the receipt of Special RTR funding.

LAW ORDER & PUBLIC SAFETYIncome is higher than budgeted due to budget profile setting for ESL grant funding.

EDUCATION & WELFAREIncome is higher due to the receipt of grant funding not included in the budget.

COMMUNITY AMENITIESIncome is higher than budgeted due to unexpected additional income from fees and charges.

5.2 OPERATING EXPENSES

The following programmes were identified as having a material variance in accordance with Council Policy:

GOVERNANCEExpenditure is lower than budgeted due to profile setting.

EDUCATION & WELFAREExpenditure is lower than budgeted due to profile setting.

RECREATION & CULTUREExpenditure is lower than budgeted due to profile setting.

TRANSPORTExpenditure is lower than budgeted due to profile setting.

ECONOMIC SERVICESExpenditure is lower than budgeted due to profile setting.

5.3 CAPITAL REVENUES

Income is higher due to receipt of loan funds.

5.4 SUMMARY

See Notes 10 and 11 for details of asset acquisition including progress expenditure.

Note 5b: OTHER VARIANCES & FORECASTS

Comments/Reason for Variance

Note 6: BUDGET AMENDMENTSAmendments to original budget since budget adoption. Surplus/(Deficit)

GL Account Code Description Council Resolution ClassificationNo Change -(Non

Muni Adjust) Increase in Available

Cash Decrease in Available

Cash Amended Budget Running Balance

$ $ $ $Difference between Budget Surplus and Actual Surplus 1,186,251 1,248,845 62,594

152130 Increase Grants & Contributions income account OCM20/11/200 Operating Revenue 25,200 87,794153320 Increase Grants Expenditure Account OCM20/11/200 Operating Expenses (25,200) 62,594114630 Decrease income account for Youth Activities OCM20/11/200 Operating Revenue (8,351) 54,243114820 Decrease expenditure account for Youth Activities OCM20/11/200 Operating Expenses 8,351 62,594177250 Increase in Loan income for Town Centre Space OCM20/10/183 Capital Revenue 1,110,000 1,172,594TC08 Increase in land expenditure for Town Centre space OCM20/10/183 Capital Expenses (660,000) 512,594TC07 Increase in capital expenditure for Town Centre Space OCM20/10/183 Capital Expenses (450,000) 62,594

152020 Addition of new Director Place, Community & Economic Development OCM21/03/024 Operating Expenses (18,947) 43,647122120 Reduction of Salaries & Wages for Town Planning OCM21/03/024 Operating Expenses 70,153 113,800146520 Reduction of Salaries & Wages for Building Maintenance OCM21/03/024 Operating Expenses 14,115 127,915177020 Reduction of Salaries & Wages for Economic Development OCM21/03/024 Operating Expenses 25,894 153,809122820 Reduction of Superannuation expenses OCM21/03/024 Operating Expenses 3,582 157,391140720 Reduction of Superannuation expenses OCM21/03/024 Operating Expenses 1,791 159,182170120 Reduction of Superannuation expenses OCM21/03/024 Operating Expenses 2,388 161,570146520 Reduction of Superannuation expenses OCM21/03/024 Operating Expenses 1,791 163,361177120 Reduction of Superannuation expenses OCM21/03/024 Operating Expenses 2,388 165,749123820 Increase in contract wages Director Planning (SoM) OCM21/03/024 Operating Expenses (21,986) 143,763123820 Increase in contract wages Planning Officer (Hays) OCM21/03/024 Operating Expenses (64,747) 79,016123820 Increase in contract wages Manager Planning (SoM) OCM21/03/024 Operating Expenses (20,110) 58,906140520 Increase in contract wages Building Manager (SoM) OCM21/03/024 Operating Expenses (7,548) 51,358149420 Decrease expenditure for GRV revaluations OCM21/03/024 Operating Expenses 43,000 94,358160710 Reversal of back rates error through group rated assessment OCM21/03/024 Operating Revenue (40,500) 53,858100910 Increase in Federal Assistance Grant - General purposes OCM21/03/024 Operating Revenue 13,060 66,918132650 Decrease in Federal Assistance Grant - Roads OCM21/03/024 Capital Revenue (3,397) 63,521134930 Increase in funding received from Local Roads Community Infrastructure funding OCM21/03/024 Operating Revenue 303,617 367,138177140 Increase expenditure for the Town Centre Community Park OCM21/03/024 Capital Expenses (303,617) 63,521149030 Decrease predicted interest on municipal investments OCM21/03/024 Operating Revenue (20,000) 43,521149130 Decrease predicted interest on reserve investments OCM21/03/024 Operating Revenue (18,000) 25,521101420 Increase expenditure for civic events and meetings OCM21/03/024 Operating Expenses (959) 24,562105150 Increase income received from the Sale of Lot 5 Mitchell Avenue OCM21/03/024 Operating Revenue 72,531 97,093148440 Increase transfer reserve expenditure to allocate sale income to Drakesbrook Cemetery Reserve OCM21/03/024 Capital Expenses (72,531) 24,562105420 Decrease expenditure for CEO liaison officer OCM21/03/024 Operating Expenses 29,500 54,062119930 Decrease income from effluent ponds OCM21/03/024 Operating Revenue (24,545) 29,517120320 Increase expenditure with relation to Coastwest Grant - Foreshore Restoration project OCM21/03/024 Operating Expenses (10,000) 19,517121130 Increase income received from Coastwest Grant OCM21/03/024 Operating Revenue 10,000 29,517122430 Increase in income received from planning application OCM21/03/024 Operating Revenue 10,000 39,517121420 Decrease in conference expenses for Planning Department OCM21/03/024 Operating Expenses 4,125 43,642123940 Increase in capital works at Preston Beach carpark toilets OCM21/03/024 Capital Expenses (8,200) 35,442123220 Decrease in building maintenance expenditure for public facilities OCM21/03/024 Operating Expenses 8,200 43,642HL03 Increase in expenditure for the Lake Clifton Hall (Access to facilities or alternative storage) OCM21/03/024 Operating Expenses (2,000) 41,642

170930 Increase in grant income from CSRFF funding for the Rec Centre ablution blocks OCM21/03/024 Operating Revenue 55,000 96,642171040 Increase in capital expenditure for the Rec Centre Ablution project OCM21/03/024 Capital Expenses (55,000) 41,642171040 Reallocation of LRCI funding from Rec Centre project OCM21/03/024 Capital Expenses 18,825 60,467137230 Decrease in budgeted income from CSRFF funding for the Cricket nets OCM21/03/024 Operating Revenue (8,000) 52,467137230 Increase in co-contribution funding from Cricket Club for the Cricket nets OCM21/03/024 Operating Revenue 5,000 57,467PK03 Increase in expenditure for the Preston Beach Golf Course retic project OCM21/03/024 Capital Expenses (15,825) 41,642

132950 Increase in grant funding for Johnston Road study OCM21/03/024 Capital Revenue 40,000 81,642


Continued Note 6: BUDGET AMENDMENTSAmendments to original budget since budget adoption. Surplus/(Deficit)

GL Account Code Description Council Resolution ClassificationNo Change -(Non

Muni Adjust) Increase in Available

Cash Decrease in Available

Cash Amended Budget Running Balance

Balance Brought Forward 81,642

132950 Increase in grant funding for Johnston Road study OCM21/03/024 Capital Revenue 40,000 40,000132920 Increase in design and consultancy expenditure due to grant funds OCM21/03/024 Operating Expenses (40,000) 41,642139120 Increase in expenditure for tourism website OCM21/03/024 Operating Expenses (6,000) 35,642177620 Increase in expenditure for Acting Director Place Community & Economic Development OCM21/03/024 Operating Expenses (14,456) 21,186177330 Increase of income received - reimbursement of previously paid Harvest Highway contribution OCM21/03/024 Operating Revenue 10,065 31,251143140 Increase in expenditure relating to Loan 122 Principal payment OCM21/03/024 Capital Expenses (14,070) 17,181178120 Increase in expenditure relating to Loan 122 Interest payment OCM21/03/024 Operating Expenses (5,181) 12,000O002 Increase expenditure for the OSH resource sharing arrangement OCM21/03/024 Operating Expenses (12,000) 0

135950 Increase grant income Alcoa Sustainability Fund OCM21/05/061 Capital Revenue 22,000 22,000139330 Decrease in contributions - WVC OCM21/05/061 Operating Revenue (8,000) 14,000139040 Increase in building capital - WVC OCM21/05/061 Capital Expenses (3,000) 11,000149140 Transfer to Council Building Maintenance Reserve OCM21/05/061 Capital Expenses (11,000) 0

Balance Carried Forward 0


Note 7: RECEIVABLES

Receivables - Rates & Rubbish Current Previous Receivables - General Current 30 Days 60 Days 90 Days 90+Days2020-21 2019-20 $ $ $ $ $

$ $ 61,257 863 4,840 10,180 0Opening Arrears Previous Years 220,487 193,456 Total Outstanding 77,139Rates & Rubbish Levied this year 5,704,874 5,933,740Less Collections to date (5,461,345) (5,713,253) Amounts shown above include GST (where applicable)Equals Current Outstanding 243,529 220,487

Net Rates Collectable 243,529 220,487% Collected 92.17% 93.24%

Comments/Notes - Receivables Rates and Rubbish Comments/Notes - Receivables General


0

20

40

60

80

100


% C

olle

cted

Note 7 - Rates % Collected

Last Year 2019-20

This Year 2020-21

61,257

863 4,84010,180

00

10,000

20,000

30,000

40,000

50,000

60,000

70,000

1

OUTSTANDING DEBTORS

Current

30 Days

60 Days

90 Days

90+Days

Note 8: GRANTS AND CONTRIBUTIONS

Program/Details Provider 2020-21 Recoup StatusBudget Received Not Received

$ $ $GENERAL PURPOSE FUNDING3265 FEDERAL LOCAL ROAD FUNDS Federal Govt 179,970 $179,790 180$ 0091 FEDERAL GOVT GRANTS Federal Govt 444,023 $444,023 -$ 3493 SPECIAL RTR FUNDING Federal Govt 592,617 $144,673 447,944$

LAW, ORDER, PUBLIC SAFETY945 GRANT INCOME State Govt Grant 10,000 $0 10,000$ 3203 ESL - TOTAL ALLOCATION DFES 53,775 $74,127 20,352-$

EDUCATION AND WELFARE5213 GRANTS & CONTRIBUTIONS Lotterywest / Alcoa of Australia 74,655 $97,977 23,322-$

COMMUNITY AMENITIES7503 GRANTS & CONTRIBUTIONS Landcare 75,392 $61,412 13,980$ 2113 PROTECTION OF THE ENVIRONMENT Various Contributions 25,000 $24,000 1,000$

RECREATION AND CULTURE2733 GRANTS & CONTRIBUTIONS Dept Sport Rec 5,000 $5,000 -$ 3723 CONTRIBUTION TO OVAL PROJECTS CSRFF Grant 18,000 $13,000 5,000$ 3643 GRANTS & CONTRIBUTIONS AWSF - Youth Precinct 46,305 $0 46,305$

TRANSPORT3255 RDS TO RECOVERY GRANT Federal 252,529 $252,532 3-$ 3225 BLACKSPOT FUNDING Federal 133,900 $54,741 79,159$ 3275 GOVT GRANTS-REGION RD GRP MRWA 520,000 $589,560 69,560-$ 3285 GOVT GRANTS - DIRECT Federal 97,663 $97,420 243$

TOTALS 2,590,829 2,078,255 512,574


Note 9: Cash Backed Reserve

Name Opening Balance Budget Interest

EarnedActual Interest

EarnedBudget Transfers

In (+)Actual Transfers

In (+)Budget Transfers

Out (-)Actual Transfers

Out (-)Budget Closing

BalanceActual YTD

Closing Balance$ $ $ $ $ $ $ $

Emergency Assistance 105,401 533 105,401 105,934Sporting 72,322 365 5,250 77,572 72,687Staff Leave 128,245 657 128,245 128,902Waste Management 823,315 4160 133,000 (55,000) 901,315 827,475Rec Centre Building Maintenance 124,098 627 124,098 124,725Plant Replacement 566,846 2864 (188,770) 378,076 569,710Depot Redevelopment 79,841 403 79,841 80,244Council Building Maintenance 86,644 438 86,644 87,082Strategic Planning 19,856 100 19,856 19,956Council Building Construction 216,699 1095 (75,000) 141,699 217,794Preston Beach Volunteer Ranger 31,466 160 13,170 44,636 31,626Information Technology 142,734 721 142,734 143,455Footpath Construction 31,691 160 31,691 31,851History Book Reprint 8,279 42 650 8,929 8,321Risk & Insurance 9,167 46 9,167 9,213

2,446,604 0 12,373 152,070 0 (318,770) 0 2,279,904 2,458,977


0

100,000

200,000

300,000

400,000

500,000

600,000

700,000

800,000

900,000

1,000,000

Note 9 - Year To Date Reserve Balance to End of Year Estimate Budget Closing Balance

Actual YTD Closing Balance

Note 10: CAPITAL DISPOSALS AND ACQUISITIONS

Account WDV Proceeds (Loss) Budget Actual Variance$ $ $ $ $ $

0574 0 Resource Shared Vehicle (Recreation) - 110WR 44,000 (44,000)

4164 0 DPED Vehicle - 103WR 33,000 (33,000)

3534 33,174 33,182 8 DTS Vehicle - 106WR 38,500 38,746 246

5204 0 PCDC Vehicle 37,000 (37,000)

3554 4,196 20,909 16,714 Holden Colorado (Gardener) WR106 38,000 36,753 (1,247)

3554 17,412 19,091 1,679 Holden Colorado (Workshop) 109WR 38,000 37,353 (647)

3554 69,097 51,824 (17,273) Caterpillar Grader - WR7285 200,000 160,000 (40,000)

3554 0 10 Vibe Roller 10T Flat Drum 160,000 136,850 (23,150)

3554 0 New Fuel Trailer 15,000 18,295 3,295

3524 0 Diesel Bowser Replacement 8,000 (8,000)

3554 0 General Plant 9,130 (9,130)

123,878 125,006 1,127 Totals 620,630 427,997 (192,633)

Comments - Capital Disposal

Grants Reserves Borrowing Total Budget Actual Variance$ $ $ $ $ $ $

Property, Plant & EquipmentLand and Buildings 402,175 96,783 (305,392)

Plant & Equipment 685,630 470,893 (214,737)

Furniture & Equipment 32,000 0 (32,000)

InfrastructureRoadworks 1,466,044 1,307,168 (158,876)

Other Infrastructure 425,830 236,807 (189,023)

0 0 0 0 Totals 3,011,679 2,111,650 (900,029)

Comments - Capital Acquisitions

Grants Reserves Borrowing Total Budget Actual Variance$ $ $ $ $ $ $

GOVERNANCE 0Admin Building Various Upgrades 15,000 5,087 (9,913)

LAW & ORDERConstuct Waroona West BFB Shed 99,000 60,448 (38,552)

RECREATION & CULTURELibrary - Replace Alarm System 5,000 0 (5,000)

Memorial Hall - Emergency Exit Upgrades 6,000 0 (6,000)

Various Repairs at the Rec Centre 252,175 18,900 (233,275)

ECONOMIC SERVICESWaroona Visitor Centre - Building Refurbish 25,000 12,348 (12,652)

0 0 0 0 Totals 402,175 96,783 (305,392)

Notes to the statement financial activityFOR THE PERIOD ENDED 31 MAY 2021

Profit(Loss) of Asset Disposal Disposals

Contributions Information

Current Budget

Current Budget

Contributions

Summary Acquisitions

This Year

Replacement

Current Budget Land & Buildings

Note 10: CAPITAL DISPOSALS AND ACQUISITIONS

Notes to the statement financial activityFOR THE PERIOD ENDED 31 MAY 2021

Grants Reserves Borrowing Total Budget Actual (Under)Over$ $ $ $ $ $ $

GOVERNANCEChangeover of Vehicles 44,000 0 (44,000)

LAW ORDER PUBLIC SAFETYUpgrade Two Way System to VHS 50,000 0 (50,000)

COMMUNITY AMENITIESCapital Upgrade to Refuse Site CAT Loader & Compa 15,000 0 (15,000)

TRANSPORTPlant Replacement Program 460,130 393,400 (66,730)

Vehicle Replacement 38,500 38,747 247

Diesel Bowser Replacement 8,000 38,747 30,747

EDUCATION & WELFAREChangeover PCDC Vehicle 37,000 0 (37,000)

ECONOMIC SERVICESChangeover DPED Vehicle 33,000 0 (33,000)

0 0 0 0 Totals 685,630 470,893 (214,737)


OTHER LAW ORDER & PUBLIC SAFETYCCTV Cameras Sth West & Speed Signs 22,000 0 (22,000)RECREATION & CULTURERec Centre - Alarm - 24 Hr Gymnasium 10,000 0 (10,000)

0 0 0 0 Totals 32,000 0 (32,000)


Roads Construction 1,466,044 1,307,168 158,876

0 0 0 0 Totals 1,466,044 1,307,168 158,876


COMMUNITY AMENITIESTownsite Drainage 60,000 63,925 3,925

Refuse Site Sewerage Pond Closure 55,000 1,420 (53,580)

Transfer station construction 62,500 74,073 11,573

RECREATION AND CULTURELake Clifton Entry Statement Signage 4,200 3,360 (840)

Playground Equipment Upgrade 33,825 15,383 (18,442)

Construct New Cricket Nets 63,000 0 (63,000)

Refurbish Sporting Ovals Retic Systems 40,000 30,736 (9,264)Youth Precint Design & Concept 46,305 21,665 (24,640)TRANSPORTFootpaths & Gravel Paths 53,000 26,244 (26,756)

ECONOMIC SERVICESInfo Bay sign refurbishment 8,000 0 (8,000)

0 0 0 0 Totals 425,830 236,807 (189,023)

Contributions

Contributions Current Budget This YearInfrastructure - Roads

Current Budget

Contributions Other Infrastructure Current Budget This Year

Contributions Current Budget

Furniture & Equipment

This Year

This Year

Plant & Equipment

NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY

Note 11. Significant Capital Projects

Total Project Cost

Federal Govt Grants

Loan Funds General Revenue

$ $ $ $Total Road Construction Program 3184/3204 1,466,044 1 386,429 2 617,663 - 461,952Replace CBD CCTV Cameras 0934 10,000 10,000Business Case Funding 7772 95,000 95,000Summer Events Program 1482 11,000 4,800 6,200Fawcett Road - Tree Pruning EP04 29,000 29,000 0Visitor Centre - Marketing & Advertising 3972 10,500 10,500Visitor Centre - Upgrade Kitchen & Flooring 3904 14,000 8,000 6,000Environmental Study - Foreshore Management Plan 2082 55,000 15,000 15,000 25,000Connect Electricity to Weir 3632 28,000 28,000 0Complete construction Waroona West Fire Station 0774 99,000 75,000 24,000Emergency / Crisis Packages - Lotterywest 5392 36,655 36,655 0Cricket Oval - Install new practice nets 3714 63,000 3 21,000 22,000 20,000Sporting Ovals - Reticulation Upgrade 3724 40,000 40,000Area Promotion - Information Bay Sign 3944 8,000 8,000Area Promotion - Harvest Highway Promotion 3912 10,000 10,000Upgrade 1 Way Radio System 0744 50,000 50,000Buller Road Refuse Site - Construct Transfer Station 1544 62,500 62,500Buller Road Refuse Site - Sewerage Pond Closure 1534 55,000 55,000 0Purchase Flat Drum Roller 3554 160,000 12,640 147,360Purchase New Fuel Trailer 3554 15,000 15,000Replace CAT 12G Grader 3554 200,000 50,000 150,000 0Purchase additional speed display signs 0934 12,000 2,000 10,000Recreation Centre - Upgrade Ablutions 7104 100,000 100,000 0Recreation Centre - Replace Pool Concourse 7104 110,000 110,000 0Recreation Centre - Install alarm & 24hr gym access 7114 10,000 10,000

2,749,699 386,429 640,663 289,000 73,000 0 292,640 0 56,455 1,011,512

1. Roads to Recovery 133,900$ 2. Blackspot 252,529$ Regional Road Group 520,000$ Direct Grant 97,663$ Special -$ 3. CSRFF 21,000$

$

Project/Purchase COA

IncomeState Govt

Grants Special

Funding RtR Funding

Contributions / Sale Proceeds

Council Reserves

Alcoa Sustainability

Carried Forward Funding

$


$ $ $ $

Note 12: TRUST FUND

Funds held at balance date over which the Shire has no control and which are not included in this statement are as follows:

Opening Balance Amount AmountClosing Balance

Description 1-Jul-20 Received Paid 31-May-21$ $ $ $

EXTRACTIVE INDUSTRIES 18,017 2 0 18,019PUBLIC OPEN SPACE 43,060 8 0 43,067ALCOA WAROONA SUSTAINABILITY 1,968,614 377,171 83,692 2,262,093

2,029,691 377,180 83,692 2,323,179

Notes to the financial activityFOR THE PERIOD ENDED 31 MAY 2021

13 INFORMATION ON BORROWINGS(a) Debenture Repayments

Principal New Principal Principal Interest1-Jul-20 Loans Repayments Outstanding Repayments

Actual Budget Actual Budget Actual Budget$ $ $ $ $ $

Recreation & CultureBasketball Stadium 117 67,561 15,287 15,287 52,274 52,274 4,134 4,134Rec Centre Upgrade 120 89,385 10,431 21,066 78,954 68,319 1,747 3,291Memorial Hall Upgrade 121 147,003 27,693 27,693 119,311 119,310 4,162 4,162Town Centre Park Land Purchase 122 660,000 New 14,071 0 645,929 0 5,172 0

963,949 67,481 64,046 896,468 239,903 15,215 11,587

(SS) Self Supporting LoanAll debenture repayments are to be financed by General Purpose Revenue

(b) New Debentures

There are no new debentures budgeted for in 2020/21


CEMETERIES ACT 1986

LOCAL GOVERNMENT ACT 1995

SHIRE OF WAROONA

———————————

DRAKESBROOK CEMETERY LOCAL LAW 2021

APPENDIX 11.3.3

CEMETERIES ACT 1986 LOCAL GOVERNMENT ACT 1995

SHIRE OF WAROONA DRAKESBROOK CEMETERY LOCAL LAW 2021

CONTENTS

Part 1—Preliminary

1.1 Citation 1.2 Commencement 1.3 Purpose and effect 1.4 Interpretation 1.5 Application 1.6 Repeal

Part 2—Administration 2.1 Powers and functions of the CEO 2.2 Appointment of employees 2.3 Plans and registers

Part 3—Application for Funerals 3.1 Applications for burial 3.2 Application for cremation 3.3 Applications to be accompanied by certificates etc. 3.4 Certificate of identification 3.5 Minimum notice required

Part 4—Funeral Directors 4.1 Funeral director's licence expiry 4.2 Single funeral permits 4.3 Application refusal

Part 5—Funerals

Division 1 - General 5.1 Requirements for funerals and coffins 5.2 Funeral processions 5.3 Vehicle entry restricted 5.4 Vehicle access and speed limitation 5.5 Offenders may be ordered to leave 5.6 Conduct of funeral by Board

Division 2 - Cremations 5.7 Metal coffins prohibited 5.8 Polyvinyls, etc., prohibited 5.9 Depositing the coffin 5.10 Removal of the name plate and lead strip 5.11 Removal of metal fittings

5.12 Disposal of ashes 5.13 Availability of ashes 5.14 Ashes held by Board

Part 6—Burials

6.1 Depth of graves 6.2 Mausoleum, etc.

Part 7—Memorials and Other Work

Division 1 - General 7.1 Application for monumental work 7.2 Placement of monumental work 7.3 Removal of rubbish 7.4 Operation of work 7.5 Removal of sand, soil or loam 7.6 Hours of work 7.7 Unfinished work 7.8 Use of wood 7.9 Plants and trees 7.10 Supervision 7.11 Australian war graves 7.12 Placing of glass domes and cases

Division 2 - Lawn section

7.13 Specification of monuments 7.14 Headstones

Division 3 - Memorial plaque section

7.15 Requirements of a memorial plaque

Division 4 - Licensing of monumental masons

7.16 Monumental mason's licence 7.17 Expiry date, non-transferability 7.18 Carrying out monumental work 7.19 Responsibilities of the holder of the monumental mason's licence

Part 8—General

8.1 Animals 8.2 Damaging and removing objects 8.3 Withered flowers 8.4 Littering and vandalism 8.5 Advertising 8.6 Obeying signs and directions 8.7 Removal from the cemetery

Part 9—Offences and Modified Penalties

9.1 General 9.2 Modified penalties

Schedule 1—Modified Penalties

Schedule 2—Infringement Notice

Schedule 3—Infringement Withdrawal Notice

CEMETERIES ACT 1986 LOCAL GOVERNMENT ACT 1995

SHIRE OF WAROONA DRAKESBROOK CEMETERY LOCAL LAW 2021

Under the powers conferred on it by the Cemeteries Act 1986 and the Local Government Act 1995 and under all other enabling powers, the council of the Shire of Waroona resolved on Tuesday, 22nd June 2021 to make the following local law.

Part 1—Preliminary 1.1 Citation This local law may be cited as the Shire of Waroona Drakesbrook Cemetery Local Law 2021. 1.2 Commencement This local law comes into operation 14 days after the date of its publication in the Government Gazette. 1.3 Purpose and effect (1) The purpose of this local law is to provide the rules for the regulation and management of

Drakesbrook Cemetery. (2) The effect of this local law is intended to result in—

(a) supervision and regulation of Drakesbrook Cemetery; (b) prevention and mitigation of nuisances at Drakesbrook Cemetery; and (c) regulation of conduct at Drakesbrook Cemetery to enhance environmental

conservation, public safety, convenience and amenity. 1.4 Interpretation (1) In this local law unless the contrary intention appears— Act means the Cemeteries Act 1986;

ashes means so much of the remains of a dead body after the due processes of cremation as may be contained in a standard sized cremation urn; authorised officer means an employee of the Board authorised by the Board for the purposes of performing any function or exercising any power conferred upon an authorised officer by this local law; Board means the Shire of Waroona; CEO means the chief executive officer, for the time being, of the Board; district means the district of the local government; funeral director means a person holding a current funeral director’s licence; local government means Shire of Waroona; mausoleum means a building or construction wholly above or partially above and below ground level, so constructed as to allow the deposition of dead bodies into a compartment in the wall or floor and being sealed from view; monumental mason means a person holding a current monumental mason’s licence; personal representative means the administrator or executor of an estate of a deceased person;

set fee refers to fees and charges set by a resolution of the Board and published in the Government Gazette, under section 53 of the Act; single funeral permit means a permit issued by the Board under section 20 or 21 of the Act which entitles the holder to conduct at the cemetery a funeral of a person named in the permit; and vault means a below ground lined grave with one or more sealed compartments constructed to specifications approved from time to time by the Board. 1.5 Application (1) This local law applies to the Drakesbrook Cemetery located in the district. (2) This local law is subject to any written law and law of the Commonwealth about assistance

animals as defined in the Disability Discrimination Act 1992 (Commonwealth) section 9(2). 1.6 Repeal (1) The Shire of Waroona Cemeteries Local Law 2001 published in the Government Gazette on

27 August 2001.

(2) Where a policy was made or adopted by the local government under or in relation to a local law repealed by this local law, then the policy is to be taken to no longer have any effect on and from the commencement date.

(3) The Council may resolve that notwithstanding subclause (2), specified policies continue, or are to be taken to have continued, to have effect on and from the commencement date.

Part 2—Administration

2.1 Powers and functions of the CEO Subject to any directions given by the Board, the CEO shall exercise all the powers and functions of the Board in respect of the cemetery. 2.2 Appointment of employees The Board may appoint support staff to administer and supervise work within the Cemetery and carry out such work as is required for the general care of the Cemetery. 2.3 Plans and registers (1) The Board shall establish and maintain a—

(a) plan of the Cemetery showing the location and identifying number of every burial place or grave and the distribution of the land, compartments and sections;

(b) register containing the identification numbers of graves and the names and description of the persons buried;

(c) register of grants made with respect to the Cemetery; and (d) register of persons cremated whose ashes have been buried or disposed of in the

Cemetery. (2) The plans and registers referred to in subclause (1) will be open for public inspection at

the Shire offices during normal business hours.

Part 3—Application for Funerals

3.1 Applications for burial (1) A person may apply for approval to bury a dead body in the cemetery in the form

determined by the Board from time to time. (2) An application under subclause (1) is to be accompanied by the set fee. 3.2 Application for cremation A person who desires to hold a funeral within the cemetery shall, in the case of the cremation of a dead body: (a) make an application to the Board in the form determined by the Board from time to time;

and (b) lodge with the application referred to in paragraph (a), a permit to cremate issued in

accordance with the Cremation Act 1929. 3.3 Applications to be accompanied by certificates etc All applications referred to in clauses 3.1 and 3.2 shall be accompanied by either a medical certificate of death or a Coroner’s order of burial, and a certificate issued under clause 3.4, in respect of the body. 3.4 Certificate of identification (1) After a dead body is placed in a coffin and prior to a dead body being removed to the

cemetery or crematorium within the cemetery, a person who personally knew the deceased shall identify the dead body and shall complete a certificate of identification in the form determined by the Board from time to time, unless – (a) in the opinion of a funeral director, the dead body is not in a fit state to be viewed; or (b) after reasonable effort the funeral director is unable to arrange for a person to identify

the dead body. (2) A funeral director shall complete a certificate in the form determined by the Board from

time to time, where – (a) in the opinion of the funeral director, the dead body is not in a fit state to be viewed; or (b) after reasonable effort the funeral director is unable to arrange for a person to

identify the dead body. 3.5 Minimum notice required All bookings to hold a funeral shall be made with the Board at least 48 hours prior to the time proposed for burial on the application, otherwise an extra charge may be made.

Part 4—Funeral Directors

4.1 Funeral director’s licence expiry A funeral director’s licence shall expire on 30 June of each year. 4.2 Single funeral permits Every application for a single funeral permit made under section 20 or 21 of the Act shall include coffin specifications and details of the vehicle transporting the dead body to the gravesite, or crematorium.

4.3 Application refusal The Board may refuse an application for a single funeral permit if, in the opinion of the Board, either the coffin specifications or the details of the vehicle transporting the dead body to the gravesite or crematorium are not structurally sound or are otherwise inadequate or inappropriate, or on any other grounds.

Part 5—Funerals

Division 1 – General

5.1 Requirements for funerals and coffins (1) A person shall not bring a dead body into the cemetery unless –

(a) the Board has approved an application for the burial or cremation of that dead body in accordance with Part 3 of this local law;

(b) it is enclosed in a coffin which in the opinion of the Board is structurally sound and bears the name of the deceased person indelibly inscribed in legible characters on a plate on the coffin’s lid;

and (c) under the plate referred to in paragraph (b) there is a substantive lead strip bearing

the surname of the deceased person stamped in legible characters, each character being not less than 10 mm in height.

5.2 Funeral processions The time fixed by the Board for any burial or cremation shall be the time at which the funeral procession is to arrive at the cemetery gates, and, if not punctually observed, then the applicant who applied to hold the funeral under clause 3.1 or clause 3.2 shall pay the set fee for being late. 5.3 Vehicle entry restricted (1) Subject to clause 5.3(2), every funeral procession shall enter by the principal entrance,

and no vehicle except the hearse, and official mourning coaches, shall be permitted to enter the cemetery.

(2) This clause shall not apply to persons using wheelchairs or motorised wheelchairs. 5.4 Vehicle access and speed limitation (1) A person shall drive a vehicle on a vehicular access way or the constructed roadway or

other areas designated for the use of vehicles within the cemetery, unless otherwise authorised by the CEO.

(2) A person driving a vehicle, within a cemetery, shall not exceed the speed limit of 25 km per hour, and shall comply with the signs and directions in the cemetery.

5.5 Offenders may be ordered to leave (1) A person committing an offence under clause 5.4 may be ordered to leave the cemetery

by the CEO or an authorised officer. (2) A person who has been ordered to leave the cemetery by the CEO or an authorised officer

is to leave immediately in a peaceful manner and not cause a disruption or be a nuisance to the funeral congregation or ceremony or procession.

5.6 Conduct of funeral by Board When conducting a funeral under section 22 of the Act the Board may – (a) require a written request for it to conduct a funeral to be lodged with it;

(b) in its absolute discretion, charge any person requesting it to conduct a funeral the set fee for the conduct of that funeral by it;

(c) where no fee or a reduced fee has been charged by it for the conduct of the funeral, determine the manner in which the funeral shall be conducted;

(d) bury or cremate that dead body but may cremate the dead body only when a permit to cremate has been obtained for that body under the Cremation Act 1929;

(e) specify an area in the cemetery where the dead body is to be buried or the ashes placed; (f) conduct the funeral notwithstanding the failure of a person to make any application or to

obtain any consent required under this local law; (g) do or require anything which it considers is necessary or convenient for the conduct of a

funeral by it.

Division 2 – Cremation

5.7 Metal coffins prohibited Metal or metal-lined coffins shall not be accepted by the Board for cremation at the cemetery. 5.8 Polyvinyls, etc, prohibited The use of polyvinyl or its derivative, polyurethane, aerosol cans, other sealed containers, glass and/or other materials determined from time to time to be not appropriate to the cremation process by the Board, in or upon coffins presented for cremation at the cemetery is prohibited. 5.9 Depositing the coffin (1) The funeral director shall deposit the coffin for cremation upon the catafalque in the

crematorium chapel or at such other position within the cemetery as may be determined from time to time by the Board.

(2) Once the coffin has been deposited for cremation in accordance with subclause (1), all further services will be rendered by and be under the sole control of the Board.

5.10 Removal of the name plate and lead strip The Board shall remove the name plate and lead strip from the coffin prior to cremation at a cemetery and the lead strip shall be placed in the container with the ashes. 5.11 Removal of metal fittings The Board may remove any metal or other fittings on coffins presented for cremation at the cemetery which in the opinion of the Board could impede the cremation or cause damage to the cremation equipment.

Division 3 – Placement of ashes

5.12 Disposal of ashes (1) The personal representative of a deceased person whose body has been cremated may

apply, in an application under clause 3.1 or otherwise, for permission to dispose of the ashes in the cemetery and upon payment of the set fee, the Board may grant permission for the ashes to be disposed of by one of the following methods –

Niche wall Memorial wall Garden of remembrance

Ground niche Memorial rose, tree or shrub Family shrub

Memorial desk Granite seat Family grave Book of remembrance

Scattering to the winds Memorial gardens Other memorials approved by the Board

(2) Subject to subclauses (3) and (4), a person shall not place the ashes of a deceased person in the cemetery.

(3) An authorised officer may place the ashes of a deceased person in a cemetery in accordance with the Board approval provided – (a) the person requesting the placement of the ashes has the permission of the Board;

and (b) the ashes are placed within an area set aside for that purpose by the Board.

(4) An authorised officer may place the ashes of a deceased person within a grave in accordance with the Board approval, provided the person requesting the placement of the ashes has the written permission of the Board and the approval of the holder of the right of burial of the grave.

5.13 Availability of ashes Subject to compliance with clause 5.12 and upon the payment of the set fee, the ashes of a deceased person that have not been placed within the cemetery will be made available to the personal representative of the deceased person during the normal office hours of the Board after the expiration of 24 hours after the completion of the cremation at the cemetery. 5.14 Ashes held by the Board (1) If at the expiration of 6 months from the date of cremation at a cemetery –

(a) the ashes of the deceased person have not been claimed; or (b) no arrangements have been made for the placement of the ashes of a deceased

person by the personal representative, then the Board may dispose of the ashes in the cemetery by any of the methods listed in clause 5.12.

(2) If prior to the expiration of 6 months from the date of cremation the personal representative of the deceased person requests the Board to store the ashes of the deceased person, and pays to the Board the set fee monthly in advance for such storage, the Board shall store the ashes in safe custody.

(3) Notwithstanding subclause (2), should the personal representative default in the payment of the fee referred to in subclause (2), the Board may dispose of the ashes in the cemetery by any of the methods listed in clause 5.12.

Part 6—Burials

6.1 Depth of graves (1) A person shall bury a coffin within the cemetery so that the distance between the top of

the coffin and the original surface of the ground is – (a) not less than 750 mm, or (b) not less than 600 mm, unless permission to vary the distance or depth of grave is granted by an authorised officer.

(2) The permission of the authorised officer will only be granted where, in the opinion of the authorised officer, exceptional circumstances require granting of that permission.

6.2 Mausoleum, etc (1) A person other than the Board shall not construct a brick grave, crypt, vault or mausoleum

within the cemetery. (2) A person may request the Board to construct a vault or mausoleum within the cemetery

which vault or mausoleum shall at all times remain the property of the Board. (3) An application under subclause (2) shall be in writing and shall be accompanied by

payment of the set fee. (4) A person shall not place a dead body in a mausoleum except –

(a) in a closed coffin; and (b) in a soundly constructed chamber; and (c) in accordance with subclause (5).

(5) The number of burials in a chamber must not exceed the number for which the chamber was designed.

Part 7—Memorials and Other Work

Division 1 – General

7.1 Application for monumental work A Board may require the written consent of the holder of the right of burial of the grave to accompany an application under section 30 of the Act. 7.2 Placement of monumental work Every memorial shall be placed on proper and substantial foundations. 7.3 Removal of rubbish All refuse, rubbish or surplus material remaining after memorial works are completed under a permit issued under section 30 of the Act shall be immediately removed from the cemetery by the person carrying out the same. 7.4 Operation of work All material required in the erection and completion of any work shall, as far as possible, be prepared before being taken to the cemetery, and all materials required by tradesmen shall be admitted at such entrance as the CEO or an authorised officer shall direct. 7.5 Removal of sand, soil or loam No sand, earth or other material shall be taken from any part of the cemetery for use in the erection of any memorial or work except with the written approval of the Board. 7.6 Hours of work Persons shall not be permitted to carry out memorial or other work on graves within the cemetery other than during the hours of 8.00am and 6.00pm on weekdays, and 8.00am and noon on Saturdays, without the written permission of the Board. 7.7 Unfinished work Should any work by masons or others be not completed before 6 p.m. on weekdays and noon on Saturdays, they shall be required to leave the work in a neat and safe condition to the satisfaction of the CEO or an authorised officer.

7.8 Use of wood No wooden fence, railing, cross or other wooden erection shall be allowed on or around any grave, other than as a temporary marker and with the prior approval of the Board. 7.9 Plants and trees No trees or shrubs shall be planted on any grave or within the cemetery except such as shall be approved by the CEO. 7.10 Supervision Should any work by masons or others be not completed before 6 p.m. on weekdays and noon on Saturdays, they shall be required to leave the work in a neat and safe condition to the satisfaction of the CEO or an authorised officer. 7.11 Australian war graves No wooden fence, railing, cross or other wooden erection shall be allowed on or around any grave, other than as a temporary marker and with the prior approval of the Board. 7.12 Placing of glass domes and vases A person shall not place glass domes, vases or other grave ornaments – (a) outside the perimeter of a grave in the cemetery as defined in the plans kept and

maintained under section 40(2) of the Act; or (b) on the lawn in an area set aside by the Board as a lawn or a memorial plaque section.

Division 2 – Lawn section

7.13 Specification of monuments (1) All monuments in the lawn section of a cemetery shall –

(a) be made of natural stone; and (b) be placed upon a base of natural stone; and (c) comply with the following specifications –

(i) the overall height of the monument above the original surface of the grave shall not exceed 1.05 m;

(ii) the height of the base of the monument above the original surface of the grave shall not be less than 150 mm nor more than 450 mm;

(iii) the width of the base of the monument shall not exceed 1.20 m; (iv) the depth of the base of the monument shall not exceed 300 mm; and

(d) have foundations extending to the bottom of the grave unless concrete beam foundations are provided by the Board.

(2) An admiralty bronze memorial plaque may be attached to a monument erected or being erected in the lawn section of the cemetery.

(3) A person shall not display any trade names or marks upon any monument erected within the lawn section of the cemetery.

7.14 Headstones In the lawn section of the cemetery, that part of a headstone above its base shall not extend horizontally beyond that base.

Division 3 – Memorial plaque section

7.15 Requirements of a memorial plaque (1) All memorial plaques placed in a memorial plaque section of the cemetery shall –

(a) be made of admiralty bronze or any other material approved by the Board; and (b) not be less than the dimensions 380 mm x 280 mm, nor more than 560 mm x 305

mm. (2) All memorial plaques made of admiralty bronze shall –

(a) not exceed 20 mm in thickness; and (b) be placed upon a base mounting approved by the Board.

(3) All memorial plaques made of stone shall – (a) not exceed 50 mm in thickness placed upon a base mounting approved by the

Board; or (b) not be less than 100 mm in thickness if it is not to be placed upon a base mounting.

Division 4 – Licensing of monumental masons

7.16 Monumental mason’s licence (1) The Board may upon receipt of an application in writing by any person and upon

payment of the set fee issue to the applicant a monumental mason’s licence. (2) A licence issued under subclause (1) authorises the holder to carry out monumental works

within the cemetery subject to the provisions of this local law and such conditions as the Board shall specify upon the issue of that licence.

7.17 Expiry date, non-transferability A monumental mason’s licence –

(a) shall be valid from the date specified therein until 30 June next following; and (b) is not transferable.

7.18 Carrying out monumental work A person shall not carry out monumental work within the cemetery unless that person –

(a) is the holder of a current monumental mason’s licence issued pursuant to clause 7.16; or

(b) is an employee of a person who holds such a licence; or (c) is authorised by the Board to do so.

7.19 Responsibilities of the holder of a monumental mason’s licence The holder of a monumental mason’s licence shall be responsible for the compliance by every person purporting to be authorised to carry out monumental works within the cemetery pursuant to that licence with all the requirements and conditions of the licence, this local law, the Act and any other written law which may affect the carrying out of monumental works.

Part 8—General

8.1 Animals A person shall not bring an animal into or permit an animal to enter or remain in the cemetery, other than an ‘assistance animal’ as defined in section 9(2) of the Disability Discrimination Act 1992 (Cth) or with the approval of the CEO or an authorised officer. 8.2 Damaging and removing of objects Subject to clause 8.4, a person shall not damage, remove or pick any tree, plant, shrub or flower in the cemetery or any other object or thing on any grave or memorial or which is the property of the Board without the permission of the Board. 8.3 Withered flowers A person may remove withered flowers from a grave or memorial and these are to be placed in a receptacle provided by the Board for that purpose. 8.4 Littering and vandalism A person shall not – (a) break or cause to be broken any glass, ceramic or other material in or upon the cemetery; (b) discard, deposit, leave or cause to be discarded, deposited or left any refuse or litter in or

upon the cemetery other than in a receptacle provided for that purpose. 8.5 Advertising (1) A person shall not advertise or carry on any trade, business or profession within the

cemetery without the prior written approval of the Board. (2) The Board may consider and grant approval subject to such conditions as the Board thinks

fit. 8.6 Obeying signs and directions A person shall obey all signs displayed, marked, placed or erected by the Board within the cemetery and any other lawful direction by the CEO or an authorised officer. 8.7 Removal from the cemetery Any person failing to comply with any provisions of this local law or behaving in a manner that in the opinion of the Board, the CEO or an authorised officer is inappropriate in the cemetery may in addition to any penalty provided by this local law be ordered to leave the cemetery by the Board, the CEO or an authorised officer.

Part 9—Offences and Modified Penalties

9.1 General A person who commits a breach of any provisions of this local law commits an offence and shall on conviction be liable to a penalty not exceeding $500.00 and if the offence is a continuing one to a further penalty not exceeding $20.00 for every day or part of a day during which the offence has continued. 9.2 Modified penalties (1) The offences specified in Schedule 1 are offences which may be dealt with under section

63 of the Act. (2) The modified penalty payable in respect of an offence specified in Schedule 1 is set out in

the fourth column of Schedule 1.

(3) The prescribed form of the infringement notice referred to in section 63(1) of the Act is set out in the Schedule 2.

(4) The prescribed form of the notice withdrawing an infringement notice referred to in section 63(3) of the Act is set out in Schedule 3.

______________________

SCHEDULE 1 – MODIFIED PENALTIES

Item No. Clause No. Description Modified

Penalty

1 5.4(1) Not driving vehicle on vehicular access way or constructed roadways or within designated areas

$200

2 5.4(2) Exceeding speed limit $200

3 7.3 Not removing rubbish and surplus materials $100

4 7.5 Unauthorised use of sand, earth or other material taken from another part of the cemetery

$100

5 7.7 Leaving uncompleted works in an untidy or unsafe condition

$100

6 8.1 Unauthorised bringing in of animal into cemetery or permitting animal to remain in cemetery

$100

7 8.3 Damaging and removing of objects $200

8 8.5 Littering and vandalism $100

9 8.6 Unauthorised advertising and/or trading $100

10 8.7 Disobeying sign or lawful direction $200

SCHEDULE 2 – INFRINGEMENT NOTICE

[cl. 9.2(3)] Infringement Notice

To: ________________________________________________________________________

(Name) ___________________________________________________________________________

(Address) ___________________________________________________________________________ It is alleged that at ___:____hours on ________day of____________________20___________ at _________________________________________________________________________ you committed the offence indicated below by an (x) in breach of clause ............ of the Shire of Waroona Drakesbrook Cemetery Local Law 2020. _______________________ (Authorised Person) Offence Not driving vehicle on vehicular access way or designated areas Exceeding speed limit Not removing rubbish and surplus materials Unauthorised use of materials taken from another part of the cemetery Leaving uncompleted works in an untidy or unsafe condition Unauthorised animal in cemetery Damaging and removing of objects Littering and vandalism Unauthorised advertising and/or trading Disobeying sign or lawful direction Other Offence: _______________________________________________$____________ You may dispose of this matter by payment of the penalty as shown within 21 days of the date of this notice (or the date of the giving of this notice if that is a different date) to the Chief Executive Officer of the Shire of Waroona at 52 Hesse Street, Waroona between the hours of 9 a.m. to 4 p.m., Monday to Friday. Please make cheques payable to Shire of Waroona. Payments by mail should be addressed to – The Chief Executive Officer Shire of Waroona PO Box 20 WAROONA WA 6215 If the penalty is not paid within the time specified, then a complaint of the alleged offence may be made and heard and determined by a court.

SCHEDULE 3 – INFRINGEMENT WITHDRAWAL NOTICE [cl. 9.2(4)]

Withdrawal of Infringement Notice

No.________ Date_____/______/_____ To: [1]_______________________________________________________________________ Infringement Notice No__________dated____/_____/_____for the alleged offence of [2] ___________________________________________________________________________ Penalty [3] $__________ is withdrawn. (Delete whichever does not apply) * No further action will be taken. * It is proposed to institute court proceedings for the alleged offence. ___________________ (Authorised Person) [1] Insert name and address of alleged offender. [2] Insert short particulars of offence alleged. [3] Insert amount of penalty prescribed.

Dated the 22nd of June 2021. The Common Seal of the Shire of Waroona was affixed by the authority of a resolution of council in the presence of—

CR JOHN MICHAEL SCOTT WALMSLEY, Shire President.

DEAN LEONARD UNSWORTH, Chief Executive Officer.

———————————

Lease of Consulting Room at Waroona Community Resource Centre (Lot 42 – 10 Henning St, Waroona)

Shire of Waroona Palmerston Association Incorporated

APPENDIX 11.3.4

Contents 1. Definitions 4

2. Interpretation 6

3. Grant of Lease 7

4. Quiet Enjoyment 7

5. Rent and Other Payments 7

6. Rent Review 8

7. Insurance 9

8. Indemnity 11

9. Limit of Lessor’s Liability 12

10. Maintenance, Repair and Cleaning 12

11. Use 14

12. Casual Hire of Premises 15

13. Alcohol 16

14. Alterations 16

15. Lessor’s Right of Entry 17

16. Statutory Obligations and Notices 18

17. Report to Lessor 18

18. Default 18

19. Damage or Destruction of Premises 20

20. Option to Renew 21

21. Holding Over 21

22. Restore Premises 21

23. Yield up the Premises 21

24. Removal of Property from Premises 21

25. Assignment, Subletting and Charging 22

26. Disputes 23

27. Prior Notice of Proposal to Change Rules 23

28. Provision of Information 23

29. Right to Terminate upon Notice 23

30. Caveat 23

31. Goods and Services Tax 24

32. No Fetter 25

33. Additional Terms Covenants and Conditions 25

34. Commercial Tenancy Act 25

35. Acts by Agents 25

36. Governing Law 26

37. Statutory Powers 26

38. Notice 26

39. Severance 26

40. Variation 26

41. Moratorium 26

42. Further Assurance 27

43. Payment of Money 27

44. Waiver 27

Schedule 28

Signing Page 29

Annexure 1 – Sketch of Land 30

Lease – Palmerston Association Incorporated | page 4

A. Details

Parties

Shire of Waroona

of 52 Hesse Street, (PO Box 20), Waroona, Western Australia 6215

(Lessor) Palmerston Association Incorporated

of PO Box 704, Subiaco, Western Australia 6008

(Lessee) B. Recitals

1. The Lessor has the care control and management of Lot 42; and

2. Subject to the prior written approval of the Minister for Lands, the Lessor has agreed to lease and the Lessee has agreed to take a lease of the Premises upon the terms and conditions contained in this Deed.

3. The Lessor reserves the right to relocate the Lessee to another equivalent Premises at any time during the Term.

C. Background

1. The Lessee has leased the identified Premises since 2018;

2. The Lessee is an incorporated Association registered with the Department of Mines, Industry Regulation and Safety as of 5 November 1980 (Reference A0800237Z);

3. In summary the Council of the Lessor approved by Absolute Majority on 23 June 2020:

That Council: 1. Enter the proposed Lease Agreement with Palmerston Association Incorporated, for

the lease of the identified premises on Lot 42 – 10 Henning Street, Waroona;

2. Authorise the application of the Shire of Waroona Common Seal to the Lease Agreement;

3. Authorise the Shire President and Chief Executive Officer to sign and execute all

matters relating to the Lease Agreement; and

4. Authorise the Chief Executive Officer to renew the Lease for the Further Term identified in Schedule 1, Item 3 of the Lease.

D. Agreed Terms

1. Definitions In this Lease, unless otherwise required by the context or subject matter: Administration Fee means the administration fee specified in Item 5 of the Schedule;


Amounts Payable means the Rent, Administration Fee and any other money payable by the Lessee under this Lease; Authorised Person means: (a) an agent, employee, licensee or invitee of the Lessor; and (b) any person visiting the Premises with the express or implied consent of any person

mentioned in paragraph (a); Building means the Waroona Community Resource Centre building situated at Lot 132 (10) Henning Street, Waroona, Western Australia; CEO means the Chief Executive Officer for the time being of the Lessor or any person appointed by the Chief Executive Officer to perform any of her or his functions under this Lease; Commencement Date means the date of commencement of the Term specified in Item 4 of the Schedule; Contaminated Sites Act means the Contaminated Sites Act 2003 (WA); Contamination has the same meaning as the word “contaminated” in the Contaminated Sites Act; Emergency Equipment means fire extinguishers, fire blankets, smoke or fire alarms, sprinkler systems, illuminated exit signs or any other equipment installed during the Term for emergency response purposes; Encumbrance means a mortgage, charge, lien, pledge, easement, restrictive covenant, writ, warrant or caveat and the claim stated in the caveat; Further Term means each further term specified in Item 3 of the Schedule; Good Repair means good and substantial tenantable repair and in clean, good working order and condition; Interest Rate means the rate at the time the payment falls due being 2% greater than the Lessor’s general overdraft rate on borrowings from its bankers on amounts not exceeding $100,000.00; Land means the land described at Item 1 of the Schedule; Lease means this deed as supplemented, amended or varied from time to time; Lessee’s Agents includes: (a) the sublessees, employees, agents, contractors, invitees and licensees of the Lessee;

and (b) any person on the Premises by the authority of a person specified in paragraph (a); Lessee’s Covenants means the covenants, agreements and obligations set out or implied in this Lease or imposed by law to be performed and observed by any person other than the Lessor; Lessor’s Covenants means the covenants, agreements and obligations set out or implied in this Lease, or imposed by law to be observed and performed by the Lessor; Notice means each notice, demand, consent or authority given or made to any person under this Lease; Party means the Lessor or the Lessee according to the context; Permitted Purpose is described in Item 7 of the Schedule; Premises means that portion of the Reserve described as Premises at Item 1 of the Schedule; Rent means the rent specified in Item 5 of the Schedule;


Rent Review Date means a date identified in Item 6 of the Schedule; Schedule means the Schedule to this Lease; Term means the term of years specified in Item 2 of the Schedule and any Further Term; Termination means expiry by effluxion of time or sooner determination of the Term or any period of holding over.

2. Interpretation In this Lease, unless expressed to the contrary: (a) words importing:

(i) the singular include the plural and vice versa; and (ii) a gender or genders include each other gender;

(b) if a word or phrase is assigned a particular meaning, other grammatical forms of that word or phrase have a corresponding meaning;

(c) a reference to: (i) a natural person includes a body corporate or local government; (ii) a body corporate or local government includes a natural person; (iii) a professional body includes a successor to or substitute for that body; (iv) a Party includes its legal personal representatives, successors and assigns and

if a Party comprises two or more persons, the legal personal representatives, successors and assigns of each of those persons;

(v) a statute, includes an ordinance, code, regulation, award, local or town planning scheme, regulation, local law, by-law, requisition, order or other statutory instruments made under any of them and a reference to any of them, whether or not by name, includes any amendments to, re-enactments of or replacements of any of them from time to time in force;

(vi) a right includes a benefit, remedy, discretion, authority or power; (vii) an obligation includes a warranty or representation and a reference to a failure

to observe or perform an obligation includes a breach of warranty or representation;

(viii) this Lease or provisions of this Lease or any other deed, agreement, instrument or contract includes a reference to: (A) both express and implied provisions; and (B) that other deed, agreement, instrument or contract as varied,

supplemented, replaced or amended; (ix) writing includes any mode of representing or reproducing words in tangible and

permanently visible form and includes facsimile transmissions and emails; (x) any thing (including, without limitation, any amount) is a reference to the whole

or any part of it and a reference to a group of things or persons is a reference to any one or more of them; and

(xi) a subparagraph, paragraph, subclause, clause, Item, Schedule or Annexure is a reference to, respectively, a subparagraph, paragraph, subclause, clause, Item, Schedule or Annexure of this Lease;

(d) the covenants and obligations on the part of the Lessee not to do or omit to do any act or thing include: (i) covenants not to permit that act or thing to be done or omitted to be done by a

Lessee’s Agent; and


(ii) a covenant to take all reasonable steps to ensure that that act or thing is not done or omitted to be done;

(e) the meaning of general words or phrases is not limited by specific examples introduced by ‘including’, ‘for example’ or similar expressions; and

(f) if a Party comprises two or more persons, the covenants and agreements on their part bind them and must be observed and performed by them jointly and each of them severally, and may be enforced against any one or more of them.

3. Grant of Lease The Lessor, leases to the Lessee the Premises for the Term, subject to: (a) all Encumbrances; (b) the payment of the Amounts Payable; and (c) the performance and observance of the Lessee’s Covenants.

4. Quiet Enjoyment Except as provided in the Lease, for so long as the Lessor is the owner of the Land and subject to the performance and observance of the Lessee’s Covenants, the Lessee may quietly hold and enjoy the Premises during the Term without any interruption or disturbance from the Lessor or persons lawfully claiming through or under the Lessor.

5. Rent and Other Payments The Lessee covenants with the Lessor:

5.1 Rent To pay to the Lessor the Rent in the manner set out at Item 5 of the Schedule on and from the Commencement Date clear of any deductions.

5.2 Administration Fee To pay to the Lessor the Administration Fee in the manner set out at Item 5 of the Schedule on and from the Commencement Date clear of any deductions.

5.3 Outgoings (1) To pay to the Lessor or to such person as the Lessor may from time to time direct

punctually all the following outgoings or charges, assessed or incurred in respect of the Premises: (a) local government services and other charges, including but not limited to

rubbish disposal; (b) water consumption, meter rent and reading, excess water charges and charges

for the disposal of sewage; (c) telephone, electricity, gas and other power and light charges including but not

limited to meter rent and the cost of installation of any meter, wiring, internet connection or telephone connection;

(d) land tax and metropolitan regional improvement tax on a single ownership basis, if applicable;

(e) emergency service levy; (f) annual or periodic servicing of emergency equipment belonging to the Lessor; (g) alarm response activations and monitoring; (h) premiums, excess and other costs arising from the insurance obtained by the

Lessor pursuant to clause 7.2. For the avoidance of doubt, the Parties agree:


(i) that if such premium or cost does not include a separate assessment or identification of the Premises or the Land, the Lessee must pay a proportionate part of such premium or cost determined by the Lessor acting reasonably; and

(ii) such insurance will include insurance for the full replacement value of buildings; and

(i) any other consumption charge or cost, statutory impost or other obligation incurred or payable by reason of the Lessee’s use and occupation of the Premises.

(2) If the Premises are not separately charged or assessed the Lessee will pay to the Lessor a proportionate part of any charges or assessments referred to in clause 5 being the proportion that the Premises bears to the total area of the land or premises included in the charge or assessment.

5.4 Interest Without affecting the rights, power and remedies of the Lessor under this Lease, to pay to the Lessor interest on demand on any Amounts Payable which are unpaid for 7 days computed from the due date for payment until payment is made and any interest payable under this paragraph will be charged at the Interest Rate.

5.5 Costs (1) To pay to the Lessor on demand:

(a) all duty, fines and penalties payable under the Duties Act 2008 and other statutory duties or taxes payable on or in connection with this Lease;

(b) all registration fees in connection with this Lease; and (c) all legal costs of and incidental to the instructions for the preparation, execution

and stamping of this Lease and all copies. (2) To pay to the Lessor all costs, legal fees, disbursements and payments incurred by

or for which the Lessor is liable in connection with or incidental to: (a) the Amounts Payable or obtaining or attempting to obtain payment of the

Amounts Payable under this Lease; (b) any breach of covenant by the Lessee or the Lessee’s Agents; (c) the preparation and service of a notice under section 81 of the Property Law Act

1969 requiring the Lessee to remedy a breach even though forfeiture for the breach may be avoided in a manner other than by relief granted by a court;

(d) any work done at the Lessee’s request; and (e) any action or proceedings arising out of or incidental to any matters referred to

in this clause 5.5 or any matter arising out of this Lease. 5.6 Accrual of Amounts Payable

Amounts Payable accrue on a daily basis. 5.7 Lessors Responsibility for Outgoings

The Lessor agrees to be responsible for the annual costs of water, drainage and sewerage rates and charges for disposal of stormwater associated with the Premises.

6. Rent Review 6.1 Rent to be Review by CPI

(1) The Rent will be reviewed on and from each Rent Review Date to determine the Rent to be paid by the Lessee until the next Rent Review Date.


(1) The rent review will be based on CPI review on the dates specified in Item 6 of the Schedule.

(2) The CPI rent review will increase the amount of Rent payable during the immediately preceding period by the percentage of any increase in CPI having regard to the quarterly CPI published immediately prior to the later of the Commencement Date or the last Rent Review Date as the case may be and the quarterly CPI published immediately prior to the relevant Rent Review Date. If there is a decrease in CPI having regard to the relevant CPI publications the Rent payable from the relevant Rent Review Date will be the same as the Rent payable during the immediately preceding period. Should the CPI be discontinued or suspended at any time or its method of computation substantially altered, the Parties shall endeavour to agree upon the substitution of the CPI with an equivalent index.

6.2 Rent will not decrease following Review Notwithstanding the provisions in this clause, the Rent payable from any rent review will not be less than the Rent payable in the period immediately preceding such Rent Review Date.

6.3 Lessor’s right to review The Lessor may institute a rent review notwithstanding the Rent Review Date has passed and the Lessor did not institute a rent review on or prior to that Rent Review Date, and in which case the Rent agreed or determined shall date back to and be payable from the Rent Review Date, for which such review is made.

7. Insurance 7.1 Public Liability Insurance

The Parties AGREE THAT the Lessee must effect and maintain with insurers approved by the Lessor in the joint names of the Lessor and the Lessee for their respective rights and interests in the Premises for the time being: (a) adequate public liability insurance for a sum not less than the sum set out at Item 8

of the Schedule in respect of any one claim or such greater amount as the Lessor may from time to time reasonably require;

(b) insurance to cover the Lessee’s fixtures, fittings, equipment and stock against loss or damage by fire, fusion, smoke, lightning, flood, storm, tempest, earthquake, sprinkler leakage, water damage and other usual risks against which a Lessee can and does ordinarily insure in their full replacement value, and loss from theft or burglary;

(c) employers' indemnity insurance including workers' compensation insurance in respect of all employees of the Lessee employed in, about or on the Premises; and

(d) any other policy of insurance which the Lessor may reasonably require or specify from time to time

7.2 Building Insurance to be effected by Lessor The Lessor shall effect and keep effected insurance to the full insurable value on a replacement or reinstatement value basis of the Premises against damage arising from fire, tempest, storm, earthquake, explosion, aircraft, or other aerial device including items dropped from any device, riot, commotion, flood, lightning, act of God, fusion, smoke, rainwater, leakage, impact by vehicle, machinery breakdown and malicious acts or omissions and other standard insurable risks and the Lessee will reimburse the Lessor for any premiums, excess or other costs arising therefrom.

7.3 Details and receipts In respect of the insurances required by clause 7.1 the Lessee must:


(a) upon renewal of any insurance policy immediately forward to the Lessor copies of certificates of currency and details of the insurances as held by the Lessee;

(b) promptly pay all premiums and produce to the Lessor each policy or certificate of currency and each receipt for premiums or certificate of currency issued by the insurers; and

(c) notify the Lessor immediately: (i) when an event occurs which gives rise or might give rise to a claim under or

which could prejudice a policy of insurance; or (ii) when a policy of insurance is cancelled.

7.4 Lessee Required to Pay Excess on Insurances The Lessee AGREES with the Lessor that it shall be responsible to pay any excess payable in connection with the insurances referred to in clause 7.1 and clause 7.2.

7.5 Not to Invalidate The Lessee must not do or omit to do any act or thing or bring or keep anything on the Premises which might: (a) render any insurance effected under clause 7.1 and clause 7.2 on the Premises, or

any adjoining premises, void or voidable; or (b) cause the rate of a premium to be increased for the Premises or any adjoining

premises (except insofar as an approved development may lead to an increased premium).

7.6 Report Each Party must report to the other promptly in writing and in an emergency verbally: (a) any damage to the Premises of which they are or might be aware; and (b) any circumstances of which they are aware and which are likely to be a danger or

cause any damage or danger to the Premises or to any person in or on the Premises. 7.7 Settlement of Claim

The Lessor may, but the Lessee may not without the prior written consent of the Lessor, settle or compromise any claims under any policy of insurance required by clause 7.1 and clause 7.2.

7.8 Lessor as Attorney The Lessee irrevocably appoints the Lessor as the Lessee’s attorney during the Term: (a) in respect of all matters and questions which may arise in relation to any insurances

required by clause 7.1 and clause 7.2; (b) with full power to demand, sue for and recover and receive from any insurance

company or society or person liable to pay the insurance money as are payable for the risks covered by the insurances required by clause 7.1 and clause 7.2;

(c) to give good and effectual receipts and discharges for the insurance; and (d) to settle, adjust, arbitrate and compromise all claims and demands and generally to

exercise all powers of absolute owner. 7.9 Lessee’s Equipment and Possessions

The Lessee ACKNOWLEDGES it is responsible to obtain all relevant insurances to cover any damage and/or theft to its property internal or external to the Premises. The Lessor does not take any responsibility for the loss or damage of the Lessee’s property.


8. Indemnity 8.1 Lessee responsibilities

(1) The Lessee is subject to the same responsibilities relating to persons and property to which the Lessee would be subject if during the Term the Lessee were the owner and occupier of the Premises in freehold.

(2) The Lessee is responsible and liable for all acts or omissions of the Lessee’s Agents on the Premises and for any breach by them of any covenants or terms in this Lease required to be performed or complied with by the Lessee.

8.2 Indemnity (1) The Lessee indemnifies, and shall keep indemnified, the Lessor and the Minister for

Lands from and against all actions, claims, costs, proceedings, suits and demands whatsoever which may at any time be incurred or suffered by the Lessor, or brought, maintained or made against the Lessor, in respect of: (a) any loss whatsoever (including loss of use); (b) injury or damage of, or to, any kind of property or thing; and (c) the death of, or injury suffered by, any person, caused by, contributed to, or arising out of, or in connection with, whether directly or indirectly: (i) the use or occupation of the Premises by the Lessee or the Lessee’s Agents; (ii) any work carried out by or on behalf of the Lessee on the Premises; (iii) the Lessee’s activities, operations or business on, or other use of any kind of,

the Premises; (iv) the presence of any Contamination, pollution or environmental harm in, on or

under the Premises or adjoining land caused or contributed to by the act, neglect or omission of the Lessee or the Lessee’s Agents;

(v) any default by the Lessee in the due and punctual performance, observance and compliance with any of the Lessee’s covenants or obligations under this Lease; or

(vi) an act or omission of the Lessee. 8.3 Obligations Continuing

The obligations of the Lessee under this clause: (a) are unaffected by the obligation of the Lessee to take out insurance, and the

obligations of the Lessee to indemnify are paramount, however if insurance money is received by the Lessor for any of the obligations set out in this clause then the Lessee’s obligations under clause 8.1 will be reduced by the extent of such payment; and

(b) continue after the expiration or earlier determination of this Lease in respect of any act, deed, matter or thing occurring or arising as a result of an event which occurs before the expiration or earlier determination of this Lease.

8.4 No indemnity for Lessor’s negligence The Parties agree that nothing in this clause shall require the Lessee to indemnify the Lessor, its officers, servants, or agents against any loss, damage, expense, action or claim arising out of a negligent or wrongful act or omission of the Lessor, or its servants, agents, contractors or invitees.

8.5 Release (1) The Lessee:


(a) agrees to occupy and use the Premises at the risk of the Lessee; and (b) releases to the full extent permitted by law, the Lessor from:

(i) any liability which may arise in respect of any accident or damage to property, the death of any person, injury to any person, or illness suffered by any person, occurring on the Premises or arising from the Lessee’s use or occupation of the Premises;

(ii) loss of or damage to the Premises or personal property of the Lessee; and

(iii) all claims, actions, loss, damage, liability, costs and expenses arising from or connected with (directly or indirectly) the presence of any Contamination, pollution or environmental harm in, on or under the Premises or surrounding area,

except to the extent that such loss or damage arises out of a negligent or wrongful act or omission of the Lessor, or its servants, agents, contractors or invitees.

(2) The release by the Lessee continues after the expiration or earlier determination of this Lease in respect of any act, deed, matter or thing occurring or arising as a result of an event which occurs before the expiration or earlier determination of this Lease.

9. Limit of Lessor’s Liability 9.1 No liability for loss on Premises

The Lessor will not be liable for loss, damage or injury to any person or property in or about the Premises however occurring.

9.2 Limit on liability for breach of Lessor’s covenants (1) The Lessor is only liable for breaches of the Lessor's Covenants set out in this Lease

which occur while the Lessor is the owner of the Land; (2) The Lessor will not be liable for any failure to perform and observe any of the Lessor’s

Covenants due to any cause beyond the Lessor’s control.

10. Maintenance, Repair and Cleaning 10.1 Generally

(1) The Lessee AGREES during the Term and for so long as the Lessee remains in possession or occupation of the Premises to maintain, replace, repair, clean and keep the Premises (which for the avoidance of doubt includes the Lessor’s Fixtures and Fittings) and appurtenances in Good Repair having regard to the age of the Premises at the Commencement Date PROVIDED THAT this subclause shall not impose on the Lessee any obligation: (a) to carry out repairs or replacement that are necessary as a result of fair and

reasonable wear and tear or damage, EXCEPT when such repair or replacement is necessary because of any act or omission of or on the part of the Lessee (or its servants, agents, contractors or invitees), or the Lessor's insurances are invalidated by any act, neglect or default by the Lessee (or its servants, agents, contractors or invitees); and

(b) in respect of any structural maintenance, replacement or repair EXCEPT when such maintenance, repair or replacement is necessary because of any act or omission of or on the part of the Lessee (or its servants, agents, contractors or invitees), or by the Lessee's particular use or occupancy of the Premises.

(2) In discharging the obligations imposed on the Lessee under this subclause, the Lessee shall where maintaining, replacing, repairing or cleaning: (a) any electrical fittings and fixtures;


(b) any plumbing; (c) any air-conditioning fittings and fixtures; or (d) any gas fittings and fixtures,

in or on the Premises use only licensed trades persons, or such trades persons as may be approved by the Lessor and notified to the Lessee, which approval shall not be unreasonably withheld. (3) The Lessee must take such reasonable action as is necessary to:

(a) prevent, if it has occurred as a result of the Lessee’s use of the Premises; and (b) rectify or otherwise ameliorate,

the effects of erosion, drift or movement of sand, soil, dust or water on or from the Premises. 10.2 Cleaning

The Lessee must at all times keep the Premises clean, tidy, unobstructed and free from dirt and rubbish.

10.3 Repair Unless such damage is the Lessor’s responsibility pursuant to the terms of the Lease, the Lessee must promptly repair at its own expense to the satisfaction of the Lessor, any damage to the Premises, regardless of how the damage is caused and replace any of the Lessor’s Fixtures and Fittings which are or which become damaged.

10.4 Responsibility for Securing the Premises (a) Securing the Premises

The Lessee must ensure the Premises, including Lessor’s and Lessee’s fixtures and fittings, are appropriately secured at all times.

(b) Installation of Security Systems (1) The Lessee may subject to prior written approval from the Lessor install a

standalone security system to the Premises at its own cost, PROVIDED the Lessee: (i) pays for all costs associated ongoing monitoring and response; and (ii) provides the Lessor with access keys or cards and alarm codes.

(2) The Lessor may with the agreement of the Lessee and at the Lessee’s cost install a monitored alarm at the Premises.

10.5 Maintain surroundings (1) The Lessee must regularly inspect and maintain in good condition any part of the

Premises which surrounds any buildings, including but not limited to any flora, gardens, lawns, shrubs, hedges and trees.

(2) The Lessee agrees that any pruning of trees must be undertaken by a qualified tree surgeon.

(3) If any flora, trees or lawn dies the Lessee must replace the flora, trees or lawn at its own expense.

(4) The Lessee must plant and care for such trees on the Premises as the Lessor may from time to time reasonably require.

(5) The Lessee may not remove any trees, shrubs or hedges without first consulting with and obtaining the approval of the Lessor, except where necessary for urgent safety reasons.

10.6 Lessor’s Fixtures and Fittings


The Lessee covenants and agrees that the Lessor’s Fixtures and Fittings (if any) will remain the property of the Lessor and must not be removed from the Premises at any time.

10.7 Pest control The Lessee must keep the Premises free of any pests and vermin and the cost of extermination will be borne by the Lessee.

10.8 Drains (1) The Lessee must keep and maintain the waste pipes, drains, gutters and conduits

originating in the Premises or connected thereto in a clean, clear and free flowing condition and must pay to the Lessor upon demand the cost to the Lessor of clearing any blockage which may occur in such waste pipes, drains and conduits between the external boundaries of the Premises and the point of entry thereof into any trunk drain unless such blockage has been caused without neglect or default on the part of the Lessee.

(2) The Lessee must not permit the drains, toilets, grease traps (if any) and other sanitary appliances on the Premises to be used for any purpose other than that for which they were constructed and must not allow any foreign matter or substance to be thrown therein.

11. Use 11.1 Restrictions on use

(1) Generally The Lessee must not and must not suffer or permit a person to: (a) use the Premises or any part of the Premises for any purpose other than the

Permitted Purpose; or (b) use the Premises for any purpose which is not permitted under any statute,

local or town planning scheme, local law, act, statute or any law relating to health.

(2) No offensive or illegal acts The Lessee must not and must not suffer or permit a person to do or carry out on the Premises any harmful, offensive or illegal act, matter or thing.

(3) No nuisance The Lessee must not and must not suffer or permit a person to do or carry out on the Premises anything which causes a nuisance, damage or disturbance to the Lessor or to owners or occupiers of adjoining properties.

(4) No dangerous substances The Lessee must not and must not suffer or permit a person to store any dangerous compound or substance on or in the Premises, otherwise than in accordance with the following provisions: (a) any such storage must comply with all relevant statutory provisions; (b) all applications for the approval or renewal of any licence necessary for such

storage must be first referred to the Lessor; (c) the Lessor may within its absolute discretion refuse to allow the storage of any

particular dangerous compound or substance on the Premises; and (d) upon the request of the Lessor, the Lessee will provide a list of all dangerous

compounds or substances stored on the Premises. (5) No harm or stress


The Lessee must not and must not suffer or permit a person to do any act or thing which might result in excessive stress or harm to any part of the Premises.

(6) No signs The Lessee must not and must not suffer or permit a person to display from or affix any signs, notices or advertisements on the Premises that a visible from any public place or any other land, without the prior written consent of the Lessor.

(7) No smoking The Lessee must not suffer or permit a person to smoke inside any building or other enclosed area on the Premises.

(8) Consumption of alcohol The Lessee must not suffer or permit a person to use or allow the Premises to be used for the consumption of alcohol without first obtaining the written consent of the Lessor.

(9) Removal of rubbish The Lessee must keep the Premises free from dirt and rubbish and store and keep all trade waste and garbage in proper receptacles.

(10) No pollution The Lessee must do all things necessary to prevent pollution or contamination of the Premises by garbage, refuse, waste matter, oil and other pollutants.

11.2 No warranty The Lessor gives no warranty: (a) as to the use to which the Premises may be put; or (b) that the Lessor will issue any consents, approvals, authorities, permits or licences

required by the Lessee under any statute for its use of the Premises. 11.3 Lessee to Observe Copyright

In the event that the Lessee or any person sub-leasing, hiring, or in temporary occupation of the Premises provides, contracts for, or arranges for the performance, exhibition or display of any music or work of art the copyright of which is not vested in the Lessee or that person, the Lessee shall ensure that all obligations in regard to payment of copyright or licensing fees with the owner or licensor of the copyright are met before any such performance, exhibition or display is held.

11.4 Premises Subject to Restriction The Lessee accepts the Premises for the Term subject to any existing prohibition or restriction on the use of the Premises.

11.5 Indemnity for Costs The Lessee indemnifies the Lessor against any claims or demands for all costs, on a solicitor client basis, reasonably incurred by the Lessor by reason of any claim in relation to any matters set out in this clause 11.

12. Casual Hire of Premises 12.1 Casual Hire of Premises Permitted

(1) The Lessee may hire the Premises or any part thereof to any person or entity (Hirer), on a casual basis provided that: (a) the Lessee requires that the Hirer complies with the terms of this Lease;


(b) the Lessee obtains the prior written consent of the Lessor and the Minister for Lands for any hire arrangements, which consent may be withheld by the Lessor in its absolute discretion;

(c) such use is consistent with the Permitted Purpose; (d) the hire arrangement would not reasonably be expected to result in a breach of

any term of this Lease; and (e) the hire arrangement between the Hirer and the Lessee is not for a period of

longer than 24 hours cumulatively in any calendar month, and the hire arrangement does not constitute a transfer, assignment or sub-lease of this Lease.

12.2 Lessee remains responsible The Lessee ACKNOWLEDGES that at all times, including when the Premises are hired to a third party, it remains responsible for the Premises, including without limitation any damage that may be caused or occurs during any hire period.

12.3 Lessee to retain Hire Fee The Lessor agrees that the Lessee may retain the benefit of funds or other considerations raised by or derived from the hire of the Premises.

13. Alcohol 13.1 Sale of Alcohol

The Lessee COVENANTS AND AGREES not to sell or supply alcohol (liquor) from the Premises or allow alcohol to be sold or supplied from the Premises without the prior written consent of the Lessor and then only in accordance with the provisions of the Liquor Control Act 1988, Health (Food Hygiene) Regulations 1993, Liquor Licensing Regulations 1989 and any other relevant written law that may be in force from time to time.

13.2 Minimise Nuisance to Neighbours (1) The Lessee must take all reasonable action to minimise and prevent disruption,

nuisance and disturbance to surrounding premises, particularly during and following social events at the Premises.

(2) The Lessee must comply with all reasonable conditions and directions that may be imposed by the Lessor from time to time in relation to the minimisation and prevention of disruption, nuisance and disturbance to surrounding residential premises.

14. Alterations 14.1 Restriction

(1) The Lessee must not without prior written consent: (a) from the Lessor; (b) from any other person from whom consent is required under this Lease; and (c) required under statute in force from time to time, including but not limited to the

planning approval of the Lessor under a local or town planning scheme of the Lessor;

make or allow to be made any alteration, addition or improvements to or demolish any part of the Premises.

14.2 Consent (1) If the Lessor and any other person whose consent is required under this Lease or at

law consents to any matter referred to in clause 14.1 the Lessor may: (a) consent subject to conditions; and


(i) require that work be carried out in accordance with plans and specifications approved by the Lessor or any other person giving consent; and

(ii) require that any alteration be carried out to the satisfaction of the Lessor under the supervision of an engineer or other consultant; and

(b) if the Lessor consents to any matter referred to in clause 14.1: (i) the Lessor gives no warranty that the Lessor will issue any consents,

approvals, authorities, permits or policies under any statute for such matters; and

(ii) the Lessee must apply for and obtain all such consents, approvals, authorities, permits or policies as are required at law before undertaking any alterations, additions, improvements or demolitions.

14.3 Cost of Works All works undertaken under this clause 14 will be carried out at the Lessee’s expense.

14.4 Conditions If any of the consents given by the Lessor or other persons whose consent is required under this Lease or at law require other works to be done by the Lessee as a condition of giving consent, then the Lessee must at the option of the Lessor either: (a) carry out those other works at the Lessee’s expense; or (b) permit the Lessor to carry out those other works at the Lessee’s expense, in accordance with the Lessor’s requirements.

14.5 Keys and Access (1) The Premises is to be fitted with locks based on the Lessors master key security

system, at the Lessee’s cost. (2) The Lessor will provide the Lessee 15 keys to the Premises based on the agreed lock

hierarchy, upon payment of a bond. (3) The Premises’ locks must not be changed, without the prior approval of the Lessor.

15. Lessor’s Right of Entry 15.1 Entry on Reasonable Notice

The Lessee must permit entry by the Lessor or any Authorised Person onto or into the Premises without notice in the case of an emergency, and otherwise upon reasonable notice: (a) (i) at all reasonable times;

(ii) with or without workmen and others; and (iii) with or without plant, equipment, machinery and materials;

(b) for each of the following purposes: (i) to inspect the state of repair of the Premises and to ensure compliance with the

terms of this Lease; (ii) to carry out any survey or works which the Lessor considers necessary,

however the Lessor will not be liable to the Lessee for any compensation for such survey or works provided they are carried out in a manner which causes as little inconvenience as is reasonably possible to the Lessee;

(iii) to comply with the Lessor’s Covenants or to comply with any notice or order of any authority in respect of the Premises for which the Lessor is liable; and,


(iv) to do all matters or things to rectify any breach by the Lessee of any term of this Lease but the Lessor is under no obligation to rectify any breach and any rectification under this clause 15.1 is without prejudice to the Lessor’s other rights, remedies or powers under this Lease.

15.2 Costs of Rectifying Breach All costs and expenses incurred by the Lessor as a result of any breach referred to at clause 15.1 together with any interest payable on such sums will be a debt due to the Lessor and payable to the Lessor by the Lessee on demand.

16. Statutory Obligations and Notices 16.1 Comply with Statutes

The Lessee must: (a) comply promptly with all statutes and local laws from time to time in force relating to

the Premises;

(b) apply for, obtain and maintain in force all consents, approvals, authorities, licences and permits required under any statute for the use of the Premises specified at clause 11;

(c) ensure that all obligations in regard to payment for copyright or licensing fees are paid to the appropriate person for all performances, exhibitions or displays held on the Premises; and

(d) comply promptly with all orders, notices, requisitions or directions of any competent authority relating to the Premises or to the business the Lessee carries on at the Premises.

16.2 Indemnity if Lessee Fails to Comply The Lessee indemnifies the Lessor against: (a) failing to perform, discharge or execute any of the items referred to in clause 17.1;

and (b) any claims, demands, costs or other payments of or incidental to any of the items

referred to in clause 16.1.

17. Report to Lessor The Lessee must immediately report to the Lessor: (a) any act of vandalism or any incident which occurs on or near the Premises which

involves or is likely to involve a breach of the peace or become the subject of a report or complaint to the police and of which the Lessee is aware or should be aware;

(b) any occurrence or circumstances in or near the Premises of which it becomes aware, which might reasonably be expected to cause, in or on the Premises, pollution of the environment; and

(c) all notices, orders and summonses received by the Lessee and which affect the Premises and immediately deliver them to the Lessor.

18. Default 18.1 Events of Default

A default occurs if: (a) the Lessee is in breach of any of the Lessee’s Covenants for 28 days after a Notice

has been given to the Lessee to rectify the breach or to pay compensation in money;


(b) where the Lessee is an association which is incorporated under the Associations Incorporation Act 1987, the association is wound up whether voluntarily or otherwise;

(c) where the Lessee is an association which is incorporated under the Associations Incorporation Act 1987, the Lessee passes a special resolution under the Associations Incorporation Act 1987 altering its rules of association in a way that makes its objects or purposes inconsistent with the use permitted by this Lease;

(d) a mortgagee takes possession of the property of the Lessee under this Lease; (e) any execution or similar process is made against the Premises on the Lessee’s

property; (f) the Premises are vacated, or otherwise not used, in the Lessor’s reasonable opinion,

for the Permitted Purpose for a six-month period; or (g) a person other than the Lessee or a permitted sublessee or assignee is in occupation

or possession of the Premises or in receipt of a rent and profits. 18.2 Forfeiture

On the occurrence of any of the events of default specified in clause 18.1 the Lessor may: (a) without notice or demand at any time enter the Premises and on re-entry the Term

will immediately determine; (b) by Notice to the Lessee determine this Lease and from the date of giving such Notice

this Lease will be absolutely determined; and (c) by Notice to the Lessee elect to convert the unexpired portion of the Term into a

tenancy from month to month when this Lease will be determined as from the giving of the Notice and until the tenancy is determined the Lessee will hold the Premises from the Lessor as a tenant from month to month under clause 21,

but without affecting the right of action or other remedy which the Lessor has in respect of any other breach by the Lessee of the Lessee’s Covenants or releasing the Lessee from liability in respect of the Lessee’s Covenants.

18.3 Lessor may remedy breach If the Lessee: (a) fails or neglects to pay the Amounts Payable by the Lessee under this Lease; or (b) does or fails to do anything which constitutes a breach of the Lessee’s Covenants, then, after the Lessor has given to the Lessee notice of the breach and the Lessee has failed to rectify the breach within a reasonable time, the Lessor may without affecting any right, remedy or power arising from that default pay the money due or do or cease the doing of the breach as if it were the Lessee and the Lessee must pay to the Lessor on demand the Lessor’s cost and expenses of remedying each breach or default.

18.4 Acceptance of Amount Payable by Lessor Demand for or acceptance of the Amounts Payable by the Lessor after an event of default has occurred will not affect the exercise by the Lessor of the rights and powers conferred on the Lessor by the terms of the Lease or at law and will not operate as an election by the Lessor to exercise or not to exercise any right or power.

18.5 Essential Terms Each of the Lessee’s Covenants in clauses 5 (Rent and Other Payments), 7 (Insurance), 8 (Indemnity), 10 (Maintenance, Repair and Cleaning), 11 (Use), 26 (Assignment, Subletting and Charging) and 32 (Goods and Services Tax), is an essential term of this Lease but this clause 18.5 does not mean or imply that there are no other essential terms in this Lease.

18.6 Breach of Essential Terms


If the Lessee breaches an essential term of this Lease then, in addition to any other remedy or entitlement of the Lessor: (a) the Lessee must compensate the Lessor for the loss or damage suffered by reason

of the breach of that essential term; (b) the Lessor will be entitled to recover damages against the Lessee in respect of the

breach of an essential term; (c) the Lessee covenants with the Lessor that if the Term is determined:

(i) for breach of an essential term or the acceptance by the Lessor of a repudiation of this Lease by the Lessee; or

(ii) following the failure by the Lessee to comply with any Notice given to the Lessee to remedy any default,

the Lessee must pay to the Lessor on demand the total of the Amounts Payable under this Lease which would have been payable by the Lessee for the unexpired balance of the Term as if the Term had expired by effluxion of time together with the losses incurred or reasonably expected to be incurred by the Lessor as a result of the early determination including but not limited to the costs of re-letting or attempting to re-let the Premises;

(d) the Lessee agrees that the covenant set out in this clause 18.6 will survive termination or any deemed surrender at law of the estate granted by this Lease;

(e) the Lessee may deduct from the amounts referred to at clause 18.6(c) the Rent and other money which the Lessor reasonably expects to obtain by re-letting the Premises between the date of Termination and the date on which the Term would have expired by effluxion of time; and

(f) the Lessor must take reasonable steps to mitigate its losses and endeavour to re-let the Premises at a reasonable rent and on reasonable terms but the Lessor is not required to offer or accept rent or terms which are the same or similar to the rent or terms contained or implied in this Lease.

19. Damage or Destruction of Premises 19.1 Abatement of Rent

If the Premises are at any time during the Term, without neglect or default of the Lessee, destroyed or damaged by fire or other risk covered by insurance so as to render the same unfit for the occupation and use of the Lessee, then the Rent or a proportionate part thereof (according to the nature and extent of the damage) shall abate until the Premises have been rebuilt or made fit for the occupation and use of the Lessee, and in case of any dispute arising under this provision the same will be referred to arbitration under the provisions of the Commercial Arbitration Act 1985 and the full Rent must be paid without any deduction or abatement until the date of the arbitrator’s award whereupon the Lessor will refund to the Lessee any Rent which according to the award appears to have been overpaid.

19.2 Total Damage or Destruction If the Premises are at any time during the Term destroyed or damaged to an extent as to be wholly unfit for the occupation and use of the Lessee either Party may by Notice in writing to the other of them given within sixty (60) days after the event elect to cancel and terminate this Lease. The Term will terminate upon such Notice being given and the Lessee must vacate the Premises and surrender the same to the Lessor, but such termination will be without prejudice however to the liability of the Lessee under this Lease up to the date of termination.


20. Option to Renew If the Lessee at least one month, but not earlier than 6 months, prior to the date for commencement of the Further Term gives the Lessor a Notice to grant the Further Term and: (a) all consents and approvals required by the terms of this Lease or at law have been

obtained; and (b) there is no subsisting default by the Lessee at the date of service of the Notice in:

(i) the payment of Amounts Payable; or (ii) the performance or observance of the Lessee’s Covenants,

the Lessor shall grant to the Lessee a lease for the Further Term at the Rent and on terms and conditions similar to this Lease, as reviewed, other than this clause 20 in respect of any Further Term previously taken or the subject of the present exercise and on such other terms and conditions as the Lessor may consider appropriate.

21. Holding Over If the Lessee remains in possession of the Premises after the expiry of the Term with the consent of the Lessor, the Lessee will be a monthly tenant of the Lessor at a rent equivalent to one twelfth of the Rent for the period immediately preceding expiry of the Term and otherwise on the same terms and conditions of this Lease provided that all consents required under this Lease or at law have been obtained to the Lessee being in possession of the Premises as a monthly tenant.

22. Restore Premises Prior to Termination, the Lessee at the Lessee’s expense must restore the Premises to a condition consistent with the observance and performance by the Lessee of the Lessee’s Covenants under this Lease fair wear and tear excepted.

23. Yield up the Premises 23.1 Peacefully surrender

On Termination the Lessee must: (a) peacefully surrender and yield up to the Lessor the Premises in a condition consistent

with the observance and performance of the Lessee’s Covenants under this Lease; and

(b) surrender to the Lessor all keys and security access devices and combinations for locks providing an access to or within the Premises held by the Lessee whether or not provided by the Lessor.

23.2 Clause 23.1 to survive termination The Lessee’s obligation under clause 23.1 will survive termination.

24. Removal of Property from Premises 24.1 Remove property prior to termination

Prior to Termination, unless otherwise mutually agreed between the Parties, the Lessee must remove from the Premises all property of the Lessee which is not a fixture other than air-conditioning plant and fire equipment, security alarms and security systems and other fixtures and fittings which in the opinion of the Lessor form an integral part of the Premises and promptly make good, to the satisfaction of the Lessor, any damage caused by the removal.

24.2 Lessor can remove property on re-entry


On re-entry the Lessor will have the right to remove from the Premises any property of the Lessee and the Lessee indemnifies the Lessor against all damage caused by the removal of and the cost of storing that property.

25. Assignment, Subletting and Charging 25.1 No assignment or sub-letting without consent

The Lessee must not assign the leasehold estate in the Premises nor Sub-let, part with possession, or dispose of the Premises or any part of the Premises without the prior written consent of the Lessor and the Minister for Lands, any other persons whose consent is required under the terms of this Lease or at law.

25.2 Lessor’s Consent to Assignment and Sub-letting Provided all parties whose consent is required, under this Lease or at law, to an assignment or Sub-letting, give their consent and any assignment or sublease is for a purpose consistent with the use of the Premises permitted by this Lease then the Lessor may not unreasonably withhold its consent to the assignment or Sub-letting of the leasehold estate created by this Lease if:

(a) the proposed assignee or sublessee is a respectable and responsible person of good financial standing capable of continuing the permitted use for non-profit making community purposes;

(b) all Amounts Payable due and payable have been paid and there is no existing unremedied breach, whether notified to the Lessee or not, of any of the Lessee’s Covenants;

(c) the Lessee procures the execution by: (i) the proposed assignee of a deed of assignment; or (ii) the proposed sublessee of a deed of sublease,

to which the Lessor is a party and which deed is prepared and completed by the Lessor’s solicitors; and

(d) the assignment contains a covenant by the assignee or sublessee with the Lessor to pay all Amounts Payable and to perform and observe all the Lessee’s Covenants.

25.3 Consents of Assignee Supplementary The covenants and agreements on the part of any assignee will be supplementary to the Lessee’s Covenants and will not release the assigning lessee from the Lessee’s Covenants.

25.4 Property Law Act 1969

Sections 80 and 82 of the Property Law Act 1969 are excluded. 25.5 Costs for assignment and sub-letting

If the Lessee wishes to assign or sub-let the leasehold estate created by this Lease the Lessee must pay all reasonable professional and other costs, charges and expenses, incurred by the Lessor or other person whose consent is required under this Lease, of and incidental to:

(a) the enquiries made by or on behalf of the Lessor as to the respectability, responsibility and financial standing of each proposed assignee or sublessee;

(b) any consents required under this Lease or at law; and (c) all other matters relating to the proposed assignment or sub-letting, whether or not the assignment or Sub-letting proceeds.

25.6 No mortgage or charge The Lessee must not mortgage nor charge the Premises.


26. Disputes 26.1 Referral of Dispute: Phase 1

Except as otherwise provided any dispute arising out of this Lease is to be referred in the first instance in writing to the Lessor’s representative as nominated in writing by the Lessor from time to time (the Lessor’s Representative) who shall convene a meeting within 10 days of receipt of such Notice from the Lessee or such other period of time as is agreed to by the Parties between the Lessor’s Representative and an officer of the Lessee for the purpose of resolving the dispute (the Original Meeting).

26.2 Referral of Dispute: Phase 2 In the event the dispute is not resolved in accordance with clause 26.1 of this Lease then the dispute shall be referred in writing to the CEO of the Lessor who shall convene a meeting within 10 days of the Original Meeting or such other date as is agreed to by the Parties between the CEO of the Lessor and the President of the Lessee for the purpose of resolving the dispute.

26.3 Appointment of Arbitrator: Phase 3 In the event the dispute is not resolved in accordance with clause 26.2 of this Lease then the dispute shall be determined by a single arbitrator under the provisions of the Commercial Arbitration Act 1985 (as amended from time to time) and the Lessor and the Lessee may each be represented by a legal practitioner.

26.4 Payment of Amounts Payable to Date of Award The Lessee must pay the Amounts Payable without deduction to the date of the award of the arbitrator or the date of an agreement between the Parties whichever event is the earlier, and if any money paid by the Lessee is not required to be paid within the terms of the award of the arbitrator or by agreement between the Lessor and the Lessee then the Lessor will refund to the Lessee the monies overpaid

27. Prior Notice of Proposal to Change Rules If the Lessee is an association which is incorporated under the Associations Incorporation Act 1987, the Lessee agrees that it will not change its rules of association under the Associations Incorporation Act 1987 without notifying the Lessor of its intention to make such a change prior to consideration of the required special resolution.

28. Provision of Information The Lessee agrees to provide to the Lessor: (a) a copy of the Lessee’s audited annual statement of accounts for each year; (b) advice of any changes in its office holders during the Term; and (c) any information reasonably required by the Lessor.

29. Right to Terminate upon Notice (1) Notwithstanding any other provision of this Lease, the Parties AGREE that either

Party may terminate this Lease for any reason upon six months written Notice to the other Party.

(2) If this Lease is terminated in accordance with this clause, clause 23 will apply.

30. Caveat 30.1 No absolute caveat

The Lessee nor any person on behalf of the Lessee will not, without the prior written consent of the Lessor and the Minister for Lands, lodge any absolute caveat at Landgate against the


Certificate of Titles for the Land described in Item 1 of the Schedule, to protect the interests of the Lessee under this Lease.

30.2 Lessors CEO as Attorney In consideration of the Lessor having granted this Lease to the Lessee, the Lessee irrevocably appoints the Lessor and the CEO of the Lessor jointly and severally: (a) for the Term of this Lease; (b) for any holding over under this Lease; and (c) for a period of 6 months after Termination, to be the agent and attorney of the Lessee in its name and on its behalf to sign and lodge at Landgate: (a) a withdrawal of any absolute caveat lodged by or on behalf of the Lessee; (b) a withdrawal of any caveat lodged by or on behalf of the Lessee and not withdrawn

on Termination; and (c) a surrender of the estate granted by this Lease, and the costs of withdrawing any caveat or surrendering this Lease (including the Lessor's solicitor's costs and registration fees) will be borne by the Lessee.

30.3 Ratification The Lessee undertakes to ratify all the acts performed by or caused to be performed by the Lessor, its agent or attorney under this clause.

30.4 Indemnity The Lessee indemnifies the Lessor against: (a) any loss arising directly from any act done under this clause; and (b) all costs and expenses incurred in connection with the performance of any act by the

attorney on behalf of the Lessee under this clause.

31. Goods and Services Tax 31.1 Definitions

The following definitions apply for the purpose of this clause: (a) Act means the Commonwealth’s A New Tax System (Goods and Services Tax) Act

1999 and associated Acts and subsidiary legislation; (b) Consideration means the Amounts Payable or any other money payable to the

Lessor under this Lease, but does not include the amount of the GST which may apply to the Amounts Payable or other money payable under the Act;

(c) GST means a tax under the Act levied on a Supply including but not limited to the Amounts Payable or other money payable to the Lessor for goods or services or property or any other thing under this Lease; and

(d) Supply means a good or service or any other thing supplied by the Lessor under this Lease and includes but is not limited to a grant of a right to possession of the Premises.

31.2 Lessee to pay GST (1) The Consideration will be increased by the amount of the GST, if any, which the

Lessor is required under the Act to pay on any Supply made under this Lease. (2) The Lessee must pay any increase referred to at clause 31.1(1) whether it is the

Lessee or any other person who takes the benefit of any Supply.


(3) The Lessee must pay the amount of the GST to the Lessor at the same time and in the same manner as the Lessee is required to pay the Consideration under this Lease.

31.3 Consideration in Kind If consideration in kind is accepted by the Lessor for any Supply made under this Lease, the GST amount payable to the Lessor under clause 31.2 (2) in respect of the consideration in kind will be calculated by using the prevailing market value of the consideration in kind as determined by the Lessor.

31.3 No Contribution from Lessor If the Lessee is required under this Lease to make any payment of money or give other consideration to a third party for outgoings, goods, services and benefits of any kind, the Lessee is not entitled to any contribution from the Lessor for any GST payable by it to any person.

31.4 Statement of GST paid is Conclusive A written statement given to the Lessee by the Lessor of the amount of the GST that the Lessor pays or is liable to pay or account for is conclusive as between the Parties except in the case of an obvious error.

31.5 Tax Invoices For each payment by the Lessee under this clause the Lessor agrees to promptly deliver to the Lessee, as required under the Act, tax invoices and adjustment notes in a form which complies with the Act, so as to enable the Lessee to claim input tax credits or decreasing adjustments for Supplies.

31.6 Reciprocity If the Lessee furnishes any Supplies to the Lessor under this Lease, then the requirements set out in this clause with respect to the Lessee will apply to the Lessor with the necessary changes.

32. No Fetter Notwithstanding any other provision of this Lease, the Parties acknowledge that the Lessor is a local government established by the Local Government Act 1995, and in that capacity, the Lessor may be obliged to determine applications for consents, approvals, authorities, licences and permits having regard to any written law governing such applications including matters required to be taken into consideration and formal processes to be undertaken, and the Lessor shall not be taken to be in default under this Lease by performing its statutory obligations or exercising its statutory discretions, nor shall any provision of this Lease fetter the Lessor in performing its statutory obligations or exercising any discretion.

33. Additional Terms Covenants and Conditions Each of the terms, covenants and conditions (if any) specified in Item 9 of the Schedule are part of this Lease and are binding on the Lessor and the Lessee as if incorporated into the body of this Lease.

34. Commercial Tenancy Act If at any time and for so long as the Commercial Tenancy (Retail Shops) Agreements Act 1985 applies to this Lease and a provision of that Act conflicts with a provision of this Lease, then each conflicting provision of this Lease is deemed to be amended to the extent necessary to comply with that Act.

35. Acts by Agents All acts and things which the Lessor is required to do under this Lease may be done by the Lessor, the CEO, an officer or the agent, solicitor, contractor or employee of the Lessor.


36. Governing Law This Lease is governed by and is to be interpreted in accordance with the laws of Western Australia and, where applicable, the laws of the Commonwealth of Australia.

37. Statutory Powers The powers conferred on the Lessor by or under any statutes for the time being in force are, except to the extent that they are inconsistent with the terms and provisions expressed in this Lease, in addition to the powers conferred on the Lessor in this Lease.

38. Notice 38.1 Form of delivery

A Notice to a Party must be in writing and may be given or made: (a) by delivery to the Party personally; or (b) by addressing it to the Party and leaving it at or posting it by registered post to the

address of the Party appearing in this Lease or any other address nominated by a Party by Notice to the other.

38.2 Service of notice A Notice to a Party is deemed to be given or made: (a) if by personal delivery, when delivered; (b) if by leaving the Notice at an address specified in Clause A, at the time of leaving the

Notice, provided the Notice is left during normal business hours; and (c) if by post to an address specified in Clause A , on the second business day following

the date of posting of the Notice. 38.3 Signing of notice

A Notice to a Party may be signed: (a) if given by an individual, by the person giving the Notice; (b) if given by a corporation, by a director, secretary or manager of that corporation; (c) if given by a local government, by the CEO of that local government; (d) if given by an association incorporated under the Associations Incorporation Act 1987,

by any person authorised to do so by the board or committee of management of the association; or

(e) by a solicitor or other agent of the individual, corporation, local government or association giving the Notice.

39. Severance If any part of this Lease is or becomes void or unenforceable, that part is or will be severed from this Lease to the intent that all parts that are not or do not become void or unenforceable remain in full force and effect and are unaffected by that severance.

40. Variation This Lease may be varied only by deed executed by the Parties subject to such consents as are required by this Lease or at law.

41. Moratorium The provisions of a statute which would but for this clause extend or postpone the date of payment of money, reduce the rate of interest or abrogate, nullify, postpone or otherwise


affect the terms of this Lease do not, to the fullest extent permitted by law, apply to limit the terms of this Lease.

42. Further Assurance The Parties must execute and do all acts and things necessary or desirable to implement and give full effect to the terms of this Lease.

43. Payment of Money Any Amounts Payable to the Lessor under this Lease must be paid to the Lessor at the address of the Lessor referred to in the Lease or as otherwise directed by the Lessor by Notice from time to time.

44. Waiver 44.1 No general waiver

Failure to exercise or delay in exercising any right, power or privilege in this Lease by a Party does not operate as a waiver of that right, power or privilege.

44.2 Partial exercise of right power or privilege A single or partial exercise of any right, power or privilege does not preclude any other or further exercise of that right, power or privilege or the exercise of any other right, power or privilege.

_____________________________________


Schedule

Item 1 – Land and Premises Land No land is included in this Lease.

Premises The whole of the Premises as identified, together with all buildings, structures, alterations, additions and improvements completed during the Term, as identified and outlined in red on the plan annexed hereto at Annexure 1.

Item 2 – Term Eleven (11) months commencing on 1 August 2021 and expiring on 30 June 2022.

Item 3 – Further Term No Further Term has been agreed.

Item 4 – Commencement Date 1 August 2021

Item 5 – Rent and Administration Fee Rent

Six hundred and twenty five dollars ($625) plus GST per month payable annually in advance.

Administration Fee

No Administration Fee is applicable.

Item 6 – Rent Review Dates On each anniversary of the Commencement Date.

Item 7 – Permitted Purpose Palmerston Association Incorporated business and directly associated purposes

Item 8 – Public liability Insurance Twenty million dollars ($20,000,000.00).

Item 9 – Additional Terms and Covenants The Lessee AGREES during the Term and for so long as the Lessee remains in possession or occupation of the Premises: (a) to at its own cost –

(i) maintain and service any and all Emergency Equipment on the Premises provided by the Lessor or owned by the Lessee at six monthly intervals;

(ii) prepare and maintain an emergency evacuation plan for the Premises. (b) that the Lessor may relocate the Lessee to another office or room within the

Waroona Community Resource Centre, or Shire of Waroona owned, managed or controlled facility with a minimum of three months’ notice.


Signing Page

EXECUTED by the parties as a Deed this ______ day of ____________________ 2021 The COMMON SEAL of the Shire of Waroona was hereunto affixed in the presence of: ________________________________ ______________________________ Full Name of Shire President Signature of Shire President _______________________________ ______________________________ Full Name of Chief Executive Officer Signature of Chief Executive Officer The COMMON SEAL of the Palmerston Association Incorporated was hereunto affixed in the presence of under the authority of resolution of the Committee: ________________________________ ______________________________ Full Name of Lessee Chairperson Signature of Lessee Chairperson _______________________________ ______________________________ Full Name of Lessee Secretary Signature of Lessee Secretary


Annexure 1 – Sketch of Land

Lot 42 – 10 Henning Street, Waroona Not to Scale – Leased Area highlighted in Red

Palmerston Association Incorporated – Lease Area.

2.13 Shire of Waroona Local Laws Local Laws made under the powers conferred by the Local Government Act 1995 and respective Acts. 2.13.1 Application of Shire of Waroona Activities on Thoroughfares and

Trading in Thoroughfares and Public Places Local Law 2001

Head of power Shire of Waroona Activities on Thoroughfares and Trading in Thoroughfares and Public Places Local Law 2001

Delegator Council

Express power to delegate

Local Government Act 1995 s.5.42 Delegation of some powers or duties to the CEO s.5.43 Limitations on delegations to the CEO

Express power or duty delegated

cl.2.1 General prohibitions cl.2.2 Activities allowed with a permit – general cl.2.4 Permit required cl.2.5 Removal of redundant crossing cl.2.11 Notice to owner or occupier cl.2.15 Assignment of numbers cl.2.17 Signs cl.3.2 Advertising signs and portable direction signs cl.3.3 Matters to be considered in determining application for permit cl.3.4 Conditions on portable sign c.3.5 Conditions on election sign cl.4.6 Retailer to remove abandoned trolley cl.5.3 Declaration of flora road cl.5.5 Signposting of flora roads cl.5.6 Driving only on carriageway of flora roads cl.5.7 Designation of special environmental areas cl.5.8 Marking of special environmental areas cl.5.10 Relevant considerations in determining application cl.5.15 When application for permit can be approved cl.5.16 Prohibition on burning cl.5.18 When application for permit cannot be approved cl.5.20 Permit for revegetation projects cl.6.3 Trader’s permit cl.6.5 Relevant considerations in determining application for permit cl.6.6 Conditions of permit cl.6.17 Matters to be considered in determining application cl.6.18 Obligations of permit holder cl.7.1 Application for permit cl.7.2 Decision on application for permit cl.7.3 Conditions which may be imposed on a permit cl.7.4 Imposing conditions under a policy cl.7.5 Compliance with and variance of conditions cl.7.8 Transfer of permit

APPENDIX 11.3.5

cl.7.10 Cancellation of permit cl.8.1 Application of Part 9 Division 1 of Act cl.9.1 Notice to redirect or repair sprinkler cl.9.2 Hazardous plants cl.9.3 Notice to repair damage to thoroughfare cl.9.4 Notice to remove thing unlawfully placed on thoroughfare cl.10.2 Local government may undertake requirements of notice

Function Authority to perform the duties of the local government for the abovementioned delegated powers and duties.

Delegates CEO

Conditions Nil.

Express power to subdelegate

Local Government Act 1995 s.5.44 CEO may delegate some powers and duties to other employees

Amendments

Date Details of Amendment Reference

2.13.2 Application of Shire of Waroona Dogs Local Law 2001

Head of power Shire of Waroona Dogs Local Law 2001

Delegator Council




cl.4.2 Application for licence for approved kennel establishment cl.4.3 Notice of proposed use cl.4.4 Exemption from notice requirements cl.4.5 When application can be determined cl.4.6 Determination of application cl.4.7 Where application cannot be approved cl.4.8 Conditions of approval cl.4.13 Variation or cancellation of licence cl.4.14 Transfer cl.4.15 Notification


Delegates CEO

Conditions Nil.



Amendments


2.13.3 Application of Shire of Waroona Extractive Industries Local Law 1999

Head of power Shire of Waroona Extractive Industries Local Law 1999

Delegator Council




cl.10 Determination of application cl.12 Transfer of licence cl.13 Cancellation of licence cl.14(4) Renewal of licence cl.17 Prohibitions cl.21 Works to be carried out prior to cessation of operation cl.22 Stop work orders


Delegates CEO

Conditions Nil.



Amendments


2.13.4 Application of Shire of Waroona Fencing Local Law 2014

Head of power Shire of Waroona Fencing Local Law 2014

Delegator Council




cl.2.1 Sufficient fences cl.2.4 Depositing fencing material on public place cl.2.5 Alteration of ground levels cl.2.8 Fences across rights-of-way, public access ways or thoroughfares cl.2.9 General discretion of the local government cl.2.10 Pre-used fencing materials c.2.11 Barbed wire fences and spiked or jagged materials cl.2.12 Electrified and razor wire fences cl.2.14 Tennis court fencing cl.2.15 Estate fencing cl.3.1 Application for approval cl.3.2 Decision on application for approval cl.3.4 Duration of approval cl.5.1 Notices of breach Sch.2 Residential lot Sch.3 Commercial lot Sch.3A Industrial lot Sch.4 Rural lot Sch.5 Electrified fence licence Sch.6 Razor wire fence licence


Delegates CEO

Conditions Nil.



Amendments


2.13.5 Application of Shire of Waroona Health Local Law 2001

Head of power Shire of Waroona Health Local Law 2001

Delegator Council




cl.3.2.4 Ventilation cl.3.3.1 Water supply cl.4.1.4 Approval for septic tank pump outs and removal of liquid waste cl.4.1.5 Application for approval cl.4.2.2 Receptacles cl.4.2.3 Exemption cl.4.2.5 Damage to receptacles cl.4.2.6 Use of other containers cl.4.2.7 Suitable enclosure cl.4.2.9 Removal of rubbish from premises or receptacle cl.4.2.10 Burning rubbish or refuse cl.4.3.2 Restriction of vehicles cl.5.2.3 Animal enclosures cl.5.2.4 Cats cl.5.2.5 Slaughter of animals cl.5.3.2 Conditions for keeping of an animal cl.5.3.3 Stables cl.5.4.2 Limitation on numbers of poultry and pigeons cl.5.4.4 Roosters, geese, turkeys, peafowls and gamebirds cl.5.4.6 Removal of non-conforming structure or enclosure cl.5.4.7 Restrictions on pigeon nesting or perching cl.5.5.2 Premises to be approved cl.5.6.2 Premises to be approved cl.6.7.2 Restrictions on keeping of bees in hives cl.7.1.1 Requirements for an owner or occupier to clean, disinfect and disinfest cl.7.1.2 Environmental Health Officer may disinfect or disinfest premises cl.7.1.5 Persons in contact with an infectious disease sufferer cl.7.1.6 Declaration of infected house or premises cl.7.2.1 Disposal of used condoms cl.8.1.4 Approval of application cl.8.1.7 Revocation of registration cl.8.2.2 Kitchen cl.8.2.7 Fire prevention and control cl.8.2.11 Sleeping accommodation, short term hostels and recreational campsites cl.8.3.3 Keeper report cl.8.3.6 Room occupancy cl.9.1.2 Consent to establish an offensive trade cl.9.1.4 Certificate of registration cl.9.1.7 Alterations to premises

cl.9.4.2 Receiving depot


Delegates CEO

Conditions Nil.



Amendments


2.13.6 Application of Shire of Waroona Local Government Property Local Law 2014

Head of power Shire of Waroona Local Government Property Local Law 2014

Delegator Council




cl.1.7 Overriding power to hire or agree cl.2.9 Outright prohibition of specific activities on any local government property cl.3.2 Application for permit cl.3.3 Decision on application for permit cl.3.4 Condition which may be imposed on a permit cl.3.5 Imposing conditions under a policy cl.3.7 Agreement for building cl.3.10 Transfer of permit cl.3.12 Cancellation of permit cl.3.13 Activities needing a permit cl.3.14 Permit required to camp outside a facility cl.4.9 Signs cl.5.1 When entry must be refused cl.6.1 No unauthorised entry to function cl.8.5 Disposal of lost property cl.8.6 Liability for damage to local government property cl.9.1 Offence to fail to comply with notice cl.9.2 Local government may undertake requirements of notice


Delegates CEO

Conditions Nil.



Amendments


AP001 – Customer Service Charter


1. Intention

To provide the basis for the provision of excellent customer service to residents and visitors of the Shire of Waroona.

2. Scope

This policy applies to:

• Elected Members;• All workers whether by way of appointment, secondment, contract, temporary arrangement or

volunteering, work experience, trainees and interns; and• Any external party involved in providing goods or services to the Council, such as contractors,

consultants, outsourced service providers and suppliers.

3. Definitions

Customer Service Charter means a document that states the commitment we make to customers and outlines the Shire of Waroona Service Standards. The document will be updated and amended from time to time by the Chief Executive Officer.

New employee induction means an internal document made available to all new employees outlining customer service standards and utilised during employee induction.

4. Statement

Each member of staff and/or contractor is accountable for the quality of service they deliver.

Each member of staff and/or contractor is are responsible for identifying and reporting any impediments to deliveries of good Customer Service.

Management will act upon any identified impediments with the object of delivering ongoing good customer service.

5. Legislative and Strategic Context

Nil.

6. Review

This policy is to be reviewed as required.

7. Associated Documents

Nil.

Division Administration

Policy Number AP001

Contact Officer Manager Corporate Services

APPENDIX 11.3.6A


Related Legislation Nil

Related Shire Documents A1 – Customer Service Charter

Risk Rating Low Review Frequency

As required Next Review When required

Date Adopted 26/10/2010 OCM10/10/163

Amendments


25/10/2016 Updated as part of major review. OCM16/10/115


22/06/2021 Updated as part of major review and reformatted. OCM21/06/

Previous Policies

COM012 – Customer Service Charter 2.48 – Customer Service Charter

AP002 – Facility Closure

AP002 – Facility Closure 1. Intention To confirm Council’s support for the annual closure of the Shire Administration Office over the Christmas and New Year period. 2. Scope This policy applies to:

• Elected Members; • All workers whether by way of appointment, secondment, contract, temporary arrangement or

volunteering, work experience, trainees and interns; and • Any external party involved in providing goods or services to the Council, such as contractors,

consultants, outsourced service providers and suppliers. 3. Statement The Shire of Waroona Administration Office will close annually between Christmas Day and New Year's Day. The Administration Office will close from close of business on the last working day before Christmas, and re-open on the first working day following New Year's Day. Employees will ensure that emergency contacts and procedures are established and widely advertised and communicated to the public. To ensure the community are aware of the closure:

• Advertising shall be published in the local newspapers circulating the district in the last week of November each year.

• Notice is to be placed at the Shire Administration Office and Public Library notice boards once published, as above.

• In the first week of December, notice of the office closure is to be placed on the Shire of Waroona website.

• An e-mail banner to be placed on all outgoing e-mails from 1 December and end at midnight the day prior to the Shire office re-opening in January.

At the discretion of the Chief Executive Officer, the Library, Works Depot Office, Aquatic & Recreation Centre and Visitor Centre may also be closed during this time period. Employees wishing to take advantage of this opportunity will either take leave or leave without pay. 4. Legislative and Strategic Context Nil. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil.

AP002 – Facility Closure


Policy Number AP002



Related Shire Documents AMP001 – Facility Closure



Date Adopted 22/10/2019 OCM19/10/122

Amendments



Previous Policies

CORP055 – End of Year Closure

AP003 – Records Management

AP003 – Records Management 1. Intention To control and manage government records within a records management and record keeping framework that complies with legislative accountability and best practice requirements. 2. Scope This policy applies to:



consultants, outsourced service providers and suppliers. 3. Statement The Shire of Waroona is committed to making and keeping full and accurate records of its business transactions and official activities. Records created and received by Shire employees and contractors, irrespective of format, are to be managed in accordance with the Shire of Waroona’s Record Keeping Plan and Record Keeping Policy and Procedures Manual. Records will not be destroyed except by reference to the State Records Office’s General Disposal Schedule for Local Government Records. The Shire of Waroona has implemented systematic records management policies, procedures and practices to ensure the capture and management of all government records, irrespective of format. The Shire uses a standard method to identify and retrieve the records it holds, through the use of standardised file numbering and consistent methods of classification. All elected members and employees will ensure that full and accurate records are created to reflect business transactions and decisions. All government records are to be registered and included in the Shire of Waroona Record Keeping System. It is the responsibility of all employees to ensure that records created or received in electronic form are registered in the SynergySoft central records system in the same manner as other registered mail and included in the paper based filing system. Government records will only be disposed of in accordance with the State Records Office’s General Disposal Authority for Local Government Records. 4. Guidelines 1. It is the responsibility of all employees to ensure that the business, operational and administrative

activities of the Shire of Waroona are appropriately documented and that records are created and maintained in fulfilment of legislative requirements;

2. All significant records, irrespective of format, are to be registered, classified and captured into the

Shire of Waroona’s official record keeping system. All correspondence should be attached to a corporate file;


3. The Shire of Waroona is responsible for the security and protection of all records created or captured as part of the Shire’s day to day operations. All employees and contractors have a responsibility to apply appropriate security and protection measures to all records created or received when carrying out the shire’s business. All records are to be categorised as to their level of sensitivity and adequately secured and protected from violation, unauthorised access or destruction, and kept in accordance with necessary retrieval, preservation and storage requirements;

4. Access to the Shire of Waroona’s records by employees and contractors will be in accordance with

designated access and security classifications. Access to the Shire’s records by the general public will be in accordance with the Freedom of Information Act 1992 and the Shire’s policy on Freedom of Information. Access to the Shire’s records by Elected Members will be through the Chief Executive Officer in accordance with the Local Government Act 1995;

5. Records will only be destroyed or otherwise disposed of by reference to the General Disposal

Authority for Local Government Records issued by the State Records Office, and following authorisation from the Chief Executive Officer. Records identified as a State Archive should be transferred to the State Records Office in accordance with the requirements of the General Disposal Authority for Local Government Records.

5. Rationale The State Records Act 2000 compels each government agency to have in place a comprehensive record keeping framework referred to as a Record Keeping Plan that covers the management of government records from their inception to through to their final disposition by destruction or archiving. Under section 3 of the State Records Act 2000, a government record is defined as: “a record created or received by a government organisation, or a government organisation employee in the course of the employee’s work for the organisation” It is the responsibility of all Shire employees and contractors to ensure that they create and maintain government records in accordance with the Shire’s Record Keeping Plan. Failure to comply with this requirement is deemed to be an offence [s78(1)] and could attract a penalty of up to $10,000. 6. Legislative and Strategic Context The State Records Act 2000, Local Government Act 1995 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 7. Review This policy is to be reviewed every five years. 8. Associated Documents Other documents that have an association to this policy and that may be useful reference material are:

• State Records Office: General Disposal Schedule for Local Government Records. Division Administration

Policy Number AP003

Contact Officer Records Officer

Related Legislation ISO AS/NZS 15489 State Records Act 2000 State Records (Consequential Provisions) Act 2000


Local Government Act 1995 State Building Act 2011 Criminal Code Compilation Act 1913 Electronic Transactions Act 2003 Evidence Act 1906 Freedom of Information Act 1992 Interpretation Act 1984 State Records Commission: Principles and Standards

Related Shire Documents AMP002 – Record Keeping Plan

Risk Rating Medium Review Frequency

Every 5 years Next Review 2022

Date Adopted 22/06/2004 OCM04/083

Amendments




Previous Policies

CORP048 – Record Keeping Plan 2.40 – Record Keeping Plan

AP004 – Information Communication Technology

AP004 – Information Communication Technology 1. Intention To ensure the conditions of usage of all Information & Communication Technology (ICT) facilities provided by the Shire of Waroona. The policy applies to all elected members, employees, Shire volunteers and others whom have been granted access to ICT facilities. 2. Scope This policy applies to:



consultants, outsourced service providers and suppliers. 3. Statement Council will develop and maintain procedures to ensure the safe and efficient use of all Council ICT equipment. The procedural documentation will contain:

• A statement in relation to universal usage; • A statement in relation to Internet usage; • A statement in relation to email usage; • A statement in relation to security (including passwords); • A statement in relation to personal (attractive) equipment; • A statement in relation to the consequences of breaching aspects of the procedural guidelines.

4. Legislative and Strategic Context Nil. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Administration

Policy Number AP004

Contact Officer Director Corporate Services


Related Shire Documents AMP003 – Information Communication Technology

AP004 – Information Communication Technology



Date Adopted 18/12/2018 OCM18/12/126

Amendments



Previous Policies

CORP053 – Information Communication Technology

AP005 – Closed Circuit Television and Security Technology

AP005 – Closed Circuit Television and Security Technology 1. Intention To specify guidelines for the operation of security cameras and CCTV (Close Circuit Television) within the Shire of Waroona. 2. Scope This policy applies only to Shire of Waroona currently owned, leased and operated CCTV systems and equipment. 3. Statement Council will only consider installing and operating external CCTV systems on Local Government property where a community need can be identified and substantiated and funding is available to install, maintain and monitor the equipment for the life of the project. Council may consider entering into arrangements with other landowners or agencies in the district to operate external CCTV systems based on a demonstrated community benefit, sound business principles and where no costs are directly or indirectly incurred. Where Council are involved in the use of a CCTV system it must be operated in accordance with all relevant legislation and the following are the basic guiding principles for the use of CCTV –

• The recording and retention of images should be undertaken lawfully and only be released to or by law enforcement agencies/officers;

• The information obtained is not to be used for any other purposes than that proclaimed; • General public to be made aware that they may be subject to CCTV surveillance, except in unusual

circumstances that may occur from time to time; • CCTV surveillance should only be used to identify crimes occurring within the CCTV area; • CCTV surveillance should never be used to monitor or track individuals who have not been involved

in a crime; • CCTV surveillance should not be used for general intelligence gathering. • The use of internal CCTV equipment within Council Premises must follow the above principals and

any Management Practice’s that are developed and reviewed on an ongoing basis. 4. Legislative and Strategic Context Nil. 5. Review This policy is to be reviewed as required. 6. Associated Documents Other documents that have an association to this policy and that may be useful reference material are:

• Office of Crime Prevention – Guidelines for CCTV. Division Administration

AP005 – Closed Circuit Television and Security Technology

Policy Number AP005



Related Shire Documents Nil



Date Adopted 18/12/2018 OCM18/12/126

Amendments



Previous Policies

COM020 – Security Cameras and CCTV

AP006 – Letting of Residential Council Property

AP006 – Letting of Residential Council Property 1. Intention To maintain continuous lease of Council properties at fair rental. 2. Scope This policy applies only to Shire of Waroona currently owned residential property. 3. Statement The Chief Executive Officer be responsible for arranging tenancies of Council residential properties and, if the letting of properties requires tenders to be called, be authorised to call and accept lease tenders or a letting fee subject to the amount being within the limit determined by Council under section 5.43 (b) and (d) of the Local Government Act 1995 (the Act). For the purposes of sections 5.43(b) and (d) of the Act, the determined amount is $500 per week. A review of all rentals takes place with the budget process each year. The maximum period for lease for residential properties be one year. Where Council enters into a residential lease with an employee of Council, the rental shall be assessed having regard for any time spent on caretaker duties outside of normal working hours. Council will also meet a portion of each water account as determined in the annual budget. Any remainder of each account will be the responsibility of the tenant. Where Council enters into a residential lease with a person who is not an employee of Council, the amount of each water usage account shall be the sole responsibility of the tenant. This can be managed by a third party property management company. The tenant is required to maintain the gardens in a clean and tidy state. Residential properties may be let to a resident medical General Practitioner at a reduced rental rate. Such reduced rental rate may include a subsidy for utility costs. Occupiers of Council property are required to obtain approval before entering into any agreement to sub-lease that property. 4. Legislative and Strategic Context The Residential Tenancies Act 1987, Local Government Act 1995 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil.

AP006 – Letting of Residential Council Property


Policy Number AP006


Related Legislation Local Government Act 1995 Residential Tenancies Act 1987





Amendments


14/11/2009 Updated as part of major review. OCM09/197




Previous Policies

CORP025 – Council House – 1 Eastcott Street, Waroona 2.15 – Council House – 1 Eastcott Street, Waroona

AP007 – Asset Management

AP007 – Asset Management 1. Intention To ensure that services delivered by the Shire of Waroona continue to be sustainably delivered. This will be achieved by ensuring that the infrastructure assets used to support the service delivery continue to function to the level of service determined by Council. It will also provide clear direction as to how Council, as custodians of community assets, will manage those assets within an asset management framework. 2. Scope This policy applies to Elected Members and employees of the Shire of Waroona. 3. Statement To achieve the policy objective, the Shire of Waroona is committed to ensuring that Asset Management is recognised as a major corporate function within Council, and that staff are committed to supporting the function in line with this policy. The Shire is committed to making informed decisions in relation to its infrastructure assets. To achieve this, the Shire will prepare an Asset Management Improvement Strategy that will guide the implementation of Asset Management practices across the organisation with the major outcome being the adoption by Council of an Asset Management Plan for major classes of infrastructure assets. In making informed decisions in relation to infrastructure assets, the Shire will consider the following key principles:

• Philosophy of renewing assets before acquiring new assets and, where possible, rationalising assets that are no longer used or do not provide the necessary level of service required to sustainably deliver the service for which the asset was acquired.

• Prior to consideration of any major refurbishment or improvement to an asset, a critical review of the following shall occur as part of the evaluation process: o Need for facility (short and long term) o Legislative requirements o Opportunities for rationalisation o Future liability including ultimate retention/disposal o Opportunities for multiple use

• All capital projects will be evaluated in accordance with a Capital Evaluation model and take into account capital cost, ongoing cost of maintenance, refurbishment, replacement and operating cost (“whole of life” cost assessment).

• Management of assets utilising a team approach supported by the multi discipline cross-functional asset management working group.

• Development and implementing a 10 year rolling financial plan that incorporates infrastructure renewal requirements as identified within the various Asset Management Plans.

• The commitment to involve and consult with the community and key stakeholders when determining service levels

4. Responsibility and Reporting

4.1 Council

Responsible for approving the following documents:


• Asset Management Policy • Asset Management Plan • Asset Management Strategies

Council is also responsible for ensuring (upon recommendation of the Chief Executive Officer) that resources are allocated to achieve the objectives of the above documents. In adopting asset management plans, Council is also determining the level of service for each asset class.

4.2 Chief Executive Officer

Responsible for ensuring that systems are in place to ensure that Council’s Asset Management Policy, Asset Management Plan, and Asset Management Strategies are prepared and kept up to date, reviewed at least annually and that recommendations are put to Council (at least annually) in relation to appropriate resource allocation to fulfil the objectives of the above documents. The Chief Executive Officer reports to Council on all matters relating to Asset Management.

4.3 Executive Management

Responsible for ensuring that resources under their control are appropriately allocated to resource asset management and in particular the Asset Management Working Group. Executive is responsible for monitoring the implementation of asset management across the organisation and ensuring strategies are put in place to remove barriers to the successful implementation of Asset Management. Executive Management reports to the Chief Executive Officer on all matters relating to Asset Management.

4.4 Asset Management Working Group (AMWG)

Responsible for ensuring that Council’s Asset Management Plan is achieved and Asset Management Strategies are prepared and maintained in line with Council’s Policy on Asset Management. Where changes to Council’s Asset Management Policy, Plan or Strategies are identified, the AMWG is responsible for reporting this to the Executive Management Team for consideration. Where aspects of Council’s Policy, Improvement Strategy or Plans are not being achieved or adhered to, the AMWG is responsible for reporting non-compliances to the Executive Management Team for corrective action. The AMWG reports to the Executive Management Team on all matters relating to Asset Management.

5. Legislative and Strategic Context The Local Government Act 1995 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 6. Review This policy is to be reviewed as required. 7. Associated Documents Nil. Division Administration

Policy Number AP007



Related Legislation Local Government Act 1995 Local Government (Administration) Regulations 1996

Related Shire Documents Asset Management Plan



Date Adopted 26/07/2011 OCM11/07/087

Amendments




Previous Policies

CORP017 – Asset Management 1.31 – Asset Management Policy

AP008 – Council Chambers

AP008 – Council Chambers 1. Intention To provide guidance for the use by outside parties of the council chambers. 2. Scope This policy applies only to the use of the council chambers. 3. Statement The Chief Executive Officer and Director Corporate Services are permitted to allow free of charge use of the Council Chambers for the conduct of meetings. Such meetings to be restricted to local government activities and committees associated with Council. 4. Legislative and Strategic Context Nil. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Administration

Policy Number AP008

Contact Officer Executive Assistant






Amendments




Previous Policies

CORP012 – Council Chambers 1.22 – Council Chambers

AP009 – Annual Christmas Function

AP009 – Annual Christmas Function 1. Intention To provide guidance to staff when organising of the annual Christmas function for elected members and employees. 2. Scope This policy applies to Elected Members and employees of the Shire of Waroona. 3. Statement Council will provide in its Annual Budget an annual Christmas Function for elected members, employees and partners each year at a venue to be determined.

3.1 Employees

All full time and permanent part time employees, including those who have resigned their position since July 1 in the current calendar year, shall be invited. All casual employees who have worked a minimum total of fifty (50) hours since July 1 in the current calendar year shall be invited.

3.2 Elected Members

All current serving elected members, and elected members who vacated their positions during the current calendar year.

4. Legislative and Strategic Context Nil. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Administration

Policy Number AP009

Contact Officer Chief Executive Officer






AP009 – Annual Christmas Function

Amendments





Previous Policies

CORP031 – Annual Christmas Function 2.42 – Annual Christmas Function

AP010 – Notification of Change of Address

AP010 – Notification of Change of Address 1. Intention To establish an effective record keeping procedure and keep evidence of all change of address for ratepayers within the names and address program. This program will therefore cover change of address over all departments. 2. Scope This policy applies to employees of the Shire of Waroona. 3. Statement Any change of address notification to the Shire of Waroona must be received in writing by any of the following methods:

• Correspondence or change of address form by mail; • Correspondence or change of address form by fax; • Correspondence of change of address form by email; or • Notification on change of address slip on reverse of rate notice.

Notification of change of address in writing is important when initiating debt collection procedures. 4. Legislative and Strategic Context Nil. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Administration

Policy Number AP010



Related Shire Documents A2 – Notification of Change of Address Form



Date Adopted 22/11/2011 OCM11/11/146

Amendments



AP010 – Notification of Change of Address


Previous Policies

CORP036 – Notification of Change of Address 3.26 – Notification of Change of Address

AP011 – Asset Disposal

AP011 – Asset Disposal 1. Intention To ensure that services delivered by the Shire of Waroona continue to be sustainably delivered. This will be achieved by ensuring that the Infrastructure Assets used to support the service delivery continue to function to the level of service determined by Council and assets not required are disposed of appropriately. To provide compliance with the Local Government Act 1995 and the Local Government (Functions and General) Regulations 1996. It will also provide clear direction as to how Council, as custodians of community assets, will manage those assets within an Asset Management Framework. 2. Scope This policy applies to Elected Members and employees of the Shire of Waroona. 3. Statement To achieve the policy objective, the Shire of Waroona is committed to ensuring that Asset Management is recognised as a major corporate function within Council, and that employees are committed to supporting the function in line with this policy. The aim of this policy to:

• Ensure the community is not funding assets surplus to its requirements enabling funding to be re-allocated to other assets.

• Provide a systematic and transparent method for the disposal of surplus assets. • Ensure that best value for money is achieved. • Promote fair and effective competition to the greatest possible extent.

The Shire is committed to making informed decisions in relation to its assets. In making informed decisions in relation to the disposal of assets, the Shire will consider the following key principles:

• Need for the asset (short and long term); • Legislative requirements; • Opportunities for rationalisation; • Future liability including ultimate retention/disposal; and • Opportunities for using other existing assets

3.1 Disposal Outline

A “good” is of value to Council; only in so much as it continues to cost effectively supports the delivery of the Council’s services. Goods that are no longer needed should be disposed of promptly. The” disposal” must achieve best value for money such that Council obtains the best possible return for the goods it sells if the asset is saleable.

3.2 Operationally Inefficient

Assets to be disposed of will be those which Council determines are operationally inefficient, these assets are:

• Surplus to current or immediately foreseeable needs


• Part of an asset replacement plan • Unsustainable due to costs associated with the retaining of goods, such as storage,

insurance, security and management of surplus assets.

3.3 Method of Disposal

The disposal method chosen must be appropriate to the value, nature, quantity and location of the goods, and to promote fair and effective competition to the greatest extent possible. Negotiated assets sales and internal expressions of interest for sales of asset to employee will not be allowed. Employee, can however participate in a public disposal process as members of the community. The disposal process must be compliant with the Local Government Act 1995 and the Local Government (Functions and General) Regulations 1996. To help achieve these objectives the following methods are to be utilised:

1. Destruction / Land filling – where items are of no value.

2. Sale to the highest bidder at Public Auction; or

3. Sale to the person who at Public Tender called by the local government makes what is, in the

opinion of the local government, the most acceptable tender, whether or not it is the highest tender; or

4. The local government gives prior public notice of the proposed disposal. The notice must;

• Describe the property concerned, • Give details of the proposal, as outlined in section 3.58 (4) of the Local Government

Act 1995, and • Invite submissions regarding the proposed disposal date specified in the notice, being

a date not less than 2 weeks after notice is first given, and • Consideration is given to all submissions received by the due date, and its decision and

reasons are recorded in the minutes of the meeting at which the decision was made; or

5. Council may use its discretion to donate surplus assets to individual community groups and/or

community sporting bodies, for the purpose of enhancing community facilities and services within the Shire of Waroona.

3.4 Other Factors in the Disposal Process

There are factors apart from the monetary value of the goods that can affect the choice of disposal method, including:

• The market available for the goods • Time considerations • Council resources required to manage the disposal • The costs associated with the different disposal methods, i.e. administration and transport

cost to Council • The size, portability and number of goods

In any event, the methods of disposal and reasons should be documented and filed according to the monetary value of the goods in question. Irrespective of the disposal method, it is essential that all prospective buyers are advised in writing that items are disposed of, with any faults and at the buyer’s risk. Buyers are to rely on their own enquiries regarding the condition and workability of the items.


3.5 Obtaining Approval for Disposal

Having chosen the most appropriate method of disposal, the council officer must seek approval from the appropriate Director or manager for permission to proceed with the disposal. This must be in writing via an appropriate email or memo. Regardless of the method of disposal, probity must be maintained and any changes to the disposal process, terms and conditions must be communicated to all potential participating parties.

3.6 Asset Register

For all disposals, irrespective of whether the goods are written off, the asset registers must reflect the relevant details and the accounting records must be adjusted. This can be done through the Finance Section and such advice should be in writing.

4. Legislative and Strategic Context The Local Government Act 1995 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Administration

Policy Number AP011


Related Legislation Local Government Act 1995 Local Government (Functions and General) Regulations 1996




Date Adopted 22/11/2011 OCM11/11/146

Amendments




Previous Policies

CORP018 – Asset Management Disposal 1.32 – Asset Management Disposal Policy

CP001 – Community Engagement

CP001 – Community Engagement 1. Intention To ensure strategic decisions and long term plans made by Council are aligned to the community’s aspirations and are responsive to long term community needs. The objective of this policy is to provide guidance to Councillors, Community Committee Members and Officers in planning, implementing and reviewing community engagement and consultation for key projects, strategic planning and policy development. 2. Scope This policy applies to Elected Members and employees of the Shire of Waroona. 3. Statement Community engagement and consultation assist making informed decisions, and outcomes from such community input should be considered in conjunction with research, technical information, legislation, protocols, existing policy, and known social, economic, environmental and cultural priorities. This will ensure informed decision making, transparency, and timely and effective communication with key stakeholders and the general community. Council may choose not to consult on some projects or matters when it believes it has enough information with which to make an informed decision. In such instances, the community will only receive information about the project and decision. 4. Principles 1. Council is committed to providing leadership and a strong commitment to information sharing,

engagement and active participation of the community in contributing to the decision making process.

2. Council acknowledges the right of the community to access information, provide feedback, be

consulted, and actively participate in strategic planning or in key projects of service development. 3. Council will clearly communicate the purpose of any engagement process and the steps involved,

and will allow sufficient time for effective community involvement. 4. Council engagements will be clear and transparent to allow the community access to information

and an understanding by the stakeholders of the processes and resources involved. 5. Engagement will be undertaken as early as possible in the planning process to allow for the scope

of consultation to be widened and to improve the outcomes. 6. Information provided by Council during planning, project and key service development will be

objective, complete and accessible. All those involved in an engagement process will have equal treatment when exercising their rights of access to information and participation.

7. Council will ensure adequate financial, human and technical resources are available to make an

engagement initiative effective. The allocation of resources will be considered in relation to broader budgetary restraints and the implications to existing policies.


8. Engagement on specific planning, project and key service development will be coordinated across Council to enhance knowledge management, ensure policy coherence, avoid duplication and reduce the risk of “consultation fatigue” within the community.

9. Council will be accountable for the use made of input from an engagement process. Council will

ensure engagement processes are open, transparent and amendable to external scrutiny and review.

10. Council will advise the community about how their feedback will be incorporated or considered in

decision making to assist in managing community expectations. 11. Council will actively and openly evaluate its engagement processes and practices in planning, project

and key service development. The results of evaluation will directly impact upon future engagement initiatives.

5. Objectives 1. Increase the community’s understanding, awareness and input into Council decisions. 2. Seek to inform the community about issues, strategies or plans that may have a direct or indirect

impact on the community or parts thereof. 3. Ensure the community has the opportunity for meaningful input and genuine involvement in Council’s

decision making. 4. Provide the community with the opportunity to become aware of the perspectives and opinions of

others, and to recommend appropriate solutions to community issues. 5. Ensure Council is meeting its legislative requirements regarding community consultation.

6. Ensure Council has sufficient quality information, including the views of the community, to make

informed decisions. 6. Legislative and Strategic Context Nil. 7. Review This policy is to be reviewed as required. 8. Associated Documents Nil. Division Community

Policy Number CP001

Contact Officer Director Place, Community and Economic Development





Date Adopted 28/08/2012 OCM12/08/092


Amendments




Previous Policies

COM002 – Community Engagement 1.30 – Community Engagement

CP002 – Civic Receptions

CP002 – Civic Receptions 1. Intention To provide guidance on the holding of civic receptions. 2. Scope This policy applies to Elected Members and employees of the Shire of Waroona. 3. Statement 1. Requests for civic receptions are to be determined by the Shire President, with funding for civic

receptions will be allocated to the appropriate Council expense account in the annual budget. 2. Arrangements for civic receptions, including but not limited to locations, order of ceremony and

invitation list can be made by the Shire President and Chief Executive Officer without referral to Council.

4. Legislative and Strategic Context Nil. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Community

Policy Number CP002

Contact Officer Place and Community Development Coordinator





Date Adopted 18/12/2018 OCM18/12/126

Amendments



Previous Policies

COM006 – Civic Receptions

CP003 – Citizenship Ceremonies

CP003 – Citizenship Ceremonies 1. Intention To provide guidance on the conducting of Australian Citizenship ceremonies. 2. Scope This policy applies throughout the district. 3. Statement Citizenship ceremonies shall be conducted by the Shire President, or Chief Executive Officer in the absence of the Shire President. Formalities for the Ceremony shall be arranged by the Chief Executive Officer. The Chief Executive Officer is authorised to provide refreshments for the ceremony. 4. Legislative and Strategic Context The Australian Citizenship Act 2007 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 5. Review This policy is to be reviewed as required. 6. Associated Documents Other documents that have an association to this policy and that may be useful reference material are:

• Australian Government – Australian Citizenship Ceremonies Code. Division Community

Policy Number CP003

Contact Officer Executive Assistant

Related Legislation Australian Citizenship Act 2007 Australian Citizenship Regulations 2007





Amendments





Previous Policies

CP003 – Citizenship Ceremonies

COM008 – Citizenship Ceremonies 1.21 – Citizenship Ceremonies

CP004 – Australia Day Awards

CP004 – Australia Day Awards 1. Intention To provide for the recognition of individuals and organisations who have made significant contributions to the Shire of Waroona community, through annual awards presented on Australia Day. 2. Scope This policy applies throughout the district. 3. Statement 1. The Shire of Waroona will invite nominations for the Awards through the local media and from local

community organisations and clubs in September, with the closing date aligning with the date provided by Australia Day Council of Western Australia.

2. Individuals and organisations may submit nominations using the relevant nomination form for the

Shire of Waroona Meritorious Community Service Awards and/or Australia Day Council of Western Australia Citizen of the Year Awards.

3. Only individuals and organisations working in a voluntary capacity are eligible for nomination. 4. The Awards will be conducted on a Shire basis, and not an individual town/locality basis. 5. Nominations will be considered by the Australia Day Awards Committee for recommendation to

Council. 6. The number of Shire of Waroona Meritorious Community Service Awards for both categories to be

presented each year will be determined by Council on a case by case basis. 7. Persons who have already received a Premier’s Australia Day Award or Citizen of the Year Award

from the Shire of Waroona will be ineligible to receive a Shire of Waroona Meritorious Community Service Award.

8. The Awards will be presented during the Shire of Waroona Australia Day Celebrations on an annual

basis. 4. Legislative and Strategic Context Nil. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Community

Policy Number CP004

CP004 – Australia Day Awards



Related Shire Documents CMP001 – Australia Day Awards C1 – Australia Day Award Nomination Form



Date Adopted 26/10/2010 OCM10/10/163

Amendments






Previous Policies

COM003 – Australia Day Awards 2.49 – Meritorious Community Service Awards and Premiers Australia Day Awards

CP005 – Donations

CP005 – Donations 1. Intention To provide guidance on the allocation of donations. 2. Scope This policy applies throughout the district. 3. Statement All donations shall be recorded as an expense to the appropriate expense account.

3.1 Presentations and Donations

Council will only consider donating to requests for support from any local charitable group or organisation or from groups relating to the welfare and promotion of the local district. This policy includes schools within the district. The Chief Executive Officer be given authority to approve donations in accordance with this policy up to amounts not exceeding $250 per group, in any one financial year. 3.2 Recreation and Aquatic Centre The Chief Executive Officer is authorised to approve promotions and incentives at the Waroona Recreation & Aquatic Centre up to a maximum of $500 on any one promotion, incentive or activity. 3.3 Waroona Community Resource Centre Council will provide an annual contribution to the amount of $1,000 towards the staff wages at the youth centre managed by Waroona Community Resource Centre. 3.4 Waroona Historical Society Council will provide the amount of $500 in its yearly budget towards the Waroona Historical Society for the purpose of preservation and collection of historical items in the shire. 3.5 Lake Clifton Herron Residents Association Council will provide the amount of $500 in its yearly budget towards Australia Day Celebrations in Lake Clifton. 3.6 Preston Beach Progress Association Council will provide the amount of $500 in its yearly budget towards Australia Day Celebrations in Preston Beach. 3.7 Senior Citizens Annual Christmas Function Council will provide an amount in its yearly budget towards the provision of a (one only) suitable Christmas function for the senior citizens of the Waroona shire. The contribution is to subsidise the

CP005 – Donations

cost of providing such a function and the function must be readily accessible to the wider community of senior citizens or senior citizen groups. The funds will be paid to a local group representing senior citizens of Waroona. The amount to be determined in the annual budget. Applications to be assessed and approved by the Chief Executive Officer. 3.8 Waroona Community Car Council will provide an annual contribution to the amount of $1,000 towards the Waroona Community Car. 3.9 Waroona / Wagerup / Yarloop Meals on Wheels Council will provide an annual contribution to the amount of $1000 towards the Waroona / Wagerup / Yarloop Meals on Wheels.


Policy Number CP005



Related Shire Documents CMP002 – Donations C2 – Donation Application Form




Amendments




23/04/2019 Amended to include new donation. OCM19/04/034


Previous Policies

COM004 – Donations

CP005 – Donations

3.5 – Donations

CP006 – Alcoa Waroona Micro Grants

CP006 – Alcoa Waroona Micro Grants 1. Intention To provide guidance on the Alcoa Waroona Micro Grants which aim to financially support community organisations in building engaged, vibrant, inclusive and healthy communities in partnership with Alcoa Australia. 2. Scope This policy applies throughout the district. 3. Statement To support community groups to: 1. Build and strengthen their organisational capacity and sustainability; or 2. Deliver events, projects, programs or facilities that benefit the Waroona community or address a well

evidenced need, and effectively contribute to building engaged, vibrant, inclusive and healthy communities.

Applications will be invited two times each year, with a total funding pool of $30,000. Funding rounds will close at the end of April and November. An applicant is entitled to apply for a maximum grant allocation of $2,000 (approved) in any given financial year. 4. Key Focus Areas Applications should meet at least one of the following priority focus areas in line with the Shire of Waroona Strategic Community Plan:

• Pursue a social environment that is accessible and inclusive to all ages and abilities. • Grow and develop and an age-friendly community. • Become a youth engaged and supportive community. • Develop and facilitate events of a local and regional scale. • Ensure the safety of the community. • Connect the natural assets, waterways, parks and reserves to the community. • Promote a mentally and physically healthy community. • Support local community, sporting and recreational groups and initiatives. • Foster and value our volunteers. • Support and enhance health services in Waroona. • Pursue actions to preserve areas and materials of historical significance throughout the Shire. • Foster arts and culture throughout the Shire. • Support, embrace and celebrate our local Aboriginal community.

5. Priorities For applications that meet the focus areas and have strong community benefit, priority will be given to:

• Events, projects and initiatives that are new and address a well evidenced need or gap within the Shire, which may include, but not be limited to the promotion or celebration of multiculturalism, the arts, health & wellbeing and/or the environment; and

• Events, projects and initiatives that demonstrate sustainability in the future.


6. Eligibility To be eligible, applicants must:

• Submit an application on the official application form, by the closing date; • Be an incorporated not-for-profit organisation or au spiced through one; • Hold current public liability insurance; • Not have outstanding acquittals with the Shire or Alcoa Australia; and • Agree to comply with Local, State and Commonwealth laws applicable to the approved project or

event. 7. Additional Information

• Where applications require additional clarification, the Shire may seek further information during the assessment process. The responsibility for ensuring adequate information is provided in support of an application, remains with the applicant. It is highly recommended that applicants liaise with Shire officers prior to lodgement, to ensure all relevant factors and information has been considered and prepared.

• The Shire reserves the right to request the applicant to submit the most current audited financial statement or the latest treasurer’s report covering the previous 12 months should they deem it appropriate.

• Partnerships with other community organisations or evidence of other fundraising from other sources will be well regarded.

• Organisations wishing to submit funding applications for multiple projects should use a separate application form for each project or activity, with each application subsequently being assessed in its own right.

• A full breakdown of the proposed income and expenditure should be provided as part of the application. The income and expenditure should be clearly detailed and must balance. Provision of this information will be essential for the application to proceed.

• Alcoa Australia and Council reserve the right to part-fund an application. • Events will generally be supported for up to five years, at which time the ongoing sustainability of

the event will need to be demonstrated. Events will not be funded through this scheme for more than 5 years, as it is expected that they will either have progressed to a sustainable event and/or be deemed a regular, iconic event and provided separate annual funding under the Shire’s budget.

Funding shall not be considered:

• Where applications are received after the closing date or are incomplete; • For projects that have already commenced; • For projects deemed the responsibility of another Government Department; • Where projects are considered to be a private, commercial or individual responsibility; • For wages or administration costs; • For recurrent maintenance, operating expenses or bonds; or • For events held outside the Shire of Waroona.

8. Conditions of Funding Prior to any funding being released, recipients will be required to enter into a formal Grant Agreement with the Shire. This agreement will include a commitment to comply with the terms on which the funding is provided, including the lodgement of acquittal documentation. 9. Funding Assessment Grants received through the Alcoa Waroona Micro Grant Fund will be assessed on merit through the Alcoa Waroona Sustainability Fund prior to a recommendation being put forward to Council.



Policy Number CP006



Related Shire Documents CMP003 – Alcoa Waroona Micro Grants C3 – Alcoa Waroona Micro Grants Application Form



Date Adopted 20/10/2020 OCM20/10/174

Amendments


23/03/2021 Amended to additional information. OCM21/03/015


Previous Policies

COM005 – Alcoa Waroona Micro Grants COM005 – Community Development Grants

CP007 – Low Interest Capital Loans

CP007 – Low Interest Capital Loans 1. Intention To provide guidelines for financial assistance by way of low interest capital loans to local non-profit clubs or organisations for capital improvements, works to land, facilities or buildings owned or vested in the Shire of Waroona. 2. Scope This policy applies throughout the district. 3. Statement Council will attempt to assist local organisations (sporting or not for profit), where it has the financial capacity to do so, to raise funds for specific projects, where the Council has passed a resolution to support the proposed project. All funds for the payment and receipt of Low Interest Loans pursuant to this policy shall be made via the appropriate reserve account..

3.1 Applications

All applications must include the following data as part of their application: 1. Details of the proposed works and undertakings and purpose of the loan. 2. Plans and specifications and statutory approvals, where applicable. 3. Detailed costings of the proposed project/works. 4. Statements demonstrating the need for the loan together with proof of inability to obtain

alternative funds. 5. Audited financial statements of organisation for previous three years to demonstrate the ability

of the organisation to repay the loan or such lesser financial documentation acceptable to Council.

6. Name(s) of guarantors(s).

7. Provide any other information requested by Council to assist with consideration of the

application.

3.2 Council Approval

Where it is a local sporting organisation, Council’s Finance & Audit Committee shall firstly consider such application for a low interest capital loan and then provide a recommendation to the Council for consideration. Approved applicants shall be advised in writing of their success or otherwise and informed of the loan funds available date, after they have met all other criteria.


The Finance & Audit Committee acting as Trustees of public monies, shall fully research the ability of the applicant to repay the loans and shall require the guarantor(s) to ensure the protection of such public monies. Should there be more than one applicant organisation, Council’s Finance & Audit Committee shall consider and recommend to the Council the order of priority of all such applicants. 3.3 General Conditions and Criteria

• The land on which the development is proposed must be Crown Reserve or land owned or

vested in the Municipal Council. • All successful applicants shall enter into a legal agreement for the repayment of the loan

upon acceptance of the conditions of the loan. • All successful applicants shall confirm acceptance of the loan within thirty (30) days after the

dispatch of the written letter of offer, or the allocation of such funds shall lapse. • No Application/Registration of interest shall be received by the Council from any association

while that association remains indebted under a previous low interest loan from Council. • Any successful organisation may exercise the right of early payment redemption of any of its

loans. • Repayment of loans shall be by agreement, and shall be on an annual basis as per signed

agreement. • Interest on all loans will be charged at 5% reducible, or at such rate as the Council shall

determine at the time of consideration of the granting of the loan. • An interest penalty for late payment will be imposed at a rate of 15%, or at such rate as the

Council shall determine at the time of consideration of the granting of the loan. • Repayment of the loan shall not infringe on the Council’s right to impose normal lease

charges or rentals, where Council owned/controlled property is involved. • Associations with licensed premises are ineligible for Council loans under this scheme.

All applications shall comply with the provisions of the Local Government Act 1995 and/or any other applicable Acts and Regulations affecting their application.

4. Legislative and Strategic Context The Local Government Act 1995 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Community

Policy Number CP007


Related Legislation Local Government Act 1995

Related Shire Documents CMP004 – Low Interest Capital Loans C4 – Low Interest Capital Loan Application Form





Amendments




22/06/2021 Consolidated related policies and reformatted. OCM21/06/

Previous Policies

COM021 – Self Supporting Loans CORP034 – Low Interest Capital Loans 3.6 – Low Interest Capital Loans – Procedures 3.25 – Self Supporting Capital Loans – Policy

CP008 – Leasing Council Property and Land

CP008 – Leasing Council Property and Land 1. Intention To set a standard lease term and fee structure for the lease of freehold land and Reserves vested in the Shire of Waroona to bodies exempt from the requirements of Section 3.58 of the Local Government Act 1995 by Regulation 30(2)(b) of the Local Government (Functions and General) Regulations 1996. To assist community groups in improving facilities and increasing capacity within the Shire of Waroona that results in community strengthening and helps to build vibrant, inclusive and healthy communities. 2. Scope This policy applies throughout the district. 3. Statement Subject to Council and the Minister for Lands consent being obtained, the Chief Executive Officer is authorised to negotiate and renew lease agreements where a further period option is being exercised with groups defined as exempt bodies in Regulation 30(2)(b) of the Local Government (Functions and General) Regulation 1996. The standard lease term for exempt bodies leasing land vested in, or owned by the Shire of Waroona is up to a maximum of ten years with a further period option of up to ten years. The minimum annual fee for all lease agreements (excluding GST) and all other outgoings, including but not limited to power, water, gas or rubbish charges for: 1. Exempt groups/bodies without a liquor licence – is $10.00 per annum. 2. Exempt groups/bodies with a permanent liquor licence – is $500.00 per annum, plus the cost of

preparing, executing or renewing a lease agreement. An annual administration fee may also be levied on lease agreements. When a further period option to renew a lease is exercised, the Chief Executive Officer may determine an increase in the lease fees specified above in line with the CPI changes, until the expiry of the agreement. When a property or facility leased to an exempt body expires or is cancelled expressions of interest are to be publicly invited from exempt bodies in the district to lease the facility or property. When more than one expression of interest is received the decision to approve a new lease agreement shall be determined by Council. All improvements to Council owned property and buildings with a value greater than $5,000 are subject to:

• Prior approval from the Council for groups wishing to undertake such improvements; • Supervision of works by an appropriate Council officers unless otherwise agreed by the Chief

Executive Officer; and • Copies of invoices for works carried out to be supplied to the Council on completion of works.

This policy applies to all works regardless of funding sources / grants and supervision arrangements.

CP008 – Leasing Council Property and Land


Policy Number CP008


Related Legislation Local Government Act 1995 Local Government (Functions and General) Regulations 1996 Shire of Waroona Local Government Local Property Local Law 2014

Related Shire Documents CMP005 – Leasing Council Property and Land C5 – Leasing Council Property and Land Application Form



Date Adopted 25/10/2016 OCM16/10/115

Amendments




Previous Policies

CORP023 – Renewal of Council Leases CORP049 – Improvements to Council Properties by External Groups 2.5 – Renewal of Council Leases

CP009 – Hiring Council Facilities, Reserves and Equipment

CP009 – Hiring Council Facilities, Reserves and Equipment 1. Intention To provide general direction in the control of Council property by community groups and organisations. This policy should be considered in conjunction with formal leasing arrangements that may exist. 2. Scope This policy applies throughout the district. 3. Statement 1. Any person, group, organisation or association who wishes to hire any facility or reserve, or portion

thereof, or any property or equipment for use in association therewith, shall make written application on the prescribed form, stating the purpose for which the facility, property or equipment is required

2. Charges for the hire of facilities, reserves or any property or equipment therein shall be determined

from time to time by the Shire; 3. The Shire may impose any terms or conditions on the hiring as is considered reasonable, generally

or in any particular case. 4. A deposit of 50% of the hire fee is required to confirm the booking and the remainder plus any deposit

or bond is required two weeks prior to the booking. 5. If the booking is cancelled with less than two weeks’ notice, the deposit being 50% of the hire fee

may be forfeited unless the hired property can be re-booked for the date of the cancelled booking. 6. As a condition of hiring, the hirer may be required to deposit an amount nominated by the Shire to

cover the cost of any damage to or loss of property and or equipment during the term of the hiring. Council may expand this deposit in making good any damages caused during the hiring, and shall return the balance if any, to the hirer. The deposit of money pursuant to this clause shall not release a hirer from liability for any damage or loss in excess of the deposited amount.

7. The hirer of the facility or reserve, or any part thereof, or any equipment therein shall:

(a) Maintain and keep good order and decent behaviour within;

(b) Ensure the premises and equipment are left in a clean and tidy condition by 10am the following morning after the term of hiring;

(c) Report any damage or defacement to the Shire;

(d) Not remove or permit to be removed any plant, furniture, fittings and contents of any kind from any facility, without written permission from the Shire;

(e) Not erect any internal or external decoration, or place, cause or allow to be placed any nails or screws in any part of a facility except with prior permission in writing from the Shire. Permission shall be conditional upon the removal of all such decoration, nails and screws by 10am on the day following the hiring; and

(f) Not permit smoking of any substance in any facility or part thereof.


8. The Shire may refuse to hire the property or any part thereof or any equipment, to an applicant, without assigning any reason for such refusal.

9. In the event of two or more applications being made for the hire a Hall or any part thereof or any

equipment therein, for the same date and time, the Council or Management Committee may, after considering priority of application, determine to which applicant the hire of such shall be granted.

10. The Shire is not responsible for any article lost or stolen from a person or group whilst in or about

facilities and reserves, or for any article damaged or destroyed in or about facilities and reserves during the term of hiring.

3.1 Exemptions and Variations

1. Waroona Football & Netball Club will be provided with exclusive booking rights for Waroona

Showgrounds and other Council facilities on this reserve during the 3 weekends of their finals season (excluding the grand final weekend) - those weekends generally being the last weekend of August and first two weekends in September. No bookings are to be taken for these dates unless it is determined that the Waroona Football & Netball Club will not require use of the reserve and facilities during the period, or that the Waroona Football & Netball Club are in agreement to share facilities with another hirer.

2. All applications to hire facilities that are of an entrepreneurial nature be referred to Council prior

to acceptance of such bookings. 3.2 Grievances and Appeals

1. A person who has been refused use of a facility or reserve, or has been requested to leave or

vacate the facility or reserve may, in addition to any other rights, present a written appeal to the Shire, against the action.

2. The Shire shall consider the appeal and give such direction in matters as it thinks fit.

3. The right of appeal given by this policy, does not imply any right of action for damages, or other

remedy against the Shire arising out of any refusal of use, direction to leave or vacate any premises or any action.


Policy Number CP009




Related Shire Documents CMP006 – Hiring Council Facilities, Reserves and Equipment C6 – Hiring Council Facilities, Reserves and Equipment Application Form



Date Adopted 22/06/2021 OCM21/06/

Amendments


Previous Policies

COM014 – Control and Management of Council Property COM015 – Control and Management of Halls COM016 – Event Bookings – Town Oval CORP032 – Memorial Hall Hire Exemption CORP040 – Halls and Buildings Entrepreneurial Bookings 2.45 – Memorial Hall Hire Exemption 7.1 – Control and Management of Council Property 7.5 – Control and Management of Halls 7.8 – Event Bookings – Town Oval 7.9 – Halls and Buildings Entrepreneurial Bookings

CP010 – Waiver of Fees and Charges

CP010 – Waiver of Fees and Charges 1. Intention To provide clear guidelines for the equitable assessment of requests for the waiver of fees and charges relating to venue and facility bookings to ensure:

• Transparency and accountability to the community; • An equitable assessment of each application or request received; and

A standard process for applicants to follow when requesting donations or waivers from Council. 2. Scope This policy applies throughout the district. 3. Statement All eligible waivers will be assessed at the discretion of Council or the Chief Executive Officer (under delegated authority). A record of the decision relating to each request determined by the Chief Executive Officer shall be maintained as part of the Shire’s Delegated Authority Register. Information regarding waivers of fees and charges approved under delegated authority will be prepared and circulated to Elected Members on a quarterly basis.

3.1 Timeframe

Applications must be submitted on the official form and should be received with other appropriate documentation e.g. venue booking form, no less than four weeks prior to the event or activity. The Chief Executive Officer has the discretion to consider varying this requirement under extenuating circumstances. 3.2 Criteria

The Shire does not generally accept applications or requests to waive hire fees. Many organisations undertake fundraising activities as part of their business, or in support of other charities or not for profit organisations. It is inappropriate for Council to support fee waivers for one organisation over another and therefore applications will not be considered solely due to fundraising. Waivers will be considered where the application relates to a free community activity and at least one of the following criteria is met:

1. The activity educates or strengthens communities or complements Council activities. 2. The purpose of the activity supports a service or activity that the local government considers it

would have undertaken and is beneficial to the community. 3. The purpose of the activity supports the development of infrastructure or services that can be

considered the responsibility of Council. 4. The application supports the activities of an incorporated club or group within the first 12

months of their operation.


5. Extenuating circumstances exist.

3.3 Conditions

Where a waiver is applied, it is considered a donation and the organisation will acknowledge the Council’s support through the use of logo and other promotional activities. A waiver for an activity or event, is considered to be valid for only that activity and does not imply an automatic approval for future years. Each event will be considered each year in its own right.

3.4 Determination

If an application for a donation or sponsorship does not meet the evaluation criteria but is assessed by Shire Administration as a case warranting further consideration, it will be forwarded to Council for determination. Bonds will not be waived.

Waiver Value Determination Applications up to and including the value of $500 from Shire of Waroona based organisations or individuals

Determined by Chief Executive Officer under delegated authority

Applications over the value of $500 from Shire of Waroona based organisations or individuals

Council determination

All requests for the waiver of fees and charges are subject to the availability of the appropriate budget. Council reserves the right to decline a request based on insufficient / inappropriate budget available.

4. Other Matters 1. Local not-for-profit organisations that conduct “community markets”, such as Lions Club of Waroona

and Waroona Action Group, are exempt from the fees and charges relating to the hire of the Memorial Hall and associated facilities. The Chief Executive Officer has authority to approve or disapprove applications for Memorial Hall hire exemptions from organisations not specifically referred to.

2. All food stall holders (local and non-local) attending a local event that is run by a local not-for-profit /

charity organisation be exempt from paying the daily food stall licence fee. 3. Only local not-for-profit / charity organisations attending other local events be exempt from paying

the daily food stall licence fee. 4. The Chief Executive Officer has the authority to determine and approve or reject applications for

exempt fee status from groups and organisations referred to in (3) and (4) above. 5. Notwithstanding (3) and (4) above, all food stall holders are required to complete and submit

applications for approval by the Shire of Waroona.

6. The cost of the exemption shall be recorded as an expense to the appropriate expense account. 5. Legislative and Strategic Context The Local Government Act 1995 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 6. Review This policy is to be reviewed as required.


7. Associated Documents Nil. Division Community

Policy Number CP010


Related Legislation Local Government Act 1995 Food Act 2008

Related Shire Documents CMP007 – Waiver of Fees and Charges C7 – Waiver of Fees and Charges Application Form



Date Adopted 28/03/2017 OCM17/03/027

Amendments


23/10/2018 Amended to include additional exemptions. OCM18/10/100


Previous Policies

CORP019 – Exemption of Food Stall Licence Fees 3.28 – Exemption of Food Stall Licence Fees

CP011 – Waroona Public Library

CP011 – Waroona Public Library 1. Intention To provide guidance on the recovery of lost books from stock within the Waroona Public Library. 2. Scope This policy applies only to the Waroona Public Library. 3. Statement 1. Lost Stock - Charge for lost books and other borrowed items shall be levied after two (2) unsuccessful

attempts to recover such lost stock by written correspondence.

Minimum charge $20 per lost item or combination of lost items. 2. Customers who have been subject to two (2) unsuccessful recovery attempts as in (ii) above may

be restricted from the borrowing of further stock until the return of the overdue stock is complete. 4. Legislative and Strategic Context The Library Board of Western Australia Act 1951, Local Government Act 1995 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Community

Policy Number CP011


Related Legislation Library Board of Western Australia Act 1951 Library Board (Registered Public Libraries) Regulations 1985 Local Government Act 1995





Amendments




CP011 – Waroona Public Library

Previous Policies

COM011 – Waroona Public Library 2.39 – Waroona Public Library

CP013 – Waroona Visitor Centre

CP013 – Waroona Visitor Centre 1. Intention To provide guidelines for the control of consignment stock. 2. Scope This policy applies only to the Waroona Visitor Centre. 3. Statement The exhibition space within the Waroona Visitor Centre is not the primary role of the Centre and therefore should not reduce space designated for tourism related items, with the exception of Council approved events. Contributors of items sold at the Waroona Visitor Centre will complete a Consignment Agreement prior to stock being displayed and follow all conditions that apply. The Chief Executive Officer has the ability to amend the Consignment Agreement where necessary, or display and sell wares that are of a charitable or fund raising nature without the requirement of commission on a case by case bases. Commission will be deducted from the sale of items stocked within the Visitor Centre on the following basis:

• 10% commission will be deducted where the Contributor acts as a volunteer with a minimum of

one half day shift per month. • 25% commission will be deducted where the Contributor does not act in a volunteer capacity.


Policy Number CP013

Contact Officer Visitor Centre Manager





Date Adopted 25/10/2016 OCM16/10/115

CP013 – Waroona Visitor Centre

Amendments




Previous Policies

CORP026 – Visitor Centre Operations 2.16 – Visitor Centre Operations

CP014 – Council Facility Opening Hours

CP014 – Council Facility Operating Hours 1. Intention To ensure a single record of all Council facilities which are open to members of the public in recognition of customer service levels which are to be maintained. 2. Scope This policy applies throughout the district. 3. Statement Administration Office Monday – Friday 9am – 4pm Depot Administration Office Monday – Friday 7am – 3pm Waroona Public Library Monday Closed Tuesday 10.00 am – 6 pm (Closed 1-2 pm) Wednesday 10.00 am – 5 pm (Closed 1-2 pm) Thursday 10.00 am – 6 pm (Closed 1-2 pm) Friday 10.00 am – 5 pm (Closed 1-2 pm) Saturday 9 am – 12 noon Sunday Closed Waroona Recreation & Aquatic Centre

Summer Hours (1 November – 31 March) Pool Dry Area Monday 7am – 9pm 7am – 9pm Tuesday 7am – 9pm 7am – 9pm Wednesday 7am – 9pm 7am – 9pm Thursday 7am – 9pm 7am – 9pm Friday 7am – 9pm 7am – 9pm Saturday Closed Closed Sunday 10am – 2pm 10am – 2pm

Winter Hours (1 April – 31 October) Pool Dry Area Monday 7am – 8pm 7am – 8pm Tuesday 7am – 8pm 7am – 8pm Wednesday 7am – 8pm 7am – 8pm Thursday 7am – 8pm 7am – 8pm Friday 7am – 8pm 7am – 8pm Saturday Closed Closed

CP014 – Council Facility Opening Hours

Sunday Closed Closed Waroona Visitor Centre Monday – Sunday 7am – 3pm Buller Road Refuse Site

Thursday – Tuesday 10am – 4pm Wednesday Closed


Policy Number CP014






Date Adopted 18/12/2018 OCM18/12/126

Amendments


28/07/2020 Amended to reflect current operating times. OCM20/07/120


Previous Policies

COM022 – Council Facility Opening Hours

CP015 – Smoking in Council Buildings and Vehicles

CP015 – Smoking in Council Buildings and Vehicles 1. Intention To ensure a smoke free environment for all Council employees and eliminate exposure to environmental tobacco smoke in the work place. 2. Scope This policy applies to:



consultants, outsourced service providers and suppliers. 3. Statement All Council buildings and facilities are smoke free, including a surrounding 5 metre wide perimeter. All Council vehicles are smoke free. 4. Legislative and Strategic Context The Tobacco Products Control Regulations 2006 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Community

Policy Number CP015


Related Legislation Tobacco Products Control Regulations 2006





Amendments



CP015 – Smoking in Council Buildings and Vehicles


Previous Policies

CORP046 – Smoking in Council Buildings and Vehicles 2.37 – No Smoking Policy

CP016 – Skydiving Displays and Helicopter Landings

CP016 – Skydiving Displays and Helicopter Landings 1. Intention To provide basis for approval or disapproval of requests for skydiving displays and helicopter landings. 2. Scope This policy applies throughout the district. 3. Statement The Chief Executive Officer is authorised to approve or reject applications by organisations to hold skydiving displays and/or helicopter landings on Council owned land or reserves. 4. Legislative and Strategic Context Nil. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Community

Policy Number CP016



Related Shire Documents C10 – Skydiving Displays and Helicopter Landings Application Form




Amendments



Previous Policies

COM017 – Skydiving Displays and Helicopter Landings 7.10 – Skydiving Displays / Helicopter Landings

CP017 – Special Local Authority Vehicle Number Plates

CP017 – Special Local Authority Vehicle Number Plates 1. Intention To provide guidance in the consideration of applications for Shire of Waroona Special Local Authority vehicle number plates. 2. Scope This policy applies throughout the district. 3. Statement Those persons wishing to purchase Shire of Waroona Special Local Authority vehicle number plates being numbered from 0 to 9999 (with the exception of the single digit of 0, no prefix of 0 is permitted), embossed with the “Sea to Scarp” and Council logo are to make an application as per the guidelines and authorised numbering detailed above. Staff are to ensure that the application is correctly completed on a specified Department of Transport, “Special Series Number Plate” application form within the authorised number range. 4. Legislative and Strategic Context Nil. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Community

Policy Number CP017



Related Shire Documents C11 – Special Series Number Plate Application Form



Date Adopted 24/11/2020 OCM20/11/195

Amendments



Previous Policies

COM024 – Special Local Authority Vehicle Number Plates

CP017 – Special Local Authority Vehicle Number Plates

CP018 – Emergency Management

CP018 – Emergency Management 1. Intention To outline a commitment by the Shire for the broad principles of Emergency Management in the district to support the community, and to minimise the impact of disruptive and disaster events through emergency prevention, preparedness, response and recovery activities. 2. Scope This policy applies to Elected Members and employees of the Shire of Waroona. 3. Statement The Shire of Waroona develops and maintain plans, arrangements, activities, policies and procedures that address the prevention, preparedness, response and recovery elements of emergency management to minimise the impact of disruptive and disaster events. To achieve the policy intention the Shire will, thorough the Chief Executive Officer: 1. Ensure committees/groups are established and functioning in order to meet the Shire’s statutory

emergency management responsibilities, such as –

• Local Emergency Management Committee; • Local Recovery Management Committee; • Local Recovery Coordinating Group; and, • appropriate representation on the District Emergency Management Committee.

2. Develop and maintain emergency management arrangements that meet the Shire’s statutory

emergency management responsibilities and provide for operational effectiveness , including but not limited to –

• Local Emergency Management Plan; • Local Welfare Plan; • Local Recovery Plan; • Local Bushfire Management Arrangements; • Bushfire Risk Management Plan; and, • Emergency Risk Management Plan.

3. Actively encourage arrangements being developed and maintained to –

• Enable business continuity preparedness, training and exercising to build and maintain

individual and organisational confidence and capacity that promotes a smooth and rapid restoration of normal business functions following a disaster.

• Support neighbouring local governments for the purpose of local and regional response and/or recovery.

4. Objectives The Shire of Waroona will:

• Promote risk minimisation, emergency management and business continuity principles throughout the organisation and community to build capability, capacity and enhance disaster resilience;


• Support community and neighbouring local governments following disaster events to aid local and regional recovery (where practicable);

• Ensure best practice Emergency Management principles, including Natural, Built, Social and Economic environments, are considered when managing and coordinating community recovery;

• Provide an effective after hours response to emergencies within the shire’s normal service delivery areas;

• Develop and maintain policies and procedures to address the prevention, preparedness, response and recovery elements of emergency management to minimise the impact of events capable of disrupting business/community operations;

• Effectively communicate and report on disruptive/disaster events and impacts; • Provide ongoing commitment to emergency and business continuity preparations, training and

exercising to build and maintain individual and organisational confidence and capacity and; • Promote a smooth and rapid restoration of normal business functions following a disaster.

Emergency management is a shared responsibility between Shire employees, Emergency Services Volunteers and the community. In support of the above objectives, the Shire will:

• Develop and review sectional emergency preparedness checklists; • Develop and review business continuity plans; • Ensure compliance with approved emergency communications and reporting procedures; and • Develop and maintain a mutual aid agreement with adjoining Councils, referred to as an Emergency

Management Memorandum of Understanding. (The MOU broadly defines the mechanism for requesting, providing and recovering the costs associated with the provision of emergency aid to or from a neighbouring council.)

The Shire acknowledges that whilst not all events can be predicted, some of the likely impacts can be predetermined, (e.g. community trauma, critical infrastructure loss, power outage.) By preparing and planning for such events, the shire can respond and recover more effectively minimizing the impacts to the Shire and its community. The Shire acknowledges that before, during or after an emergency, decisions may be made to reduce particular Shire services in order to focus on those that may be more beneficial to a community in need. 5. Legislative and Strategic Context The Emergency Management Act 2005 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 6. Review This policy is to be reviewed as required. 7. Associated Documents Nil. Division Community

Policy Number CP018

Contact Officer Manager Ranger and Emergency Services

Related Legislation Emergency Management Act 2005

Related Shire Documents Local Emergency Management Arrangements


Emergency Management Memorandum of Understanding Incident Management & Business Continuity Plan & Procedure



Date Adopted 27/04/2017 OCM17/04/039

Amendments




Previous Policies

COM007 – Emergency Management 9.1 – Emergency Management Policy

CP019 – Volunteer Bush Fire Brigades

CP019 – Volunteer Bush Fire Brigades 1. Intention To provide guidelines to the Volunteer Bush Fire Brigades of the Shire of Waroona by:

• Ensuring that all activities are compliant with the Bush Fires Act 1954; • Outlining and clarifying the roles, responsibilities and operational procedures of the Bush Fire

Brigade; • Delivering a best practice approach to the delivery of bush fire services within the Shire of Waroona;

and • Ensuring consistency and compliance with the Department of Fire & Emergency Services (DFES)

Standard Operating Procedures relevant to the operations of Bush Fire Brigades. 2. Scope This policy applies throughout the district. 3. Statement Bush Fire Brigades are created by the Council pursuant to Section 41 of the Bush Fires Act 1954. The Shire of Waroona is reliant on its Bush Fire Brigades for protection against the threat and subsequent consequences of fire. The Shire of Waroona Bush Fire Services consist of the following brigades:

• Lake Clifton Volunteer Bush Fire Brigade; • Preston Beach Volunteer Bush Fire Brigade; and • Waroona West Volunteer Bush Fire Brigade

All volunteer fire fighters receive training and support from DFES in bush fire prevention, response and control. In addition, all Bush Fire Brigade members are expected to operate within the “DFES Standing Operating Procedures” as they relate to Brigades and Local Government.

3.1 Roles and Responsibilities

This policy and associated Operational Procedures / Management Guide represents the expected standards of the Shire of Waroona. Bush Fire Brigades are operated under the direction of the Chief Bush Fire Control Officer. Any modifications and changes to this policy made at the request of a Bush Fire Brigade are to be made via the Chief Bush Fire Control Officer and approved by the Council. Modifications to Operational guidelines must be approved by the Chief Executive Officer.

3.2 Fuel Cards

Bush Fire Brigade appliances are maintained by the Council. As part of the maintenance of these appliances, fuel cards are issued to Brigades for the purpose of purchasing fuel and oil appropriate to the fire appliance; and payment of emergency appliance servicing. The Shire of Waroona issues a fuel card for each Bush Fire Brigade appliance provided by the Shire of Waroona for use in the following manner.


1. Fuel cards are specific to each fire appliance and as such are to be kept on the relevant fire

appliance in a secure place at all times. 2. The fuel card must be presented to the cashier when a purchase is made. It is incumbent on

the person signing the receipt to ensure that details of the purchase are correct. 3. Fire services personnel must sign the receipt, and write their name legibly alongside their

signature. The purchaser’s copy of the fuel docket is to be retained by the Bush Fire Brigade. 4. On the last day of each month the signed receipts are to be presented to the Emergency

Management Coordinator for cross referencing to the monthly statement. 5. If at any time a fuel card is found to be missing or stolen, it must immediately be reported to

the Emergency Management Coordinator (or in their absence the Chief Executive Officer) so that the fuel card can be cancelled. In this instance it would be helpful if an approximate date of the loss/theft of the fuel card could be reported.

6. The fuel card is issued only for the purchase of fuel and to facilitate emergency repairs only.

7. The fuel cards are NOT to be used for any other purpose than those listed in 6 above. If a

purchase is attempted that is not a valid type of expenditure for that card the purchase will be rejected. Misuse of the fuel cards will render the offender liable to disciplinary and/or legal action.

4. Legislative and Strategic Context The Bush Fires Act 1954, Fire Brigades Act 1942, Fire and Emergency Services Act 2005, Local Government Act 1995 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Community

Policy Number CP019

Contact Officer Manager Ranger and Emergency Services

Related Legislation Bush Fires Act 1954 Bush Fires Regulations 1954 Fire Brigades Act 1942 Fire & Emergency Services Act 2005 Local Government Act 1995 Local Government (Functions & General) Regulations 1996

Related Shire Documents CMP008 – Volunteer Bush Fire Brigades Firebreak Notice DFES Operating Standard



Date Adopted 18/12/2018 OCM18/12/126


Amendments



Previous Policies

CORP042 – Bush Fire Brigades FIN025 – Fuel Cards – Use by Bush Fire Brigades

CP020 – Volunteer Ranger Liaison Officers

CP020 – Volunteer Ranger Liaison Officers 1. Intention To outline Council’s broad support for a Volunteer Ranger Liaison Officer (VRLO) program to operate on Preston Beach. 2. Scope This policy applies throughout the district. 3. Statement Council acknowledges that Preston Beach is important to the local and broader community and to support ongoing access, minimise environmental impacts and ensure public safety an effective VRLO program is fully supported The Chief Executive Officer is directly responsible for the overall VRLO program including but not limited to appointments, determining functions and responsibilities, developing effective management framework and operational plans. Council may at any time cease to support the program. 4. Legislative and Strategic Context Nil. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Community

Policy Number CP020

Contact Officer Manager Governance


Related Shire Documents CMP009 – Volunteer Ranger Liaison Officers




Amendments



CP020 – Volunteer Ranger Liaison Officers


22/12/2020 Amended to reflect current practice. OCM20/12/242


Previous Policies

COM010 – Volunteer Ranger Liaison Officers 2.38 – Volunteer Ranger Liaison Officers

CGP001 – Code of Conduct

CGP001 – Code of Conduct 1. Intention To ensure an appropriate Code of Conduct is adopted, maintained and reviewed on an annual basis supported by administration documentation in the form of management guidelines. 2. Scope This policy applies to:



consultants, outsourced service providers and suppliers. 3. Statement Council is required in accordance with Section 5.104 of the Local Government Act 1995 to adopt a Code of Conduct for council members, committee members and candidates. The Chief Executive Officer is required in accordance with Section 5.51A of the Local Government Act 1995 to adopt a Code of Conduct for employees. The Local Government (Model Code of Conduct) Regulations 2021 and Division 2 of the Local Government (Administration) Regulations 1996 detail matters that must be covered in a code of conduct. 4. Legislative and Strategic Context The Local Government Act 1995 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 5. Review This policy is to be reviewed biennially. 6. Associated Documents Other documents that have an association to this policy and that may be useful reference material are:

• Department of Local Government, Sport and Cultural Industries: Gifts and Conflicts of Interests – Frequently Asked Questions

• Department of Local Government, Sport and Cultural Industries: Circular No 11-2019 – New Gifts Framework.

Division Corporate & Governance

Policy Number CGP001

CGP001 – Code of Conduct



Related Shire Documents Code of Conduct for Council Members, Committee Members and Candidates Code of Conduct for Employees, Contractors and Volunteers CGMP001 – Induction of Councillors CGMP002 – Induction of Employees and Volunteers CGMP003 – Complaint About Alleged Breach of Code of Conduct - Council Members, Committee Members and Candidates CGMP004 – Complaint About Council Service or Employee CG1 – Induction Certification CG2 – Complaint About Alleged Breach Form - Code of Conduct for Council Members, Committee Members and Candidates CG3 – Complaint About Council Service or Employee Form


Biennially Next Review May 2023

Date Adopted 18/12/2018 OCM18/12/126

Amendments


22/06/2021 Amended to reflect updated legislation and reformatted. OCM21/06/

Previous Policies

CORP050 – Code of Conduct

CGP002 – Elected Members Fees, Allowances and Reimbursements

CGP002 – Elected Members Fees, Allowances and

Reimbursements 1. Intention To establish the parameters for the payment of elected members’ fees, allowances and reimbursement of expenses. 2. Scope This policy applies to Elected Members of the Shire of Waroona. 3. Statement Annual payments to apply from the third Saturday in October each year. Elected members elected at extra-ordinary elections are to be paid on a pro-rata basis.

3.1 Annual Attendance Fees

Elected members are to be paid an Annual Attendance Fee in lieu of fees for attending meetings, the amount to be determined in the annual budget. Attendance fees are to be paid to elected members in two (2) equal instalments during the months of December and June. Elected members who do not wish to receive attendance fees are to advise the Chief Executive Officer, annually in writing, prior to the payment months. Elected members who resign or who are disqualified during their term of office are to reimburse Council that portion (if any) of attendance fees that have been paid in advance.

3.2 Shire President’s and Deputy Shire President’s Allowance The allowance for the Shire President and Deputy Shire President is to be determined in the annual budget and is to be paid biannually in arrears. 3.3 Information and Communications Technology Allowance Elected members are to be paid an Information and Communication Technology Allowance in lieu of a reimbursement of expenses, the amount to be determined in the annual budget. The Information and Communications Technology Allowance is to be paid to elected members biannually in arrears. 3.4 Reimbursement of Expenses The reimbursement of elected members' expenses in accordance with Section 5.98 (2)(b) of the Local Government Act 1995 and Regulation 32(1) of the Local Government (Administration) Regulations 1996, shall be for the following expenses:


1. Travel costs in attending meetings as an official Council representative (in accordance with

October annual nominations); and

2. Travel costs, meals, and accommodation in attending Western Australian Local Government Association (WALGA) or Department of Local Government, Sport & Cultural Industries accredited training seminars for elected members, subject to budgetary provisions.

Travel costs are defined as: (a) Travel from the elected member’s normal residence within the Shire of Waroona boundary or

address within the Shire of Waroona boundary at which the elected member is registered for Council elections;

(b) Travel to and from meetings where the elected member is a Council representative/delegate

and no reimbursements for travel are payable from another source.

Where practicable, elected members are encouraged to check on the availability (with sufficient notice) of a Council owned vehicle. Elected members are to be reimbursed for child care costs incurred because of attendance at a council meeting or a meeting of a committee of which he or she is also a member. The maximum amount of reimbursement that may be claimed for child care costs is to be pursuant to Part 8 of the Determination of the Salaries and Allowances Tribunal for Local Government Chief Executive Officers and Elected Members. Claims under this clause are to be submitted at least quarterly, and within 7 days of the end of each quarter, that is, by 7 October, 7 January, 7 April and 7 July.

4. Legislative and Strategic Context The Local Government Act 1995 and the associated subsidiary legalisation, and the Salaries and Allowances Act 1975 provide the broad framework within which this policy operates. 5. Review This policy is to be reviewed annually. 6. Associated Documents Other documents that have an association to this policy and that may be useful reference material are:

• Determination of the Salaries and Allowances Tribunal for Local Government Chief Executive Officers and Elected Members.




Related Legislation Local Government Act 1995 Local Government (Administration) Regulations 1996 Salaries and Allowances Act 1975

Related Shire Documents CGMP005 – Elected Member Payments CG4 – Elected Member Payment Form


Annually Next Review May 2022



Amendments


22/08/2007 Updated as part of major policy review. OCM07/146

22/11/2011 Updated as part of major policy review. OCM11/11/143



Previous Policies

CORP004 – Councillor Attendance Fees – Expenses CORP010 – Annual Communications and Technology Allowance CORP045 – Elected Members Fees and Allowances 1.6 – Councillor Attendance Fees/Expenses 1.18 – Annual Communications and Technology Allowancw

CGP003 – Elected Members and Chief Executive Officer Public Statements

CGP003 – Elected Members and Chief Executive Officer Public

Statements 1. Intention To establish the parameters for written, oral and electronic public statements. 2. Scope This policy applies to Elected Members of the Shire of Waroona. 3. Statement Section 2.8 of the Local Government Act 1995 provides that the Shire President speaks on behalf of the Local Government. Section 5.41(f) provides for the Chief Executive Officer to speak on day-to-day matters and/or when the Shire President authorises. Members of Council, outside their official capacity as members of the Council have the right to speak in public within the limits of the law. The performance of a role as Council member overlaps with a role of the public, and imposes limitations on what would otherwise be a normal right to speak in public on local government affairs. The principal limitation is that a Council member who is not Shire President cannot speak on behalf of the Council, as per Section 2.8 of the Local Government Act 1995.

3.1 Shire President

When speaking to the media or otherwise in public the Shire President is the only member of Council who may speak on behalf of the Council. When the Shire President is speaking to the media or otherwise in public but not officially speaking on behalf of the Council, the Shire President must make it clear that he/she is not speaking as Shire President or in any other Council capacity.

3.2 Deputy Shire President The Deputy President may only speak to the media or otherwise in public on behalf of the Council in the circumstances set out in Section 5.34 of the Local Government Act 1995, being: 1. If the Shire President role is vacant; or

2. The Shire President is not available, or is unable or unwilling to perform the functions of Shire

President. The Deputy President must otherwise comply with the limits on the role of a Councillor when speaking to the media or otherwise in public. 3.3 Elected Members


An elected member may not speak to the media or otherwise in public on behalf of the Council or the operations of the Shire. When an elected member is speaking to the media or otherwise in public, he/she must make it clear that she/he is not speaking on behalf of the Council, but rather in the role of an elected member. An elected member speaking on Council matters to the media or otherwise in public may identify himself/herself as an elected member of the Council but must avoid any suggestion or appearance of speaking on behalf of the Council. 3.4 Chief Executive Officer It is part of the function of the Chief Executive Officer to speak on behalf of the Council if the Shire President agrees. The Shire President may give agreement to the Chief Executive Officer speaking on behalf of the Council: 1. On a specific occasion; or

2. On a specific subject matter; or

3. On a specified category of occasions or a specified category of subjects when they arise. Further to the above, the Chief Executive Officer may speak to the media or otherwise in public as to the Shire’s affairs in performance of the Chief Executive Officer’s functions under Section 5.41 of the Local Government Act 1995, including that of managing the day-to-day operations of the Shire. The Chief Executive Officer only requires the agreement of the Shire President when making statements of the kind which would ordinarily fall within the role of the Shire President as spokesperson of the Council. Where appropriate, the Chief Executive Officer can further delegate the role to speak on a specific issue to an officer if it is related to their area of expertise and is deemed to add value, provided: 1. The Chief Executive Officer has already been given the authority to speak by the Shire

President; or

2. It is within the day-to-day affairs of the Shire, for example a Library promotion.

3.5 Employees and Volunteers

All media enquiries to be referred to the Chief Executive Officer for action and/or appropriate delegation.

4. Oral and Electronic Statements This Policy applies equally to statements in public whether they are communicated orally, in writing, electronically, or by any other means. 5. Media Releases All written media releases must be approved by the Chief Executive Officer in consultation with the Shire President prior to release. Where one or the other is unavailable, responsibility is passed through to the next in line (i.e.; Acting Chief Executive Officer and Deputy President.


6. Legislative and Strategic Context The Local Government Act 1995 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 7. Review This policy is to be reviewed as required. 8. Associated Documents Nil. Division Corporate & Governance




Related Shire Documents CGMP006 – Public Statements CG5 – Media Release Form




Amendments




22/06/2021 Updated as part of major policy review and reformatted. OCM21/06/

Previous Policies

CORP005 – Media Releases 1.7 – Media Releases

CGP004 – Elected Members Continuing Professional Development

CGP004 – Elected Members Continuing Professional Development 1. Intention To ensure elected members meet and comply with the prescribed professional development requirements under the Local Government Act 1995, and to further encourage participation in other conferences and training specifically designed to enhance skills and knowledge relating to roles and responsibilities, as an elected member of the Shire of Waroona. 2. Scope This policy applies to Elected Members of the Shire of Waroona. 3. Statement Elected members must undertake and successfully complete the following prescribed professional development training modules titled “Council Member Essentials” within the period of 12 months from the day the elected member was elected, unless a prescribed exemption applies:

• Understanding Local Government • Serving on Council; • Meeting Procedures; • Conflicts of Interest; and • Understanding Financial Reports and Budgets.

Elected members are also encouraged to nominate to attend other conferences and training opportunities to enhance and broaden their knowledge of local government issues to support the community. The following are examples of other conferences or training opportunities, (the usual number of delegates is shown in parentheses, if applicable):

• National General Assembly of Local Government (Shire President and the Chief Executive Officer); • WA Local Government Week (no more than four full registrations inclusive of the Shire President

is permitted); • Special “one off” conferences sponsored by WALGA or the Department of Local Government Sport

and Cultural Industries on important local government issues; • Annual conferences of major professions of Local Government; • The Annual Road Congress; • Conferences which advance the development of elected members in their role as Councillors; and • Conferences of organisations on which an elected member has been elected or appointed as a

delegate. Council may authorise attendance at other conferences or training opportunities by more than the number of specified delegates, if a particular purpose or need arises. Elected members are limited to attending three other conference or training opportunities each financial year, unless authorised by Council. Requests to attend other conference or training opportunities are to be initiated by the elected members and are to be forwarded to the Chief Executive Officer prior to enrolment or registration. The Chief Executive Officer is authorised to approve requests from elected members for attendance at other conferences or training opportunities, providing that:


• The cost does not exceed $3,000 for any single instance and up to a total of $4,000 in any 12-

month period (financial year); and • The other conference or training is organised by an identified, industry-recognised training provider.

The Chief Executive is authorised to expend funds on prescribed professional development training for elected members to meet statutory obligations. Note: All monetary amounts where specified are Good and Service Tax (GST) exclusive.

3.1 Travel Arrangements

All booking arrangements for other conferences and training for elected members are coordinated through the Chief Executive’s Office. Elected members should note the Local Government Act 1995 precludes an elected member to pre-spend Shire funds. Any airline travel for an elected member is to be booked at economy level and booking arrangements are to be reviewed upon any improved discount offer being identified. Any upgrade to Business Class is permissible provided the elected member funds the difference in cost. Other than to amend departure times, tickets provided to representatives of the Shire shall not be exchanged, downgraded or rebated. Tickets or bookings may not be altered to include personal travel that is not part of the scheduled conference itinerary. The proposed duration of the other conference or training attendance together with travel time and planned supplementary pre or post conference activities relevant to the Shire of Waroona will be notified to Council or Chief Executive Officer for confirmation and/or amendment prior to the delegate’s departure for the other conference or training.

3.2 Expenses Expenses relating to other conferences and training as approved, will be paid direct by the Shire. Expenses may include the following items:

• Air fare; • Travel insurance; • Conference registration; • Copy of conference proceedings; • Room accommodation; • Reasonable phone utilisation; • Reasonable laundry expenses; and • Meals in the hotel where registered if these are not provided during the course of the

conference. Incidental expenses include:

• Phone calls made outside the accommodation premises and for the purposes of the conference and/or Council business;

• Travel to and from the conference venue; and, • Travel to and from all airport destinations.

In circumstances where entertainment on behalf of the Shire is expected or otherwise appropriate, the entertainment will be in accordance with guidelines established from time to time by the Chief Executive Officer and as determined by the judgement of the delegate, paid by the delegate, and presented to the Chief Executive Officer for subsequent authorisation for reimbursement upon return.


For other conferences and training that are of a one day or less duration, the previous night’s accommodation is available subject to approval by the Chief Executive Officer. No advance is payable and any expenses incurred may be reimbursed on production of sufficient documentation. All costs associated for prescribed professional development training, including travel, accommodation, meals and incidentals will be fully funded by the Shire. Prescribed training will be arranged by the office of the Chief Executive Officer to ensure statutory timeframes are achieved. 3.3 Cash Advances An advance of $200 may be made available upon request to the Chief Executive Officer to cover meals not included at other conference of training, or at prescribed professional development training. Alternatively, delegates at other conferences and training or attendees at prescribed training may elect to pay other expenses themselves and claim reimbursement from the Shire on presentation of the receipts. Advances for expenses will be made no earlier than two weeks prior to the date of the commencement day of the other conferences and training or prescribed professional development training and expenditure reconciliation statements will be required within 14 days of return from the Conference. 3.4 Elected Member / Delegate Accompanying Person

Where an elected member or Shire officer is accompanied to other conferences or training, all costs for/or incurred by the accompanying person are to be borne by the elected member, or Shire officer or accompanying person, and not by the Shire. The exception to the above being the cost of attending any official event dinner where partners would normally attend. An example of an official event is the Annual Local Government Week or Conference Gala dinner or ‘sundowner’ drinks at the event opening.

4. Reporting and Publishing All elected members attending any other conference or training are expected to report to Council on the benefits achieved by attending and should make the conference papers available to other elected members. If a report is not received within 30 days, the elected member may be ineligible for attendance at further conferences or training until the report is received. A record of conferences or other training attended by elected members will be maintained by the Chief Executive Officer. The Chief Executive Officer is to prepare a report each financial year on prescribed professional development training completed by elected members in the financial year. This report is to be published on the Shire official website within 1 month after the end of the financial year to which the report relates. 5. Legislative and Strategic Context The Local Government Act 1995 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 6. Review This policy is to be reviewed annually.


7. Associated Documents Nil. Division Corporate & Governance




Related Shire Documents CG6 – Elected Member Continuing Professional Development Application Form



Date Adopted 17/12/2019 OCM19/12/163

Amendments



Previous Policies

CORP014 – Councillor Attendance at Local Government Week CORP024 – Council Members Continuing Professional Development 1.15 – Training 1.24 – Councillor Attendance at Local Government Week

CGP005 – Elected Member and Employee Recognition

CGP005 – Elected Member and Employee Recognition 1. Intention To provide guidance for the recognition of elected members and employees who are retiring from council or ceasing their employment with the Shire of Waroona. 2. Scope This policy applies to Elected Members and employees of the Shire of Waroona. 3. Statement Council supports the provision of refreshments and farewells in the following circumstances:

1. All elected members on retirement from council; 2. All employees on retirement; 3. All employees on resignation; and, 4. When the Shire President or Chief Executive Officer decides the circumstances to be

appropriate. Council may provide official recognition of service by means of a suitable gift in the following circumstances:

1. All retiring elected members; 2. All employees who have been employed for not less than 12 months of service; 3. All employees who have been employed for less than 12 months at the recommendation of

the appropriate Director and approved by the Chief Executive Officer; and 4. When the Chief Executive Officer decides the circumstance are appropriate.

A suitable gift may be presented to a maximum value of:

1. Between 0-2 years of service $50. 2. Between 2-5 years of service $100. 3. Between 5-10 years of service $150. 4. Between 10-20 years of service $200. 5. Over 20 years $300.

4. Legislative and Strategic Context Nil. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil.

CGP005 – Elected Member and Employee Recognition









Amendments


26/07/2005 Updated as part of major policy review. OCM05/093

17/12/2019 Updated value of suitable gifts. OCM19/12/163


Previous Policies

CORP013 – Councillors and Staff Farewells and Presentations 1.5 – Recognition of Councillor Service

CGP006 – Attendance at Events and Functions

CGP006 – Attendance at Events and Functions 1. Intention To provide a framework for Elected Members and the Chief Executive Officer (CEO) attendance at any events, including concerts, conferences, functions or sporting events or other prescribed occasions, whether free of charge, part of a sponsorship agreement, or are paid by the local government. An effective framework provides transparency about the attendance at events by Elected Members and the CEO. 2. Scope This policy applies to Elected Members and the CEO of the Shire of Waroona. 3. Statement In accordance with Section 5.90A of the Local Government Act 1995 an event is defined as a:

• Concert • Conference; • Function; • Sporting event; or • Occasions prescribed by the Local Government (Administration) Regulations 1996.

3.1 Pre-approved Events

In order to meet the policy requirements, tickets and/or invitations to events must be still be received by the Shire, as outlined in clause 2.2.2(a)(i) in the case of any external groups or organisations, notwithstanding that attendance at the following by Elected Members and the CEO is pre-approved:

• Any public free event held within the Shire of Waroona district; • Events hosted by Clubs or Not for Profit Organisations within the Shire of Waroona district; • Shire hosted or run ceremonies, functions, tournaments or events; • Shire sponsored ceremonies, functions, tournaments or events; • Peel Chamber of Commerce and Industry Small Business Awards or similar awards for local

businesses held within or outside the Shire of Waroona district; • Community cultural events/festivals within the Shire of Waroona district; • Opening or launch of an event or facility within the Shire of Waroona district; and, • Other events where the Shire representation has been formally requested by invitation,

including events from: (a) Western Australian Local Government Association; (b) Australian Local Government Association Limited (ABN 31 008 613 876); (c) Local Government Professionals Australia WA (ABN 91 208 607 072); (ca)LG Professionals Australia (ABN 85 004 221 818); (d) a department of the Public Service; (e) a government department of another State, a Territory or the Commonwealth; (f) a local government or regional local government.

• All Elected Members and the CEO are entitled to attend pre-approved events. If there are more Elected Members than tickets or invitations provided, then the CEO after consultation with the Shire President, shall determine attendance at their discretion. If there is a fee or any other cost associated with a pre-approved event, the fee or other cost will be paid for by the


Shire out of the annual budget (either beforehand or by way of reimbursement). Any costs relating to accompanying partners to any preapproved event will be the responsibility of the relevant Elected Member or the CEO.

3.2 Non Pre-approved Events (a) Provision of Tickets (Invitations)

i. All invitations or offers of tickets for Elected Members or the CEO to attend an event

(must be in writing, no later than five business days prior to the event or the RSVP date, whichever occurs first), addressed to the Shire, using formal position titles and sent by mail to PO Box 20, Waroona WA or by e-mail to [email protected];

ii. Any invitation or offer of tickets not addressed to the Shire is not captured by this policy and must be disclosed in accordance with the gift and interest provisions in the Local Government Act 1995 and the associated Regulations.

(b) Approval of Attendance

i. Events addressed to Elected Member will be assessed and authorised by the CEO; ii. Events for the CEO will be assessed and authorised by the Shire President.

(c) Considerations for Approval for a Non-approved Event

Retrospective approval will not be given. In making a decision on attendance at an event consideration will be given to:

i. who is providing the invitation or ticket to the event, ii. any justification provided by the applicant when the event is submitted for consideration; iii. the location of the event in relation to the Shire (within the district or outside of the

district); iv. the role of the Elected Member or CEO attending the event (participant, observer,

presenter) and the value of their contribution; v. the number of invitations/tickets received; vi. the cost to attend the event, including the cost of the ticket (or estimated value of the

event per invitation) and any other expenses such as travel and accommodation; vii. the direct benefit of attendance to the Shire; viii. alignment to the Shire’s Strategic Objectives; and, ix. the number of Shire representatives already approved to attend.

(d) Payments in Respect of Attendance

i. For any non-approved event, where a member of the public is required to pay, unless a

pre-approved event under clause 2.2.1, the CEO and/or the Shire President will determine whether it is in the best interests of the Shire for an Elected Member or the CEO to attend using the considerations provided in this subclause.

ii. If the CEO and/or the Shire President determines that an Elected Member or CEO should attend a non-approved event, the Shire will pay the cost of attendance and reasonable expenses, such as travel and accommodation from the Shire’s budget (either beforehand or by way of later reimbursement).

iii. Any costs relating to accompanying partners to any event will be the responsibility of the relevant Elected Member or the CEO, unless otherwise approved by a specific resolution of Council.

iv. Where an invitation or ticket to an event is provided free of charge, the CEO may decide that the Shire contributes to appropriate expenses for attendance, such as travel and accommodation, including events outside the district, after applying the considerations provided in this subclause and making a determination.

mailto:[email protected]


Note: Any event that is not pre-approved, is not submitted through an approval process, or is received personally, is considered a non-approved event.

4. Other Matters Excluded (a) Where an Elected Member is appointed by Council to be directly involved with a local

community/sporting group or not for profit organisation in an official capacity this policy does not apply to the groups or organisations normal business activities.

(b) The attendance by Shire employees at pre-approved, non-approved events is determined by the CEO and this policy is not applicable. However, the gift and travel reporting requirements under the Local Government Act 1995 and the associated Regulation remain applicable, as are any legislative provisions relating to conflict of interests.

(c) The attendance by Shire employees at training or conferences at pre-approved, non-approved events is determined by the appropriate Director or the CEO and this policy is not applicable. However, the gift and travel reporting requirements under the Local Government Act 1995 and the associated Regulations remain applicable, as are any legislative provisions relating to conflict of interests.

(d) Elected Member ongoing professional development and mandatory training paid for the Shire.

(e) CEO attendance at conferences or training paid for by the Shire to assist in achieving the organisations goals and objectives.

5. Disclosure of Interest Any gift received over $300 is specifically excluded from the conflict of interest provisions if:

(a) the gift relates to attendance at an event where attendance has been approved under this policy,

(b) or the gift is from the pre-approved specified entities. Regulation 20B of the Local Government (Administration) Regulations 1996 prescribes the specified entities as WALGA (but not LGIS), ALGA, LG Professionals, a State public service department, a Commonwealth, State or Territory government department or another local government or regional local government. Excluded gifts are still a gift that must be disclosed and published on the gifts register if over the value of $300 and received in the capacity of Elected Member or CEO. 6. Gifts Generally The policy provides guidance to Elected Members and the CEO when an invitation to an event or function, or other hospitality occasion, ticketed or otherwise, is offered. Any contribution to travel or the provision of tickets, subject to the exceptions in section 5.83 of the Local Government Act 1995, must still be disclosed in writing to the CEO within 10 days of receipt, if over the value of $300. 7. Legislative and Strategic Context The Local Government Act 1995 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 8. Review This policy is to be reviewed biennially.


9. Associated Documents Other documents that have an association to this policy and that may be useful reference material are:

• Department of Local Government, Sport and Cultural Industries – Operational Guidelines – Attendance at Events Policy, December 2019.

• Department of Local Government, Sport and Cultural Industries - Gifts and Conflicts of Interests - Frequently Asked Questions.

• Department of Local Government, Sport and Cultural Industries Circular No 11-2019 – New Gifts Framework.




Related Legislation Local Government Act 1995 Local Government Legislation Amendment Act 2019

Related Shire Documents CGMP005 – Elected Member Payments CG4 – Elected Member Payment Form


Biennially Next Review May 2023

Date Adopted 17/12/2019 OCM19/12/163

Amendments


25/05/2021 Amended to reflect updated legislation. OCM21/05/060

22/06/2021 Updated as part of major review and reformatted. OCM21/06

Previous Policies

CORP007 – Attendance at Events and Functions 1.19 – Councillor Representation at ANZAC Day Service

CGP007 – Honorary Freeman of the Shire

CGP007 – Honorary Freeman of the Shire 1. Intention To set out the circumstances under which the Shire of Waroona may bestow the title of “Honorary Freeman of the Shire” upon individuals who have made an outstanding and exceptional contribution to the Shire or community. 2. Scope This policy applies throughout the district. 3. Statement Council may bestow the honorary title of “Honorary Freeman of the Shire” upon a person who has served the community for a period greater than fifteen (15) years in an outstanding and meritorious manner that stands above contributions of most other persons and who is exemplary in character.

3.1 Entitlements

• Any person upon whom the title Honorary Freeman of the Shire has been conferred may designate himself/herself “Honorary Freeman of the Shire of Waroona”.

• The recipient shall be presented with a certificate to commemorate receiving the award. Other commemorative memorabilia may be given at the discretion of Council.

• The recipient’s award shall be formally acknowledged at a public ceremony. • An Honorary Freeman of the Shire shall be invited to formal civic functions conducted by the

Council.

3.2 Limitation on Holders of the Title In recognition of the standing of such title a maximum of four (4) living persons only may hold the title.

4. Nomination Procedure Nominations of an individual may be made to Council by an individual or group. Council may also make such nomination. To preserve the integrity and importance of bestowing the honour of Honorary Freeman of the Shire of Waroona upon any individual, the following shall occur: 1. Nominations, where submitted by an individual or group, for an Honorary Freeman of the Shire of

Waroona must be in writing and clearly outline the history of community service of the person being nominated. Nominations are to be delivered to the Chief Executive Officer in the strictest confidence with or without the nominee’s knowledge.

2. The decision to bestow an Honorary Freeman title is at the absolute discretion of Council and shall be made by an absolute majority decision.

5. Legislative and Strategic Context Nil.

CGP007 – Honorary Freeman of the Shire

6. Review This policy is to be reviewed as required. 7. Associated Documents Nil. Division Governance




Related Shire Documents CG7 – Honorary Freeman of the Shire Nomination Form




Amendments




Previous Policies

COM009 – Honorary Freeman of the Shire 1.25 – Honorary Freeman of the Shire

CGP008 – Complaints About Decisions, Employees and Services

CGP008 – Complaints About Decisions, Employees and Services 1. Intention To establish Council’s position about complaints received and the approach to be taken in their resolution. For the purpose of this policy a complaint means an expression of dissatisfaction about:

• A decision of Council or Shire employees; or • The standard or quality of a Shire service, action or lack of action.

A complaint is not:

• A first request for action or a service; • A request for information or explanation of Shire policies, practice’s or procedures; or • The lodging of an appeal in accordance with procedures prescribed by statute or regulation or Shire

policy.

2. Scope This policy applies throughout the district. 3. Statement Council wishes to ensure that it is easy for any person who feels aggrieved to make a complaint. Council wishes to treat complaints positively, to learn from complaints received and where possible to satisfy complainants about their experience in making a complaint. Council will endeavour to ensure that:

• Anyone who is dissatisfied about a Council service can easily and simply make a complaint; • Complaints no matter how they are submitted are treated with equal importance; • Complaints are responded to quickly and in any event within prescribed timescales; • Complaints are addressed in a courteous, helpful, and open manner; • Appropriate assistance is given to any complainant in the making of a complaint including the

completion of any pro forma or other paperwork; and • Complaints are properly monitored and where relevant Council learns from them in order that:

o Unacceptable conduct or behaviour does not re-occur; and o Policies, practices and procedures are improved in order to accommodate the needs of our

customers. 4. Particular Cases

4.1 Anonymous Complaints

Anonymous complaints shall only be considered to the extent that they involve safety or security issues. Otherwise anonymous complaints shall be disregarded. 4.2 Vexatious or Abusive Complaints

The Chief Executive Officer may decide (having regard to the nature, subject or number of complaints received) that a complainant is a vexatious or abusive and further complaints received from the person concerned or about a particular subject shall not be entertained. Where a determination is made by the Chief Executive Officer that a complaint is vexatious or abusive employees may be directed not to deal with the particular matter.

CGP008 – Complaints About Decisions, Employees and Services

4.3 Allegations of Serious Misconduct

Allegations concerning criminal, corrupt or serious improper conduct will be dealt with under Policy CGP022 – Code of Conduct Behaviour Complaints Management. In the first instance they will be referred directly to the Chief Executive Officer for determination including whether there are reasonable grounds for notification to the Anti-Corruption Commission or referral to the Police. Reference is made to Policy CGP010 – Public Interest Disclosure.

4.4 Repetitive Complaints

The Chief Executive Officer may determine a complaint to be repetitive in nature and direct employee not to deal with the particular matter.

5. Legislative and Strategic Context Nil. 6. Review This policy is to be reviewed as required. 7. Associated Documents Nil. Division Corporate & Governance




Related Shire Documents CGMP004 - Complaint About Council Service or Employee CG3 - Complaint About Council Service or Employee Form




Amendments


Previous Policies

Nil

CGP009 – Related Party Disclosure

CGP009 – Related Party Disclosure 1. Intention To ensure compliance with Local Government Act 1995, Local Government (Financial Management) Regulations 1996 and Australian Accounting Standard AASB 124 – Related Party Disclosures.

2. Scope This policy applies to Elected Members and employees of the Shire of Waroona. 3. Statement Section 6.4 of the Local Government Act 1995 and Regulation 36 of the Local Government (Financial Management) Regulations 1996 give advice of how to produce the annual financial report. The objective of AASB124 is to ensure an entity’s financial statements contain the disclosure necessary to draw attention to the possibility that its financial position and profit and loss may have been affected by the existence of related parties and by transactions and outstanding balances, including commitments, with such parties. This policy gives guidance on:

• Identifying related party transactions and relationships; • Identifying outstanding balances including commitments between an entity and its related parties; • Identifying circumstances in which disclosure of the above items are required; and • Determining the disclosures to be made about those items.

4. Identification of Related Parties AASB 124 provides that the Shire of Waroona will be required to disclose in its Annual Financial reports, related party relationships, transactions and outstanding balances. Related parties includes a person who has significant influence over the reporting entity, a member of the key management personnel (KMP) of the entity, or a close family member of that person who may be expected to influence that person. KMP are defined as persons having authority and responsibility for planning, directing and controlling the activities of the entity, directly or indirectly. For the purposes of determining the application of the standard, the Shire of Waroona has identified the following persons as meeting the definition of Related Party:

• An elected member; • Key management personnel including the Chief Executive Officer, Director Corporate Services,

Director Infrastructure Services, Director Planning and Sustainability, Manager Corporate Services and Manager Works;

• Close members of the family of any person listed above, including that person’s child, spouse or domestic partner, children of a spouse or domestic partner, dependents of that person or person’s spouse or domestic partner; and

• Entities that are controlled or jointly controlled by a Council member, KMP or their close family members, (entities include companies, trusts, joint ventures, partnerships and non-profit associations such as sporting clubs).


The Shire of Waroona will therefore be required to assess all transactions made with these persons or entities. 5. Identification of Related Party Transactions A related party transaction is a transfer of resources, services or obligations between the Shire of Waroona and the related party, regardless of whether a price is charged. Some transactions occur on terms and conditions no different to those applying to the general public and have been provided in the course of delivering public service objectives. These transactions are those that an ordinary citizen would undertake with council and are referred to as an Ordinary Citizen Transaction (OCT). Where the Shire of Waroona can determine that an OCT was provided at arm’s length, and in similar terms and conditions to other members of the public and, that the nature of the transaction is immaterial, no disclosure in the annual financial report will be required. 6. Disclosure Requirements For the purposes of determining relevant transactions elected members and key management personnel as identified above, will be required to complete G7 – Related Party Disclosure Form for submission to the Manager of Corporate Services on an annual basis. 7. Confidentiality All information contained in a disclosure return, will be treated in confidence. Generally, related party disclosures in the annual financial reports are reported in aggregate and as such, individuals are not specifically identified. Notwithstanding, management is required to exercise judgement in determining the level of detail to be disclosed based on the nature of a transaction or collective transactions and materiality. Individuals may be specifically identified, if the disclosure requirements of AASB 124 so demands. 8. Materiality Management will apply professional judgement to assess the materiality of transactions disclosed by related parties and their subsequent inclusion in the financial statements. In assessing materiality, management will consider both the size and nature of the transaction, individually and collectively. A local government shall also disclose in its annual financial statements key management personnel compensation in total and for each of the following categories:

• Short-term employee benefits; • Post-employment benefits; • Other long-term benefits; • Termination benefits; and • Share-based payment.

9. Legislative and Strategic Context Australian Accounting Standards Board Standard 124 and the Local Government Act 1995 and the associated subsidiary legalisation, provide the broad framework within which this policy operates. 10. Review This policy is to be reviewed as required.


11. Associated Documents Nil. Division Corporate & Governance



Related Legislation AASB124 Related Party Disclosure Local Government Act 1995 Local Government (Financial Management) Regulations 1996

Related Shire Documents CGMP007 – Related Party Disclosure CG8 – Related Party Disclosure Form



Date Adopted 18/12/2018 OCM18/12/126

Amendments



Previous Policies

CORP052 – Related Party Disclosure

CGP010 – Public Interest Disclosure

CGP010 – Public Interest Disclosure 1. Intention To recognise the value and importance of contributions by employees to enhance administrative and management practices and strongly support disclosures being made by employees as to corrupt or other improper conduct.

2. Scope This policy applies to Elected Members and employees of the Shire of Waroona. 3. Statement The Shire of Waroona (the Council) acknowledges its obligations under the Public Interest Disclosure Act 2003 (the Act) and in doing so: 1. Will ensure that staff are supported under the Public Interest Disclosure Act 2003, the Council:-

(a) Does not tolerate corrupt or other improper conduct, including mismanagement of community resources, in the exercise of the public functions of the Shire of Waroona and its officers, employees and contractors.

(b) Is committed to the aims and objectives of the Public Interest Disclosure Act 2003. It

recognises the value and importance of contributions of staff to enhance administrative and management practices and strongly supports disclosures being made by staff as to corrupt or other improper conduct.

(c) Will take all reasonable steps to provide protection to staff who make such disclosures from

any detrimental action in reprisal for the making of a public interest disclosure. (d) Does not tolerate any of its officers, employees or contractors engaging in acts of victimisation

or reprisal against those who make public interest disclosures. 2. Has in place an internal procedure (Public Interest Disclosure Act 2003 Work Procedure) that

describes the manner in which:-

(a) Disclosures of public interest information shall be made to the Public Interest Disclosure Officer (PID Officer) of the Council. The person from time to time holding or acting in the position of Director Corporate Services is designated as the Public Interest Disclosure Officer, or PID Officer, of the Shire of Waroona.

(b) The PID Officer shall investigate the information disclosed, or cause that information to be

investigated. (c) The PID Officer may take action following the completion of the investigation. (d) The PID Officer shall report to the informant as to the progress and outcome of that

investigation and the action taken as a consequence. (e) The confidentiality of the informant, and any person who may be the subject of a public interest

disclosure, shall be maintained.

CGP010 – Public Interest Disclosure

(f) Records as to public interest disclosure shall be maintained and reporting obligations complied with.

4. Legislative and Strategic Context The Public Interest Disclosure Act 2003 provides the broad framework within which this policy operates. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Corporate & Governance



Related Legislation Public Interest Disclosure Act 2003

Related Shire Documents CGMP008 – Public Interest Disclosure CG9 – Public Interest Disclosure Officer Declaration Form CG10 – Public Interest Disclosure Officer Declaration Authorisation by Principal Executive Officer CG11 – Assessment and Case Management Form for a Public Interest Disclosure CG12 – Public Interest Disclosure Template Lodgement Form CG13 – Notification of Disclosure of Identifying Information Form CG14 – Consent to Disclosure of Identifying Information Form




Amendments




Previous Policies

CORP010 – Public Interest Disclosure 2.41 – Public Interest Disclosure

CGP011 – Freedom of Information

CGP011 – Freedom of Information 1. Intention

To ensure compliance with the Freedom of Information Act 1992 by: • Creating a general right of access to the Council’s documents; • Providing means to ensure that personal information held by Council is accurate, complete, up to

date and not misleading; • Requiring certain documents concerning Council’s operations to be made available; and • Developing and maintaining guidelines to ensure operation and compliance with legislation.

2. Scope This policy applies throughout the district. 3. Statement The Shire of Waroona will provide a general right of access to documents and records of the Shire, in accordance with the provisions of the Freedom of Information Act 1992 and the guidelines in this policy. 4. Objectives 1. To assist the public to obtain access to documents and records held by the Shire. 2. To allow documents to be obtained promptly (and at the lowest reasonable cost) unless they are

exempt" within the provisions of the Act. 5. Guidelines 1. Council's Chief Executive Officer assumes the role of "Freedom of Information Coordinator" for the

Shire and is granted authority to perform that function within the requirements of the Freedom of Information Act 1992.

2. Council's Director Corporate Services and Manager Works & Services assume the role of the

"Decision Maker' and are authorised to make decisions regarding access to information. 3. The Chief Executive Officer is appointed to review an application should the applicant be dissatisfied

with the results of his/her application. 4. Procedures for determining access, exemptions, personal information, review, and the preparation

of information statements shall be in accordance with the Freedom of Information Implementation Guidelines.

5. The Shire will apply fees and charges applicable under the Freedom of Information Act 1992 and

shall be as published in the Government Gazette from time to time (Initially as per Government Gazette dated 22nd October, 1993, and repeated in FOI Bulletin Issue 3, October, 1993).

6. Legislative and Strategic Context The Freedom of Information Act 1992 provides the broad framework within which this policy operates.

CGP011 – Freedom of Information

7. Review This policy is to be reviewed as required. 8. Associated Documents Nil. Division Corporate & Governance



Related Legislation Freedom of Information Act 1992

Related Shire Documents CGMP009 – Freedom of Information CG15 – Freedom of Information Application




Amendments




Previous Policies

CORP009 – Freedom of Information 1.17 – Freedom of Information

CGP012 – Fraud, Corruption and Misconduct Prevention

CGP012 – Fraud, Corruption and Misconduct Prevention 1. Intention To develop and maintain a corporate culture and corporate systems which discourage and eliminate the risk of fraud, corruption and misconduct and to establish controls which support better practices that assist in the minimisation of risks. 2. Scope This policy applies to:



consultants, outsourced service providers and suppliers. 3. Definitions Fraud is defined by AS 8001-2008 as: “Dishonest activity causing actual or potential financial loss to any person or entity including theft of monies or other property by employees or persons external to the entity and where deception is used at the time, immediately before or immediately following the activity.” Fraud can take many forms including:

• The misappropriation of assets; • The manipulation of financial reporting (either internal or external to Council); and • Corruption involving abuse of position for personal gain.

Corruption is defined by AS 8001-2008 as: “Corruption is dishonest activity in which an employee or contractor of the entity acts contrary to the interests of the entity and abuses their position of trust in order to achieve some personal gain or advantage for themselves or for another person or organisation. The concept of ‘corruption’ can also involve corrupt conduct by the entity or a person purporting to act on behalf of and in the interests of the entity, in order to secure some form of improper advantage for the entity”. Corruption is any deliberate or intentional wrongdoing that is improper, dishonest or fraudulent and may include:

• Conflict of interest; • Failure to disclose acceptance of gifts or hospitality; • Acceptance of a bribe; • Misuse of internet or email; or • Release of confidential or private information or intellectual property.

Corrupt conduct tends to show a deliberate intent or an improper purpose and motivation and may involve conduct such as the deliberate failure to perform the functions of office properly; the exercise of a power or duty for an improper purpose; or dishonesty.


4. Statement Council is committed to a strong culture and sound governance that will safeguard public funds and property. Council considers fraud, corruption and misconduct to be serious matters. Such behaviours are considered unacceptable and a zero tolerance approach is adopted by Council towards such behaviour. Fraud and corruption are a risk to the Council, including in terms of:

• Financial loss; • Reputational impact; • Diversion of management energy; • Organisational morale; • Organisational disruption; • Loss of employment; • Reduced performances; and • Diminished safety

All employees are accountable for, and have a role to play, in fraud and corruption prevention and control. Council encourages employees to disclose actual or suspected fraudulent or corrupt activity. When identified, any suspected fraudulent or corrupt activity will be promptly investigated, and where appropriate legal remedies available under the law will be pursued. All alleged incidences will be investigated thoroughly. Where appropriate, Council will protect the anonymity of those reporting the activity. Detrimental actions are not permitted against anyone who reports suspected or known incidents, consistent with Council’s Public Interest Disclosure procedures. Council may take disciplinary action against those who maliciously and knowingly create a false allegation. A Fraud and Corruption Control Plan has been developed to assist Council to meet the objectives of this policy by ensuring that is has thorough, up-to-date processes in place to mitigate the risk of fraud or corruption occurring in the Shire. 5. Fraud and Corruption Management Council will minimise fraud and corruption through:

• Adopting the Fraud and Corruption Control Plan, which is aligned with AS 8001-2008; • Incorporating fraud and corruption risk identification and mitigation strategies as part of the

integrated and reporting planning framework; • Educating employees in accountable conduct and fraud awareness issues, including ongoing

performance assessment and counselling; and • Monitoring, auditing and communication processes

6. Provisions

6.1 Fraud, Corruption and Misconduct Prevention Plan

The Shire of Waroona will develop and maintain a Fraud, Corruption and Misconduct Prevention Plan (FCM Plan) which will show how the Shire sets standards, procedures and requirement and how the program for improvement, monitoring and reporting will be implemented. The plan will be reviewed by each incoming Council (two yearly), or earlier if:

• Triggered by the results of an investigation or a breach, or • Where in the discharge of responsibilities under Regulation 17 of the Local Government

(Audit) Regulations 1996, the Chief Executive Officer considers a review in necessary, or


• In the course of regular risk assessment practice a new risk is identified and it is judged a review is necessary.

The FCM Plan will be developed taking into account guidelines or requirements set out by the Office of the Auditor General, the Corruption and Crime Commission, the Public Sector Commissioner and the Department of Local Government, Sport and Cultural Industries. AS 8001-2008 will be used as a reference document. The FCM Plan will address the following matters:

• Risk assessment; • Internal audit; • Planning and resourcing; • Fraud, corruption and misconduct prevention; • Fraud, corruption and misconduct detection; • Responding to detected fraud, corruption and misconduct breaches; and • Employee and elected member communication and education.

An annual report on progress on implementation of the plan will be made to Council’s Finance and Audit Committee.

7. Risk Assessment An annual probity risk assessment process will be undertaken. Any changes in risk status, or emergence of newly identified risks, will be entered on the risk register with the agreed follow-up requirements. If an area is identified as a medium status or higher risk and not previously addressed in the plan, a review of the plan will be undertaken for inclusion. 8. Legislative and Strategic Context Australian Standard 8001:2008 Fraud and Corruption Control and the Local Government Act 1995 and the associated subsidiary legalisation, provide the broad framework within which this policy operates. 9. Review This policy is to be reviewed as required. 10. Associated Documents Nil. Division Corporate & Governance



Related Legislation AS8001:2008 Fraud and Corruption Control Local Government Act 1995 Local Government (Audit) Regulations 1996

Related Shire Documents Fraud, Corruption and Misconduct Prevention Plan

Risk Rating High Review Frequency


Date Adopted 18/12/2018 OCM18/12/126


Amendments



Previous Policies

CORP051 – Fraud, Corruption and Misconduct Prevention

CGP013 – Risk Management

CGP013 – Risk Management 1. Intention To demonstrate that the Shire of Waroona is committed to organisation wide risk management principles, systems and processes that ensure consistent, efficient and effective assessment of risk in all planning, decision making and operational processes. The key objective of this policy is to ensure that sound risk management practices and procedures are fully integrated into the Council’s strategic and operational planning processes. 2. Scope This policy applies throughout the district. 3. Statement The Shire of Waroona recognises that risk is the possibility of unplanned or unanticipated events having an adverse effect on the achievement of the organisation’s objectives, and also recognises its moral and legal responsibility to provide a safe and healthy work environment for employees, contractors, customers and visitors. The Shire of Waroona considers risk management to be an essential management function in its operation as a progressive local government, and recognises risk management responsibility lies with the person who has the responsibility for the function, service or activity that gives rise to the risk. The risk management framework proposed, aligns with the principles as outlined in the current International Standard ISO AS/NZS 31000:2018. The Shire will manage risks continuously using a process involving the identification, analysis, evaluation, treatment, monitoring and review of risks. It will be applied to decision making through all levels of Council and the Shire in relation to planning or executing any function, service or activity. In particular it will be applied to:

• Expenditure of large amounts of money; • New strategies and procedures; • Managing a project; • Introducing significant change; and • The management of sensitive issues.

4. Risk Management Objectives 1. The achievement of organisational goals and objectives.

2. To ensure community and employee health and safety within the Shire jurisdiction is not

compromised. 3. Limited loss or damage to property and other assets. 4. Limited interruption to business continuity. 5. To define the Shire’s tolerance to risk and communicate it throughout the Shire.


6. To communicate with the community about the Shire’s approach to risk. 7. To protect the reputation of Council. 5. Responsibilities

5.1 Elected Members

• Ensuring a Risk Management Policy has been developed, adopted and communicated throughout the Shire;

• Reviewing the Risk Management Policy annually; • Providing a vision upon which sound risk management practices and procedures can be

based; and • Providing adequate budgetary provision for the maintenance of risk management strategies

and procedures.

5.2 Chief Executive Officer and Executive Employees

• Establishing the risk tolerance level of the Shire for adoption by Council; • Ensuring the development and management of the risk management strategy for the Shire;

and • Establishing and maintaining a Risk Management Committee.

5.3 Risk Management Committee

• Communicating the risk management strategy for the Shire; • Developing risk management skills through training and education; and • Establishing and maintaining the risk register.

5.4 Management Employees

• Identifying and assessing all the potential risks in their area of responsibility; • Encouraging openness and honesty in the reporting and escalation of risks; and • Ensuring all employees manage risks within their own work area.

5.5 Employees and Volunteers

• Actively participating in the risk management program and organisational performance review

and evaluation program; • Complying with all policies, procedures and practices relating to risk management; • Attending risk management training; • Conducting risk assessments during the performance of their daily duties, as required; and • Alerting management to the risks that exist within their area.

6. Legislative and Strategic Context International Standard AS/NZS31000:2018 Risk Management and the Local Government Act 1995 and the associated subsidiary legalisation, provide the broad framework within which this policy operates. 7. Review The Shire of Waroona will implement a robust reporting and recording system that will be regularly monitored to ensure closeout of risks and identification of ongoing issues and trends.


Risk management key performance indicators, relating to both organisational and personal performance will be developed, implemented and monitored. The reference to the current International risk standard in this policy will be automatically updated to reflect any changes in name or number. This policy is to be reviewed annually. 8. Associated Documents Nil. Division Corporate & Governance


Contact Officer Corporate Compliance Officer

Related Legislation ISO AS/NZS31000:2018 Risk Management Local Government Act 1995 Local Government (Audit) Regulations 1996

Related Shire Documents Risk Management Framework Risk Management Strategy 2020 – 2023


Annually Next Review August 2022

Date Adopted 28/10/2014 OCM14/10/127

Amendments




Previous Policies

CORP020 – Shire of Risk Management Policy CORP021 – Risk Management 1.27 – Shire of Waroona Risk Management Policy 1.40 – Risk Management

CGP014 – Occupational Safety and Health

CGP014 – Occupational Safety and Health 1. Intention To provide the protocols and guidelines that will ensure the Shire of Waroona remain at the forefront of workplace safety for all elected members, employees, volunteers and visitors. 2. Scope This policy applies to:



consultants, outsourced service providers and suppliers. 3. Statement The Shire of Waroona is committed to promote and secure the safety and health of persons in the workplace, through a high standard of quality management practice. The Shire of Waroona will ensure that the occupational safety and health needs of employees is not compromised, while striving to reduce lost time injuries through a general and ongoing awareness by all towards hazard identification and accident prevention within the workplace. The Shire of Waroona recognises:

• Its responsibilities in relation to all occupational safety and health statutory obligations and will provide occupational safety and health information and advice to all workplaces;

• Its responsibilities for the maintenance of safety and health standards for all operations, employees, contractors and visitors through the provision of appropriate instruction, training and supervision;

• Its obligations to provide resources for occupational safety and health and will provide a mechanism of consultation with all parties on occupational safety and health issues; and

• The Shire of Waroona promotes and encourages communication at all levels of the organisation, all stake holders and by supporting the Occupational Safety and Health Committee.

Everybody throughout the workplace has a personal responsibility to work safely, recognise their duty of care under the Occupational Safety and Health Act 1984, and cooperate in ensuring the highest possible safety and health standards are maintained throughout Shire of Waroona workplaces. Employees are also required to take reasonable care to ensure their own safety at work and not adversely affect the safety and health of any person. The Shire will measure success by compliance with Australian Standard AS/NZS 4801:2001 Occupational Health and Safety Management Systems Standard. This is regarded as the minimum standard required to meet our objective of zero lost time injuries. 4. Legislative and Strategic Context The Occupational Safety and Health Act 1984 and the associated subsidiary legalisation provide the broad framework within which this policy operates.


5. Review This policy is to be reviewed annually. 6. Associated Documents Nil. Division Corporate & Governance


Contact Officer Senior Finance Officer

Related Legislation AS/NZS5801:2001 Occupational Health and Safety Management Systems Occupational Safety and Health Act 1984 Occupational Safety and Health Regulations 1996

Related Shire Documents Occupational Safety and Health Manual




Amendments






Previous Policies

CORP028 – Occupational Safety and Health Statement CORP029 – Occupational Safety and Health Meetings 2.24 – Occupational Safety and Health Policy Statement 2.27 – Occupational Safety and Health Meetings 5.13 – Occupational Safety and Health

CGP015 – Contractor Risk and Insurance

CGP015 – Contractor Risk and Insurance 1. Intention To set out the insurances that contractors must carry in order that they are adequately covered and that the Shire is therefore indemnified from claims arising from the actions of the contractor. 2. Scope This policy applies to any external party involved in providing goods or services to the Council, such as contractors, consultants, outsourced service providers and suppliers. 3. Statement Tender and contractual documentation should contain the clauses that are set out below: 1. The Contractor shall be solely responsible for the services and shall bear the sole risk for any loss

or damage whether to any person or property caused by or resulting from, directly or indirectly, any act or omission of the Contractor or any default or negligence by the Contractor irrespective of any negligence, default or breach of statutory duty on the part of Council.

2. The Contractor shall indemnify and keep indemnified Council from and against any loss or damage

and against claims, demands, proceedings, costs, charges and expenses whatsoever arising out of any act or omission of the Contractor or any default by the Contractor irrespective of any negligence, default or breach of statutory duty on the part of Council.

3. The Contractor shall, at the contractors own expense, procure and maintain and shall ensure that all

Sub-Contractors procure and maintain the following insurances, such insurance shall be specifically endorsed so that it is deemed primary to any insurance effected by or on behalf of Council and shall contain a cross liability clause which shall treat each of the insured parties as if a separate policy had been issued to each of them;

4. Public liability insurance for an amount of not less than $20 million for any one accident or occurrence

in the name of Council and the Contractor. 5. Third party property damage insurance of not less than $20 million in respect of any motor vehicles,

plant or equipment used in the performance of the contracted services. 6. If the Contractor or any Sub-Contractor employs any person or persons to perform the services or

any part thereof, documentation certifying current workers compensation insurance, public liability insurance and third party property damage insurance to the specifications and criteria required by the contractor must be provided to Council before commencement of services.

7. If the Contractor or any Sub-Contractor employs any person or persons to perform the services or

any part thereof, awareness and compliance of Council occupational safety and health guidelines and policy must be provided and acknowledged.

8. Any other insurance which is required by the laws of the Commonwealth of Australia and State of

Western Australia and as amended by these guidelines following its review. 9. The implementation and maintaining of all insurances as required under these guidelines shall in no

way limit the obligations or responsibilities of the Contractor under these guidelines.

CGP015 – Contractor Risk and Insurance

10. The Contractor shall provide Council, prior to the commencement date, certificates of currency for all insurances that provides evidence of validity and currency of the insurance policies.

3.1 Termination

Council may terminate its agreement with the Contractor immediately upon written notice to the Contractor if the Contractor fails to work with due diligence or expedition or makes default in the performance of or observance of any covenant, condition or stipulation contained in these guidelines and the agreement made with the Contractor or refuses or neglects to carry out any instruction which Council is empowered to give or make under these guidelines. Council may terminate its agreement with the Contractor immediately upon written notice to the Contractor if the Contractor enters bankruptcy or enters into liquidation, a Deed of Assignment, Deed of Arrangement or similar style process with creditors or commences to carry on business under a Receiver for the benefit of its creditors or any other party.

4. Legislative and Strategic Context The Occupational Safety and Health Act 1984 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 5. Review This policy is to be reviewed annually. 6. Associated Documents Nil. Division Corporate & Governance



Related Legislation Occupational Safety and Health Act 1984 Occupational Safety and Health Regulations 1996

Related Shire Documents CGMP010 – Contractor Induction CG16 – Contractor Induction Certification




Amendments






Previous Policies


CORP039 – Contractors Risk and Insurance 5.12 – Contractors Risk and Insurance

CGP016 – Legislative Compliance

CGP016 – Legislative Compliance 1. Intention To ensure that the Shire of Waroona complies with legislative requirements, and has appropriate processes and procedures to ensure such compliances occur. The desired objective is to formally support the achievement of 95+% legislative compliance within the relevant timeframes. 2. Scope This policy applies to Elected Members and employees of the Shire of Waroona. 3. Statement Council recognises that it has a clear responsibility to ensure that the organisation complies with the relevant legislative requirements that are applicable to Council. The Shire shall have in place suitable processes and procedures to ensure that legislative requirements are both complied with, and that these are completed within the relevant timeframes. Such structures, procedures and processes are to be integrated into the everyday running of the organisation. These structures, procedures and processes aim to: 1. Develop and maintain a system for identifying the relevant legislative requirements that apply to

Council’s activities; 2. Assign responsibilities to respective employees for adherence with legislative requirements that are

administered by their position or their section, and that appropriate compliance with the regulatory obligations are fully implemented within the organisation;

3. Provide sufficient induction and training for appropriate elected members, employees, volunteers

and other relevant people where appropriate, with regard to any legislative requirements that may affect them, or that they have to deal with;

4. Provide employees with the resources to identify and remain up-to-date with new legislation or

amendments that may occur. 5. Establish a mechanism for identifying any non-compliance, to rectify such non-compliance, and to

appropriately record and report any non-compliance; 6. Ensure that where areas of major non-compliance occur, that such matters are reported to the Chief

Executive Officer, and to Council’s Auditor, and Finance and Audit Committee where appropriate.

7. Establish processes for dealing with new legislative compliance items, or where there are changes to legislative compliance items.

4. Legislative and Strategic Context The Local Government Act 1995 and the associated subsidiary legalisation provide the broad framework within which this policy operates.

CGP016 – Legislative Compliance

5. Review This policy is to be reviewed annually. 6. Associated Documents Nil. Division Corporate & Governance


Contact Officer Corporate Compliance Officer

Related Legislation Local Government Act 1995 Local Government (Audit) Regulations 1996



Annually Next Review August 2022

Date Adopted 28/10/2014 OCM14/10/127

Amendments




Previous Policies

CORP022 – Legislative Compliance 1.41 – Legislative Compliance

CGP017 – Legal Advice and Representation

CGP017 – Legal Advice and Representation 1. Intention To provide guidance on situations where the potential for securing legal advice is being considered and that the legal advice is sought in a consistent manner; and to protect the interests of elected members and employees (including past members and former employees) where they become involved in legal proceedings as a result of performing their normal duties. In most situations the Shire may assist the individual in meeting reasonable expenses and any liabilities incurred in relation to these proceedings. 2. Scope This policy applies to Elected Members and employees of the Shire of Waroona where the following may apply:

1. Criteria for determining application for legal representation

There are four criteria for determining whether an application for the payment of the legal representation costs of an elected member or employee will be approved:

(a) The legal representation costs must relate to a matter that arises from the performance, by the elected member or employee, of his or her functions.

(b) The legal representation costs must be in respect of legal proceedings that have been, or may be, commenced.

(c) In performing his or her functions, to which the legal representation relates, the elected member or employee must have acted in good faith, and must not have acted unlawfully or in a way that constitutes improper conduct; and

(d) The legal representation costs do not relate to a matter that is of a personal or private nature.

2. Examples of legal representation costs that may be approved If the criteria above are satisfied, approval may be given for the payment of legal representation costs:

(a) Where legal proceedings are brought against an elected member or employee in connection with his or her functions – for example, an action for defamation or negligence arising out of a decision made or action taken by the elected member or employee; or

(b) To enable proceedings to be commenced and/or maintained by an elected member or employee to permit him or her to carry out his or her functions – for example where an elected member or employee seeks to take action to obtain a restraining order against a person using threatening behaviour to the elected member or employee; or

(c) Where exceptional circumstances are involved – for example, where a person or organisation is lessening the confidence of the community in the local government by publicly making adverse personal comments about elected members or employees.

3. Definitions


‘approved lawyer’ means a ‘certified practitioner’ (as defined in the Legal Practice Act 2003) who is from a law firm on the Shire’s panel of legal service providers, unless Council or the Chief Executive Officer considers that this is not appropriate – for example, where there is or may be a conflict of interest. ‘Shire’ means the Shire of Waroona. ‘elected member' means a current elected member. ‘employee’ means a current employee of the Shire. ‘improper conduct’ means a breach of the standards of conduct that a reasonable person would expect of a person knowing their duties, powers and authority. ‘legal proceedings’ may be civil or criminal. ‘legal representation’ means the provision of legal services, to or on behalf of an elected member or employee, by an approved lawyer that is in respect of:

(a) a matter or matters arising from the performance of the functions of the council member or employee; and

(b) legal proceedings involving the council member or employee that have been, or may be, commenced.

‘legal representation costs’ are the costs, including fees and disbursements, properly incurred in providing legal representation. ‘legal services’ includes advice, representation or documentation that is provided by an approved lawyer. 4. Statement

4.1 Legal Advice

The Shire of Waroona will from time to time need to seek legal advice on a matter. It is important that there is clarity about the many legislative duties and functions discharged on a daily basis by officers and that there is independent legal advice available to assist the organisation and Council to make robust decisions. A central role of the Chief Executive Officer is to provide advice to Council and as such, it is solely the role of the Chief Executive Officer to commission legal advice on matters relating to the business of the Shire. The commission of legal advice follows the same procurement requirements as any other aspect of Council business. The Chief Executive Officer must approve the procurement of all legal advice sought by the Shire of Waroona, other than advice relating to the performance of the Chief Executive Officer and/or the relationship between the Chief Executive Officer and Council. 4.2 Legal Representation

It is policy to facilitate elected members and employees access to legal advice in such cases where enabled in legislation and where the matter falls within the scope and application of this policy as stated below. The objective of this policy is to ensure that elected members and employees of the Shire are represented in legal action relating to their roles and functions subject to considerations set out below. Elected members and employees of the Shire performing their statutory roles and functions, may occasionally in the course of their duties, be exposed to legal action initiated by third parties.


In these circumstances elected members and employees may require legal advice and/or representation and should be able to expect their local government will provide financial assistance to meet the cost of the advice or representation. Accordingly, it is appropriate and prudent for the Shire to be in a position to assist members and employees by adopting a policy to fund or partly fund the cost of providing legal services in appropriate circumstances.

5. Application

An application by an elected member, or the Chief Executive Officer, must be made in writing to Council which may approve or decline the application. An application by an employee must be made in writing to the Chief Executive Officer who may approve or decline the application. The application must give details of:

(a) The matter for which legal representation is sought.

(b) How that matter relates to the functions of the elected member or employee making the application.

(c) The nature of the legal representation being sought (such as advice, representation in court,

preparation of documents etc).

(d) The lawyer (or law firm) who is to be requested to provide the legal representation.

(e) An estimate of the cost of the legal representation; and

(f) Why it is in the interests of the Shire for payment to be made.

The application must contain a declaration by the applicant that he or she has acted in good faith and has not acted unlawfully or in a way that constitutes improper conduct in relation to the matter to which the application relates.

As far as possible the application is to be made before commencement of the legal proceedings to which the application relates.

The application must be accompanied by a statement signed by the applicant that he or she:

(a) Has read and understands the terms of this policy.

(b) Acknowledges that any approval of legal representation costs is conditional on the repayment

provisions and any other conditions to which the approval is subject; and

(c) Undertakes to repay to the Shire any legal representation costs in accordance with this policy.

A person who receives payment of legal representation costs shall sign a document acknowledging that repayment may be required by the Shire under the terms of this policy.

An application must be accompanied by a report prepared by the Chief Executive Officer or where the Chief Executive Officer is the applicant by an appropriate employee nominated by the President.

6. Assessing the Application

Council or the Chief Executive Officer may refuse, grant or grant subject to conditions, an application for payment of legal representation costs.


Conditions may include, but are not restricted to, a financial limit and/or a requirement to enter into a formal agreement, including a security agreement, relating to the payment and repayment of legal representation costs. Council or the Chief Executive Officer may at any time revoke or vary an approval, or any conditions of approval, for the payment of legal representation costs. When approving an application the Council or Chief Executive Officer shall set a limit on the amount of costs to be paid, based on the nature of the matter and on the estimate of costs in the application.

An elected member or employee may make a further application to Council or Chief Executive Officer in respect of the same matter.

In assessing an application, Council or the Chief Executive Officer may have regard to any insurance benefits that may be available to the applicant under the Shire’s elected member’s or employee’s insurance policy or its equivalent.

Council or the Chief Executive Officer may determine, after an application has been approved, that an elected member or employee:

• Has not acted in good faith, has acted unlawfully or has acted in a way that constitutes improper

conduct; or • Has given false or misleading information in respect of the application.

A determination may be made by Council or the Chief Executive Officer on the basis of and consistent with the findings of any court of competent jurisdiction, the State Administrative Tribunal or of an inquiry conducted pursuant to Part 8 of the Local Government Act 1995. Where a determination is made, the legal representation costs paid by the Shire are to be repaid by the elected member or employee.

7. Repayment of Legal Representation Costs

An elected member or employee whose legal representation costs have been paid by the Shire is to repay the Shire:

(a) All or part of those costs – in accordance with a determination by Council or the Chief Executive

Officer; or

(b) As much of those costs as are available to be paid by way of set-off: • Where the elected member or employee receives monies paid for costs; and • Damages, or settlement, in respect of the matter for which the Shire paid the legal

representation costs.

The Shire may take action in any court of competent jurisdiction to recover any monies due to it under this policy. 8. Legislative and Strategic Context Section 9.56 of the Local Government Act 1995 (the Act) provides protection from actions of tort for anything an elected member or employee has, in good faith, done in the performance or purported performance of a function under the Act or under any other written law. However, the legislation does not preclude people taking action against individual elected members or employees if they believe that the elected member or employee has not acted in good faith. Section 3.1 of the Act provides that the general function of a local government is to provide for the good government of persons in its district.


Section 6.7(2) provides that money held in the municipal fund may be applied towards the performance of the functions and the exercise of the powers conferred on the local government by the Act or any other written law. Under these provisions a local government can expend funds to provide legal representation for elected members and employees as long as it believes that the expenditure falls within the scope of the local government’s function. 9. Review This policy is to be reviewed as required. 10. Associated Documents Other documents that have an association to this policy and that may be useful reference material are:

• Department of Local Government, Sport and Cultural Industries: Operational Guidelines No.14 – Legal Representation for Council Members and Employees




Related Legislation Legal Practice Act 2003 Local Government Act 1995

Related Shire Documents CG17 – Legal Representation Application




Amendments


Previous Policies

CORP016 – Legal Action to Defend Councillors and Staff CORP043 – Commissioning of Legal Advice 1.29 – Legal Action to Defend Councillors and Staff

CGP018 – Temporary Employment or Appointment of a Chief Executive Officer

CGP018 – Temporary Employment or Appointment of a Chief

Executive Officer 1. Intention To ensure effective management of the administration and Council is maintained at all times. 2. Scope This policy applies during absences by the Chief Executive Officer as detailed in clause 3.1 3. Statement The role of the Chief Executive Officer is considered to be crucial to achieving good governance and for fulfilling the functions prescribed in s.5.41 of the Local Government Act 1995 (the Act). The opportunity to act from time to time in that position is useful in the development of the executive leadership. Council recognise that the Directors employed by the Shire under contract are suitably qualified and skilled to act in the position of Chief Executive Officer under this policy.

3.1 Endorsing an Appointment

Council shall by adopting this policy endorse the appointment of an Acting Chief Executive Officer to exercise the powers and discharge the duties of the Chief Executive Officer for those periods when the Chief Executive Officer is:

(a) on annual, sick or long service leave for a period exceeding one week; (b) not within the State of Western Australia for a period of more than one week; (c) during other absences, as determined necessary by the Chief Executive Officer;

but in any case, not for a period exceeding thirty (30) consecutive working days in any one occasion.

The appointment of an Acting Chief Executive Officer shall be made from the Shire of Waroona Directors at the discretion of the Chief Executive Officer, and shall be in writing.

3.2 Emergency Provisions

In the case of the unavailability of the Chief Executive Officer due to an emergency, the Director Corporate Services is automatically appointed as the Acting Chief Executive Officer for a period of no more than six (6) months from commencement, and continuation is then subject to determination by Council, pursuant to the requirements of the Act.

3.3 Entitlements

A Director’s employment conditions are not varied when Acting in the role of Chief Executive Officer, other than the appointed Director is entitled at the Chief Executive Officer’s discretion, no greater than the salary equivalent to that of the Chief Executive Officer, during the Acting period.


CGP018 – Temporary Employment or Appointment of a Chief Executive Officer

5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Corporate & Governance







Date Adopted 18/12/2018 OCM18/12/126

Amendments



27/04/2021 Amended to reflect updated legislation and reformatted. OCM21/04/048


Previous Policies

CORP041 – Temporary Employment or Appointment of a Chief Executive Officer CORP041 – Acting Chief Executive Officer (CEO) Appointment

CGP019 – Application of the Shire of Waroona Common Seal

CGP019 – Application of the Shire of Waroona Common Seal 1. Intention To provide guidance on the use of Council’s Common Seal. 2. Scope This policy applies to Elected Members and employees of the Shire of Waroona. 3. Statement The Common Seal of the Shire of Waroona is authorised to be applied to leases, agreements and other required documents where Council has previously agree to enter such lease or agreement or consented to the matters pertained in other documents. The application of the Common Seal is to be witnessed by the Shire President and Chief Executive Officer, or in their absence, by the Deputy Shire President and/or Deputy Chief Executive Officer. 4. Legislative and Strategic Context The Local Government Act 1995 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Corporate & Governance








Amendments




Previous Policies

CGP019 – Application of the Shire of Waroona Common Seal

CORP015 – Application of the Shire of Waroona Common Seal 1.26 – Application of the Shire of Waroona Common Seal

CGP020 – Use of Council Vehicles

CGP020 – Use of Council Vehicles 1. Intention To establish the parameters relating to type of vehicles provided and to the use of Shire vehicles by elected members and employees. 2. Scope This policy applies to Elected Members and employees of the Shire of Waroona. 3. Statement

3.1 Elected Members Elected members are encouraged to use, at no cost, a Shire pool vehicle to attend meetings, conferences and functions that are held subject to the availability of the vehicle.

3.2 Chief Executive Officer

A fully maintained executive vehicle is provided for work and full private use.

3.3 Directors/Managers

Negotiated as per employment contract.

3.4 Coordinators

Negotiated as per employment agreement.

3.5 Supervisors/Rangers/Maintenance Officers

Due to the nature of their work and the requirement to attend call outs, these employees may be provided with a Shire vehicle which is available for work duties and commuting purposes. Rangers have access to limited private use when on call in accordance with the approved roster.

3.6 Resource Shared Employees

Resource shared employees may be provided with a Shire of Waroona Council owned vehicle for work and private use as determined by the Chief Executive Officer.

4. Conditions of Use 1. All employees who have the privilege of taking a Council vehicle home are expected to keep the

vehicle clean and under proper surveillance. 2. All Council vehicles are to be available for Shire use whilst at Shire premises. 3. A Council vehicle is to be driven by Shire employees only, except in the case of the Chief Executive

Office and Directors/Managers who may authorise another person to use the vehicle. 4. Employees acting in a higher capacity shall be entitled to the arrangements for the classification in

which they are acting within the limits of available vehicles.


5. Any existing arrangement relating to vehicle usage that does not comply with this policy is to continue until the relevant employee leaves.

6. The Chief Executive Officer has the authority to vary the terms of this policy to cater for any

temporary situation. 7. All Council owned vehicles are to be registered, comprehensively insured and access to roadside

assistance. 8. Employees provided with a Council vehicle that includes private use must, for Fringe Benefit Tax

(FBT) purposes, complete annual FBT declarations, retain any personal receipts for expenditure for fuel and submit all receipts to the relevant Council Officer.

9. Employees provided with a Council vehicle that includes private use must, for FBT purposes, on

request, complete a log book and ensure each driver of that vehicle completes the log book as required.

10. Any incidents which result in damage to a Council vehicle should be reported as soon as practicable

to their Supervisor. 11. All persons driving a Council vehicle must hold a current Western Australian Driver’s Licence. 12. All employees allocated with a Council vehicle must complete form HR-A4 “Register of Issue of

Council Vehicle” and include a copy of their current driver’s license. 5. Legislative and Strategic Context Nil. 6. Review This policy is to be reviewed as required. 7. Associated Documents Nil. Division Corporate & Governance




Related Shire Documents HR-A4 – Register of Issue of Council Vehicle Fringe Benefits Tax Calculation




Amendments


25/09/2007 Amended to reflect current employees. OCM07/160



26/10/2010 Amended to reflect current employees. OCM10/10/163









Previous Policies

HR002 – Use of Council Vehicles 2.2 – Use of Council Vehicles

CGP021 – Bereavement

CGP021 – Bereavement 1. Intention To provide guidance when respecting the bereavement of past and present elected members and employees. 2. Scope This policy applies to Elected Members and employees of the Shire of Waroona. 3. Statement The following shall be provided: 1. Death Notice in "West Australian" along with flowers or donation for:

• Current elected members; • Past elected members (having served in last 10 years); • Current employees; and • Community leaders.

2. Bereavement card, and flowers or donation for the death of a close relative of:

• Current elected members; • Past elected members (having served in last 10 years); • Current employees; and • Long serving past employees.

4. Legislative and Strategic Context Nil. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Corporate & Governance








CGP021 – Bereavement

Amendments



Previous Policies

CORP011 – Bereavement 1.20 – Bereavement Policy

CGP022 – Social Media

CGP022 – Social Media 1. Intention This policy establishes protocols for using social media to undertake official Shire of Waroona communications with the community and provide guidance for members and employees on how to use social media in the course of their official duties. This policy ensures that communication is professional, accurately represents Council’s position and fosters a positive public perception of the Shire of Waroona. 2. Scope This policy applies to Elected Members and employees of the Shire of Waroona. 3. Statement

The Shire of Waroona’s official social media activity will be consistent with relevant legislation, policies, standards and the positions adopted by Council. Our communications via social media will always be respectful and professional. The Shire of Waroona uses social media to facilitate information sharing to our community. social media will not however, be used by the Shire of Waroona to communicate or respond to matters that are complex or relate to a person’s or entity’s private affairs. The Chief Executive Officer will give written delegation to those employees authorised to use social media as a form of communication with the community. Employees will be expected to communicate in a proper manner and adhere to the Shire of Waroona’s Code of Conduct and social media procedure at all times. Persons with written delegation to communicate through social media must ensure information provided is truthful, accurate and in the interest of the Shire of Waroona. Certify that no information disclosed is of a confidential nature, commercially sensitive, or personal information. Employees who are using social media must ensure the following:

• Each post is proof read and spell checked; • The intent of the post is clear and concise; • The information posted is accurate; • Each post is respectful and polite; • If a mistake is made it is quickly corrected and a disclosure is made and the Department’s

Director is informed; • If unsure of a situation consult either the Chief Executive Officer of Deputy Chief Executive

Officer. The Shire of Waroona may also post and contribute to social media hosted by others, so as to ensure that the Shire of Waroona’s strategic objectives are appropriately represented and promoted. 3.1 Record Keeping and Freedom of Information Official communications undertaken on behalf of the Shire of Waroona, including on the Shire of Waroona’s social media accounts and third party social media accounts must be created and retained as local government records in accordance with the Shire of Waroona’s Record Keeping Plan and the State Records Act 2000. These records are also subject to the Freedom of Information Act 1992.

CGP022 – Social Media

3.2 Elected Member & Employee Personal Accounts Personal communications and statements made privately in conversation, written, recorded email or posted in personal social media have the potential to be made public, whether it was intended to be made public or not. Therefore, on the basis that personal or private communications may be shared or become public at some point in the future, elected members and employees must ensure that their personal or private communications do not breach the requirements of this policy, the Code of Conduct and the Local Government (Model Code of Conduct) Regulations 2021. Comments which become public and which breach this policy, the Code of Conduct or the Local Government (Model Code of Conduct) Regulations 2021, may constitute a serious breach of the Local Government Act 1995 and may be referred for investigation. This policy constitutes a lawful instruction to both elected members and employees and any breaches may lead to disciplinary action by the Shire of Waroona.




Related Legislation Local Government Act 1995 Local Government (Model Code of Conduct) Regulations 2021 State Records Act 2000




Date Adopted 18/12/2018 OCM18/12/126

Amendments



Previous Policies

HR002 – Use of Council Vehicles 2.2 – Use of Council Vehicles

CGP023 – Code of Conduct Behaviour Complaints Management

CGP023 – Code of Conduct Behaviour Complaints Management 1. Intention To establish, in accordance with Clause 15(2) of the Local Government (Model Code of Conduct) Regulations 2021 and the Shire of Waroona Code of Conduct for Council Members, Committee Members and Candidates the procedure for dealing with complaints about alleged breaches of the behaviour requirements included in Division 3 of the Shire of Waroona Code of Conduct for Council Members, Committee Members and Candidates. To give effect to the Shire of Waroona’s commitment to an effective, transparent, fair and accessible complaints handling process that supports high standards of behaviour of Council Members, Committee Members and Candidates. 2. Scope This Policy applies to complaints made in accordance with Clause 11 of the Shire of Waroona Code of Conduct for Council Members, Committee Members and Candidates. This policy applies to Elected Members, Committee Members and Candidates of the Shire of Waroona, and any person who submits a complaint in accordance with this policy. 3. Definitions ‘Act’ means the Local Government Act 1995. ‘Behaviour Complaints Committee’ means the Committee established by the Council in accordance with s.5.8 of the Act for the purpose of dealing with Complaints. The role of the Behaviour Complaints Committee is outlined in Part 4.2.3 of this Policy. ‘Behaviour Complaints Officer’ means a person authorised in writing by Council resolution under clause 11(3) of the Code of Conduct to receive complaints and withdrawals of complaints. The role of the Behaviour Complaints Officer is addressed in Part 4.2.1 of this Policy. ‘Breach’ means a breach of Division 3 of the Shire of Waroona Code of Conduct for Council Members, Committee Members and Candidates. ‘Candidate’ means a candidate for election as a Council Member, whose nomination has been accepted by the Returning Officer under s.4.49 of the Act, but does not include a Council Member who has nominated for re-election. A person is a Candidate from the date on which their nomination is accepted, until the Returning Officer declares the election result in accordance with s.4.77 of the Act. ‘Candidate Complaint’ means a Complaint alleging a Breach by a Candidate. Candidate Complaints are dealt with in Part 4.3.2 of this Policy. ‘Code of Conduct’ means the Shire of Waroona Code of Conduct for Council Members, Committee Members and Candidates. ‘Committee’ means a committee of Council, established in accordance with s.5.8 of the Act. ‘Committee Member’ means a Council Member, employee of the Shire of Waroona or other person who has been appointed by the Council to be a member of a Committee, in accordance with s.5.10(1) of the Act. A person is a Committee Member from the date on which they are appointed, until their appointment expires or is terminated by Council resolution.


‘Complaint’ means a complaint submitted under Clause 11 of the Code of Conduct. ‘Complainant’ means a person who has submitted a Complaint in accordance with this Policy. ‘Complaint Assessor’ means a person appointed by the Behaviour Complaints Officer in accordance with Part 4.2.2 and Part 4.3.8 of this Policy. ‘Complaint Documents’ means the Complaint Form and any supporting information, evidence, or attachments provided by the Complainant. ‘Complaint Form’ means the form approved under clause 11(2)(a) of the Code of Conduct [by Council resolution or by the CEO exercising delegated authority]. ‘Council’ means the Council of the Shire of Waroona. ‘Council or Committee Meeting’ means a formal meeting of the Council or a Committee that is called and convened in accordance with the Act. It does not include informal meetings, such as workshops or briefings. ‘Council Member’ means a person who is currently serving a term of office as an elected member of the Council in accordance with the Act. ‘Finding’ means a finding made in accordance with clause 12(1) of the Code of Conduct as to whether the alleged Breach has or has not occurred. ‘Plan’ means a Plan that may be prepared and implemented under clause 12(4)(b) of the Code of Conduct, to address the behaviour of the person to whom the complaint relates (the Respondent), if a Finding has been made that a Breach has occurred. ‘Response Documents’ means the response provided by the Respondent to the Complaint, and includes any supporting information or evidence that is supplied. 4. Statement

4.1 Principles

4.1.1 Procedural Fairness The principles of procedural fairness, or natural justice, will apply when dealing with a Complaint under this Policy. In particular:

• the Respondent will be afforded a reasonable opportunity to be heard before any findings are made, or a plan implemented;

• the decision maker should be objective and impartial, with an absence of bias or the perception of bias; and

• any findings made will be based on proper and genuine consideration of the evidence. 4.1.2 Consistency The application of this Policy should lead to consistency in process and outcomes. While each Complainant and Respondent will be dealt with according to their circumstances, and each Complaint considered and determined on its merits, similar circumstances will result in similar decisions. 4.1.3 Confidentiality


The Shire of Waroona will take all reasonable steps to maintain confidentiality when dealing with the Complaint, in order to protect both the Complainant and Respondent. Council Members, Local Government employees and contractors who have a role in handling a specific complaint will be provided with sufficient information to fulfil their role. They must manage this information securely, and must not disclose or inappropriately use this information. Complainants will be advised of the level of confidentiality they can expect, and that breaches of confidentiality on their part may prejudice the progress of their Complaint. 4.1.4 Accessibility The Shire of Waroona will ensure that information on how to make a complaint, including this Policy, is available at the Shire of Waroona’s Administration Building and on the Shire of Waroona’s website. The Shire of Waroona will make information available in alternative formats if requested. Any person wishing to make a complaint may contact the Behaviour Complaints Officer if they require assistance in completing the complaint form or otherwise navigating the complaints process.

4.2 Roles

4.2.1 Behaviour Complaints Officer The Behaviour Complaints Officer is authorised in accordance with clause 11(3) of the Code of Conduct to accept complaints and withdrawal of complaints. The Behaviour Complaints Officer is not an advocate for the complainant or the respondent. The Behaviour Complaints Officer provides procedural information and assistance to both Complainant and Respondent. The Behaviour Complaints Officer will liaise with and provide administrative support to a Complaint Assessor appointed under this Policy. The Behaviour Complaints Officer will liaise with the Local Government to facilitate the calling and convening of Council or Behaviour Complaints Committee meetings if required. In undertaking their functions, the Behaviour Complaints Officer will apply the Principles of this Policy. 4.2.2 Complaint Assessor The Complaint Assessor is appointed by the Behaviour Complaints Officer in accordance with Part 4.3.8 of this Policy. The Complaint Assessor is an impartial third party who will undertake the functions specified in this Policy. In undertaking their functions, the Complaint Assessor will apply the Principles of this Policy. The Complaint Assessor will liaise with the Behaviour Complaints Officer to manage the administrative requirements of dealing with the Complaint in accordance with this Policy. 4.2.3 Complaints Committee The Behaviour Complaints Committee is a Committee of Council established in accordance with s.5.8 of the Act for the purpose of dealing with Complaints.


The Behaviour Complaints Committee is a Committee of Council Members only. The membership and purpose of the Behaviour Complaints Committee is outlined in the Behaviour Complaints Committee Terms of Reference. 4.3 Procedure

4.3.1 Making A Complaint Any person may make a Complaint alleging that a Council Member, Committee Member or Candidate has behaved in a way that constitutes a breach of Division 3 of the Code of Conduct [clause 11(1) of the Code of Conduct]. A Complaint must be made within one (1) month after the alleged Breach [clause 11(2)(c) of the Code of Conduct]. A Complaint must be made by completing the Behaviour Complaint Form in full and providing the completed forms to the Behaviour Complaints Officer. A Complaint must be made in accordance with the Behaviour Complaint Form and specify which requirement(s) of the Code of Conduct is alleged to have been breached. A Complaint is required to include the name and contact details of the Complainant therefore anonymous complaints cannot be accepted. Where a Complaint Form omits required details, the Behaviour Complaints Officer will invite the Complainant to provide this information in order for the Complaint to be progressed. Where a Complaint is made more than 1 month after the alleged breach, the Behaviour Complaints Officer will give the Complainant written notice that the Complaint cannot be made [clause 11(2)(c) of the Code of Conduct]. 4.3.2 Candidate Complaints A Complaint in relation to a Candidate must be made in accordance with 4.3.1, above, but cannot be dealt with unless the Candidate is subsequently declared elected as a Council Member. Within 7 days after receiving a Candidate Complaint, the Behaviour Complaints Officer will provide written notice:

• To the Complainant confirming receipt, and advising of the procedure for candidate complaints; and

• To the Respondent, including a summary of the complaint, and advising of the procedure for candidate complaints.

No action will be taken until the results of the election are declared by the Returning Officer. If the respondent is elected, then the complaint will be dealt with in accordance with this Policy. Timeframes that would otherwise commence on the receipt of a Complaint will be taken to commence on the election date. If the Respondent is not elected, the Behaviour Complaints Officer will provide the Complainant with notice that the Respondent has not been elected and that the Complaint cannot be dealt with [clause 15(1) of the Code of Conduct]. 4.3.3 Withdrawing A Complaint


A Complainant may withdraw their Complaint at any time before a Finding has been made in relation to the Complaint [clause 14 of the Code of Conduct]. A Complainant may withdraw a Complaint by advising the Behaviour Complaints Officer in writing that they wish to do so. After receiving a written withdrawal of the Complaint, the Behaviour Complaints Officer will take all necessary steps to terminate the process commenced under this Policy. 4.3.4 Notice to Complainant Within 7 days after receiving a Complaint, the Behaviour Complaints Officer will provide written notice to the Complainant that:

• confirms receipt of the Complaint; • outlines the process that will be followed and possible outcomes; • explains the application of confidentiality to the complaint; • includes a copy of this Policy; and • if necessary, seeks clarifications or additional information.

If the Complaint Form indicates that the Complainant agrees to participate in Alternative Dispute Resolution, the Behaviour Complaints Officer will advise the Complainant of the process in accordance with Part 4.3.6 of this Policy. 4.3.5 Notice to Respondent Within 14 days after receiving a Complaint, the Behaviour Complaints Officer will provide written notice to the Respondent that:

• advises that a Complaint has been made in accordance with the Code of Conduct and this Policy;

• includes a copy of the Complaint Documents; • outlines the process that will be followed, the opportunities that will be afforded to the

Respondent to be heard and the possible outcomes; • includes a copy of this Policy; and • if applicable, advises that further information has been requested from the Complainant and

will be provided in due course. If the Complainant has agreed to participate in Alternative Dispute Resolution, the Behaviour Complaints Officer will ask the Respondent if they are also willing to participate in accordance with Part 4.3.6 of this Policy. 4.3.6 Alternative Dispute Resolution The Shire of Waroona recognises that Alternative Dispute Resolution may support both parties reach a mutually satisfactory outcome that resolves the issues giving rise to the Complaint. Alternative Dispute Resolution requires the consent of both parties to the Complaint and may not be appropriate in all circumstances. To commence the process, the Behaviour Complaints Officer will, as the first course of action upon receiving a complaint, offer the Complainant and the Respondent the option of Alternative Dispute Resolution. If both parties agree to participate in Alternative Dispute Resolution, the Behaviour Complaints Officer will pause the formal process. The objective of Alternative Dispute Resolution will be to reach an agreed resolution that satisfies the Complainant that the formal process is no longer required, allowing them to withdraw the


Complaint, in accordance with Part 4.3.3 of this Policy. For example, an offer by a Respondent to issue a voluntary apology in response to a Complaint, even in the absence of a request from the Complainant, qualifies for consideration as Alternative Dispute Resolution. If Alternative Dispute Resolution is commenced, both the Complainant and Respondent may decline to proceed with the process at any time. The process may also be terminated on the advice of a third party who is providing assistance to the Local Government, such as a facilitator or mediator. If Alternative Dispute Resolution is terminated or does not achieve an agreed outcome that results in the withdrawal of the Complaint, the Behaviour Complaints Officer will resume the formal process required under this Policy. 4.3.7 Order of Complaints Complaints will normally be dealt with in the order in which they are received. If more than one Complaint is received that relates to the same alleged behaviour, the Behaviour Complaints Officer may decide to progress those Complaints concurrently. 4.3.8 Appointment of Complaints Assessor If Alternative Dispute Resolution is not commenced, is terminated or does not achieve an agreed outcome resulting in the withdrawal of the Complaint, the Behaviour Complaints Officer will appoint a suitably qualified and experience Complaint Assessor, in accordance with the Shire of Waroona’s Purchasing Policy. The Behaviour Complaints Officer will endeavour to appoint a Complaint Assessor within a reasonable period. The Behaviour Complaints Officer will provide written notice of the appointment to the Complainant and the Respondent. 4.3.9 Search of Local Government Records The Complaint Assessor may request the Behaviour Complaints Officer to search for any relevant records in the Shire of Waroona’s Record Management System. In particular, if the behaviour is alleged to have occurred at a Council or Committee Meeting, the Behaviour Complaints Officer will be requested to identify any Local Government records that provide evidence that may support a decision as to whether:

• the behaviour occurred at a Council or Committee Meeting, • the behaviour was dealt with by the person presiding at the meeting, and/or • the Respondent has taken remedial action in accordance with the Shire of Waroona Meeting

Procedures Local Law 2020. The Complaints Assessor must provide the Respondent with a copy of any records that are identified. In addition, where a clarification or additional information has been sought from the Complainant by either the Behaviour Complaints Officer or the Complaint Assessor, copies must also be provided to the Respondent. 4.3.10 Assessment of the Complaint The Complaint Assessor will undertake an assessment of the Complaint in accordance with the process outlined in the Notices given under Part 4.3.4 and Part 4.3.5 of this Policy. The Complaint Assessor must ensure that the Respondent is provided with a reasonable opportunity to be heard before forming any opinions, or drafting the Complaint Report or recommendations.


4.3.11 Complaint Report The Complaint Assessor will prepare a Complaint Report that will:

• outline the process followed, including how the Respondent was provided with an opportunity to be heard;

• include the Complaint Documents, the Response Documents and any relevant Local Government Records as attachments; and

• include recommendations on each decision that may be made by the Complaints Committee; and

• include reasons for each recommendation, with reference to Part 4.4 of this Policy. If the Complaint Report recommends that a Plan is prepared and implemented in accordance with clause 12(4)(b) of the Code of Conduct and Part 4.4.4 of this Policy, the Complaint Report must include a Proposed Plan. The Complaint Assessor will liaise with the Behaviour Complaints Officer to include the Complaint Report in the Agenda for a meeting of the Complaints Committee. The Behaviour Complaints Officer will be responsible for preparation of an Officer Report with the Complaint Report provided as a confidential attachment. The recommendations of the Complaint Report will be provided as the Officer Recommendations. 4.3.12 Complaints Committee Meeting The Agenda will be prepared on the basis that the part of the meeting that deals with the Complaint Report will be held behind closed doors in accordance with s.5.23(2) of the Act. The Behaviour Complaints Committee will consider the Complaint Report and attachments and give due regard to the recommendations. In accordance with Regulation 11(d)(a) of the Local Government (Administration) Regulations 1996, reasons for any decision that is significantly different from the Officer Recommendation must be recorded in the meeting minutes. If the behaviour that is the subject of the Complaint is alleged to have occurred at a Council or Committee Meeting, the Behaviour Complaints Committee will determine whether or not to dismiss the Complaint in accordance with Clause 13 of the Code of Conduct and Part 4.4.2 of this Policy. If the Behaviour Complaints Committee dismisses a Complaint, the Behaviour Complaints Officer must give the Complainant and the Respondent written notice of the decision and the reasons for the decision in accordance with clause 13(2) of the Code of Conduct. This concludes the process for this Complaint. If the Complaint is not dismissed, the Behaviour Complaints Committee will consider the Complaint and make a Finding as to whether the alleged Breach that is the subject of the Complaint has or has not occurred, in accordance with clause 12 of the Code of Conduct and Part 4.4.3 of this Policy. If the Behaviour Complaints Committee finds that the alleged Breach did not occur, the Behaviour Complaints Officer must give the Complainant and the Respondent written notice of the Finding and the reasons for the Finding in accordance with clause 12(7)(a) of the Code of Conduct. This concludes the process for this Complaint. If the Behaviour Complaints Committee finds that the alleged breach did occur, the Committee will decide whether to take no further action in accordance with clause 12(4)(a) of the Code of Conduct or prepare a plan to address the behaviour in accordance with clause 12(4)(b) of the Code of Conduct and Part 4.4.4 of this Policy.


If the Behaviour Complaints Committee decides to take no further action, the Behaviour Complaints Officer must give the Complainant and the Respondent written notice of this decision and the reasons for the Finding in accordance with clause 12(7)(a) of the Code of Conduct. This concludes the process for this Complaint. If the Behaviour Complaints Committee decides to prepare a Plan, the Committee will first consult with the Respondent in accordance with clause 12(5)* of the Code of Conduct. The Behaviour Complaints Committee will consider any submissions made by the Respondent before preparing and implementing a Plan. 4.3.13 Compliance with Plan Requirement The Behaviour Complaints Officer will monitor the actions in timeframes set out in a Plan. Failure to comply with a requirement included in a Plan is a minor breach under section 5.105(1) of the Act and clause 23 of the Code of Conduct. The Behaviour Complaints Officer must provide a report advising Council of any failure to comply with a requirement included in a Plan. 4.4 Decision Making

4.4.1 Compliance with Plan Requirement All decisions made under this Policy will reflect the Policy Objectives and the Principles included in Part 4.1 of this Policy. 4.4.2 Dismissal The Behaviour Complaints Committee must dismiss a Complaint in accordance with clause 13(1)(a) and (b) of the Code of Conduct if it is satisfied that – (a) the behaviour to which the Complaint relates occurred at a Council or Committee Meeting; and

(b) either —

(i) the behaviour was dealt with by the person presiding at the meeting; or (ii) the Respondent has taken remedial action in accordance with the Shire of Waroona

Meeting Procedures Local Law 2020. 4.4.3 Finding A Finding that the alleged breach has occurred must be based on evidence from which it may be concluded that it is more likely that the breach occurred than that it did not occur [clause 12(3) of the Code of Conduct]. This may involve first considering whether the behaviour occurred, on the balance of probabilities, and then whether that behaviour constituted a breach of a requirement of Division 3 of the Code of Conduct. 4.4.4 Action In deciding whether to take no further action, or prepare and implement a Plan, the Complaints Committee may consider:

• the nature and seriousness of the breach(es); • the Respondent's submission in relation to the contravention;


• whether the Respondent has breached the Code of Conduct knowingly or carelessly; • whether the Respondent has breached the Code of Conduct on previous occasions; • likelihood or not of the Respondent committing further breaches of the Code of Conduct; • personal circumstances at the time of conduct; • need to protect the public through general deterrence and maintain public confidence in Local

Government; and • any other matters which may be regarded as contributing to or the conduct or mitigating its

seriousness. 4.4.5 Plan Requirements The Proposed Plan may include requirements for the Respondent to do one (1) or more of the following:

• engage in mediation; • undertake counselling; • undertake training; • take other action the Complaints Committee considers appropriate (e.g. an apology).

The Proposed Plan should be designed to provide the Respondent with the opportunity and support to demonstrate the professional and ethical behaviour expected of elected representatives expressed in the Code of Conduct. The Proposed Plan may also outline:

• the actions to be taken to address the behaviour(s); • who is responsible for the actions; • any assistance the Local Government will provide to assist achieve the intent of the Plan;

and • a reasonable timeframe for the Plan action(s) to be addressed by the Respondent.




Related Legislation Local Government Act 1995 Local Government (Model Code of Conduct) Regulations 2021


Related Shire Documents CGMP003 - Complaint About Alleged Breach of Code of Conduct - Council

Members, Committee Members and Candidates CGMP004 - Complaint About Council Service or Employee CG2 - Complaint About Alleged Breach Form - Code of Conduct for Council Members, Committee Members and Candidates




Amendments


Previous Policies

Nil

FP001 – Purchasing and Procurement

FP001 – Purchasing and Procurement 1. Intention To ensure that all Shire purchasing activities:

• Demonstrate that best value for money is attained; • Demonstrate support to purchasing local at every opportunity within the guidelines of this policy; • Are compliant with relevant legislations, including the Local Government Act 1995 and associated

regulations; • Are recorded in compliance with the State Records Act 2000 and associated records management

practices and procedures; • Mitigate probity risk, by establishing consistent and demonstrated processes that promotes

openness, transparency, fairness and equity to all potential suppliers; • Ensure that the sustainable benefits, such as environmental, social and local economic factors are

considered in the overall value for money assessment; • Are conducted in a consistent and efficient manner; and • That ethical decision making is demonstrated.

2. Scope This policy applies to Elected Members and employees of the Shire of Waroona. 3. Statement The Shire is committed to delivering best practice in the purchasing of goods, services and works that align with the principles of transparency, probity and good governance and that comply with the Local Government Act 1995 (the “Act”) and Part 4 of the Local Government (Functions and General) Regulations 1996, (the “Regulations”). Procurement processes and practices to be complied with are defined within this policy.

3.1 Ethics and Integrity

3.1.1 Code of Conduct All purchasing officers and employees undertaking purchasing activities must have regard for the Shire of Waroona Code of Conduct requirements and shall observe the highest standards of ethics and integrity at all times. All officers and employees must act in an honest and professional manner at all times which supports the community standing of the Shire. 3.1.2 Purchasing Principles The following principles, standards and behaviours must be observed and enforced through all stages of the purchasing process to ensure the fair and equitable treatment of all parties:

• Full accountability shall be taken for all purchasing decisions and the efficient, effective and proper expenditure of public monies based on achieving value for money;

• All purchasing practices shall comply with relevant legislation, regulations, and requirements consistent with the Shire of Waroona policies and the Code of Conduct;

• Purchasing is to be undertaken on a competitive basis where all potential suppliers are treated impartially, honestly and consistently;


• All processes, evaluations and decisions shall be transparent, free from bias and fully documented in accordance with applicable policies and procedures, audit requirements and relevant legislation;

• Any actual or perceived conflicts of interest are to be identified, disclosed and appropriately managed; and

• Any information provided by a supplier shall be treated as commercial-in-confidence and should not be released unless authorised by the supplier or relevant legislation.

3.2 Value for Money

3.2.1 Overview Value for money is determined when the consideration of price, risk and qualitative factors that are assessed to determine the most advantageous outcome to be achieved. As such, purchasing decisions must be made with greater consideration than obtaining the lowest price, but also to incorporate qualitative and risk factors into the decision making process. 3.2.2 Application An assessment of the best value for money outcome for any purchasing process should consider:

• All relevant total costs of ownership and benefits including transaction costs associated with acquisition, delivery, distribution, as well as other costs such as but not limited to holding costs, consumables, deployment, maintenance and disposal;

• The technical merits of the goods or services being offered in terms of compliance with specifications, contractual terms and conditions and any relevant methods of assuring quality, including but not limited to an assessment of levels and currency of compliances, value adds offered, warranties, guarantees, repair and replacement policies, ease of inspection, ease of after sales service, ease of communications etc.

• Financial viability and capacity to supply without risk of default (competency of the prospective suppliers in terms of managerial and technical capabilities and compliance history);

• A strong element of competition in the allocation of orders or the awarding of contracts. This is achieved by obtaining a sufficient number of competitive quotations wherever practicable;

• The safety requirements associated with both the product design and specification offered by suppliers and the evaluation of risk when considering purchasing goods and services from suppliers;

• Purchasing of goods and services from suppliers that demonstrate sustainable benefits and good corporate social responsibility; and

• Providing opportunities for businesses within the Shire’s boundaries to be given the opportunity to quote for providing goods and services wherever possible.

3.3 Purchasing Requirements

3.3.1 Legislative / Regulatory Requirements The requirements that must be complied with, including purchasing thresholds and processes, are prescribed within the Act, Regulations, this policy and associated purchasing procedures in effect. 3.3.2 Purchasing Generally Purchasing that is $250,000 or below in total value (excluding GST) must be in accordance with the purchasing requirements under the relevant threshold as defined in this policy.


Purchasing that exceeds $250,000 in total value (excluding GST) must be put to public Tender unless it is determined that a regulatory Tender exemption in the Act or Regulations is provided, or as stated in this policy. 3.3.3 Purchasing Value Definition Determining purchasing value is to be based on the following considerations: 1. Exclusive of Goods and Services Tax (GST); 2. The actual or expected value of a contract over the full contract period, including all options to

extend; or the extent to which it could be reasonably expected that the Shire will continue to purchase a particular category of goods, services or works and what total value is or could be reasonably expected to be purchased. A best practice suggestion is that if a purchasing threshold is reached within three years for a particular category of goods, services or works, then the purchasing requirement under the relevant threshold (including the tender threshold) must apply.

3. Must incorporate any variation to the scope of the purchase and be limited to a 10% tolerance

of the original purchasing value. 3.3.4 Purchasing from Existing Contracts Where the Shire has an existing contract in place, it must ensure that goods and services required are purchased under these contracts to the extent that the scope of the contract allows. When planning the purchase, the Shire must consult its Record Management System in the first instance before seeking to obtain quotes and tenders on its own accord. 3.3.5 Purchasing Thresholds The table below prescribes the purchasing process that approved purchasing officers must follow, based on the purchase value:

Purchase Value Threshold Purchasing Requirement Up to $7,500 Purchase directly from a supplier and at least one (1) oral or written quotation

must be obtained from a suitable supplier, either from:

• an existing panel of pre-qualified suppliers administered and maintained by the Shire; or

• a pre-qualified supplier on the WALGA Preferred Supply Program or State Government Common Use Arrangement (CUA); or

• from the open market. A quotation from a local (Shire) supplier must be obtained where possible.

$7,501 to $24,999

Obtain at least two oral or written quotations from suppliers following a brief outlining the specified requirement, either from:

• an existing panel of pre-qualified suppliers administered by the Shire; or

• a pre-qualified supplier on the WALGA Preferred Supply Program or State Government CUA; or

• from the open market.

A quotation from a local (Shire) supplier must be obtained where possible.


Purchase Value Threshold Purchasing Requirement

$25,000 to $59,999

Obtain at least two written quotations from suppliers following a brief outlining the specified requirement, either from:



• from the open market. A quotation from a local (Shire) supplier must be obtained where possible.

$60,000 to $149,999

Obtain at least three written quotations from suppliers by formal invitation under a Request for Quotation, containing price and detailed specification of goods and services required. The procurement decision is to be based on pre-determined evaluation criteria that assesses all value for money considerations in accordance with the definition stated within this Policy. Quotations within this threshold may be obtained from:



• from the open market. Requests for quotation from a pre-qualified panel of suppliers (whether administered by the Shire through the WALGA preferred supply program or State Government (CUA) are not required to be invited using a Request for Quotation form, however at least three written quotes are still required to be obtained. A quotation from a local (Shire) supplier must be obtained where possible.

$150,000 to $249,999

Obtain at least four written quotations from suppliers by formal invitation under a Request for Quotation, containing price and detailed specification of goods and services required. The procurement decision is to be based on pre-determined evaluation criteria that assesses all value for money considerations in accordance with the definition stated within this Policy. Quotations within this threshold may be obtained from:



• from the open market. Requests for quotation from a pre-qualified panel of suppliers (whether administered by the Shire through the WALGA preferred supply program or State Government (CUA) are not required to be invited using a Request for Quotation form, however at least three written quotes are still required to be obtained.



A quotation from a local (Shire) supplier must be obtained where possible.

Over $250,000 Where the purchasing requirement is not suitable to be met through a panel of pre-qualified suppliers, or any other tender-exempt arrangement as listed in this Policy, conduct a public Request for Tender process in accordance with Part 4 of the Local Government (Functions and General) Regulations 1996, this policy and the Shire’s tender procedures. The procurement decision is to be based on pre-determined evaluation criteria (as determined by the Chief Executive Officer under Delegated Authority or by Council where a Delegation does not apply) that assesses all value for money considerations in accordance with the definition stated within this Policy.

3.3.6 Determination of Approved Purchasing Officers / Processes and Procedures The Chief Executive Officer is responsible for determining the employees permitted to procure goods and services under this policy and for determining associated expenditure approval levels and the associated processes and procedures. 3.3.7 Tendering Exemptions An exemption to publicly invite tenders may apply in the following instances:

• The purchase is obtained from a pre-qualified supplier under the WALGA Preferred Supply Program or State Government Common Use Arrangement (CUA);

• The purchase is from a Regional Local Government or another Local Government; • The purchase is acquired from a person registered on the WA Aboriginal Business Directory,

as published by the Small Business Development Corporation, where the consideration under contract is worth $250,000 or less and represents value for money;

• The purchase is acquired from an Australian Disability Enterprise and represents value for money;

• The purchase is from a pre-qualified supplier under a Panel established; in accordance with the Act and Regulations; and,

• Any of the other exclusions under Regulation 11 of the Regulations apply. 3.3.8 Inviting Tenders under the Tender Threshold ($250,000 or Less) Where considered appropriate and beneficial, the Chief Executive Officer may consider publicly advertising Tenders in lieu of undertaking a Request for Quotation for purchases under the tender threshold. This decision should be made after considering the benefits of this approach in comparison with the costs, risks, timeliness and compliance requirements and also whether the purchasing requirement can be met through the WALGA Preferred Supply Program or State Government CUA. If a decision is made to undertake a public Tender for contracts expected to be $250,000 or less in value, the Shire’s tendering procedures must be followed in full. 3.3.9 Sole Source of Supply Where the purchasing requirement is over the value of $7,500 and of a unique nature that can only be supplied from one supplier, the purchase is permitted without undertaking a tender or quotation process. This is only permitted in circumstances where the Shire is satisfied and can evidence that there is only one source of supply for those goods, services or works. The Shire must use its best endeavours to determine if the sole source of supply is genuine by exploring if there are any


alternative sources of supply. Once determined, the justification must be endorsed by the relevant Director, prior to a contract being entered into. From time to time, expression of interest may be publicly invited to effectively determine that one sole source of supply still genuinely exists. 3.3.10 Anti-Avoidance The Shire shall not enter into two or more contracts or create multiple purchase order transactions of a similar nature for the purpose of "splitting" the value of the purchase or contract to take the value of the consideration of the purchase below a particular purchasing threshold, particularly in relation to Tenders and to avoid the need to call a public Tender. 3.3.11 Emergency Purchases An emergency purchase is defined as an unanticipated and unbudgeted purchase which is required in response to an emergency situation as provided for in the Act. In such instances, quotes and tenders are not required to be obtained prior to the purchase being undertaken and purchases in these circumstances are to be facilitated by the Chief Executive Officer or the appointed Local Recovery Coordinator. An emergency purchase does not relate to purchases not planned for due to time constraints. Every effort must be made to anticipate purchases in advance and to allow sufficient time to obtain quotes and tenders, whichever may apply.

4. Records Management Records of all purchasing activity must be retained in compliance with the State Records Act 2000 (WA), the Shire of Waroona Records Management Policy and associated procedures and procurement practices. For each procurement activity, such documents may include:

• The procurement initiation document such as a procurement business case which justifies the need for a contract to be created (where applicable);

• Procurement Planning and approval documentation which describes how the procurement is to be undertaken to create and manage the contract;

• Request for Quotation/Tender documentation; • Copy of public advertisement inviting tenders, or the notice of private invitation (whichever is

applicable); • Copies of quotes/tenders received; • Evaluation documentation, including individual evaluators note and clarifications sought; • Negotiation documents such as negotiation plans and negotiation logs; • Approval of award documentation; • All correspondence to respondents notifying of the outcome to award a contract; • Contract Management Plans which describes how the contract will be managed; and • Copies of contract(s) with supplier(s) formed from the procurement process.

5. Sustainable Procurement and Corporate Social Responsibility The Shire is committed to providing a preference to suppliers that demonstrate sustainable business practices and high levels of corporate social responsibility (CSR). Where appropriate practicable purchasing officer shall endeavour to provide an advantage to suppliers demonstrating that they minimise environmental and negative social impacts and embrace CSR. CSR considerations must be balanced against value for money outcomes in accordance with the Shire’s sustainability objectives.


6. Buy Local Policy (Excluding Tenders) As much as practicable, the Shire must:

• Where appropriate, consider buying practices, procedures and specifications that do not unfairly disadvantage local businesses;

• Consider indirect benefits that have flow on benefits for local suppliers (i.e. servicing and support); • Ensure that procurement planning addresses local business capability and local content; • Explore the capability of local businesses to meet requirements and ensure that Requests for

Quotation and Tenders are designed to accommodate the capabilities of local businesses; • Avoid bias in the design and specifications for Requests for Quotation and Tenders – all Requests

must be structured to encourage local businesses to bid; and • Provide adequate and consistent information to potential suppliers.

To this extent and for the purposes of supporting buying local, as a demonstrated benefit or contribution to the local economy, suppliers based within the boundaries of the Shire of Waroona, for at least six (6) months prior to a Request for Quotation being sought are afforded the following a buy local price preference, for the purposes of assessment –

• 10% for purchases up to $100,000 (ex GST) • A flat $10,000 for all purchases between $100,000 and $150,000 (ex GST)

A regional price preference is afforded for procurement by way of Tender. 7. Purchasing from Disability Enterprises Pursuant to Part 4 of the Local Government (Functions and General) Regulations 1996, the Shire is not required to publicly invite tenders if the goods or services are to be supplied from an Australian Disability Enterprise, as registered on www.ade.org.au. This is contingent on the demonstration of value for money. Where possible and practicable, Australian Disability Enterprises are to be invited to quote for supplying goods and services under the tender threshold. A qualitative weighting for assessment purposes, as outlined in section 8 is to be afforded for the purposes of quotes and tenders to provide advantages to Australian Disability Enterprises. 8. Purchasing from Aboriginal Businesses Pursuant to Part 4 of the Local Government (Functions and General) Regulations 1996, the Shire is not required to publicly invite tenders if the goods or services are to be supplied from a person registered on the Aboriginal Business Directory published by the Small Business Development Corporation on www.abdwa.com.au, where the expected consideration under contract is worth $250,000 or less. This is contingent on the demonstration of value for money. Where possible and practicable, Aboriginal businesses are to be invited to quote for supplying goods and services under the tender threshold. A qualitative weighting for assessment purposes, as outlined in section 8 is to be afforded for the purposes of quotes and tenders to provide advantages to Aboriginal owned businesses, or businesses that demonstrate a high level of aboriginal employment. 9. Pre-qualified Suppliers To further support effective procurement in accordance with this Policy, Council or the Chief Executive Officer may under Delegated Authority approve the creation of a Panel of Pre-qualified Suppliers (Panel) under Regulation 24AC of the Local Government (Functions and General) Regulations 1996. The following factors are to apply if a Panel is to be created:

http://www.ade.org.au/

http://www.abdwa.com.au/


• A determination is to be made that a range of similar goods and services are required to be purchased on a continuing and regular basis;

• There are numerous potential suppliers in the local and regional procurement-related market sector(s) that satisfy the test of ‘value for money’;

• The purchasing activity under the intended Panel is assessed as being of a low to medium risk; • The Panel will streamline and will improve procurement processes; and • A capability and capacity exists to establish, manage the risks and achieve the benefits expected

of the proposed Panel.

9.1 Establishing a Panel

Should it be determined that a Panel would be beneficial to be created, it must be created in accordance with Part 4, Division 3 the Local Government (Functions and General) Regulations 1996.

• Panels may be established for one supply requirement, or a number of similar supply

requirements under defined categories within the Panel. • Panels may be established for a minimum of two (2) years and for a maximum length of time

formally determined. • Evaluation criteria must be determined and communicated in the application process by

which applications will be assessed and accepted. • Where a Panel is to be established at least three (3) suppliers to each category will

endeavoured to be appointed, on the basis that best value for money is demonstrated. Where less than three (3) suppliers are appointed to each category within the Panel, a category is not to be established.

• In each invitation to apply to become a pre-qualified supplier (through a procurement process advertised through a state-wide notice), a clear statement is to be provided to indicate the expected number of suppliers to put on the panel.

• Should a Panel member leave the Panel, they may be replaced by the next ranked Panel member determined in the value for money assessment should the supplier agree to do so, with this intention to be disclosed in the detailed information set out under Regulation 24AD(5)(d) and (e) when establishing the Panel.

9.2 Distributing Work Amongst Panel Members

To satisfy Regulation 24AD(5) of the Regulations, when establishing a Panel of pre-qualified suppliers, the detailed information associated with each invitation to apply to join the Panel must either prescribe whether it is intended to:

• Obtain quotations from each pre-qualified supplier on the Panel with respect to all purchases,

in accordance with Clause 11.3; or • Purchase goods and services exclusively from any pre-qualified supplier appointed to that

Panel, and under what circumstances; or, • Develop a ranking system for selection to the Panel, with work awarded in accordance with

Clause 11.2(b).

In considering the distribution of work among Panel members, the detailed information must also prescribe whether:

(a) Each Panel member will have the opportunity to bid for each item of work under the Panel,

with pre-determined evaluation criteria forming part of the invitation to quote to assess the suitability of the supplier for particular items of work. Contracts under the pre-qualified panel will be awarded on the basis of value for money in every instance; or

(b) Work will be awarded on a ranked basis, which is to be stipulated in the detailed information

set out under Regulation 24AD(5)(f) when establishing the Panel.


An invitation is to be sent to the highest ranked Panel member, who is to give written notice as to whether to accept the offer for the work to be undertaken. Should the offer be declined, an invitation to the next ranked Panel member is to be made and so forth until a Panel member accepts a Contract. Should the list of Panel members invited be exhausted with no Panel member accepting the offer to provide goods/services under the Panel, an invitation to suppliers that are not pre-qualified under the Panel, in accordance with the Purchasing Thresholds stated in this Policy. When a ranking system is established, the Panel must not operate for a period exceeding 12 months. In every instance, a contract must not be formed with a pre-qualified supplier for an item of work beyond 12 months, which includes options to extend the contract.

9.3 Purchasing from the Panel

The invitation to apply to be considered to join a panel of pre-qualified suppliers must state whether quotations are either to be invited to every member (within each category, if applicable) of the Panel for each purchasing requirement, whether a ranking system is to be established, or otherwise. Each quotation process, including the invitation to quote, communications with panel members, quotations received, evaluation of quotes and notification of award communications must all be made through eQuotes, or any other electronic quotation facility.

9.4 Record Keeping

Records of all communications with Panel members, with respect to the quotation process and all subsequent purchases made through the Panel, must be kept. For the creation of a Panel, this includes:

• The Procurement initiation document such as a procurement business case which justifies

the need for a Panel to be created; • Procurement Planning and approval documentation which describes how the procurement is

to be undertaken to create and manage the Panel; • Request for Applications documentation; • Copy of public advertisement inviting applications; • Copies of applications received; • Evaluation documentation, including clarifications sought; • Negotiation documents such as negotiation plans and negotiation logs; • Approval of award documentation; • All correspondence to applicants notifying of the establishment and composition of the Panel

such as award letters; • Contract Management Plans which describes how the contract will be managed; and • Copies of framework agreements entered into with pre-qualified suppliers.

Itemised records of all requests for quotation, including quotations received from pre-qualified suppliers and contracts awarded to Panel members must be kept A unique reference number shall be applied to all records relating to each quotation process, which is to also be quoted on each purchase order issued under any subsequent contract. Information with regards to the Panel offerings, including details of suppliers appointed to the Panel, must be kept up to date, consistent and made available for access by all officers and employees.

10. State of Emergency During a State of Emergency, the buy local price preference afforded to suppliers under section 6 – Buy Local Policy (Excluding Tenders) shall be as follows:


• 15% for purchases up to $100,000 (ex GST). • A flat $15,000 for all purchases between $100,001 and $150,000 (ex GST). • A flat $20,000 for all purchases between $150,001 and $250,000.

11. Legislative and Strategic Context The Local Government Act 1995 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 12. Review This policy is to be reviewed as required. 13. Associated Documents Nil. Division Finance

Policy Number FP001


Related Legislation Local Government Act 1995 Local Government (Financial Management) Regulations 1996 Local Government (Functions & General) Regulations 1996





Amendments







14/04/2020 Amended to include State of Emergency clause. SCM20/04/047

26/05/2020 Amended to include new purchase value threshold. OCM20/12/242


Previous Policies

FIN009 – Purchasing and Procurement 3.3 – Purchasing and Procurement Policy

FP002 – Regional Price Preference

FP002 – Regional Price Preference 1. Intention To promote the growth development and retention of local and regional businesses employing local people to assist in generating economic benefits by maximising the use of competitive local and regional content in the supply of goods and services or for construction (building services) sourced by way of Tender on behalf of the Shire of Waroona. 2. Scope This policy applies to Elected Members and employees of the Shire of Waroona. 3. Statement A price preference will apply to tenders invited for procurement over $75,000 by the Shire of Waroona unless Council resolves that this policy not apply to a particular tender invited. The following levels of preference for the purposes of assessment will be applied under this policy: 1. Shire of Waroona Businesses

• 10% where the contract is for goods and services up to a maximum price assessment reduction of $50,000; and

• 5% where the contract is for construction (building services) up to a maximum price assessment reduction of $50,000.

2. Peel Region Businesses

• 5% where the contract is for goods and services up to a maximum price assessment reduction of $50,000; and

• 2.5% where the contract is for construction (building services) up to a maximum price assessment reduction of $50,000.

The levels of preference will only apply to businesses that are located within the Shire of Waroona or the Peel Region for at least six (6) months prior to the closing date of tender invited. The level of preference outlined is to be applied as either a local (Shire of Waroona Business or Peel Region Business), not both. The Peel Region Businesses preference can only be applied if it does not affect the overall evaluation outcomes for a business from the Shire of Waroona, on the condition that the Shire of Waroona Business has submitted an equally competitive bid in terms of evaluated quality i.e.: overall qualitative scores are in the same range/s. Only the cost of those goods and services clearly identified in a the tender submission as being supplied locally or from the Peel Region regionally (regardless of their origin) will be included in the calculation that forms a part of the assessment of a tender. Travel or accommodate costs are excluded. It should be noted that price is only one factor to be considered when the Shire assesses tender submissions. Value for money principles will be used to achieve the best possible outcome for every dollar spent. This is achieved by assessing all costs and benefits rather than simply selecting the lowest purchase price.

FP002 – Regional Price Preference

The Peel Region includes the Shire’s of Murray, Boddington, Serpentine Jarrahdale and City of Mandurah. 4. Legislative and Strategic Context The Local Government Act 1995 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Finance

Policy Number FP002


Related Legislation Local Government Act 1995 Local Government (Functions & General) Regulations 1996




Date Adopted 25/02/2020 OCM20/02/018

Amendments



Previous Policies

FIN010 – Regional Price Preference

FP003 – Purchase Orders

FP003 – Purchase Orders Authority 1. Intention To provide clear guidance to officers of their purchasing limits for goods and services and whether their authority extends to capital items in addition to operational items. 2. Scope This policy applies to Elected Members and employees of the Shire of Waroona. 3. Statement The following employee authorities shall exist for the issue of purchase orders for the supply of goods and services in accordance with Council’s adopted budget, policies and statutory requirements. Position Purchase Order Authority Chief Executive Officer General authority. Director Corporate Services General authority. Director Infrastructure Services

Authority to purchase requirements for all aspects of the Council outside works operations including capital works purchases up to the value of One Hundred Thousand Dollars ($100,000). Capital works purchases in excess of One Hundred Thousand Dollars ($100,000) must be in consultation with the Chief Executive Officer.

Director Place, Community & Economic Development

Authority to issue orders for approval of contracts and purchases/supplies up to the value of Fifty Thousand Dollars ($50,000) in consultation with the Chief Executive Officer.

Director Planning & Sustainability


Manager Corporate Services

Authority to issue orders of an operational and capital nature to the value of $20,000. During periods of absence of the Director Corporate Services general authority is extended, however is subject to ensuring the availability of funds.

Manager Planning Authority to issue orders for approval of contracts and purchases/supplies up to the value of Ten Thousand Dollars ($10,000).

Manager Works Services

Authority to purchase requirements for all aspects of Council’s outside works operation including plant and materials for roads construction and maintenance purposes and items associated with plant repairs. Capital purchases in excess of $50,000 are to be authorised by the Director Infrastructure Services. Authority does not extend to capital equipment purchases.

Manager Recreation Services

Authority to issue orders of an operational nature associated with daily functioning of Recreation Services, operational up to $2,000. Authority does not extend to capital equipment purchases.


Position Purchase Order Authority Manager Place & Community Development

Authority to issue orders of an operational nature (less than $5,000)

Senior Finance Officer


Plant Mechanic

Authority to purchase parts and materials necessary to ensure the safe and reliable operation of all Council plant including that of the Workshop and general Depot area. Authority does not extend to orders in excess of $2,000 or to capital equipment purchases.

Parks & Gardens Co-ordinator

Authority to issue orders for the purchase of supplies and equipment associated with the function of the position to a maximum of $2,000. Authority does not extend to the purchase of capital equipment or items.

Visitor Centre Manager

Authority to issue orders of an operational nature associated with the function of the Waroona Visitor Centre up to $1,000.

Community Development Officer

Authority to issue purchase orders of an operational nature associated with the daily function of the position up to the value of $1,000.

Works Depot Administration Officer

Authority to issue orders for the purchase of minor supplies/equipment associated with the operation of the Works Depot to a maximum of $1,000.

Executive Assistant Authority to issue purchase orders of an operational nature associated with the daily function of the position up to the value of $550.

Building Maintenance/Handyman

Authority to issue orders for the purchase of minor supplies/equipment associated with the position to a maximum of $200.

Ranger

Authority to issue orders for minor purchases/supplies associated with building maintenance and dog pound activities associated with ranging control to the value of $500. Authority does not extend to capital equipment purchases.

Manager Governance (Shire of Murray)

Authority to issue orders for the purchase of supplies/equipment associated with emergency management (including expenditure to support a direct emergency) up to a maximum value of $10,000.

Manager Ranger & Emergency Services (Shire of Murray)

Authority to issue orders for the purchase of supplies/equipment associated with emergency management and ranger services (including expenditure to support a direct emergency) up to a maximum value of $10,000.

Community Emergency Services Manager

Authority to issue orders for the purchase of supplies/equipment associated with emergency management including operation of the Emergency Services Levy (ESL) up to a maximum of $5,000.

Ranger & Emergency Services Officer (Shire of Murray)

Authority to issue orders for the purchase of supplies/equipment associated with emergency management, ranger services and operation of the Emergency Services Levy (ESL) up to a maximum of $550



5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Finance

Policy Number FP003


Related Legislation Local Government Act 1995 Local Government (Financial Management) Regulations 1996





Amendments















22/06/2021 Amended to reflect current employees and reformatted. OCM21/06/

Previous Policies

FIN011 – Purchase Orders – Authority for Issue 3.7 – Purchase Orders – Authority for Issue

FP004 – Corporate Credit Cards

FP004 – Corporate Credit Cards 1. Intention To provide guidance on the issue of corporate credit cards to officers. 2. Scope This policy applies to Elected Members and employees of the Shire of Waroona. 3. Statement Council approves the issue of a Business Credit Card facility to the value of $37,000 per month for ease of on-line purchases and other incidental purchases where other payment methods are not practicable. Individual cards holders are as follows;

• Chief Executive Officer with a limit of $15,000. • Director Corporate Services with a limit of $5,000. • Director Place, Community & Economic Development with a limit of $5,000. • Director Planning & Sustainability with a limit of $5,000. • Manager Corporate Services with a limit of $5,000. • Manager Place & Community Development with a limit of $1,000. • Community Emergency Services Co-ordinator with a limit of $5,000. • Visitor Centre Manager with a limit of $1,000. • Executive Assistant with a limit of $1,000.

Conditions of use shall be as follows:

• Expenditure to be for official Council purposes only. Personal use and recoup of expenditure not permitted.

• No cash withdrawals are to occur. • Inadvertent personal transactions in error to be reimbursed within 30 days of Bank Statement issue

date. • Receipts to be kept (orders where appropriate) and presented to Accounts employees. • Access to card is restricted when not in use including adequate security. • Statement to be reconciled monthly with supporting documents and a signed • Authority form “Corporate Credit Cardholder Agreement” signed by card recipient. • Use of card by other officers requires signed authority in the form of a Council Purchase Order. • Purchase to be in accordance with Shire of Waroona Purchasing Policy where relevant.

4. Legislative and Strategic Context The Local Government Act 1995 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil.

FP004 – Corporate Credit Cards

Division Finance

Policy Number FP004







Amendments











22/06/2021 Amended to reflect current employees and reformatted. OCM21/06/

Previous Policies

FIN028 – Corporate Credit Card 3.15 – Corporate Credit Card

FP005 – Electronic Fund Transfers and Cheques

FP005 – Electronic Fund Transfers and Cheques 1. Intention To establish which officers are given delegated authority to process payments from the Shire’s Municipal and Trust Funds. 2. Scope This policy applies to employees of the Shire of Waroona. 3. Statement 1. That any two of the following be permitted to authorise electronic funds transfers from Council’s

Municipal fund:

• Chief Executive Officer • Director Corporate Services • Director Infrastructure Services • Manager Corporate Services • Manager Works & Services

2. That any two of the following be authorised to sign cheques from Council’s Municipal and Trust fund:

• Chief Executive Officer • Director Corporate Services • Director Infrastructure Services • Manager Corporate Services • Manager Works & Services


Policy Number FP005




FP005 – Electronic Fund Transfers and Cheques




Amendments









Previous Policies

FIN018 – Cheques and Electronic Fund Transfers 3.16 – Cheques and Electronic Fund Transfers

FP006 – Timely Payment of Creditor Accounts

FP006 – Timely Payment of Creditor Accounts 1. Intention To provide for the timely payment of creditor accounts (supplier invoices) and methods of payment. This policy should be read in conjunction with the Purchasing and Procurement Policy and Purchase Orders Policy. 2. Scope This policy applies to Elected Members and employees of the Shire of Waroona. 3. Statement In accordance with Clause 12 of the Local Government (Financial Management) Regulations 1996, Council may delegate the authority to the Chief Executive Officer to authorise payments from the Municipal, Trust and Reserve Funds. Payments may be made by the following methods: 1. Electronic

Where a payment is to be made electronically it shall be made utilising Council’s online banking facility by means of a personal identification number (PIN) and bank token. The following employees shall be issued with an approved authority token of which any two (2) may authorise a payment:

• Chief Executive Officer • Director Corporate Services • Director Infrastructure Services • Manager Corporate Services • Manager Works Services

Each employee is responsible for the token and its use and under no circumstances shall the token be distributed to another employee.

2. Direct Debit

Authority for direct debit shall be any two of the following employees:

• Chief Executive Officer • Director Corporate Services • Director Infrastructure Services • Manager Corporate Services • Manager Works Services

Such transactions must be included as part of any list of payments presented to Council.

3. Cheque


Where practical, employees shall settle accounts that are due and payable on a fortnightly basis. Notwithstanding that employees are authorised to make a special payment at any time where an incentive to pay is offered (discount etc) or due to contract requirements.

Cheque signatures shall be any two of the following employees:

• Chief Executive Officer • Director Corporate Services • Manager Corporate Services

4. Credit Card

Payment of creditor accounts by credit card is not permitted unless specifically authorised and actioned by the relevant credit card holder. Note: refer to FP004 – Corporate Credit Cards.

3.1 Listing of Accounts Paid

A list of all accounts paid in the month prior shall be presented to Council at its next Ordinary Council meeting.

3.2 Terms of Payment

Standard payment times for all creditor accounts shall be within 30 days from receipt of the supplier Tax Invoice or date of the invoice.


Policy Number FP006



Related Shire Documents FP001 – Purchasing and Procurement FP003 – Purchase Orders



Date Adopted 18/12/2018 OCM18/12/126

Amendments





Previous Policies

FIN027 –Timely Payment of Creditor Accounts

FP007 – Direct Debit Arrangements

FP007 – Direct Debit Arrangements 1. Intention To formalise arrangements and provide internal control measures for direct debits from Council’s bank accounts. 2. Scope This policy applies to Elected Members and employees of the Shire of Waroona. 3. Statement Council will normally settle debts through the remittance of funds by generating cheques or Electronic Fund Transfers (EFT). In addition, in limited circumstances, Council acknowledges that a Direct Debit Authority allowing certain creditors to debit the Council Municipal Bank account for scheduled amounts on scheduled dates is the most administratively appropriate means of payment. In accordance with that concept the following payments are currently endorsed for Direct Debit Authority: Supplier Description Department of Planning & Infrastructure

Transport Licensing Receipts

WA Treasury Periodic Repayments of Debenture Loans Westnet Pty Ltd Internet Service Provider Subscriptions National Australia Bank Credit Card Payments (to prevent interest accruals) Caltex / Puma Lake Clifton Fire Brigade Fuel Purchases Canon For monthly Photocopier payment Click Super All superannuation payment created through payroll procedures iinet Landcare Internet Fees


Policy Number FP007



Related Shire Documents F1 – Direct Debit Arrangement Application Form

FP007 – Direct Debit Arrangements



Date Adopted 23/10/2012 OCM12/10/123

Amendments







Previous Policies

FIN022 – Direct Debit Arrangements 3.27 – Direct Debit Arrangements

FP008 – Low Interest Capital Loans

FP008 – Low Interest Capital Loans 1. Intention To provide guidelines for financial assistance by way of low interest capital loans to local non-profit clubs or organisations for capital improvements, works to land, facilities or buildings owned or vested in the Shire of Waroona. 2. Scope This policy applies throughout the district. 3. Statement Council will attempt to assist local organisations (sporting or not for profit), where it has the financial capacity to do so, to raise funds for specific projects, where the Council has passed a resolution to support the proposed project. All funds for the payment and receipt of Low Interest Loans pursuant to this policy shall be made via the appropriate reserve account.

3.1 Applications

All applications must include the following data as part of their application: 1. Details of the proposed works and undertakings and purpose of the loan. 2. Plans and specifications and statutory approvals, where applicable. 3. Detailed costings of the proposed project/works. 4. Statements demonstrating the need for the loan together with proof of inability to obtain

alternative funds. 5. Audited financial statements of organisation for previous three years to demonstrate the ability

of the organisation to repay the loan or such lesser financial documentation acceptable to Council.

6. Name(s) of guarantors(s).

7. Provide any other information requested by Council to assist with consideration of the

application.

3.2 Council Approval

Where it is a local sporting organisation, Council’s Finance & Audit Committee shall firstly consider such application for a low interest capital loan and then provide a recommendation to the Council for consideration. Approved applicants shall be advised in writing of their success or otherwise and informed of the loan funds available date, after they have met all other criteria.


The Finance & Audit Committee acting as Trustees of public monies, shall fully research the ability of the applicant to repay the loans and shall require the guarantor(s) to ensure the protection of such public monies. Should there be more than one applicant organisation, Council’s Finance & Audit Committee shall consider and recommend to the Council the order of priority of all such applicants. 3.3 General Conditions and Criteria

• The land on which the development is proposed must be Crown Reserve or land owned or

vested in the Municipal Council. • All successful applicants shall enter into a legal agreement for the repayment of the loan

upon acceptance of the conditions of the loan. • All successful applicants shall confirm acceptance of the loan within thirty (30) days after the






Council shall determine at the time of consideration of the granting of the loan. • Repayment of the loan shall not infringe on the Council’s right to impose normal lease

charges or rentals, where Council owned/controlled property is involved. • Associations with licensed premises are ineligible for Council loans under this scheme.

All applications shall comply with the provisions of the Local Government Act 1995 and/or any other applicable Acts and Regulations affecting their application.


Policy Number FP008



Related Shire Documents F2 – Low Interest Capital Loan Application Form





Amendments





Previous Policies

COM021 – Self Supporting Loans CORP034 – Low Interest Capital Loans 3.6 – Low Interest Capital Loans – Procedures 3.25 – Self Supporting Capital Loans – Policy

FP009 – Cash Floats

FP009 – Cash Floats 1. Intention To provide a record and basis of authority for the issue and location of cash on hand. 2. Scope This policy applies to Elected Members and employees of the Shire of Waroona. 3. Statement The following change amounts are authorised: 1. Petty Cash

Administration Office $500 Recreation & Aquatic Centre $100 Waroona Visitor Centre $100

2. Change

Administration Office $200 Licensing $300 Recreation/Aquatic Centre $350 Waroona Visitor Centre $200 Total $1750

4. Legislative and Strategic Context Nil. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Finance

Policy Number FP009







FP009 – Cash Floats

Amendments









Previous Policies

FIN001 – Cash Floats 3.17 – Cash Floats

FP010 – Cash Reserves

FP010 – Cash Reserves 1. Intention To provide strategic support or direction for the establishment and utilisation of Cash Backed Reserves. 2. Scope This policy applies to Elected Members and employees of the Shire of Waroona. 3. Statement Reserves are accounts established and held within the municipal fund to hold cash retained by the Shire for the purpose of:

• Reducing business risk; • Improved financial management; • Improved strategic capacity; • Meeting asset renewal needs; or • Meeting statutory obligations and other external requirements.

The balance of cash held in reserve accounts are restricted to the defined purpose for which the reserve account was established. Changes to the purpose for which money is held in a cash reserve can be achieved in accordance with the requirements as set out in the Local Government Act 1995. 3.1 Linkage to the Long Term Financial Plan

Cash reserves are a mechanism to assist in achieving the strategic objectives of the Shire and the decision to allocate cash to/from a reserve account is made within the context of its implication on the long term financial sustainability of the Shire.

3.2 Intergenerational Equity

The Shire will seek to achieve intergenerational equity in its use of reserve savings as a means of funding long lived assets to achieve an alignment of the cost of funding the asset(s) and the consumption of the benefit.

3.3 Establishment of Reserve Accounts

Council will generally support the establishment of Cash Reserves to maintain and accumulate funds for the following purposes:

• To offset liabilities in respect of previously earned employee entitlements to the extent they

require an outflow of funds not allocated in the annual budget. • To fund future strategic initiatives and the provision of new services and facilities to future

residents. • To fund renewal of existing physical/built assets. • To smooth funding allocations over future years. • To buffer against unpredictable events. • To hold unspent grants and contributions. • To meet statutory obligations

FP010 – Cash Reserves

• Other purposes as determined by Council from time to time. • To provide for matching funds associated with grant funding applications.

3.4 Interest on Reserve Account Investments

Interest earned on cash in Reserve Accounts shall be accumulated to the individual reserve account. 3.5 Reporting

The level of reserves will be reported in the annual budget and annual accounts in accordance with Australia accounting standards. Council’s Long Term Financial Plan is to include strategies indicating reserve account movements including returning cash to reserves whereby such transfers have been authorised by the Council subsequent to annual budget adoption.


Policy Number FP010



Related Shire Documents Annual Budget



Date Adopted 18/12/2018 OCM18/12/126

Amendments



Previous Policies

FIN023 – Cash Reserves

FP011 – Investment of Funds

FP011 – Investment of Funds 1. Intention To provide guidelines and limitations to employees to be used when investing surplus funds. 2. Scope This policy applies to Elected Members and employees of the Shire of Waroona. 3. Statement The Chief Executive Officer, Director Corporate Services, Manager Corporate Services, and/or such other employees who are delegated the responsibility for investing funds, shall have regard to the following: 1. That the highest consideration must be given to the security of the principal/capital of the investment,

and therefore all investments are to be placed with Australian Banks, which are majority owned by Australian Shareholders;

2. No investments are to be placed for a period beyond 12 months in length; 3. No investments are to be made outside the first criteria mentioned above, and no investments are

to be placed with any Building Society or Credit Union; 4. No investments will involve any ‘structured financial products’, or ‘sub-prime mortgage market’

products, or complex financial instruments, or to involve any currency risks, or any similar such matters;

5. All investments must be jointly authorised by two (2) authorised persons/employees. 6. All relevant details relating to each investment shall be included in the monthly reports to Council.

7. Allowing for the above restrictions, the provisions of the Department of Local Government, Sport &

Cultural Industries’ Operational Guidelines No. 19 – Investment Policy, shall apply. 4. Legislative and Strategic Context The Local Government Act 1995 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 5. Review This policy is to be reviewed as required. 6. Associated Documents Other documents that have an association to this policy and that may be useful reference material are:

• Department of Local Government, Sport and Cultural Industries: Operational Guidelines No. 19 – Investment Policy.

Division Finance

FP011 – Investment of Funds

Policy Number FP011







Amendments




Previous Policies

FIN019 – Investment of Funds 3.19 – Investment of Surplus Funds

FP012 – Borrowing – Debt Management

FP012 – Borrowing – Debt Management 1. Intention To set out the circumstances in which Council may consider borrowings to fund the acquisition, renewal or construction of specified assets and to provide guidance on the appropriate terms of any such borrowing. 2. Scope This policy applies to Elected Members and employees of the Shire of Waroona. 3. Statement This policy recognises that loan borrowings for capital works are an important funding source for local government and that the full costs of infrastructure should not always be borne by present day ratepayers, but be contributed to my future ratepayers who will also benefit and use such infrastructure. This is known as “Intergenerational Equity”. Council will restrict all borrowings to expenditure on identified capital projects that are considered to be of the highest priority, and which cannot be fully funded from other sources and accordingly have been identified in Council’s Corporate Business Plan and Long Term Financial Plan. 3.1 Principles

The following principles will apply in regards to the use of borrowings as a funding source and are to be considered in the formulation of annual budgets.

• In no circumstances will Council borrow funds for operating expenditure or recurrent capital

expenditure. • Borrowings will only be considered for projects which are to benefit the majority of

ratepayers/residents. • Term of the loan must not exceed the expected life of the asset being funded. • Borrowings will only be considered for projects within identified strategic objectives of Council

(Strategic Community Plan and supporting documents) • Borrowings will not be considered as a funding source if the borrowing will increase Council’s

Debt Service Ratio to more than 10%. This ratio is measured as follows: “principal plus interest costs divided by available operating revenue.”

• Council may during budget deliberations elect to pay outstanding debt early with the use of untied surplus funds at year end (if available).


FP012 – Borrowing – Debt Management

Division Finance

Policy Number FP012



Related Shire Documents Strategic Community Plan Corporate Business Plan Annual Budget



Date Adopted 18/12/2018 OCM18/12/126

Amendments



Previous Policies

FIN024 – Borrowing – Debt Management 3.18 – Recovery of Debts

FP013 – Overdraft Facility

FP013 – Overdraft Facility 1. Intention To establish and provide guidance in the use of an overdraft facility for short term unavoidable cash flow purposes. 2. Scope This policy applies to Elected Members and employees of the Shire of Waroona. 3. Statement An overdraft facility is a flexible line of credit providing access to funds to manage day to day cash flow needs of Council. The Shire of Waroona has established a bank overdraft facility for a maximum pre agreed limit of $500,000 available from the National Australia Bank (NAB). Finance employees as a general procedure will avoid the use of the overdraft facility via careful cash management practices. This policy applies to Council’s “Municipal Account”. 3.1 Guidelines

1. The bank overdraft facility may be utilised during the course of the financial year only as a cash management tool to smooth out seasonal or temporary fluctuations in cash flow. Generally this would only occur during the immediate period leading up to the issue of rate notices.

2. The bank overdraft facility is a form of borrowing that is a high cost alternative to other forms of funding. As such use of the facility shall be limited whenever possible.

3. It is not appropriate for overdraft facilities to be used for medium or long term financing

purposes and its use as an alternative to borrowings is not permitted.

4. At no time is the overdraft facility to be used as an ongoing debt facility or to fund anything except short term cash flow.


FP013 – Overdraft Facility

Division Finance

Policy Number FP013


Related Legislation Local Government Act 1995 Local Government (Financial Management) Regulations 1996 Local Government (Functions and General) Regulations 1996

Related Shire Documents FP001 – Purchasing and Procurement



Date Adopted 18/12/2018 OCM18/12/126

Amendments



Previous Policies

FIN026 – Overdraft Facility

FP014 – Financial Hardship

FP014 – Financial Hardship 1. Intention To give effect to our commitment to support the whole community to meet the unprecedented challenges arising from the COVID-19 pandemic, the Shire of Waroona recognises that these challenges will result in financial hardship for our ratepayers. 2. Scope This policy applies to: 1. Outstanding rates and service charges as at the date of adoption of this policy; and

2. Rates and service charges levied for the 2020/21 financial year. It is a reasonable community expectation, as we deal with the effects of the pandemic that those with the capacity to pay rates will continue to do so. For this reason the policy is not intended to provide rate relief to ratepayers who are not able to provide evidence of financial hardship and the statutory provisions of the Local Government Act 1995 and Local Government (Financial Management) Regulations 1996 will apply. 3. Statement This Policy is intended to ensure that we offer fair, equitable, consistent and dignified support to ratepayers suffering hardship, while treating all members of the community with respect and understanding at this difficult time. 3.1 Payment Difficulties, Hardship and Vulnerability

Payment difficulties, or short term financial hardship, occur where a change in a person’s circumstances result in an inability to pay a rates or service charge debt. Financial hardship occurs where a person is unable to pay rates and service charges without affecting their ability to meet their basic living needs, or the basic living needs of their dependants. The Shire of Waroona recognises the likelihood that COVID-19 will increase the occurrence of payment difficulties, financial hardship and vulnerability in our community. This policy is intended to apply to all ratepayers experiencing financial hardship regardless of their status, be they a property owner, tenant, business owner etc.

3.2 Anticipated Financial Hardship due to COVID-19

The Shire recognises that many ratepayers are already experiencing financial hardship due to COVID-19. The Shire respects and anticipates the probability that additional financial difficulties will arise when their rates are received. The Shire will write to ratepayers at the time their account falls into arrears, to advise them of the terms of this policy and encourage eligible ratepayers to apply for hardship consideration. Where possible and appropriate, the Shire will also provide contact information for a recognised financial counsellor and/or other relevant support services.

3.3 Financial Hardship Criteria


While evidence of hardship will be required, we recognise that not all circumstances are alike. The Shire will take a flexible approach to a range of individual circumstances including, but not limited to, the following situations:

• Recent unemployment or under-employment; • Sickness or recovery from sickness; • Low income or loss of income; and • Unanticipated circumstances such as caring for and supporting extended family

Ratepayers are encouraged to provide any information about their individual circumstances that may be relevant for assessment. This may include demonstrating a capacity to make some payment and where possible, entering into a payment proposal. The Shire will consider all circumstances, applying the principles of fairness, integrity and confidentiality whilst complying with statutory responsibilities

3.4 Payment Arrangements

Payment arrangements facilitated in accordance with section 6.49 of the Local Government Act 1995 are of an agreed frequency and amount. These arrangements will consider the following:

• That a ratepayer has made genuine effort to meet rate and service charge obligations in the past;

• The payment arrangement will establish a known end date that is realistic and achievable; and

• The ratepayer will be responsible for informing the Shire of Waroona of any change in circumstance that jeopardises the agreed payment schedule.

In the case of severe financial hardship, we reserve the right to consider waiving additional charges or interest (excluding the late payment interest applicable to the Emergency Services Levy).

3.5 Interest Charges

A ratepayer that meets the Financial Hardship Criteria and enters into a payment arrangement may request a suspension or waiver of interest charges. Applications will be assessed on a case by case basis.

3.6 Deferment of Rates

Deferment of rates may apply for ratepayers who have a Pensioner Card, State Concession Card or Seniors Card and Commonwealth Seniors Health Care Card registered on their property. The deferred rates balance:

• Remains as a debt on the property until paid; • Becomes payable in full upon the passing of the pensioner or if the property is sold or if the

pensioner ceases to reside in the property; • May be paid at any time, but the concession will not apply when the rates debt is subsequently

paid (deferral forfeits the right to any concession entitlement); and • Does not incur penalty interest charges.

3.7 Debt Recovery

The Shire will suspend our debt recovery processes whilst negotiating a suitable payment arrangement with a debtor. Where a debtor is unable to make payments in accordance with the agreed payment plan and the debtor advises the Shire and makes an alternative plan before defaulting on the third due payment, the Shire will continue to suspend debt recovery processes.


Where a ratepayer has not reasonably adhered to the agreed payment plan, then for any rates and service charge debts that remain outstanding on 1 July 2021, the Shire will offer the ratepayer one further opportunity of adhering to a payment plan that will clear the total debt by the end of the 2021/2022 financial year. Rates and service charge debts that remain outstanding at the end of the 2021/22 financial year, will then be subject to the rates debt recovery procedures prescribed in the Local Government Act 1995.

3.8 Review of Decisions

The Shire will establish a mechanism for review of decisions made under this policy, and advise the applicant of their right to seek review and the procedure to be followed.

3.9 Communication and Confidentiality

The Shire will maintain confidential communications at all times and undertake to communicate with a nominated support person or other third party upon request. The Shire will advise ratepayers of this policy and its application, when communicating in any format (i.e. verbal or written) with a ratepayer that has an outstanding rates or service charge debt. The Shire recognises that applicants for hardship consideration are experiencing additional stressors, and may have complex needs. The Shire will provide additional time to respond to communication and will communicate in alternative formats where appropriate. The Shire will ensure all communication with applicants is clear and respectful.


Policy Number FP014






Date Adopted 28/04/2020 OCM20/04/059

Amendments




Previous Policies

FIN036 – Financial Hardship

FP015 – Recovery of Rates

FP015 – Recovery of Rates 1. Intention To ensure the rates and/or service charges owing to the Shire of Waroona are collected in a consistent and timely manner in accordance with the Local Government Act 1995. 2. Scope This policy applies to ratepayers of the Shire of Waroona. 3. Statement A final notice will be issued 35 days after the issue of rate assessments and where payment has not been received one month after issue of final notice, a summons will be issued for recovery of rates. The Chief Executive Officer is authorised to follow this procedure. This item does not apply to persons paying rates by agreed instalment plan. 4. Legislative and Strategic Context The Local Government Act 1995 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Finance

Policy Number FP015







Amendments



Previous Policies

FIN013 – Recovery of Rates 3.9 – Recovery of Rates

FP016 – Rates Concessions on Commercial Farming Properties Occupied by Pensioners

FP016 – Rates Concessions on Commercial Farming Properties

Occupied by Pensioners 1. Intention To provide guidelines that will ensure a fair and equitable process for calculating rate concessions on commercial and farming properties occupied by seniors or pensioners. 2. Scope This policy applies to ratepayers of the Shire of Waroona. 3. Statement In accordance with section 28 (2) of the Rates and Charges (Rebates and Deferments) Act 1992, the Shire of Waroona has determined an equitable and consistent method of calculating concessions on commercial and farming properties occupied by pensioners/seniors. On this basis, the following process will take place to determine the method of calculating concessions for properties identified as commercial or revenue producing farming properties. Eligible pensioners as determined by the Rates and Charges (Rebates & Deferments) Act 1992, whose property is identified as being over the size of 5 acres, will be required to complete a declaration to assist Council in determining whether their property is a commercial or revenue producing farming property. The declaration will be filled out on application and reviewed every three years as part of Council’s three yearly review process for all pensioners. Those properties identified as commercial or revenue producing farming properties will have their rebates calculated by one of the following methods as a result of the determination made by the Rates Officer.

3.1 Method 1

A proportionate rebate, based on the area used for residential purposes against that used for commercial or farm (income generating) purposes. 3.1.1 Example 1 – Option A A pensioner couple occupy a house that is situated on a farm. The farm is worked by their son who resides on a neighbouring property. The house has been constructed on a 5ha block, which has no facilities used for farming operations, that is, no shearing or equipment storage sheds. A single rate notice is issued for the total property including that area occupied by the pensioner couple.

Total rateable area: 1,000ha Residential portion: 5ha Rates: $2,000.00 Rates proportioned in accordance with Section 28 (2). By area: 5/1,000 x $2,000 = $10 Rebate: $10.00 x 50% = $5

3.2 Method 2


Whereby the residential portion of the property cannot be determined, a proportionate rebate, by applying an arbitrary curtilage of 2ha in respect to the residential component of the rated property. 3.2.1 Example – Option B A pensioner couple occupy a house that is situated on a farm. The farm is worked by their son who resides on a neighbouring property. The house occupied by the pensioner couple is located amidst the various farm sheds etc. (it may be the original farm house) and cannot be separately distinguished from the rest of the property. A single rate notice is issued for the total property including that area occupied by the pensioner couple. As the residential area is non-specific and cannot be clearly identified, an arbitrary curtilage of 2ha is applied. Total rateable area: 1,000ha Curtilage: 2ha Rates: $2,000.00 Rates proportioned in accordance with section 28 (2). By curtilage: 2/1000 x $2,000 = $4 Rebate: $4 x 50% = $2 Rural properties will be asked to complete a declaration on their application for a rebate to determine whether they are an incoming producing farming property.

3.3 Method 3

A minimum or valuation based rate, for example, in the case of hobby farms or where the residence is situated on a distinct identifiable parcel of land that has no commercial use, irrespective of the property size. 3.3.1 Example 3 – Option C A pensioner couple occupy a house located on a 5 acre block. The couple use the property to grow vegetables for their own consumption and have several small farm animals grazing their land. There are no commercial farming buildings. The farm is primarily for the pensioner couples pleasure rather than profit and is therefore determined to be a hobby farm. A single notice is issued for the total property including the residential area occupied by the pensioner couple. Total rateable area: 5ha Rates: $2,000.00 Rates proportioned in accordance with Section 28 (2). By minimum: $1,010 x 50% Rebate: $505 Should the declaration provided by the ratepayer determine that the property is neither a commercial or revenue producing farming property nor a hobby farm, the full rebate should be calculated.

4. Legislative and Strategic Context The Rates and Charges (Rebates and Deferments) Act 1992 and the associated subsidiary legalisation provide the broad framework within which this policy operates.



Policy Number FP016


Related Legislation Rates and Charges (Rebates and Deferments) Act 1992

Related Shire Documents F3 – Pensioner Declaration Form




Amendments


25/07/2017 Amended to reflect advice from Office of State Revenue. OCM17/07/068



Previous Policies

CORP035 – Rates – Concessions on Commercial Farming Properties Occupied by Pensioners 3.24 – Rates – Concessions on Commercial Farming Properties Occupied by Pensioners

FP017 – Interim Rating

FP017 – Interim Rating 1. Intention To ensure administrative efficiency in the processing of interim rates and subsequent adjustments within rating records. 2. Scope This policy applies throughout the district. 3. Statement Interim rating shall be applied throughout the district, in accordance with the provisions of the Local Government Act 1995. Interim Rates levied for less than $7.00 per assessment shall be absorbed by Council. 4. Legislative and Strategic Context The Local Government Act 1995 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Finance

Policy Number FP017







Amendments





Previous Policies

FP017 – Interim Rating

FIN012 – Interim Rating 3.8 – Interim Rating

FP018 – Rates Instalment Plan

FP018 – Rates Instalment Plan 1. Intention To allow consideration for an alternative payment arrangement other than those specified in the Local Government Act 1995. 2. Scope This policy applies to ratepayers of the Shire of Waroona. 3. Statement In accordance with section 6.49 of the Local Government Act 1995 Council will permit the payment of rates and charges by instalments in excess of four payments. Such approvals shall be given in extenuating circumstances only and conducted within the following guidelines: 1. Minimum amount due to qualify for additional instalment shall be $100.

2. Applications must be by agreement of the official form.

3. Minimum repayment amount per instalment be set at $50 per fortnight.

4. Repayments are to be made by means of electronic funds transfer from a nominated bank account

and evidence of this arrangement is to be provided.

5. Instalment plan to be completed by 30th June of each rating financial year.

6. An administration charge of $40 per agreement shall apply.

7. Maximum number of instalments based on weekly contribution be set at 20 within the financial year applicable.


Policy Number FP018



FP018 – Rates Instalment Plan





Amendments






Previous Policies

FIN014 – Rates Instalment Plan 3.10 – Rates Instalment Plan

FP019 – Rates Recovery Incentive Prize

FP019 – Rates Recovery Incentive Prize 1. Intention To set guidance of the rates incentive initiative to encourage full payment of rates. 2. Scope This policy applies to ratepayers of the Shire of Waroona. 3. Statement Council shall allow a rate recovery incentive prize of $850 each year to encourage early payment of rates. 4. Legislative and Strategic Context Nil. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Finance

Policy Number FP019







Amendments


25/09/2007 Amended value amount. OCM07/160

24/11/2009 Amended value amount. OCM09/197

26/10/2010 Amended value amount. OCM10/10/163





FP019 – Rates Recovery Incentive Prize


Previous Policies

FIN015 – Rates Recovery Incentive Prize 3.11 – Rates Recovery Incentive Prize

FP020 – Rating Provisions

FP020 – Rating Provisions 1. Intention To set guidance on the payment option and the conditions relating to interest imposed and instalment fees levied with relation to rates and/or service charges. 2. Scope This policy applies to ratepayers of the Shire of Waroona. 3. Statement Pursuant to section 6.45 (1) of the Local Government Act 1995, Council offers the payment of rates by the following methods: 1. Full balance due;

2. Two (2) instalments; or

3. Four (4) instalments. Pursuant to the Local Government Act 1995 Division 6 Rates and Services Charges, Council adopts the following fees and charges: 1. Instalment payment interest of 5.5% [s.6.45].

2. Instalment payment administration fee of $10 per instalment [s.6.45].

3. Instalments be set at intervals of two (2) months from the date of the first instalment.

4. Penalty interest on outstanding rates at 11% [s.6.51]. 4. Legislative and Strategic Context The Local Government Act 1995 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Finance

Policy Number FP020



FP020 – Rating Provisions





Amendments







Previous Policies

FIN016 – Rating Fees and Charges FIN017 – Rating Provisions 3.13 – Rating Fees and Charges 3.14 – Rating Provisions

FP021 – Dividing Fences – Financial Contribution

FP021 – Dividing Fences – Financial Contribution 1. Intention To provide a basis for consideration of a Council contribution towards the cost of dividing fences. 2. Scope This policy applies throughout the district. 3. Statement Council will contribute 50% to the cost of a sufficient dividing fence where the fence adjoins land held in freehold title by Council. Each application to be considered by Council on its individual merits and may be subject to the provision of funding by way of budget allocation or amendment. Under no circumstances will Council contribute where a fence adjoins Crown Land (exempt Dividing Fences Act 1961). 4. Legislative and Strategic Context The Dividing Fences Act 1961 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Finance

Policy Number FP021


Related Legislation Dividing Fences Act 1961




Date Adopted 18/12/2018 OCM18/12/126

Amendments



Previous Policies

FP021 – Dividing Fences – Financial Contribution

CORP044 – Dividing Fences – Financial Contribution

FP022 – Budget Preparation

FP022 – Budget Preparation 1. Intention To establish the parameters for setting the annual financial budget timetable each financial year. 2. Scope This policy applies to Elected Members and employees of the Shire of Waroona. 3. Statement Draft Budgets are to be presented in accordance with the adopted timetable. Draft Budgets to be sent out to Councillors five (5) clear days before Budget meeting. Annual Budget meeting where practicable to be held in second week of August each year. 4. Legislative and Strategic Context Nil. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Finance

Policy Number FP022







Amendments





Previous Policies

FP022 – Budget Preparation

FIN008 – Budget Preparation 3.2 – Budget Preparation

FP023 – Revenue and Expenses Disclosure by Nature and Type

FP023 – Revenue and Expenses Disclosure by Nature and Type 1. Intention To set the parameters of how income and expenditure is to be categorised within the Shire of Waroona’s chart of account in accordance with Australian Standards reporting requirements. 2. Scope This policy applies to Elected Members and employees of the Shire of Waroona. 3. Statement In accordance with the Accounting Directions, income and expenses will be reported by “function & activity” in the Operating Statement. Those same income and expenses are reported by “nature and type”, by way of note to the Operating Statement. The following categories are used to enable such disclosure:

3.1 Summary Nature and Type Codes

Expenditure

Code Description 70 Employee Costs 71 Materials & Contracts 74 Utility Charges 75 Insurance 76 Interest Expenses 77 Depreciation 78 Other 79 Loss on Asset Disposal

Income

Code Description 30 Rates 31 Fees & Charges 33 Interest Earned 37 Contributions & Reimbursements 38 Other Income 34 Grants Capital Works 35 Grants Recurrent 36 Private Works 39 Profit on Asset Disposal

Other Code Description 66 Budget Capital 90 Reallocation Codes

3.2 Detailed Nature and Type Codes

Summary

Code Description Code Description

Expenditure

70 Employee Costs 701 Salaries & Wages 702 Superannuation 703 Other employee Costs 704 Employee Provisions

71 Materials & Contracts

710 Materials 711 Contracts


712 Copier Expenses 713 Leases 714 Computer Support 715 Printing & Stationery 716 Advertising 717 Postage

74 Utility Charges 740 Electricity 741 Telephone 742 Water 743 Gas 744 Internet

75 Insurance 750 Insurance Premiums 76 Interest Expenses 760 Interest on Loans

761 Other Interest Charges 77 Depreciation 770 Buildings

771 Furniture & Equipment 772 Plant & Equipment 773 Infrastructure Roads 774 Infrastructure Other

78 Other Expenses 780 Other Expenses 781 Donations & Contributions 782 Subsidies

79 Loss on Asset Disposal


Summary Code

Description Code Description

Income

30 Rates 300 General Rates 31 User Charges 310 Facility Hire

311 Licences & Leases 312 Fines & Penalties 313 Rentals Housing 314 Other Fees & Charges

33 Interest Earned 330 Interest Earned 331 Interest Earned on Reserves

37 Contributions & Reimbursements

370 Contributions Received 371 Reimbursements 372 Donations Received

38 Other Income 380 Other Income 34 Grants Capital

Works 340 State Government Capital

Grants 341 Federal Government Capital

Grants 342 Other Government Capital

Grants 35 Grants Operating 350 State Government Operating

Grants 351 Federal Government Operating

Grants 352 Other Government Operating

Grants 36 Private Works 360 Private Works General


361 Private Works MRD 39 Profit on Asset

Disposal 390 Profit on Asset Disposal

Other

66 Budget Purpose 660 Capital Purchases (Budget Only) 90 Reallocation Codes 99 Labour Overheads (system

generated) 97 Plant Overheads (system

generated) 96 Plant Depreciation (system

generated) 98 Internal Plant Hire (system

generated)

4. Legislative and Strategic Context The Australian Accounting Standards provide the broad framework within which this policy operates. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Finance

Policy Number FP023


Related Legislation Australian Accounting Standards





Amendments








Previous Policies


FIN002 – Revenue and Expenses Disclosure by Nature and Type 3.1.1 – Revenue and Expenses Disclosure by Nature and Type

FP024 – Valuation of Non-current Assets

FP024 – Valuation of Non-current Assets 1. Intention To set the conditions with relation to asset revaluation at fair value as per Australian Accounting Standard AASB 116 and in accordance with regulation 17A of the Local Government (Financial Management) Regulations 1996. 2. Scope This policy applies to Elected Members and employees of the Shire of Waroona. 3. Statement As per advice from Department Local Government, Sport and Cultural Industries, a number of amendments have been made to the Local Government (Financial Management) Regulations 1996 and the Local Government (Audit) Regulations 1996 as gazetted on Tuesday 26th June 2018. These amendments include revised instructions with relation to the revaluation of Council non-current assets. As per regulation 17A of the Local Government (Financial Management) Regulations 1996: A local government must revalue an asset of the local government – (a) Whenever the local government is of the opinion that the fair value of the asset is likely to be

materially different from its carrying amount; and

(b) In any event, within a period of at least 3 years but no more than 5 years after the day on which the asset was last valued or revalued.

Therefore the following schedule of revaluation will occur

• 2020/21 – Revaluation of Plant, Furniture and Equipment • 2021/22 – Revaluation of Land and Building • 2022/23 – Revaluation of Infrastructure

There will be no revaluations in the following 2 financial years and will recommence again in 2025/26. 4. Legislative and Strategic Context The Australian Accounting Standard AASB116, the Local Government Act 1995 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 5. Review This policy is to be reviewed every five years. 6. Associated Documents Nil. Division Finance

Policy Number FP024

FP024 – Valuation of Non-current Assets


Related Legislation AASB116 Local Government Act 1995 Local Government (Audit) Regulations 1996 Local Government (Financial Management) Regulations 1996





Amendments


25/06/2013 Amended to reflect new legislation. OCM13/06/047



25/06/2019 Amended to reflect new legislation. OCM19/06/060


Previous Policies

FIN003 – Valuation of Non-current Assets 3.1.2 – Valuation of Non-current Assets

FP025 – Depreciation of Non-current Assets

FP025 – Depreciation of Non-current Assets 1. Intention To set guidance on how depreciation methods and rates are calculated and applied to Council’s non-current assets. 2. Scope This policy applies to Elected Members and employees of the Shire of Waroona. 3. Statement Depreciation for all Council assets shall be applied on a straight line basis where practical initially, using the rates applicable to the South West Region of WA, as listed in the Local Government Accounting Manual, as advised by the Department of Local Government, Sport & Cultural Industries. Major Depreciation Periods are:

Buildings 40-60 years Furniture & Equipment 3-20 years Plant & Equipment 5-20 years Bridges 60-90 years Parks & Ovals 10-50 years Drainage 60-90 years Footpaths 20-50 years Sealed Roads and Streets Construction 45-55 years Bituminous Seals 15-25 years Asphalt Seals 25-30 years Unsealed roads Formed 10-15 years Gravel 12-15 years

As per regulation 17A of the Local Government (Financial Management) Regulations 1996 relating to Fair Value, all assets are to be revalued every three years. As a part of these revaluations, if Council is provided with remaining useful life from a licenced Valuer than these recommendations will be used to calculate each individual assets depreciation rate which will be used until that particular asset is once again revalued. If however remaining useful life is not provided by the Valuer then the initial deprecation rate and an estimated useful life as prescribed in the WA Local Government Account manual will be used and condition and age will also factor into the assessment to calculate and appropriate depreciation rate. 4. Legislative and Strategic Context The Local Government Act 1995 and the associated subsidiary legalisation provide the broad framework within which this policy operates.

FP025 – Depreciation of Non-current Assets


Policy Number FP025


Related Legislation AASB116 Local Government Act 1995 Local Government (Financial Management) Regulations 1996





Amendments


24/11/2009 Amended to reflect current practices. OCM09/197

25/06/2013 Amended to align with Local Government Accounting Manual. OCM13/06/047






Previous Policies

FIN004 – Depreciation of Non-current Assets 3.1.4 – Depreciation of Non-current Assets

FP026 – Review of Fees and Charges

FP026 – Review of Fees and Charges 1. Intention To ensure that the Council’s fees and charges are reviewed on an annual basis. 2. Scope This policy applies to Elected Members and employees of the Shire of Waroona. 3. Statement A review of all fees and charges including plant hire shall be conducted annually prior to the end of June, and included with annual budget documentation in the month of August. 4. Legislative and Strategic Context Nil. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Finance

Policy Number FP026







Amendments





Previous Policies

FIN007 – Review of Fees and Charges 3.1.7 – Fees and Charges

FP027 – Taxation Documents

FP027 – Taxation Documents 1. Intention To establish which officer have the authority to approve and make declarations to the Australian Taxation Office on behalf of the Shire of Waroona. 2. Scope This policy applies to Elected Members and employees of the Shire of Waroona. 3. Statement The Chief Executive Officer, the Director Corporate Services, Manager Corporate Services, and the Senior Finance Officer are authorised officers for signature of Taxation Department documents. 4. Legislative and Strategic Context Nil. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Finance

Policy Number FP027







Amendments





Previous Policies

FIN020 – Taxation Documents 3.20 – Taxation Documents

FP028 – Materiality Variances

FP028 – Materiality Variances 1. Intention To set the material variance reporting level between budget and actual figures within relation to monthly financial reporting requirements set out in the Local Government Act 1995 and Local Government (Financial Management) Regulations 1996. 2. Scope This policy applies to Elected Members and employees of the Shire of Waroona. 3. Statement For the purpose of preparing monthly financial statements and when dealing with Council’s Balance Sheet, Operating Statement & Statement of Cash Flows, the materiality factor for highlighting variances (budget to actual) shall be 10% with a minimum of $25,000. It is acknowledged that the use of this policy is a guide only and that materiality is a matter of professional judgement influenced by characteristics of Council and the perceptions of use of the financial reports. 4. Legislative and Strategic Context The Local Government Act 1995 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Finance

Policy Number FP028







Amendments




FP028 – Materiality Variances



Previous Policies

FIN021 – Materiality Variances 3.23 – Materiality Variances

FP029 – Asset Capitalisation Threshold

FP029 – Asset Capitalisation Threshold 1. Intention To ensure that assets created or purchased are capitalised to reflect the value that they have added and that these assets are added to Council’s asset base. In addition, to ensure that the fair value of all assets are reflected in a true and fair manner in Council’s annual financial statements. 2. Scope This policy applies to Elected Members and employees of the Shire of Waroona. 3. Statement The materiality threshold relates to a value above which assets will be created and capitalised. The following materiality values for each class of asset is adopted:

Land Nil Buildings $5,000 Plant & Equipment $5,000 Furniture & Equipment $5,000 Infrastructure – Roads $10,000 Infrastructure – Footpaths $5,000 Infrastructure – Drainage $5,000 Infrastructure – Carparks $5,000 Infrastructure – Parks & Gardens $5,000 Infrastructure – Other Structures $5,000

Expenditure resulting in the creation of an asset less than the above respective threshold may be recorded as an operating expense and not included in the asset register. Once an asset’s written down value or fair value falls under the capitalisation threshold, the Chief Executive Officer will have the ability to dispose of that particular asset out of the (accounting) register and maintain that item through an inventory register. A register will be maintained for all portable attractive (non-consumable) items that fall below the asset capitalisation threshold, which is to be reviewed periodically. 4. Legislative and Strategic Context The Australian Accounting Standards, the Local Government Act 1995 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Finance

FP029 – Asset Capitalisation Threshold

Policy Number FP029


Related Legislation Australian Accounting Standards Local Government Act 1995 Local Government (Financial Management) Regulations 1996





Amendments






26/09/2017 Amended value amounts. OCM17/09/091



Previous Policies

FIN005 – Asset Capitalisation Threshold 3.1.5 – Asset Capitalisation Threshold

FP030 – Operating Surplus Ratio

FP030 – Operating Surplus Ratio 1. Intention To meet the minimum levels for this ratio, as set by the Department of Local Government, Sport & Cultural Industries. 2. Scope This policy applies to Elected Members and employees of the Shire of Waroona. 3. Statement This Ratio is calculated by dividing the Standard Net Operating Surplus by the ‘Own Source’ Operating Revenue, being principally Rates, and Fees & Charges. The use of the word “Standard” refers to “Day to Day Operations”, and therefore all non-recurrent Incomes and Expenses have been excluded from the calculations. The Department of Local Government, Sport & Cultural Industries has regulated that all local government authorities will develop and implement an Integrated Planning & Reporting Framework (IP&RF) compliant with the standards set out in the ‘Integrated Planning and Reporting Advisory Standards’. The standards require Council to have adopted a number of ‘Financial Management Policies’, and for details of these to be included in the narrative section of the 10 year Long Term Financial Plan, and references to such policies are expected to be made in the 4 year Corporate Business Plan. Department of Local Government, Sport & Cultural Industries Guide The expectation is that “The Standard is not met if the Operating Surplus is 0% (or below). The Basic Standard is met if the Operating Surplus is between 0% and 15%. The Advanced standard is met if the Operating Surplus is greater than 15%.” (IP&RAS, 2011, p6). For each year, until the 2031/32 year, Council will attempt to reduce its deficit position with relation to the standard net “operating surplus ratio” position, with a view to attaining a surplus position. The level of change should be shown with relation to the “standard operating summary – by nature & type” included in the 2 main financial documents, being the 10 year long term financial plan, and the 4 year corporate business plan. The Shire of Waroona attempt to achieve the basic standard of an Operating Surplus position of between 0% and 5% within the next 15 years. 4. Legislative and Strategic Context The Local Government Act 1995 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 5. Review This policy is to be reviewed as required. 6. Associated Documents Other documents that have an association to this policy and that may be useful reference material are:

FP030 – Operating Surplus Ratio

• Department of Local Government, Sport and Cultural Industries: Operational Guidelines No. 18 – Financial Ratios.

Division Finance

Policy Number FP030



Related Shire Documents Annual Report



Date Adopted 25/06/2013 OCM13/06/048

Amendments







Previous Policies

FIN029 – Operating Surplus Ratio 1.33 – Operating Surplus Ratio

FP031 – Current Ratio

FP031 – Current Ratio 1. Intention To meet the minimum levels for this ratio, as set by the Department of Local Government, Sport & Cultural Industries. 2. Scope This policy applies to Elected Members and employees of the Shire of Waroona. 3. Statement This ratio is calculated by dividing the total of the Current Assets, less Restricted Assets [generally Tied Grants received, and Reserves], less Self-Supporting Loans Owing, by the total of Current Liabilities less the Current Liabilities of Loan Repayments due during each 12 month period. The Department of Local Government, Sport & Cultural Industries has regulated that all local government authorities will develop and implement an Integrated Planning & Reporting Framework (IP&RF) compliant with the standards set out in the ‘Integrated Planning and Reporting Advisory Standards’. The standards require Council to have adopted a number of ‘Financial Management Policies’, and for details of these to be included in the narrative section of the 10 year Long Term Financial Plan, and references to such policies are expected to be made in the 4 year Corporate Business Plan. Department of Local Government, Sport & Cultural Industries Guide The expectation is that “The Standard is not met if this ratio is any value lower than 1 as to 1. Basic Standard is met if the ratio is equal to an expression 1:1 or greater”. (IP&RAS, 2011, p6). Council will ensure that it always has sufficient working capital/liquidity, so that it has a safeguard position, being that it has the ability to meet its short-term financial obligations out of unrestricted current assets. Generally this means that Council has sufficient funds in its Bank Account, or ‘At Call’ and Term Deposit Investments, to pay its Creditors, and other Current Liabilities, as they fall due. A minimum current ratio of at least a factor of 1 should occur each year, so that Council will always have sufficient working capital/liquidity to meet its short-term financial obligations out of unrestricted current assets. 4. Legislative and Strategic Context The Local Government Act 1995 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 5. Review This policy is to be reviewed as required. 6. Associated Documents Other documents that have an association to this policy and that may be useful reference material are:


FP031 – Current Ratio

Division Finance

Policy Number FP031






Date Adopted 25/06/2013 OCM13/06/048

Amendments




Previous Policies

FIN030 – Current Ratio 1.34 – Current Ratio

FP032 – Debt Service Coverage Ratio

FP032 – Debt Service Coverage Ratio 1. Intention To meet the minimum levels for this ratio, as set by the Department of Local Government, Sport & Cultural Industries. 2. Scope This policy applies to Elected Members and employees of the Shire of Waroona. 3. Statement This ratio is calculated by dividing the Net Surplus [with Interest Expenses & Depreciation Expenses not taken into account], by the total of Loan Repayments (both Principal & Interest) for the year. The Department of Local Government, Sport & Cultural Industries has regulated that all local government authorities will develop and implement an Integrated Planning & Reporting Framework (IP&RF) compliant with the standards set out in the ‘Integrated Planning and Reporting Advisory Standards’. The standards require Council to have adopted a number of ‘Financial Management Policies’, and for details of these to be included in the narrative section of the 10 year Long Term Financial Plan, and references to such policies are expected to be made in the 4 year Corporate Business Plan. Department of Local Government, Sport & Cultural Industries Guide The expectation is that “The Standard is not met if this ratio is any value lower than 2. Basic Standard is met if the ratio is greater than or equal to 2. Advanced standard is met at a higher level if this ratio is greater than 5”. (IP&RAS, 2011, p6). Council's Debt Service Coverage Ratio should be such that it exceeds a factor of 2, with Non-Operating (Capital) Grants, Subsidises & Contributions & any tied operating grants excluded. This is to keep Council’s annual Loan Repayments commitments at manageable levels. 4. Legislative and Strategic Context The Local Government Act 1995 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 5. Review This policy is to be reviewed as required. 6. Associated Documents Other documents that have an association to this policy and that may be useful reference material are:


Division Finance

Policy Number FP032

FP032 – Debt Service Coverage Ratio






Date Adopted 25/06/2013 OCM13/06/048

Amendments




Previous Policies

FIN031 – Debt Service Coverage Ratio 1.35 – Debt Service Coverage Ratio

FP033 – Own Source Coverage Ratio

FP033 – Own Source Coverage Ratio 1. Intention To meet the minimum levels for this ratio, as set by the Department of Local Government, Sport & Cultural Industries. 2. Scope This policy applies to Elected Members and employees of the Shire of Waroona. 3. Statement This ratio compares Council’s Annual Rate Yield to that of its Overall Operating Revenue for the year. The higher the level of Coverage, the higher the level of Self-Sufficiency. The Department of Local Government, Sport & Cultural Industries has regulated that all local government authorities will develop and implement an Integrated Planning & Reporting Framework (IP&RF) compliant with the standards set out in the ‘Integrated Planning and Reporting Advisory Standards’. The standards require Council to have adopted a number of ‘Financial Management Policies’, and for details of these to be included in the narrative section of the 10 year Long Term Financial Plan, and references to such policies are expected to be made in the 4 year Corporate Business Plan. Department of Local Government, Sport & Cultural Industries Guide The expectation is that “The Standard is not met if this ratio is any value lower than 2. Basic Standard is met if the ratio is greater than or equal to 2. Advanced standard is met at a higher level if this ratio is greater than 5”. (IP&RAS, 2011, p6). Council will attempt to ensure that its Rates Coverage Ratio is at least 40% of its Standard Operating Revenue each year, so that Council has a highly flexible position to help fund Capital Assets Renewals & Replacements, and to have the capacity to meet any unforeseen expenses from its own sources. 4. Legislative and Strategic Context The Local Government Act 1995 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 5. Review This policy is to be reviewed as required. 6. Associated Documents Other documents that have an association to this policy and that may be useful reference material are:


Division Finance

Policy Number FP033

FP033 – Own Source Coverage Ratio






Date Adopted 25/06/2013 OCM13/06/048

Amendments





Previous Policies

FIN032 – Own Source Coverage Ratio 1.36 – Own Source Coverage Ratio

FP034 – Asset Sustainability Ratio

FP034 – Asset Sustainability Ratio 1. Intention To meet the minimum levels for this ratio, as set by the Department of Local Government, Sport & Cultural Industries. 2. Scope This policy applies to Elected Members and employees of the Shire of Waroona. 3. Statement This ratio is calculated by dividing the total of Capital Renewal/Replacement Expenses for the year by the total of Depreciation Expenses for the year. The Department of Local Government, Sport & Cultural Industries has regulated that all local government authorities will develop and implement an Integrated Planning & Reporting Framework (IP&RF) compliant with the standards set out in the ‘Integrated Planning and Reporting Advisory Standards’. The standards require Council to have adopted a number of ‘Financial Management Policies’, and for details of these to be included in the narrative section of the 10 year Long Term Financial Plan, and references to such policies are expected to be made in the 4 year Corporate Business Plan. Department of Local Government, Sport & Cultural Industries Guide The expectation is that “The Standard is not met if this ratio data cannot be identified or ratio is less than 90%. Basic Standard is met if the ratio data can be calculated and ratio is 90% or greater. Advanced standard is met if this ratio is between 90% & 110%”. (IP&RAS, 2011, p7). Council will attempt to expend funds on renewal and replacement of assets at 90% to 110% of the total of Depreciation Expenses for each year. With very high Depreciation levels, and high Operating Expenses, it is accepted that Council’s ability to allocate sufficient funds for Renewal and Replacements every year of the Plan are somewhat limited. Also, Council may need to provide some matching funds for the financing of a New Capital Asset. 4. Legislative and Strategic Context The Local Government Act 1995 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 5. Review This policy is to be reviewed as required. 6. Associated Documents Other documents that have an association to this policy and that may be useful reference material are:


Division Finance

FP034 – Asset Sustainability Ratio

Policy Number FP034






Date Adopted 25/06/2013 OCM13/06/048

Amendments





Previous Policies

FIN033 – Asset Sustainability Ratio 1.37 – Asset Sustainability Ratio

FP035 – Asset Consumption Ratio

FP035 – Asset Consumption Ratio 1. Intention To meet the minimum levels for this ratio, as set by the Department of Local Government, Sport & Cultural Industries. 2. Scope This policy applies to Elected Members and employees of the Shire of Waroona. 3. Statement This ratio is calculated by dividing the total of the Depreciated Assets Values (IE: the ‘Written Down' Values) by the current estimated replacement costs (via valuations) of those assets. The Department of Local Government, Sport & Cultural Industries has regulated that all local government authorities will develop and implement an Integrated Planning & Reporting Framework (IP&RF) compliant with the standards set out in the ‘Integrated Planning and Reporting Advisory Standards’. The standards require Council to have adopted a number of ‘Financial Management Policies’, and for details of these to be included in the narrative section of the 10 year Long Term Financial Plan, and references to such policies are expected to be made in the 4 year Corporate Business Plan. Department of Local Government, Sport & Cultural Industries Guide The expectation is that “The Standard is not met if this ratio data cannot be identified or ratio is less than 50%. Basic Standard is met if the ratio data can be identified and ratio is 50% or greater. Advanced standard is met if this ratio is between 60% & 75%”. (IP&RAS, 2011, p7). Council will attempt to attain an Asset Consumption Ratio of 50%-75% each year on average, after all the Revaluations are completed and the new levels of Depreciation have been calculated, for all Assets. Council’s records and reports are to indicate the Ratios for each Class of Assets, as well as the comparison of the overall total of Assets. 4. Legislative and Strategic Context The Local Government Act 1995 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 5. Review This policy is to be reviewed as required. 6. Associated Documents Other documents that have an association to this policy and that may be useful reference material are:


Division Finance

Policy Number FP035

FP035 – Asset Consumption Ratio






Date Adopted 25/06/2013 OCM13/06/048

Amendments





Previous Policies

FIN034 – Asset Consumption Ratio 1.38 – Asset Consumption Ratio

FP036 – Asset Renewal Funding Ratio

FP036 – Asset Renewal Funding Ratio 1. Intention To meet the minimum levels for this ratio, as set by the Department of Local Government, Sport & Cultural Industries. 2. Scope This policy applies to Elected Members and employees of the Shire of Waroona. 3. Statement This ratio is calculated by dividing the ‘Net Present Value’ of future planned Capital Expenditures by the ‘Net Present Value’ of the Required Capital Expenditures for renewals. These are to also involve annual average Net Present Values over a 10 year period. The Department of Local Government, Sport & Cultural Industries has regulated that all local government authorities will develop and implement an Integrated Planning & Reporting Framework (IP&RF) compliant with the standards set out in the ‘Integrated Planning and Reporting Advisory Standards’. The standards require Council to have adopted a number of ‘Financial Management Policies’, and for details of these to be included in the narrative section of the 10 year Long Term Financial Plan, and references to such policies are expected to be made in the 4 year Corporate Business Plan. Department of Local Government, Sport & Cultural Industries Guide The expectation is that “The Standard is not met if this ratio data cannot be identified or ratio is less than 75%. Basic Standard is met if the ratio data can be identified and ratio is between 75% & 95%. Advanced standard is met if this ratio is between 95% & 105% & the ASR falls within the range 90% & 110%, & ACR falls within the range of 50% to 75%”. (IP&RAS, 2011, p7). Council will attempt to attain an Asset Renewal Ratio of at least 75% on average until the 2018/19 year, for all Assets with the exception of Land. Council’s records and reports are to indicate the ratios for each Class of Assets [Groups: EG – Buildings; Roads; Drainage; Plant & Equipment; etc], as well as the overall comparison. Beyond the 2018/19 year, Council will attempt to attain a level of 95% to 110%, in line with the Asset Sustainability Ratio. 4. Legislative and Strategic Context The Local Government Act 1995 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 5. Review This policy is to be reviewed as required. 6. Associated Documents Other documents that have an association to this policy and that may be useful reference material are:


FP036 – Asset Renewal Funding Ratio

Division Finance

Policy Number FP036






Date Adopted 25/06/2013 OCM13/06/048

Amendments





Previous Policies

FIN035 – Asset Renewal Funding Ratio 1.39 – Asset Renewal Funding Ratio

FP037 – Employee Entitlements

FP037 – Employee Entitlements 1. Intention To ensure that the correct level of funding is allocated to Council’s ‘Staff Leave Reserve’ to cover the current liability with relation to Long Service Leave and Annual Leave. 2. Scope This policy applies to employees of the Shire of Waroona. 3. Statement All Staff Leave Entitlements/Council Liabilities shall be recognised in accordance with the relevant Employment Awards, Enterprise Bargaining Agreement or Employment Contracts, and that all such liabilities to Council shall be calculated and recorded in accordance with the latest applicable Accounting Standards, or advice received from the Department of Local Government, Sport & Cultural Industries. Council will endeavour to accumulate at least 35% of the total of all Long Service Leave Liability in cash held in Council’s Staff Leave Reserve account. Where the Annual Leave Liability exceeds $220,000, Council will then endeavour to hold approximately 50% of the amount of the excess in cash monies in the Council Staff Leave Reserve account. 4. Legislative and Strategic Context Nil. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Finance

Policy Number FP037







Amendments



FP037 – Employee Entitlements





Previous Policies

FIN006 – Employee Entitlements 3.1.6 – Employee Entitlements

HRP001 – Employment Appointment

HRP001 – Employment Appointment 1. Intention To ensure recruitment and selection of prospective employees is in accordance with relevant employment legislation. 2. Scope This policy applies to:



consultants, outsourced service providers and suppliers. 3. Statement Effective employee selection and the subsequent management of employees are critical to the success of the Council and the provision of services to the community. This success depends on Council’s ability identify, attract and develop employees. Council is committed to an effective and professional method of selecting employees that is consistent with organisational values. Council aims to attract and appoint highly skills and motivated employees who will aim to meet agreed objectives and performance improvement goals. For every recruitment and selection decision, the Chief Executive Officer will aim to ensure the best person for the job is appointed. 1. That the appointment of the Chief Executive Officer shall be made by Council. The appointment of

designated Senior Staff shall be made by Council on the recommendation of the Chief Executive Officer in accordance with Section 5.37(2) of the Local Government Act (1995).

2. The Chief Executive Officer, in consultation with the Staff member’s immediate Supervisor, be

empowered to dismiss or suspend subordinate staff in accordance with provisions of the Industrial Relations Reform Act with respect to fair procedure and unfair dismissal.

3. That all employee appointments be subject to the appointee being required to produce a Medical

Certificate, at Council expense which indicates a full summary of the appointees health and ability to undertake work for the Shire and a National Police Clearance check.

4. Legislative and Strategic Context The Local Government Act 1995, Disability Discrimination Act 1992, Equal Opportunity Act 1984, Fair Work Act 2009, Industrial Relations Reform Act 1993, Racial Discrimination Act 1975, Sex Discrimination Act 1984 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 5. Review This policy is to be reviewed as required.

HRP001 – Employment Appointment

6. Associated Documents Nil. Division Human Resources

Policy Number HRP001


Related Legislation Local Government Act 1995 Disability Discrimination Act 1992 Equal Opportunity Act 1984 Fair Work Act 2009 Racial Discrimination Act 1975 Sex Discrimination Act 1984

Related Shire Documents EEO001 – Shire of Waroona Equal Opportunity Management Plan




Amendments




22/11/2011 Updated as part of major review and reformatted. OCM11/11/143


Previous Policies

HR010 – Council’s Employment Policy HR023 – Employee Appointment Policy 2.8 – Employee Appointment Policy 2.20 – Council’s Employment Policy

HRP002 – Appointment of Temporary Employees

HRP002 – Appointment of Temporary Employees 1. Intention To provide guidance when considering the engaging of temporary employees. 2. Scope This policy applies to employments of the Shire of Waroona. 3. Statement Where the employment of staff is required for temporary, relieving or special duties and appropriate provision has been made within the budget, the Chief Executive Officer is empowered to engage such staff as is necessary to undertake the relieving or special duties. Where the employment of staff is required for temporary relieving of special duties and either the authorised budget provision has been allocated or no provision has been made, the matter shall be referred to the whole Council for direction. 4. Legislative and Strategic Context The Local Government Act 1995 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Human Resources








Amendments




Previous Policies

HRP002 – Appointment of Temporary Employees

HR005 – Appointment of Temporary Staff 2.6 – Appointment of Temporary Staff

HRP003 – Employee Uniform

HRP003 – Employee Uniform 1. Intention To provide guidance on the allocation of protective clothing, uniforms and eye protection to existing and new employees. 2. Scope This policy applies to employees of the Shire of Waroona. 3. Statement

3.1 Inside Employees Uniforms

This section applies to employees in the Administration, Licensing, Library and Visitor Centre facilities. 1. That in order to promote a corporate professional image and permanent salaried employee to

be identified with the Shire, to encourage a feeling of pride amongst employees, the Shire will provide corporate uniform clothing to the value of $400 in the first year of employment and $300 annually thereafter. Payment will be made direct to the supplier.

2. That, in conjunction with the annual subsidy of $300, the Shire will provide a payroll deduction facility/sundry debtor account, whereby employees are permitted to repay any excess payment for the purchase of the uniform. All purchases are to be reimbursed within 6 months of purchase or 30th June in the financial year of purchase, whichever is sooner. All outstanding monies must be reimbursed before termination of employment.

3. Should an employee leave the service of Council within six months of receiving their initial

clothing order, the employee will be required to repay 50% of the original cost of the clothing.

4. That employee participation in the corporate wardrobe is recognised as voluntary.

5. The Shire endorses the corporate wardrobe and currently has an agreement with Local Government Corporate Collection NNT, for their uniform provisions.

6. That corporate uniforms be presented in a neat, clean and appropriate matter.

7. That the cleaning and the repair of the corporate wardrobe is the responsibility of the individual

employee.

8. Permanent part time employees working less than 25 hours per week shall be entitled to a maximum of $250 per year.

9. To be eligible for an employee uniform allowance under this policy the uniform must be worn

to work on a regular basis.

10. Employee uniform is not be worn outside of the workplace ordinary working hours unless representing the organisation. Incidental use before or after work is acceptable.

11. Employees who are provided with a work uniform or protective clothing are not eligible for a

uniform allowance under this policy.


12. Employees are entitled to be reimbursed for purchases of other clothing items from a retailer of their choosing as long as the overall look is the same as those items purchased from NNT and their Manager/Director approves the reimbursement (e.g. pants, skirts, jackets in black/navy/charcoal, work appropriate button-up shirts etc.). This reimbursement will be deducted from the overall annual allowance of $300.

3.2 Outside Employees Uniforms This section applies to employees in the Works and Depot facilities and outdoor environment. 1. All employees upon commencement of permanent appointment with the Shire of Waroona

shall receive: (a) Two (2) pairs of pants being either one set of, or the combination of one of each of to

equal a pair of, long pants, shorts or jeans to the satisfaction of the Chief Executive Officer;

(b) One (1) pair of boots;

(c) One (1) safety hard hat;

(d) Ear and eye protection;

(e) Three (3) hi visibility shirts, with embroidered name and logo; and

(f) One (1) high visibility jacket with embroidered name and logo. 2. On the second year of employment, all permanently employed outside employee will receive:

(a) Three (3) pairs of pants being either one set of, or the combination of one of each of to

equal a pair of, long pants, shorts or jeans to the satisfaction of the Chief Executive Officer;

(b) Three (3) high visibility shirts, with embroidered name and logo;

(c) One (1) high visibility jacket with embroidered name and logo; and

(d) One (1) pair of boots. 3. After this time, when previously issued protective clothing or footwear is obviously in need of

replacement then such replacement shall be provided by Council on presentation, and to the satisfaction of the Manager of Works and Services.

4. The use of Council provided protective clothing shall be totally confined to use during normal

working hours.

5. Wet weather gear shall be kept at the Works Depot in reasonable quality and quantity to cover the normal probable requirement of such wet weather.

3.2.1 Prescription Eye Protection The Shire of Waroona as part of its commitment to Occupational Safety and Health in the workplace has established an Eye Safety and Conservation Program, which supports the Occupational Safety and Health Policy Statement. 1. The objective of this program is to eliminate eye hazards and resultant injury. It is to be

achieved through engineering and administrative controls, and supported where necessary by


adequate eye protection equipment. Generally speaking, work procedures should be adapted to remove where possible the need for eye protection, but nevertheless some work areas and procedures may still require eye protection equipment to be supplied. Where required, the most appropriate protection must be sought and must comply with the requirements of Australian Standards, AS 1336, 1337, and 1338 and AS 1067.

2. A range of general eye protection equipment is available:

Wide Vision Goggles for dust and chemical applications, or shaded for gas welding. Faceshield for full facial protection against flying particles – e.g. grinding. Welding Helmet to protect the operator from radiation; fitted with the correct shade of

filter lenses. Safety Glasses for protection against direct impact eye safety hazards. Tinted Safety Glasses for protection of anti-flash (welding rays) or as safety sunglasses for

outside workers. Prescription Safety as for standard safety glasses issued, but fitted with the Glasses employee’s personal prescription lenses – subsidy available (refer

Point 5). 3. Selection of eye protection equipment should be based upon the following:

• Has proper attention been given to the removal of any hazards? • Conditions under which the employee is working. • Nature of risk to eyes. • Visual requirements of job function. • Compliance with relevant Australian Standards. • Condition of the employee’s eyesight.

4. Issue of eye protection equipment

(a) Eye protection equipment may be issued for the following purposes: (i) for general protection for work procedures e.g. faceshield located at grinder; (ii) personal issue to an employee; (iii) for temporary use by a visitor.

(b) Arrangements should be made by the Supervisor to supply the correct eye protection

equipment, to ensure that no job function is performed unless the employee is suitably protected.

(c) All eye protection equipment must meet the relevant Australian Standards, is job function

compatible and can be ordered through the employees/volunteers/work experience student’s supervisor.

5. Prescription safety glasses

For persons requiring prescription safety glasses in addition to standard eye protection, the following arrangements apply:

(a) If an employee/volunteer/work experience student works in an eye safety area, and if

they require prescription safety glasses there is a need for prescription safety glasses to be worn.


(b) The employee/volunteer/work experience student obtains from their personal optometrist

a pair of prescription safety glasses for use at work.

(c) The employee/volunteer/work experience student submits an itemised receipt that clearly shows that the prescription safety glasses are industrially hardened as per Australian Standards, together with a “Subsidy for Cost of Prescription Safety Glasses” form.

(d) The subsidy for the cost of initial prescription safety glasses will be up to a maximum of

$450.

(e) If clear view lenses are chosen and the employee requires sun protection eyewear then fitovers will be provided. Replacement of fitovers will be in accordance with Clause 6.a(i).

6. Replacement of prescription safety glasses

(a) After the initial purchase of prescription safety glasses, the Shire will replace or repair such glasses under the following circumstances: (i) where damage occurs as a result of normal wear and tear, or accidental damage

at the workplace where the employee/volunteer/work experience student has exercised reasonable care, during the employee’s job function;

(ii) based on the employee receiving advice from a qualified Optician/Optometrist that his/her prescription has changed significantly enough to require new lenses, the Shire provide new lenses on an annual basis.

(iii) where the employee/volunteer/work experience student still requires prescription safety glasses to enable work to be carried out safely.

(b) The employee/volunteer/work experience student shall apply for the replacement

subsidy through your Supervisor. 7. Advice

Any employee who does not have the appropriate safety eyewear will not be able to undertake duties that require safety eyewear protection. Employees that require safety eyewear for a significant portion of their occupation and do not have the suitable eyewear may be placed on forced leave until the correct eyewear is obtained. Attending appointments and cost of eye examination is the responsibility of the employee.

3.3 Ranger / Caretaker / Cleaner Uniforms

That Council provide the following: 3.3.1 Ranger – if employed by Shire of Waroona

• Four (4) uniform trousers (annually); • Four (4) uniform shirts (annually) complete with Ranger identity markings; • One (1) winter jacket (biennially); • One (1) winter pullover (biennially); and • One (1) pair of safety boots (annually).

3.3.2 Caretaker Purchase of appropriate cleaning attire and footwear up to the value of $300.00 per annum. The use of Council provided clothing shall be totally confined to use during normal work time for Council.


3.3.3 Cleaner Purchase of appropriate cleaning attire and footwear up to the value of $300.00 per annum. The use of Council provided clothing shall be totally confined to use during normal work time for Council.

3.4 Recreation and Aquatic Centre Uniforms

That Council supply employees at the Waroona Recreation and Aquatic Centre with the following clothing: 3.4.1 Full Time Employees Summer – 3 short sleeve printed shirts, 2 pairs black printed shorts per annum. Winter – 3 long sleeve printed shirts, 2 pairs black printed track suit pants per annum and 1 black long sleeve printed jacket every two years. Shoes to the value of $100 per annum. 3.4.2 Casual Employees Summer – 2 short sleeve printed shirts, 1 pair black printed shorts per annum. Winter – 2 long sleeve printed shirts, 1 pair black printed track suit pants per annum and 1 black long sleeve printed jacket every two years.

4. Legislative and Strategic Context Nil. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Human Resources









Amendments


26/07/2005 Amended uniform colour. OCM05/093

26/10/2010 Amended uniform contribution amount. OCM10/10/163

22/11/2011 Amended uniform contribution amount. OCM11/11/143

26/11/2013 Amended to include prescription eye protection. OCM13/11/125

24/11/2015 Amended to allow purchase of uniforms from other retailers. OCM15/11/138

26/09/2017 Amended uniforms supplied. OCM17/09/091


Previous Policies

HR009 – Outside Staff Protective Clothing 2.17A – Outside Staff Protective Clothing 2.17B – Prescription Eye Protection 2.18 – Administration / Library / Visitor Centre / Licensing Staff Uniforms 2.19 – Ranger / Caretaker / Cleaner / Rec Centre Work Clothes

HRP004 – Superannuation (Non-compulsory)

HRP004 – Superannuation (Non-compulsory) 1. Intention To provide information on the council’s adopted position in relation to voluntary superannuation contribution (i.e. non-compulsory). 2. Scope This policy applies to employees of the Shire of Waroona. 3. Statement Employees may join this voluntary scheme under the prevailing terms and conditions of the Local Government Superannuation Act 1980. Council’s contribution rate to a registrable superannuation entity but excluding a self-managed superannuation fund, over and above the Superannuation Guarantee amount, shall be on the basis of 1:1. Council’s contribution will be capped at the upper limit of 15%, inclusive of the Superannuation Guarantee amount. After 10 years’ service Council will contribute an additional 1% on the Council’s basic contribution. The Council’s additional 1% contribution shall commence at the beginning of the financial year in which the employee’s tenth anniversary of commencement of employment with the Council occurs. No additional employee contribution is required to attract the additional 1%. Through their individual contracts, Executive Staff may negotiate superannuation contributions by Council outside of this Policy. 4. Legislative and Strategic Context The Local Government Superannuation Act 1980 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Human Resources



Related Legislation Local Government Superannuation Act 1980





HRP004 – Superannuation (Non-compulsory)

Amendments


23/07/2013 Amended to increase superannuation guarantee. OCM13/07/072

28/10/2014 Amended to include other superannuation entities. OCM14/10/127


Previous Policies

HR001 – Superannuation (Non-compulsory) 2.1 – Superannuation (Non-compulsory) 2.1 – Superannuation (Non-compulsory) Local Government Full Member Scheme

HRP005 – Motor Vehicle Driver’s Licence

HRP005 – Motor Vehicle Driver’s Licence 1. Intention To acknowledge that all employees are required to hold a current motor vehicle driver’s licence as a condition of their employment and accordingly the Council will cover the cost of such a license. 2. Scope This policy applies to employees of the Shire of Waroona. 3. Statement Council accepts responsibility to renew each employee’s Motor Vehicle Driver’s Licence upon expiry. Each employee is to present their Motor Vehicle Driver’s Licence to the Director Corporate Services for each twelve (12) month renewal. 4. Legislative and Strategic Context Nil. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Human Resources








Amendments



Previous Policies

HR016 – Motor Driver’s Licence 2.33 – Motor Driver’s Licence

HRP006 – Professional Membership Subscriptions

HRP006 – Professional Membership Subscriptions 1. Intention To provide direction on the Council’s obligations to commit to the payment of professional association memberships on behalf of an employee. 2. Scope This policy applies to employees of the Shire of Waroona. This policy does not apply to employees engaged on fixed term employment contracts containing a specific clause requiring Council to pay the subscription. 3. Statement Council is not responsible for the payment of professional membership subscriptions on behalf of an employee. 4. Legislative and Strategic Context Nil. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Human Resources







Date Adopted 23/10/2012 OCM12/10/123

Amendments



Previous Policies

HR018 – Professional Membership Subscriptions 2.50 – Professional Membership Subscriptions

HRP007 – Employee Usage of Recreation & Aquatic Centre

HRP007 – Employee Use of Recreation and Aquatic Centre 1. Intention To outline the usage entitlements of employees of Waroona Recreation & Aquatic Centre. 2. Scope This policy applies to employees of the Shire of Waroona. For the duration of the resource sharing alliance between the Shire of Waroona and the Shire of Murray the benefit will also be extended to Shire of Murray employees. 3. Definitions ‘Casual employee’ for this policy relates to: (a) An employee working a minimum of 6 hours per week; or

(b) An employee employed specifically to provide coverage for full-time employees annual, sick and

special leave entitlements. 4. Statement 1. Full-time, permanent part-time and casual employees are entitled to the following:

(a) Free use of the pool, gymnasium, stadium and courts, including squash; (b) Free entry to group fitness classes per week; and (c) Free equipment hire.

2. Full-time, permanent part-time and casual employees must pay full price for the following:

(a) Centre organised programmes (e.g. swimming lessons, senior netball and other programmes developed from time to time);

(b) Sports Club Competitions (e.g. basketball, squash, badminton); (c) Crèche; (d) Fitness assessments and personal training sessions; and (e) Kiosk and merchandise items.

3. Employees covered by this policy must complete the appropriate paper-work at the Centre prior to

using the facility. A membership card will be issued which must be produced each time the Centre is frequented.

5. Legislative and Strategic Context Nil.

HRP007 – Employee Usage of Recreation & Aquatic Centre

6. Review This policy is to be reviewed as required. 7. Associated Documents Nil. Division Human Resources








Amendments


24/05/2011 Amended to increase entitlements. OCM11/05/049


Previous Policies

HR004 – Recreation Centre Employee Usage of Waroona Recreation & Aquatic Centre 7.12 – Recreation Centre Employee Usage of Waroona Recreation / Aquatic Centre

HRP008 – Salary Sacrifice

HRP008 – Salary Sacrifice 1. Intention To provide guidance on Council’s position in regards to requests from employees for the purpose of salary sacrifice. 2. Scope This policy applies to employments of the Shire of Waroona. 3. Statement Council adopts the principal of salary sacrifice thus allowing employees the opportunity to sacrifice as follows: 1. Superannuation

Available to all employees.

2. Housing

Council will, for employees of a particular classification, as determined from time to time, allow such classified employees access to salary sacrifice for the benefit of providing Council rental housing. This policy applies to the following positions:

• Chief Executive Officer; • Director Corporate Services; • Director Infrastructure Services; • Director Place, Community and Economic Development; • Director Planning and Sustainability; • Manager Corporate Services; • Manager Planning Services; • Manager Works Services; • Town planner • Environmental Health Officer; • Building Surveyor; • Works Supervisor; and • Coordinator Parks and Gardens.

4. Legislative and Strategic Context Nil. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil.

HRP008 – Salary Sacrifice

Division Human Resources








Amendments











Previous Policies

HR013 – Salary Sacrifice 2.28 – Salary Sacrifice

HRP009 – Deductions from Employee Salaries and Wages

HRP009 – Deductions from Employee Salaries and Wages 1. Intention To provide approval for deductions to be made from employee payroll. 2. Scope This policy applies to employments of the Shire of Waroona. 3. Statement Provided the proper authorisation is supplied by each employee, approval is granted for deductions to be made from employee salaries and wages. 4. Legislative and Strategic Context Nil. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Human Resources








Amendments



Previous Policies

HR020 – Deductions from Salaries and Wages 3.21 – Deductions from Salaries and Wages

HRP010 – Municipal Workcare Injury Management – Team Approach

HRP010 – Municipal Workcare Injury Management – Team

Approach 1. Intention To ensure a positive and proactive response to all workplace injuries. 2. Scope This policy applies to employments of the Shire of Waroona. 3. Statement Council adopts the team approach in relation to the management of Workers Compensation claims. This will involve Council’s Occupational Safety & Health Officer liaising on a personal basis with the injured worker, medical practitioner, Municipal Workcare and relevant Council employees. 4. Legislative and Strategic Context Nil. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Human Resources








Amendments



Previous Policies

HR011 – Municipal Workcare Injury – Team Approach 2.25 – Municipal Workcare Injury – Team Approach

HRP011 – Employee Involvement in Community Groups

HRP011 – Employee Involvement in Community Groups 1. Intention To provide guidance when considering requests for the involvement of staff in community groups and organisations. 2. Scope This policy applies to employments of the Shire of Waroona. 3. Statement 1. All individual organisations are directed to appoint their own Secretaries and Treasurers and where

recommendations from such Committees are subject to Council’s approval, such recommendations must be submitted in writing. The appointed Council Delegate is to bring relevant matters from such meetings to Ordinary Council meetings, and whenever possible these should be included as Agenda or Information items.

2. Council’s Senior Officers may act in an advisory capacity, and is to be at the discretion of individual

Officers. 4. Legislative and Strategic Context Nil. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Human Resources








Amendments



Previous Policies

HRP011 – Employee Involvement in Community Groups

HR012 – Staff Involvement – Community Groups 2.26 – Staff Involvement – Community Groups

HRP012 – Emergency Service Volunteers

HRP012 – Emergency Service Volunteers 1. Intention To provide direction to employees who maybe or proposing to be volunteers of an emergency service. 2. Scope This policy applies to employments of the Shire of Waroona. 3. Statement Registered emergency service volunteers employed by Council are allowed reasonable time off during normal working hours without loss of pay, when requested to provide emergency assistance. 4. Legislative and Strategic Context Nil. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Human Resources








Amendments



Previous Policies

HR014 – Emergency Service Volunteers (Council Staff) 2.32 – Emergency Service Volunteers (Council Staff)

HRP012 – Emergency Service Volunteers

HRP013 – Salaries and Wages Discrepancies 1. Intention To provide guidance in situations of overpaid wages, salaries and/or allowances. 2. Scope This policy applies to employments of the Shire of Waroona. 3. Statement That any wages or salary overpayments which occur are to be recouped from employees affected by such overpayments. 4. Legislative and Strategic Context Nil. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Human Resources








Amendments



Previous Policies

HR019 – Wage Discrepancies and Overpayment 3.12 – Wage Discrepancies and Overpayment

HRP014 – Volunteer Management

HRP014 – Volunteer Management 1. Intention To provide guidance on the management of volunteers performing tasks and duties for or on behalf of the Shire of Waroona. 2. Scope This policy applies to Elected Members, employees and volunteers of the Shire of Waroona. 3. Statement The Shire of Waroona values the contribution and enthusiasm of community volunteers and recognises its responsibility to provide an environment where volunteers on behalf of Council can work safely in an environment which seeks to minimise risk and the potential of injury. As such Council will:-

• Maintain a register of Shire volunteers to ensure volunteers are covered by Council insurance policies;

• Comply with National Standards for Volunteer Management which represent and explain best practice in volunteer management;

• Actively engage volunteer participation by residents; • Respect the rights and interests of volunteers and staff; • Ensure that the volunteer work complements the work of paid staff and services provided by

Council; • Encourage and acknowledge the contribution of volunteers who provide services to the community;

and • Ensure adequate orientation, support, training and supervision is provided for volunteers during

their period of volunteering. The following points identify policy considerations for volunteering involving organisations and can be addressed as part of the process to implement the national standards.

• Interview and employ volunteer staff in accordance with anti-discrimination and equal opportunity legislation;

• Provide volunteer staff with orientation and training; • Provide volunteer staff with a healthy and safe workplace; • Provide appropriate and adequate insurance coverage for volunteer staff; • Not place volunteer staff in roles that were previously held by paid staff; or have been identified as

paid jobs; • Differentiate between paid and unpaid roles; • Define volunteer roles and develop clear job descriptions; • Provide appropriate levels of support and management for volunteer staff; • Provide volunteers with a copy of policies pertaining to volunteer staff; • Ensure volunteers are not required to take up additional work during industrial disputes or paid staff

shortage; • Provide all volunteers with information on grievance and disciplinary policies and procedures; • Acknowledge the rights of volunteer staff; • Ensure that the work of volunteer staff complements but does not undermine the work of paid staff; • Offer volunteer staff the opportunity for professional development;

HRP014 – Volunteer Management

• Reimburse volunteer staff for out of pocket expenses incurred on behalf of the organization; • Treat volunteer staff as valuable team members, and advise them of the opportunities to participate

in agency decisions; • Acknowledge the contributions of volunteer staff.

Volunteers between the ages of 16 and 80 years are covered for personal accident insurance. If volunteers are outside this age group, contact will be made with Local Government Insurance Services to seek approval for insurance cover. 4. Legislative and Strategic Context Nil. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Human Resources








Amendments



Previous Policies

HR003 – Volunteer Management 2.47 – Volunteer Management Policy

HRP015 – Alcohol and Drugs in the Workplace

HRP015 – Alcohol and Drugs in the Workplace 1. Intention To implement a fair and proactive alcohol and other drugs screening program that will contribute to the safety and health of all employees, volunteers and contractors of the Shire of Waroona. 2. Scope This policy applies to:



consultants, outsourced service providers and suppliers. 3. Definitions While this policy refers specifically to alcohol and illicit drugs, it is intended to apply to all forms of substances affecting the central nervous system. For the purpose of this policy: ‘under the influence’ is a situation in which the influence of alcohol or drugs, or the combination of alcohol and drugs, may affect personnel in any detectable manner. 4. Statement The Shire is committed to safety as the major priority for all of its operations. The goal is to perform work in such a manner that the potential for injury is reduced. It is the intention to create an environment where employees, volunteers and contractors recognise the health and safety risks of misusing alcohol and other drugs and thus provide an opportunity for them to obtain assistance to avoid such misuse. This policy outlines the circumstances and methods for the screening tests of Shire employees and contractors for alcohol and other drugs and describes the processes which will be adopted following a positive test and the course of events for the employee or contractor who has tested positive to alcohol or another drug. This policy has also been formulated so that Shire employees and contractors recognise the potential impact of alcohol and drug misuse for both themselves personally and in the work environment for the safety of all. This policy applies to all staff at corporate functions, events, and meetings including Council, Advisory, Committee and staff meetings, and any other forum of official business of Council and Council Officers, on Council premises. The Alcohol and Drug Workplace Policy is an intrinsic component of the Shire of Waroona’s commitment to safety.

4.1 Safety in the Workplace and Fitness for Work


Employees and contractors are obliged to present themselves for work in a fit state so that when undertaking normal work activities, they do not expose themselves, their co-workers or the public to unnecessary risks to health and safety. It is the employee’s or contractor’s responsibility to advise their supervisor if they are taking any prescribed drug or medication that may affect their fitness for duty or work performance. The individual should also find out from their doctor or pharmacist what the effects of any prescribed drugs are on their work performance.

4.2 Welfare of the Individual

The welfare of employees and contractors, as well as being the responsibility of the Shire as the employer, is also the responsibility of each individual. It is therefore each employee’s or contractor’s responsibility to ensure that they do not place themselves or any other person or member of the public in an unsafe work environment. The health and safety of all people is paramount. If a manager or supervisor has justifiable cause to doubt a person’s fitness for duty, the Chief Executive Officer may have them removed from the workplace and may initiate any reasonable action considered necessary as detailed in the Shire of Waroona Fitness For Work procedure. If it is believed that the use of alcohol or drugs renders risk to the health or safety of the employee, contractor, co-workers or the public, the CEO reserves the right to remove the employee from duty pending an urgent medical examination to determine fitness for duty.

4.3 Alcohol and Drugs in the Workplace

This policy primarily focuses on alcohol and drug dependence that affects the work performance of the individual and is directed toward maintaining a satisfactory level of employee health, safety and work performance. During normal business hours, the use of alcohol and drugs in the workplace, including Council premises, parks, reserves, vehicles, plant or any other Council building or physical asset, is prohibited. During normal business hours, the Chief Executive Officer may permit the consumption of alcohol where circumstances warrant such as when Council sponsors a social event like a Christmas Party, or special organised functions such as the retirement of an employee. Consumption of alcohol for gatherings of employees as part of the staff social club, for team building, or where the CEO deems it appropriate to recognise effort, will also be permissible. The provision of low percentage alcohol beverages will be served as a preference at all functions and soft drink, water and substantial food will also be provided. 4.4 Testing of Employees for the presence of Alcohol and/or Drugs

Testing will be undertaken under the following circumstances:

• As part of an employee pre-employment medical by a medical practitioner. • Where there is the suspicion of an employee or contractor being under the influence of

alcohol or other drugs. o If any employee or contractor suspects that another employee or contractor is under

the influence of alcohol or other drugs, they should contact their immediate supervisor. o The employee or contractor should be advised that they are suspected to be under the

influence of alcohol or other drugs and screening tests will be carried out. o The employee or contractor subject to the testing may ask for an independent witness,

who must be immediately available. If their witness is not immediately available, the tester will organise a witness.

• At random.


All results of any tests will be recorded.

4.4.1 Testing following any traffic incident or accident

Following any traffic accident, the employee driving a motor vehicle or heavy equipment vehicle, or an individual associated with the accident, may be alcohol and drug tested.

4.4.2 Testing following any incident or accident at the Shire Works Depot, Administration Office

or Site Works

Following any incident/accident within the areas mentioned above, the employee, or an individual associated with the incident/accident, may be alcohol and drug tested.

4.4.3 Failure to undertake testing

All alcohol and drug testing will be undertaken in normal business hours. Should an employee refuse the test, the employee shall be counselled that refusal supports the suspicion of the employee being under the influence of alcohol or other drugs and should refusal persist, the employee will be sent home without pay and be required to undergo testing before resuming work.

4.5 Authorised Testers

Consistent with the Shire of Waroona’s obligation to provide a safe workplace for its employees and contractors, the Fitness for Work procedure will be used with respect to the prevention of impairment as a result of alcohol and/or drugs. In the presence of the employee’s witness, testing may be undertaken by:

• Alcohol – undertaken by a hand-held breathalyser unit in accordance with AS3547– by a Nationally Recognised Drug and Alcohol Testing Officer or a medical practitioner appointed by the Shire of Waroona.

• Drugs – undertaken by Oral fluid (saliva) sample and testing unit in accordance with AS4760:2006 – by a Nationally Recognised Drug and Alcohol Testing Officer or a medical practitioner appointed by the Shire of Waroona.

4.6 Positive Results from Alcohol and Drug Testing

The test results delivered by the Testing Authority will be binding on the employee.

4.6.1 First Positive Test

Should a breathalyser test indicate 0.02% BAC (Blood Alcohol Concentration) or more, or should the employee test positive to drugs, the employee shall be provided with transport home and be paid for work done until the time that the testing was carried out. Before returning to work after recording a positive test result, the employee will be retested and must record a test result below the nominated threshold value before being allowed to start work. They will be advised of the impact of the situation and that counselling is available. The employee will also be cautioned about the consequences in the event of any repeat episode. The results and advice will be provided in writing to the employee and recorded in their personnel file. They will be informed of possible individual testing at a random date in the near future. The immediate supervisor will be present at these discussions, together with any witness of the employee’s choosing.


4.6.2 Second Positive Test

An employee who registers over 0.02% BAC or tests positive to other drugs a second time shall be required to undertake professional counselling. If the requirement of the counselling is refused, then the employee will be disciplined accordingly. Suspension without pay will be enforced until the matter is resolved.

4.6.3 Third Positive Test

If an employee registers 0.02% BAC or tests positive to illegal drugs a third time, they shall be encouraged to receive further professional counselling. In the interests of the employee’s own safety and of the safety of other employees of the Shire, their employment will be terminated.

5. Legislative and Strategic Context Nil. 6. Review This policy is to be reviewed as required. 7. Associated Documents Nil. Division Human Resources







Date Adopted 18/12/2018 OCM18/12/126

Amendments



Previous Policies

HR022 – Alcohol and Drug Workplace Policy

HRP016 – Equal Employment Opportunity

HRP016 – Equal Employment Opportunity 1. Intention To outline the principles of Equal Opportunity as legislated under the Equal Opportunity Act 1984 for all employees and individuals who have dealing with Council to ensure that the workplace is free of discrimination and harassment. 2. Scope This policy applies to:



consultants, outsourced service providers and suppliers. 3. Statement The Shire of Waroona recognises its legal obligations under the Equal Opportunity Act 1984 and will actively promote equal opportunity and diversity based solely on merit to ensure that discrimination does not occur on the grounds of gender, age, marital status, pregnancy, race, disability, and religious or political convictions. This policy applies to all elected members, employees, volunteers and contractors to the Shire. All employment recruitment and training with the Shire of Waroona will be directed towards providing equal opportunity to all employees provided their relevant experience, skills and ability to meet the minimum requirements. The Shire of Waroona will endeavour to ensure:

• Job and career progression will be based on performance and potential to perform effectively; • The workplace is free from any form of discrimination, bullying, sexual harassment and racial

harassment; • The philosophy and principles of equal employment opportunity will apply at all levels of the

organisation, including any persons visiting / working on Shire of Waroona premises; and • Employees receive regular equal employment opportunity awareness training.

The above instructions are designed to comply with the requirements of the Shire of Waroona Equal Opportunity Management Plan, Shire of Waroona Code of Conduct Policy, applicable management practices and the relevant state and federal legislation. 4. Legislative and Strategic Context The Local Government Act 1995, Disability Discrimination Act 1992, Equal Opportunity Act 1984, Fair Work Act 2009, Industrial Relations Reform Act 1993, Racial Discrimination Act 1975, Sex Discrimination Act 1984 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 5. Review This policy is to be reviewed as required.

HRP016 – Equal Employment Opportunity

6. Associated Documents Nil. Division Human Resources



Related Legislation Local Government Act 1995 Disability Discrimination Act 1992 Equal Opportunity Act 1984 Fair Work Act 2009 Racial Discrimination Act 1975 Sex Discrimination Act 1984

Related Shire Documents EEO001 – Shire of Waroona Equal Opportunity Management Plan




Amendments


Previous Policies

Nil

IP001 – Temporary Road Closures

IP001 – Temporary Road Closures 1. Intention To provide uniform and safe guidelines for the conduct of a street party, or community or sporting event within the Shire of Waroona in accordance with delegated authority from Main Roads WA and Australian Standards AS1742.3 Traffic Management for Roadworks. 2. Scope This policy applies throughout the district. 3. Statement 1. The temporary closure of a local access road (as identified in the Shire’s Road Hierarchy) can be

applied for with a letter of application. Closure of other roads (as identified in the Hierarchy) shall require the approval of Council.

2. A ’Road Closure Form’ (available from any Police Station) signed by the Police Traffic Branch is to

be attached to the letter of application prior to submission. 3. The letter of application must be accompanied by a plan displaying the section of street closure and

a Traffic Management Plan conforming to Main Roads WA - Traffic Management for Events - Code of Practice (March 2011).

4. The organisers of the event must indemnify the Shire of Waroona against any liability that may arise

out of the conduct of the party by providing a signed declaration to this effect. A qualified traffic controller is required to set up and remove the signage.

5. One week prior to the event, a letter drop is to be undertaken to all properties in the street effected

by the street closures, advising of the date and time of the event. 6. The organisers of the event are to ensure that there is no consumption of any alcohol within the road

reserve without the permission of the Shire of Waroona or applicable controlling authority. Prohibited substances are not to be consumed or administered.

7. The event organisers must ensure that all participants are respectful of the amenity of surrounding

residents in relation to noise, behaviour and parking. Compliance with the law and the Shire of Waroona’s local laws and policies are to be adhered to at all times.

8. Advertising the road closure if required by the ‘Road Closure Form’ will be carried out by the

applicant. 9. All costs of the road closure and associated traffic management shall be borne by the applicant. 4. Legislative and Strategic Context The Australian Standard AS1742.3 Traffic Management for Roadworks, Road Traffic Act 1974, Road Traffic Code 2000 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 5. Review

IP001 – Temporary Road Closures

This policy is to be reviewed as required. 6. Associated Documents Other documents that have an association to this policy and that may be useful reference material are:

• Main Roads WA: Traffic Management for Events – Code of Practice. Division Infrastructure

Policy Number IP001

Contact Officer Director Infrastructure Services

Related Legislation AS1742.3 Temporary Management for Roadworks Road Traffic Act 1974 Road Traffic Code 2000

Related Shire Documents I1 – Road Closure Form



Date Adopted 18/12/2018 OCM18/12/126

Amendments



Previous Policies

WKS016 – Temporary Road Closures 5.4 – Use of Local Roads – Car Rallies

IP002 – Road Reserves

IP002 – Road Reserves 1. Intention To provide guidance on the use and maintenance of road reserves. 2. Scope This policy applies throughout the district. 3. Statement

3.1 Road Reserves as Private Access Ways

The Shire of Waroona recognises that in some instances, residents use road reserves as access to all or parts of their properties. The road reserves subject to this section of the policy are those that generally do not contain formally constructed roads, are closed to the general public either by physical barriers or by lack of awareness by the general public that there is a road reserve present, and are not subject to regular maintenance by the Shire. The Shire will carry out limited works and/or services to accesses contained within these road reserves subject to the following conditions:

1. Any works shall be limited to accesses that exist within surveyed, existing road reserves as

confirmed by the Shire. 2. Council shall include in its annual budget a funding amount to be applied to works subject to

this policy to be expended on a ‘first come first serve’ basis. Should the funds become fully expended in a financial year, any further requests under this policy will be deferred until the following financial year.

3. Where the Shire agrees to a request to carry out works in a road reserve, the cost of the works

shall be capped to $1,000 per kilometre of road reserve length, to a maximum length of three kilometres. This cost includes provision of materials and/or plant and labour. The type and scope of works will be decided solely by the Shire.

4. The provisions of this policy will not be repeated for multiple parties in instances multiple

landowners or residents use the same road reserve for access to separate properties. 5. Works carried out under the provisions of this policy do not constitute acceptance by the Shire

for ongoing maintenance liability whatsoever. 6. The Shire will not carry out reworking of any aspect of the agreed works. 7. Works will be subject to the availability of Shire resources. 8. Road reserves that see works carried out under this policy will not be eligible for further works

for a period of five years following the year in which initial works take place. 9. The Shire will only consider applications made in writing. The scope of the works and

expenditure shall be determined and presented to the applicant who shall acknowledge and sign a notice to this effect prior to any works taking place.

10. Council acknowledges that given the varying nature of road reserves that departures from this

policy may be required and delegates authority to the Chief Executive Officer to determine minor departures as necessary.

IP002 – Road Reserves

3.2 Rural Road Reserves for Grazing or Vegetable Growing

The use of road verges in road reserves under the care and control of the Shire of Waroona for grazing and growing of vegetables is permitted. Persons wishing to graze stock or grow vegetables on Council Road Reserves must apply in writing. Any approvals given will be for twelve months only. The Chief Executive Officer is authorised to allow extensions to Council approved activities, such as picking seeds (subject to Department of Biodiversity, Conservation & Attractions – Parks and Wildlife Service agreement), grazing road reserves and vegetable growing within road reserves. Grazing of cattle will not be permitted on trafficable Road Reserves. Cattle includes horses, mares, fillies, foals, geldings, colts, camels, bulls, bullocks, cows, heifers, steers, calves, asses, mules, sheep, lambs, goats, and swine.

4. Legislative and Strategic Context Nil. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Infrastructure

Policy Number IP002







Amendments




Previous Policies

WKS001 – Road Reserves as Private Access Ways – Maintenance by Shire WKS014 – Use of Rural Road Reserves for Grazing or Vegetable Growing 5.2 – Use of Rural Road Reserves for Grazing or Vegetable Growing

IP003 – Over Design Freight Use of Roads

IP003 – Over Design Freight Use of Roads 1. Intention To allow the Shire of Waroona to approve the use of Shire roads for short term high freight usage. 2. Scope This policy applies throughout the district for use of Shire roads by vehicle freight greater than the road design truck freight standards. 3. Statement Much of the Shire’s road network consists of access roads and local distributor roads which have been constructed to match their intended whole of life design. The Shire’s roads are detailed in the Shire’s Road Hierarchy. As short term high freight usage damages the road network the Shire of Waroona must increase its road investment programme to keep the required service level for the road class. It is appropriate for the users causing damage to the road from the overload to contribute to the cost of the increased asset consumption. The West Australian Local Government Association (WALGA) has published its ‘User Guide – Estimating the Incremental Cost Impact on Sealed Local Roads from Additional Freight Tasks’ (Guide). It is intended that this Guide be adopted as the framework underpinning this Policy as it ensures equity and, as more Councils adopt the Guide, greater consistency across the Local Government Industry. The processes included in the Guide enable this consumption to be assessed on a customised basis that matches the requirements for each project and each transport organisation.

3.1 Proponent’s Projected Determination of Freight Movement, Traffic Volumes and Patterns by Period

The Proponent must provide the projected patterns of total freight to be carted, the route/s to be used and the truck combination/s to be used over the life of Proposed Project. From this information an estimated contribution can be determined. The Proponent must then provide actual figures for mass carted and truck combination/s used in arrears at quarterly intervals or as agreed with the Shire of Waroona. From this information the actual contribution can be determined.

3.2 Shire of Waroona’s Determination of the Contribution

Whether estimated or actual, the Shire of Waroona will use the information gathered in section 3.1 and apply the provisions of the Guide to determine contribution levels. 3.3 Methodology for Determination of the Periodic Payment of the Additional Freight

Contribution

The Proponent must provide weigh bridge load certificates or other accurate and auditable load information (annual volumetric survey and/or evidence of volumes extracted such as invoice records etc.) as approved by the Shire of Waroona. This information is to be supplied as per the agreement between the Shire of Waroona and the proponent.


The Proponent must make the payment of the Additional Freight Levy for the immediate past quarter within two weeks of the Levy’s determination. 3.4 Contribution Towards Road Upgrades

The provisions of this policy and that of the Guide do not preclude the possible requirement of initial road upgrades triggered by safety or suitability concerns. These will be considered on a case by case basis and examined by the preparation, at the Proponent’s cost, of a Road Route Report. Upgrades under this heading may involve up front works to the following:

• Road structure – pavement and/or seal improvement, etc. • Sight distance improvements – road side vegetation pruning or clearing. • Signage. • Road configuration – intersection layout improvements, increasing of road width, line marking

etc.

3.5 Resolution of Disputes

Disputes are to be determined by a Mediator acceptable to both parties or as determined by the Institute of Arbitrators and Mediators Australia in the event of a failure of the parties to agree to a Mediator. The quantum and apportionment of the costs of mediation are to be determined by the Mediator.

4. Legislative and Strategic Context Nil. 5. Review This policy is to be reviewed as required. 6. Associated Documents Other documents that have an association to this policy and that may be useful reference material are:

• WALGA: User Guide – Estimating the Incremental Cost Impact on Sealed Roads from Additional Freight Tasks.

Division Infrastructure

Policy Number IP003






Date Adopted 22/07/2014 OCM14/07/074

Amendments



22/12/2015 Amended to include reference to WALGA guide. OCM15/11/138

26/09/2017 Amended to reflect current practice. OCM17/09/091


Previous Policies

WKS008 – Policy for Over Design Freight Usage of Shire of Waroona Road Network 5.3 – Policy for Over Design Freight Usage of Shire of Waroona Road Network

IP004 – Preston Beach Public Access Ways

IP004 – Preston Beach Public Access Ways 1. Intention To provide guidance on public access ways in Preston Beach. 2. Scope This policy applies only throughout Preston Beach. 3. Statement The Preston Beach town site contains several public access ways that provide access links generally between streets and public reserves for public, Shire and emergency services use. While some are more regularly used than others, they all offer access that may prove critical in some events such as bushfire and therefore it is imperative that they remain open to vehicular traffic at all times. Access shall be maintained through public access ways at all times. No barriers or restrictions such as gates, fences or similar that restrict free vehicular access shall be permitted. No vehicles shall be permitted to be parked on a public access way or such that access to the public access way is restricted. Adjacent landowners may improve the appearance and/or surface of the public access way to the satisfaction of the Director of Infrastructure Services provided free vehicular access is maintained. 4. Legislative and Strategic Context Nil. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Infrastructure

Policy Number IP004






Date Adopted 25/10/2016 OCM16/10/105

Amendments



IP004 – Preston Beach Public Access Ways

Previous Policies

WKS009 – Preston Beach Public Accessways 5.6 – Preston Beach Public Accessways

IP005 – Road Verge Directional Signs

IP005 – Road Verge Directional Signs 1. Intention To standardise the road verge directional signs throughout the Shire of Waroona 2. Scope This policy applies throughout the district. 3. Statement The Director Infrastructure Services is authorised to determine applications for directional signage in accordance with this policy. Applications which do not conform to the policy are to be referred to the Council for consideration. The policy attempts to balance the need to keep to a minimum, unnecessary signs which create aesthetic problems, particularly in town sites, while still allowing for the necessary directions to be given to the travelling public. It should be noted that these signs are for direction to a business only and are not to be regarded as advertising signs. It is acknowledged that a number of directional signs can greatly increase the viability of local businesses. It must also be recognised that large numbers of signs at any town site and rural intersections can reduce road safety, clutter up the landscape and greatly reduce the high quality aesthetic and natural beauty of this region. Businesses and tourist attractions are encouraged to make maximum use of Visitor Centres and similar outlets for advertising and giving directions. For this policy, single businesses shall be those having a separate business registration.

3.1 General

This policy provides information to the public on Council’s requirements for the provision of directional signs on Council controlled road verges for businesses, public facilities, such as sports grounds, government offices and institutions. Community signage is to include police, hospital, churches, community facilities, recreation facilities and emergency services. 3.2 Conditions for Signage

1. Attractions and businesses on land zoned Commercial, Service Industry and Industry in the

Town Planning Scheme are not permitted directional signs due to multiple similar services.

2. In town sites, directional signage for petrol stations, caravan parks and camping grounds will be permitted and are to feature only symbols as per the Australian Standard.

3. Attractions and businesses not zoned Commercial, Service Industry and Industry in the Town

Planning Scheme may have directional signs providing the following criteria are met:

(a) Be a registered business and located within the Shire boundaries. (b) Open at least one day on weekends and one other day of the week.

(c) Be a member of the local recognised tourist organisation.


(d) Must be a business approved by Council.

(e) Be clean and presentable to attract visitors.

(f) Keep a record of visitor’s numbers.

The attractions and businesses may include, but not be limited to:

• Art and craft; • Pottery; • Galleries; • Café; • Restaurant; • Accommodation; • Wineries; • Breweries; • Attractions of public interest; and • All other businesses permitted or approved by Council.

3.3 Approvals and Erecting Procedure

1. The Shire of Waroona is to be the signage approval authority for Shire roads and jointly with

the Main Roads of WA for signs on state roads or highways.

2. The Shire of Waroona is to be responsible for the progressive replacement of non-conforming existing signs with new signs.

3. Each business will be responsible for the cost of any new signs, including installation, ongoing

maintenance and standard Shire fees.

4. The location of the directional signs will be at the discretion and responsibility of the Shire of Waroona.

5. The sign remains the property of the business with ongoing maintenance and replacement

through theft, vandalism or accident being at their cost.

3.4 Numbers of Signs Allowed per Business

1. A maximum of three signs may be allowed for a single business on Council controlled road verges. Signs on Main Roads WA controlled road verges will be included in this number. The Director Infrastructure Services may approve additional signage if considered necessary to assist the travelling public.

2. Directional signs will only be allowed for signposting from the nearest major roads. Directional signs may not be approved to direct more than 10km along a road if the business is not on that road as per the Tourism Commission Guidelines for Tourism Signs.

3. Signage stacks can be installed at either end of a loop road; however businesses on loop roads

may only have directional signage on one end of the loop road that is nearest to their business.

4. Individual businesses may have one advanced warning sign (symbol only plus distance in metres) installed at either approach to their business and at their cost (e.g. bunch of grapes, bed or fork and spoon for symbol). Businesses will need to select one symbol if more than one business type operates from any one location.


3.5 Sign Specifications

1. All Business Directional Signs shall conform to the following requirements:

• Length – 1.8m maximum. • Be single sided on a 200mm high full colour plate and 120CN lettering. • Include a distance to the facility, in whole numbers greater than 1km. • The name can have a maximum of eighteen characters including spaces and is to

include a reference to the business type (ie: Warren Wines, Brendan’s B & B, Henries Restaurant, etc). If the sign is to be placed less than 1 kilometre from the business with no distance indicated, a maximum of nineteen characters including spaces is allowed.

• Include an arrow.

No business logos or symbols to be included on directional sign.

2. All directional signs are to have Class 1 white reflectorized lettering and numbers on either a blue, brown or green background.

3. Service and community directional signs, recreation facilities plus Council controlled parkland directional signs are to have a blue background. To qualify for a brown background sign, attractions and businesses must be approved by the Tourism Commission in accordance with their guidelines with proof of this approval required upon application. All destination signs (signs directing to other town sites) are to have a green background.

4. Wherever possible Information Bays shall be constructed to:

(a) Angle signage towards approaching vehicles for better visibility. (b) Allow for a turn-around for vehicles for travellers not wishing to continue along that road. (c) Include provision for a map.

3.6 Wood Routed Signs

1. No wood routed signs will be allowed on Council’s road verges, unless approved by Council.

2. Wood routed signs for Department of Biodiversity, Conservation and Attractions facilities may

be approved.

3.7 Symbolic Signs

1. Council will provide a dedicated symbol sign directly under the road name on a sign stack with a maximum of six relevant symbols. No symbols will be allowed on individual directional signs. A business can nominate a maximum of two symbols with either one or both included on the symbol sign. No symbol to be repeated.

2. Symbol signs on Shire roads are to be 1800mm long and 300mm high flat plate with 200 high, Class 1 white reflectorised symbols on a blue background. Symbol signs on Main Road WA controlled roads are to be 1800 long and 400 high flat plate with 300 high, Class 1 white reflectorised symbols on a blue background. Provide a 10mm white border set in 10mm all round.

3.8 Vertical ‘Banks’ of Directional Signs (Sign Stacks)

1. Where a number of directional signs pointing in the same direction are to be erected at the one

intersection, then these signs, up to a maximum of seven for town sites and five for rural areas


(excluding the road name and symbol sign) will be installed as a vertical stack with the street or road name sign on top followed by the symbol sign.

2. If more than the number of directional signs allowed in clause 1 above is required at any intersection, the directional signs may be relocated to an information pull off bay in an appropriate position as determined by council officers. Symbol sign and community service signs will still be located at the intersection below the road name. A plate saying “INFO BAY 100M” will be installed on the Sign Stack.

3. Separate businesses (e.g. café, winery, cidery) on the one location may have separate signage

on a sign stack until the limits in clause 1 above are reached. A limit of one sign per location will then apply with additional signs for that location being removed. This should extend the life of each sign stack before signs are then relocated to an information bay.

4. An advanced warning sign will be installed for existing and future Information Bays.

5. Generally information pull off bays will only be constructed in town sites at Council’s discretion.

3.9 Height and Installation Requirements

1. Sign stack heights:

The minimum clearance to the bottom sign on a sign stack is to be 1.5 metres, if there are no issues with sight lines, pedestrian movements or vehicle parking. At this height, the area under the sign is to be blocked, thus preventing any form of passage. If there are concerns with sight lines, pedestrian access or vehicle parking, the minimum clearance to the bottom sign is to be 2.1metres. Minimum heights are to be calculated on a full sign stack as per clause 3.8(1).

2. Single signs in town sites: The lowest point on any single sign installed shall not be lower than 2.6m above ground level.

3. “Mid-block” directional signs will be allowed in rural areas only.


Policy Number IP005








Amendments


Previous Policies

Nil

IP006 – Internally Illuminated Directional Signs

IP006 – Internally Illuminated Directional Signs 1. Intention To provide an adequate and effective standard for internally illuminated signs to direct people to various business and community facilities within the district. It is also to provide for the orderly and regulated erection of internally illuminated signs and to ensure that illuminated directional signs do not cause any loss of amenity or adversely affect the natural or built environment or the efficiency, safe use or appearance of any road. 2. Scope This policy applies throughout the district. 3. Statement The Director Infrastructure Services is authorised to determine applications for internally illuminated directional signage in accordance with this policy. Applications which do not conform to the policy are to be referred to the Council for consideration.

3.1 General

This policy provides information to the public on Council’s requirements for the provision of internally illuminated directional signs on Council controlled road verges for businesses, public facilities, such as sports grounds; government offices and institutions. Community signage is to include police, hospital, churches, community facilities, recreation facilities and emergency services.

3.2 Approval Process

Before the erection of any internally illuminated directional sign in a road reserve within the district a proponent will be required to address the following matters: 3.2.1 Compliance with Guidelines All proposals for the erection of internally illuminated directional signs shall comply with these guidelines, although compliance with the guidelines alone shall not ensure approval. 3.2.2 Agreement The proponent will be required to enter into a deed of agreement with the Shire of Waroona covering the specifications and conditions under which the proponent may operate within the Shire. 3.2.3 Applications Applications shall be in duplicate and shall be made individually for each and every sign. Applications shall include the following information:

• Site plan; • Details including a drawing of the sign message/s; • Certified engineering drawings; • Main Roads Western Australia approval if the proposed sign is situated on a declared main

road and Council does not have delegated approval authority or within a traffic signal control area; and


• Signs proposed to be located within the boundaries of highways and main roads (under the control of MRWA) shall be subject to assessment in accordance with the Main Roads (Control of Advertising) Regulations 1996, Guide to the Management of Roadside Advertising as Amendment from time to time.

3.2.4 Submission

All applications for illuminated street signs are to be submitted to Council for determination.

3.2.5 Approval Should the proposed sign be approved, one copy of the stamped approved drawings shall be returned to the proponent and one copy shall be retained by the Shire of Waroona for record purposes.

3.3 General Requirements

3.3.1 Messages

• All commercial messages are to be related to businesses or business facilities situated within the Shire of Waroona.

• The Shire of Waroona will not support general/generic advertising messages for products or services not provided by local businesses within reasonable proximity to the sign.

• Council will not support messages that it considers to be advertising facilities or services that could cause offence or are illegal or immoral.

• Guidelines for the use of electronic messages are as follows: The electronic message system shall not be used for the display of matters of the following nature: (i) Messages of a political nature. (ii) Messages that advertise businesses outside the district. (iii) Messages likely to encourage or inflame racial hatred. (iv) Messages which do not conform to accepted standards of decency and morality. (v) Messages contrived to mislead. (vi) Messages pertaining to illicit products or substances. All of the above cases shall be subject to the absolute determination of the Shire of Waroona and the sign proponent shall agree to extinguish any message so determined immediately upon demand of the Chief Executive Officer or his duly authorised agent. Electronic messages shall be of a static display with minimum 100mm high illuminated lettering in 60km/h zones and minimum 120mm in 70km/h and 80km/h zones.

3.3.2 Locations

• Internally illuminated directional signs shall generally be restricted to commercial and industrial areas of the district and would not normally be supported in a residential area.

• Generally signs shall be located at or as close as possible to the principal road junctions. • Devices are generally not permitted within or in the vicinity of intersections where traffic speed

and movements are such that the driver needs to concentrate fully on the task of driving (e.g. at channelised intersections where high speed arterial traffic does not proceed straight ahead).

Signs shall be limited as follows:

• T junction - no more than one sign. • Cross intersection - no more than two signs. • Signs are not to be located on traffic islands or in the centre of roundabouts.


• Signs shall be located such that the nearest point to a notional line drawn vertically from the face of the kerb shall be not less than 600mm. In areas where the edge of the carriageway is not kerbed, no portion of the device shall be closer than three metres to the edge of the carriageway.

• Signs shall not be located in positions which detract from the aesthetics, amenity or streetscape of the locality in which it is situated.

• In all cases the final location of signs shall be subject to the discretion of the Shire of Waroona.

3.3.3 Description of Signs

• Each sign shall bear a street name or direction to a civic amenity or other Council approved

message below the advertisement. • The street name is to be readily visible (contrasted/highlighted) where included in the same

box as the service/community message. (i) The advertising panel will comprise two faces only. Each face shall not be greater than

2.75 square metres in size (excluding the street name portion of the sign) and shall include the local government name and crest or symbol and the community message. The total area of the sign is the actual surface area of the sign (excluding the street name portion of the sign) but including any borders.

(ii) The maximum height of the device including all attachments shall be 6.2 metres. (iii) The size of the street name box shall not exceed 1200mm x 450mm.

• Sign faces shall be manufactured from damage resistant materials (Glass or acrylic is not permitted).

• The main sign shall have a minimum clearance of three (3) metres between the lowest illuminated portion of the sign and ground level.

• Street name boxes will be provided on each sign and located below the main sign, the minimum clearance to the street name box shall be 2.2 metres.

• All street names and civic messages shall comply with AS1742.5-1997 for street and community signs.

• All signs shall be erected in accordance with the proper electrical standards and the power supply to the sign units shall be underground.

• All signs, poles and associated fittings are to be constructed in accordance with current Australian Standards. Each sign unit is to have a frangible level above the base plate and the structural adequacy of the sign and its frangible support is to be certified by a suitably qualified practicing structural engineer.

• All sign units are to be non-flammable.

3.4 Basis for the Deed of Agreement

3.4.1 Rental

• The proponent shall pay the Council an annual rental or licence fee for any sign located in the road reserve or other reserve in the care, control and management of the Council.

• The initial fee for the first year of the agreement is to be as set out in the Shire’s Schedule of Fees and Charges adopted as part of its annual budget. The fee will be subject to upward change in accordance with the Perth (All Groups) Consumer Price Index annually for the term of the agreement.

• Where signs incorporate an electronic message system, the Shire of Waroona may require 50% of the advertising space in the electronic message system to be offered, free of cost, to the Shire of Warppma in lieu of site rental, subject to the Council’s acceptance and if not required by the Council the full fee applies.

3.4.2 Duration of Approval


• The approval shall have an initial duration of five years which shall commence from the date of the Council approval with the option to extend the approval for a further period not exceeding three years at the discretion of the Council.

• If the proponent is in breach of the policy then the Council may revoke its approval and if there are any outstanding debts, these may be recovered in a court of competent jurisdiction.

3.4.3 Ownership and Maintenance

The proponent shall retain ownership of the sign and shall implement a maintenance programme as indicated below as a minimum:

• Clean and safe condition at all times at no cost to the Shire of Waroona. • In the case of emergency, should it be necessary for the Shire of Waroona to remove, repair

or otherwise modify the sign for any reason, the whole cost of such work shall be borne by the proponent.

• The proponent shall meet the full cost of any electrical connection and electricity supply.

3.4.4 Relocation or Removal

• The Shire of Waroona shall advise the proponent in advance of any road or other works that may require the removal or relocation of the sign and the proponent shall remove or relocate the sign at the proponents cost.

• The Shire of Waroona reserves the right to have the illuminated sign repositioned or removed at any time either permanently or temporarily, without cost to the Shire.

• The removal of signs by the Shire will only be exercised in any or all of the following circumstances: (i) Where the sign has not been maintained to the satisfaction of the Shire. (ii) Where the sign is damaged or the legend has become illegible. (iii) Where roadworks and/or the installation of public utility services necessitates the

removal of the sign. (iv) Where there is a substantial change in the nature of traffic or the alignment of the road

in the vicinity of the sign. (v) Where the road is reclassified to accommodate a higher speed. (vi) Where the message conveyed on the sign in the opinion of the Council is no longer

current, appropriate or acceptable. (vii) Where the proponent has not complied with the terms of the approval for the sign issued

by the Shire. • At the termination of the approval period the proponent shall completely remove the sign

(including footings and cabling) and reinstate the roadway at the proponents cost.

3.4.5 Legal Costs

The proponent shall pay all costs incurred by both parties of and incidental to the preparation, execution and stamping of any agreement that may be prepared between the proponent and the Shire of Waroona.

3.5 Indemnity

The proponent shall indemnify the Shire of Waroona against any claim or action and shall procure and maintain a Public Liability Insurance Policy to twenty million dollars in the names of the proponent and the Shire of Waroona.


4. Legislative and Strategic Context The Australian Standard AS1742.5-1997 Manual of Uniform Traffic Control Devices, Main Roads Act 1930, Main Roads (Control of Advertising) Regulations 1996 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 5. Review This policy is to be reviewed as required. 6. Associated Documents Other documents that have an association to this policy and that may be useful reference material are:

• Main Roads WA: Guide to the Management of Roadside Advertising. Division Infrastructure

Policy Number IP006


Related Legislation AS1742.5-1997 Manual of Uniform Traffic Control Devices Main Roads Act 1930 Main Roads (Control of Advertising) Regulations 1996





Amendments


Previous Policies

Nil

IP007 - Crossovers

IP007 – Crossovers 1. Intention To ensure that crossovers are constructed in accordance with the Shire’s crossover design and specifications and the requirements of the Local Government Act 1995 and its subsidiary legislation. 2. Scope This policy applies throughout the district. 3. Statement Crossovers shall be constructed in accordance with standard specifications as per the Council’s Crossover Procedure. Following preliminary adoption they shall remain in effect unless amended or revoked by absolute majority of Council. Prior to constructing a crossover, owner/occupier should obtain standard crossover specifications from the Shire of Waroona and receive approval from Director Infrastructure Services for type of crossover proposed to be constructed. If there is no crossover to the lot, the Shire of Waroona will assist with provision of one (1) crossover as follows:

• The Shire of Waroona shall refund an amount as set in the annual fees and charges for one crossover per property.

• To qualify for this refund the crossover must comply with the standard design and specifications to the satisfaction of the Director Infrastructure Services.

4. Legislative and Strategic Context The Local Government Act 1995 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Infrastructure

Policy Number IP007







IP007 - Crossovers

Amendments





Previous Policies

WKS004 – Crossovers [s.1.41(1) Delegated Powers] 5.15 – Crossover [s.1.41(1) Delegated Powers]

IP008 – Stormwater Drainage

IP008 – Stormwater Drainage 1. Intention To provide guidance on the approval, with conditions, of the discharge of stormwater into road reserves under the Shire of Waroona’s care and control. 2. Scope This policy applies throughout the district. 3. Statement The Shire of Waroona recognises that in some town sites, particularly Waroona itself, the natural soil conditions may not be conducive to traditional soak well type stormwater drainage disposal. Persons wishing to direct stormwater drainage onto the street are to submit a request in writing and the following criteria shall apply if requests are approved. Any pipes to be used in the road verge be either – (a) Galvanised steel pipe;

(b) PVC or poly pipe encases in steel pipe; or

(c) PVC or Poly pipe with concrete each side with minimum width of 100mm and depth of 150mm,

dependant on pipe size; or

(d) Harditube 90x6/5.2 Class 6 - Type 50P.E. pipe. Stormwater disposal onto the street shall only be permitted as an overflow from on property retention. The drainage system within the property boundary shall be sized to comply with the ratio of 1 cubic metre of storage for every 65 square metres of impervious area (roofs, paving, compacted surfaces etc). Storage may take the form of soakwells and/or above ground storage such as rainwater tanks. Discharge through a cut in the kerb will not be permitted. Overflow shall be designed to flow via the driveway or via a ‘bubble up’ pit strategically located in the verge as near to the property boundary as possible, but within the property boundary wherever possible. Designs shall comply with Council’s standard specifications and drawings, if applicable, and be approved by the Manager Works and Services. It is the property owners’ responsibility to maintain pipes across and under road verges, in good repair. 4. Legislative and Strategic Context The Local Government Act 1995 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil.

IP008 – Stormwater Drainage

Division Infrastructure

Policy Number IP008

Contact Officer Manager Works and Services






Amendments




Previous Policies

WKS011 – Stormwater Drainage 5.8 – Stormwater Drainage

IP009 – Recreation Ground Water Standpipe

IP009 – Recreation Ground Water Standpipe 1. Intention To provide guidance as to the use of Shire controlled standpipes. 2. Scope This policy applies throughout the district. 3. Statement 1. All Shire of Waroona controlled standpipes shall be locked.

2. Waroona Volunteer Fire and Emergency Service shall hold a duplicate key and other keys can be

issued at the discretion of the Chief Executive Officer for firefighting purposes or the provision of drinking water.

3. A key shall be available from the Shire of Waroona during office hours only.

4. The standpipe meter be read before and after use. Arrangements for private water requirements can

be made only during office hours of the Shire of Waroona (no weekends or after-hours access). 4. Legislative and Strategic Context Nil. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Infrastructure

Policy Number IP009







Amendments



IP009 – Recreation Ground Water Standpipe


Previous Policies

WKS015 – Water Standpipe – Recreation Ground

IP010 – Street and Reserve Trees

IP010 – Street and Reserve Trees 1. Intention To provide guidelines for the planting, replacement, maintenance and removal of street and reserve trees in the Shire of Waroona via the Street Tree Management Plan procedure document. 2. Scope This policy applies throughout the district. 3. Statement To implement via the Street Tree Management Plan as amended from time to time by the Director Infrastructure Services a procedure to guide the planting, replacement maintenance and removal of street and reserve trees. Users shall satisfy themselves that they are reading the current document. 4. Legislative and Strategic Context Nil. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Infrastructure

Policy Number IP010







Amendments


Previous Policies

WKS017 – Street and road verge, parks and road verge, parks and reserves tree planting, replacement, maintenance and removal

IP011 – Private Works

IP011 – Private Works 1. Intention To confirm support for private works requests from residents, organisations or others located in the Shire of Waroona, as well as other local government authorities. 2. Scope This policy applies throughout the district. 3. Statement Where private works are undertaken full cost recovery, inclusive of labour, material, plants and on costs, plus 30% will be applied to limit direct impact on local contractors. Council approval is required before proceeding with any private works with a project value of $100,000 or more. Appropriate procedures are to be maintained for quotes and other matters relating to private works. 4. Legislative and Strategic Context The Local Government Act 1995 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Infrastructure

Policy Number IP011


Related Legislation Local Government Act Local Government (Financial Management) Regulations 1996




Date Adopted 26/11/2019 OCM19/11/136

Amendments



Previous Policies

WKS019 – Private Works

IP012 – Supply of Materials to Residents

IP012 – Supply of Materials to Residents 1. Intention To provide guidance on the conditions under which the supply of various bulk materials to residents may occur. 2. Scope This policy applies throughout the district. 3. Statement Residents of the Shire of Waroona are allowed access to sand, gravel, limestone, aggregate and mulch stored at the Shire of Waroona Depot if supplies are available and not required for Council purposes. Volumes of materials taken shall be restricted to utility or trailer loads and manual loading of the materials shall not be permitted. Loading shall only be carried out by Council plant and personnel when these are available at the depot so as to not interrupt the normal operations of the works crew. If necessary, arrangements shall be made with the Manager Works and Services. Sand and mulch will be available at no cost, however, gravel and limestone will be at commercially competitive rates as determined to be appropriate in Councils annual Fees and Charges schedule. Council shall take no responsibility as to the suitability, quality and make up of any mulch material. 4. Legislative and Strategic Context Nil. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Infrastructure

Policy Number IP012







Amendments



IP012 – Supply of Materials to Residents



Previous Policies

WKS013 – Supply of Materials to Residents 5.1 – Supply of Materials to Residents

IP013 – Subdivision Development

IP013 – Subdivision Development 1. Intention To provide guidelines to engineering and design specifications for subdivisional works in the Shire of Waroona. 2. Scope This policy applies throughout the district. 3. Statement To implement engineering and design specifications for subdivisions as amended from time to time by the Director Infrastructure Services. Users shall satisfy themselves that they are reading the current document. 4. Legislative and Strategic Context Nil. 5. Review This policy is to be reviewed as required. 6. Associated Documents Other documents that have an association to this policy and that may be useful reference material are:

• Institute of Public Works Engineers Australia: Local Government Guidelines for Subdivisional Development.

• Shire of Waroona: Road Hierarchy. Division Infrastructure

Policy Number IP013







Amendments





IP013 – Subdivision Development

Previous Policies

WKS006 – Engineering and Design Specifications for Subdivisions 5.20 – Engineering and Design Specifications for Subdivisions

IP014 – Bulk Rubbish Collection

IP014 – Bulk Rubbish Collection 1. Intention To provide guidelines on what can be collected during the bulk rubbish collection and the process whereby residents can take advantage of the collection. 2. Scope This policy applies throughout the district. 3. Statement The Shire of Waroona provides a biennial (alternate years) hard waste rubbish collection. Hard refuse should be placed neatly on the verge as close as possible to the kerb and the driveway. The following items will be collected from the verge:

• White goods i.e. stoves, refrigerators (to be degassed and evidence of degassing evident on unit; doors to be removed), washing machines, etc;

• Scrap metal; • Old furniture; and • General junk.

The white goods and scrap metal should be placed on the verge in a pile separate to the other hard refuse as this will be collected separately and recycled. All items of hard refuse will be collected by hand. A maximum weight will apply, and as a general rule two (2) people should be able to lift the item easily to shoulder height. Maximum volume of hard refuse to be collected from each residence is two (2) cubic metres.

3.1 Items Not Collected

• Sand; • Rubble; • Bricks • Cement; • Tyres; • Foodstuffs (household waste); • Pesticides and chemicals; • Inflammable liquids; • Asbestos cement products; and • Gas bottles.

All the above material can either be taken to Council’s Refuse Disposal Site or removed by contacting a local rubbish bin operator.

3.2 General Conditions

It is important that residents pay close attention to the requirements of the verge collections. Non-compliance with these requirements may result in some of the waste remaining on the verge.

IP014 – Bulk Rubbish Collection

All waste is to be placed in a pile neatly on the verge no earlier than one (1) week prior to the advertised collection week. All waste must be placed on the verge by 6 am on the advertised starting date as the truck will travel down your street only once. All waste is to be placed on the verge without obstructing footpaths or lines of sight, particularly adjacent to road intersections. Waste will not be collected from vacant properties or public land. Five (5) to seven (7) working days are allowed for collection.


Policy Number IP014







Amendments


23/10/2012 Amended to remove greenwaste collection. OCM12/10/123



Previous Policies

WKS002 – Bulk Rubbish Collection Policy and Guidelines 5.16 – Bulk Rubbish Collection Policy and Guidelines

IP015 – Drakesbrook Cemetery

IP015 – Drakesbrook Cemetery 1. Intention To detail the protocol and process required following the receipt by the Council of an application for interment at the Drakesbrook Cemetery. 2. Scope This policy applies only to Drakesbrook Cemetery. 3. Statement Where practical, graves within Drakesbrook Cemetery may be backfilled by Council plant. Families may be granted the opportunity at the time of grave reservation or grave preparation to have a family grave manually backfilled. Council requires contractors to complete an “Application for Burial Procedures” and “Application for Monumental Work Procedures” and undertake the processes and procedures outlined in these documents, which may be amended from time to time by the Chief Executive Officer. 4. Legislative and Strategic Context Nil. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Infrastructure

Policy Number IP015



Related Shire Documents I2 – Application for Burial Procedures Form I3 – Application for Monumental Work Procedures Form




Amendments


24/11/2015 Amended to include application forms. OCM12/10/123

22/1/2015 Amended to correct grammar. OCM15/12/164

IP015 – Drakesbrook Cemetery


Previous Policies

WKS018 – Cemetery Work Practices 5.17 – Cemetery Work Practices

IP016 – Graffiti Management

IP016 – Graffiti Management 1. Intention To:

• Provide guidance on the response of graffiti by Council on Council property and private property; • Remove graffiti as quickly as practicable; • Reduce the incidence of visible, racist and obscene graffiti as a priority; • Promote graffiti management reporting; • Engage community support and participation in graffiti removal and prevention; • Work with Police, community and government agencies to identify graffiti offenders; • Utilise CCTV Camera equipment to monitor specific areas; and • Use other preventative measures such as public art where practicable.

2. Scope This policy applies throughout the district. 3. Statement The presence of graffiti in the Shire of Waroona is of ongoing concern to the general public as well as to Council due to its adverse effect on the environment and streetscape and the considerable cost for removal. Graffiti management is a complex, multifaceted problem requiring a diverse range of solutions. The Shire of Waroona has adopted the following approaches to graffiti management which involve both the community and the Council. • Rapid removal; • Multi-faceted reporting; • Community education; • Reward payment for reporting leading to successful prosecution; and • Mural projects. Council employees will endeavour to remove graffiti in accordance with the following rapid removal timeframes:

1. Priority 1 – Sites that are highly visible or with large amounts, racist, obscene or otherwise offensive graffiti; removal within 24 hours of Council being notified.

2. Priority 2 – For all other graffiti sites; removal within three (3) working days of Council being

notified. Council is not responsible for removal of graffiti on private property but may, at the discretion of the Chief Executive Officer, waive fees and charges to utilise the Council’s graffiti trailer to remove graffiti from private property subject to the owners indemnifying the Council against any loss or damage caused by such removal. Council cannot compel private landowners, themselves, to remove graffiti, however Section 3.25 (Schedule 3.1) of the Local Government Act 1995 allows the Council to remove graffiti from private property that is considers to be unsightly or offensive.

IP016 – Graffiti Management

4. Legislative and Strategic Context The Local Government Act 1995 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Infrastructure

Policy Number IP016






Date Adopted 24/08/2010 OCM10/08/113

Amendments



Previous Policies

WKS007 – Graffiti Management Policy 5.22 – Graffiti Management Policy

IP017 – Light Fleet Replacement

IP017 – Light Fleet Replacement 1. Intention To ensure that light vehicles are changed over within a timeframe that will provide maximum resale value and assist with timeframes for budgetary purposes. 2. Scope This policy applies to all light vehicles owned by the Shire of Waroona. 3. Statement

3.1 Vehicles Where Private Use Not Permitted

In order to ensure maximum re-sale value and taxation benefits, works and gardening vehicles shall be traded every two (2) years, or at 40,000 kms, whichever comes first. Ranger vehicles shall be traded every three (3) years or at 120,000kms whichever occurs first. This is to ensure compliance with contract ranger arrangements currently in place with the Shire of Murray and to offset the high cost of changing high end technical equipment from vehicle to vehicle. Vehicle models shall not be upgraded without prior approval of the Chief Executive Officer.

3.2 Vehicles Where Private Use Permitted

Replacement of light vehicles shall be in accordance with agreements but shall be based on the principle of changeover at the time considered to be the optimum time for changeover of a particular vehicle. In any case light vehicles to be replaced at 2 years of age or 55,000kms. The following officers are entitled to private use of Council vehicles; Chief Executive Officer As per contract Director Corporate Services As per contract Director Infrastructure Services As per contract Director Place Community & Economic Development As per contract Manager Works and Services As per contract Manager Recreation Services Manager Place & Community Development As per contract When the above position are not filled or are occupied by a resourced shared officer then at the CEO’s discretion officer vehicles will be assigned to other officers either with private use or commute only, dependant on the individual officers contract, or sold with funding received placed in the Plant Replacement Reserve.

4. Legislative and Strategic Context Nil. 5. Review This policy is to be reviewed as required.

IP017 – Light Fleet Replacement

6. Associated Documents Nil. Division Infrastructure

Policy Number IP017







Amendments












22/06/2021 Consolidated related policies, amended to reflect current employees and reformatted.

OCM21/06/

Previous Policies

CORP037 – Replacement of Light Vehicles (Private Use Exempt) CORP038 – Replacement of Light Vehicles (Private Use Included) 4.3 – Replacement of Light Vehicles (Private Use Exempt) 4.4 – Replacement of Light Vehicles (Private Use Included)

IP018 – School Bus Routes

IP018 – School Bus Routes 1. Intention To provide advice to the Public Transport Authority of the suitability of school bus routes for their consideration 2. Scope This policy applies throughout the district. 3. Statement Many enquiries are made by ratepayers to Shire officers requesting erection of signage and placement of bus embayments on Shire road networks. Bus routes are the responsibility of the Public Transport Authority, who may act on technical advice from the appropriate shire representative. This policy formalises this process. The Director Infrastructure Services is authorised by Council to provide the Public Transport Authority with technical assessment on the suitability of roads to be incorporated into school bus routes within the Shire of Waroona. Requests to do so shall be made in writing. 4. Legislative and Strategic Context Nil. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Infrastructure

Policy Number IP018






Date Adopted 26/10/2010 OCM10/10/163

Amendments




IP018 – School Bus Routes

Previous Policies

WKS010 – School Bus Routes Policy 5.23 – School Bus Routes Policy

PP001 – Local Planning Policy 1 - Heritage

PP001 – Local Planning Policy 1 – Heritage 1. Intention To: 1. Identify places for inclusion on the Heritage List for the purposes of Part 3 of Schedule 2 to the

Planning and Development (Local Planning Schemes) Regulations 2015; 2. Identify places for which planning consent may be required for works; 3. Provide appropriate planning protection for a range of places identified as having heritage

significance; and 4. Provide for the preservation and enhancement of the context of heritage places, such that

development that would degrade or compromise the heritage value of heritage places is discouraged.

2. Scope This policy applies throughout the district. 3. Statement Heritage List Place #

MI Ref MI Category

Place Name Particulars of Property

State Heritage Register

Heritage Assessment/ Conservation Plan

1 WO1 2 Hamel Hall Reserve 22749, corner of Cornucopia & Cullinga Streets, Hamel

No No

2 WO2 1 Hamel Nursery

Portion of State Forest No. 60, corner of James and Burney Roads, Hamel

Yes Yes

3 WO5 1 Drakesbrook School

Reserve 43034, De Hamel Street, Waroona

Y Yes

4 WO6 2 Nestle Factory

Lot 400, McLarty Street, Waroona

No Yes

5 WO8 2 Drakesbrook Road Board Building

Reserve 8833, corner of South Western

No No


Heritage List Place #

MI Ref MI Category

Place Name Particulars of Property



Highway & Millar Street, Waroona

6 W10 2 Waroona Cemetery

Reserve 4835, Mitchell Avenue & Logue Street, Waroona

No No

7 W11 2 Vision Splendid Gardens

Lots 335 & Pt 340, Parnell Street, Waroona

No No

8 W12 2 Wagerup Post Office

Lot 203, South Western Highway, Wagerup

No No

9 W14 2 RSL Memorial Hall

Reserve 8746, South Western Highway, Waroona

No No

10 W15 2 Irrigation Office

Lot 2 (formerly Lot 79), South Western Highway, Waroona

No No

11 W21 2 Brookside Lot 44, McNeill Road, Waroona

No Assessment undertaken by HCWA for nomination to State Register in 1998 and 2000. Deemed as ‘below threshold’ and not entered.

12 W25 1 Railway Cottages (former)

Railway Reserve, south of Logue Street crossing of Railway, Waroona

Yes Yes

13 W27 2 War Memorial

Reserve 8746, corner of South Western Highway & Logue Street, Waroona

No No


4. Legislative and Strategic Context The Planning and Development Act 2005 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 5. Review This policy is to be reviewed every 5 years. 6. Associated Documents Nil. Division Planning

Policy Number PP001

Contact Officer Manager Planning

Related Legislation Planning and Development Act 2005 Planning and Development (Local Planning Schemes) Regulations 2015

Related Shire Documents Local Planning Scheme No. 7 Municipal Heritage Inventory



Date Adopted 26/03/2019 OCM19/03/017

Amendments



Previous Policies

PR006 - Heritage

PP002 – Local Planning Policy 2 – Signage

PP002 – Local Planning Policy 2 – Signage 1. Intention To: 1. Ensure signage relates to the approved use taking place at the building or land on which it is located.

2. Ensure that signs are designed to be sympathetic and harmonious with the area’s amenity,

streetscape and surrounding environment. 3. Encourage advertising which complements the natural and urban environment whilst minimising any

negative impacts. 4. Promote a high standard of design and presentation. 5. Minimise clutter of advertising signs on any one property and along street frontages. 6. Control the erection of signs (size, type, location and quality) so as to minimise the proliferation of

signs, prevent visual pollution and not detract from the amenity of an area. 7. Ensure that the scale of a sign is appropriate to the size of buildings and the lot frontage. 8. Ensure that the visual quality and character of localities and transport corridors, particularly

highways, major roads and tourist routes, are not eroded. 9. Provide preferred development standards for signs in terms of illumination, area, dimensions, text,

graphics and images etc. 2. Scope This policy applies throughout the district. 3. Definitions ‘Advertisement’ means any word, letter, model, sign, placard, board, notice, device or representation, whether illuminated or not, in the nature of, and employed wholly or partly for the purposes of, advertisement, announcement or direction, and includes any hoarding or similar structure used, or adapted for use, for the display of advertisements. The term includes any airborne device anchored to any land or building and any vehicle or trailer or other similar object placed or located so as to serve the purpose of advertising. ‘Advertiser’ means any person or any group comprised of the landowner, occupier, licensee or other person having an interest in, or drawing benefit from, the display of an advertisement concerned. In this Policy, ‘advertiser’, ‘applicant’ and ‘proponent’ have the same meaning. ‘Advertising device’ means any object or structure on which any word, letter, number, symbol, figure, drawing, image or other representation or message whatsoever is written, placed, affixed, attached, painted, projected or otherwise displayed or on which provision is made for the same, for the purpose of giving any message or direction or promoting or publicising any business, project, function, enterprise, or undertaking, or any function or event, or any person, body or group, or any product or article, or other thing whatsoever, and includes an airborne devise anchored to any land, building or other thing whatsoever, and also includes any vehicle or trailer or other similar object placed or located so as to serve the advertising purpose hereinbefore referred to.


‘Amenity’ means the quality and the conditions and characteristics of a locality or a lot or building (as the context requires) which contribute to their pleasantness and harmony and better enjoyment. ‘Bill posting’ means the attaching, sticking, painting, or stenciling of any bill, poster, placard or advertisement on any building, structure, fence, wall hoarding, sign post, pole, blind or awning or on any tree, rock whether erected upon private property or upon a public place and to “post a bill” has a corresponding meaning. ‘Directional sign’ means a sign erected in a street or public place to indicate the direction to another place, service or business but does not include any such sign erected or affixed by Council or Main Roads Western Australia. ‘Main roads’ and ‘Highways’ are roads which are the responsibility of Main Roads Western Australia. ‘Sign’ has the same meaning as ‘advertisement’. ‘Third party properties’ means properties which are not owned by the advertiser and/or from sites where the business or service is not operating. ‘Tourist routes’, which are non-highways and major roads, means the key tourist routes of Nanga Road and Nanga Brook Road. Other definitions are set out in table 1 in the definitions column. 4. Statement

4.1 Sign Development Standards

Except for hoardings or illuminated directional street signs, signs shall only display the following:

• the name of the occupier/s of the business; • details of the business carried at the premises; • details of the goods sold in the premises to which it is affixed; and • any other information specifically approved by Council.

No sign shall:

• not relate to the land use or occupancy of that land (i.e. advertising that promotes business or activities elsewhere or products or services names will not generally be permitted), unless otherwise specifically approved by Council;

• permitted which is set out in Table 2 of this policy; • be free standing sign above a roof; and • be attached to a tree that is living.

These standards are additional to the development standards in Table 1.

4.2 Signs on Third Party Land

Generally, signs should be located on land or buildings on which is conducting a business or profession which the sign relates. Council may, following appropriate justification from an applicant, consider signs on “third party” freehold properties. 4.3 Third Party Advertising Signs Adjacent to Primary Regional Roads

1. Signs are to be restricted to locations adjacent the Forrest Highway only.


2. No Third Party Advertising will be permitted along the South Western Highway and Old Coast Road.

3. A maximum of four (4) Third Party signs are to be located along the Forrest Highway. This

number includes existing signs.

4. Signs must be located at least one kilometre from any other third party sign.

5. Where possible signs are to be co-located near other infrastructure such as bridges, mobile phone towers or high voltage electrical lines in order to minimise the impact on the skyline and the general landscape.

6. The location and positioning of signs are not to result in the removal of vegetation. Where absolutely necessary and where no alternative site can be found, the removal of vegetation is to be minimised and the vegetation removed is to be replaced on a suitable location on site.

7. Access platforms, safety or lighting devices should be designed and constructed as an integrated part of the sign structure so that these devices do not visually dominate the design of the sign when viewed from the highway.

8. Any sign illumination to be designed so that it does not result in overspill or glare to vehicles on the highway or buildings on land in close proximity to the sign.

9. The sign face is to be designed in a clear, easily read manner that will not distract driver attention.

10. The design of signs shall be consistent with existing third party signs approved by council with

regard to size, height and advertising area.

4.4 Siting Restrictions near Highways, Main Roads and Key Tourist Routes

Council will generally not permit the siting of advertising signs on or in the vicinity of highways, major roads and key tourist routes when they provide vistas for the surrounding landscape. The protection of these vistas is important from a tourism and amenity viewpoint. Council may consider the erection of suitable advertising signs near highways, major roads and key tourist routes where the signs are:

• on freehold land; and • located on land or buildings on which the business or profession relates; or • for community development or advertising road safety.

Council will require that signs are sited to minimise the impact upon surrounding vistas and to minimise impacts on the area’s amenity.

Table 1: Signage Definitions And Discretionary Development Standards Sign Definition Discretionary Development Standard Banner Sign A vertical or horizontal sign

made of light weight, non-rigid material, such as cloth, canvas or similar fabric attached at one or both ends.

• Maximum height: 1.0m • Maximum length: 2.0m • May be placed on the face of a building

at street level providing it can be demonstrated that it will not create safety concerns or inconvenience for pedestrians.

• Must not project beyond the face of the building.

• Shall not be erected for a period of more than 30 days.


Table 1: Signage Definitions And Discretionary Development Standards Sign Definition Discretionary Development Standard Entry Statement Sign

A fence or wall constructed of masonry or other materials to identify the entrance of an estate and may include, but not limited to, a sign promoting the estate name.

• The size, form and design are at the discretion of Council and will be assessed having regard to the Signage Performance Criteria and policy objectives.

• Signs shall be located entirely within private property.

• Where an Entry Statement Sign contains an estate name, it shall also include the locality.

Estate Development Sign

A sign mounted on one or more support poles, erected on a lot within a subdivision or development estate, displaying information about the estate such as the estate name, the plan of subdivision or development, the estate features, sales and real estate agency contact details.

• Maximum height: 6.0 metres • Maximum length: 3.0 metres • Minimum clearance from the ground:

2.4 metres, unless the sign is designed as such that the underside of the face area is located at the ground level.

• Minimum land area to be developed: 1ha

• Maximum display period: Generally 2 years.

• Shall be removed within 30 days of 95% of lots or buildings within the estate or applicable stage being sold.

• Content is predominately for directional purposes.

• Is generally located within 1km of the land development estate or subdivision and is in close proximity to the-nearest road intersection.

Hoarding (Billboard)

A detached structure, other than a pylon sign, that is erected for the sole purpose of displaying a sign or signs and does not include a hoarding within the meaning of Section 377 of the Local Government Act 1995, as amended.

• Only permitted in restricted locations at the discretion of Council and must include information that is of community interest.

• The size, form and design are at Council’s discretion.

• A hoarding shall not: o be erected on land that is zoned

for residential purposes by a Local Planning Scheme;

o except with the approval of Council be erected within 15 metres of a street or other public place and in any case not closer than its own height to a street or public place;

• An approval issued in respect of a hoarding is valid for the period specified in the Permit but not exceeding 5 years.

• The permit fee for a hoarding is the annual Permit fee prescribed by Council from time to time and is payable annually so long as the hoarding is maintained with the approval of Council.


Table 1: Signage Definitions And Discretionary Development Standards Sign Definition Discretionary Development Standard Horizontal Sign A sign affixed or painted on a

building or structure where its largest horizontal dimension exceeds its vertical dimension.

When not attached to an awning or verandah:

• Maximum height: 1.5m • Maximum width: 300mm (the proposed

width shall not encroach public areas or road reserves in an adverse manner)

• Maximum length: 5.0m • Minimum Clearance to Ground Level:

2.4m • May be illuminated.

When attached to an awning or verandah: • Maximum height: 500mm or if attached

to a fascia the sign shall not project beyond the height of the fascia whichever is shorter.

• Maximum width: 300mm (if attached to a fascia, the proposed width shall not encroach public areas or road reserves in an adverse manner).

• Maximum length: Shall not project beyond the width of the awning/verandah or exceed 2.7m whichever is the shorter.

• Minimum distance from any other Awning/Verandah sign or Horizontal Wall Sign: 2.4m

• Minimum distance from side boundary of the lot: 1.2m

• Minimum Clearance to Ground Level: 2.4m

• May be illuminated. Illuminated Signs Means a posted or painted

advertisement externally illuminated by artificial source of light.

An illuminated sign shall: • have any boxing or casing in which it is

enclosed constructed of incombustible material;

• have its electrical installation constructed and maintained to the satisfaction of the appropriate electricity supply authority;

• be maintained to operate as an illuminated sign;

• not have a light of such intensity as to cause annoyance to the public; and

• not reflect the illuminated sign with a flickering frequency which would impact on a residential area.

Information Panels Means a panel used for displaying government and local government notices, functional and dated announcements of a religious, educational, cultural, recreational or similar character, general information

Council may provide information panels and permit the inclusion of advertisements in such panels upon any conditions it thinks fit.


Table 1: Signage Definitions And Discretionary Development Standards Sign Definition Discretionary Development Standard

for the benefit of the public and travellers and general commercial advertising.

Moveable Sign A sign that can be moved and or is attached to a structure that is capable of being moved under its own power or with assistance.

Movable signs are not supported where, in Council’s opinion, the sign would obstruct pedestrian, cyclist or vehicle movements or sightlines or obstruct access or views from any other premises. Moveable signs may be supported by Council where relevant safety and other planning considerations are suitably met. This is subject to:

• any moveable sign should typically be located as close as possible to the premises to which it relates, unless Council is satisfied that there are circumstances which make this difficult and that an alternative location has been identified, which is to the satisfaction of Council;

• the advertiser/operator is required to maintain an appropriate Public Liability Insurance covering the placement of the moveable sign on the footpath within the Waroona town centre that indemnifies Council to the satisfaction of Council;

• moveable signs shall only remain in public places while the shop or business is open for trading; and

• moveable signs within road reserves are to be removed at the close of trading each trading day.

Pylon Sign Means a sign supported by one or more supports and not attached to a building and includes a detached sign framework supported by one or more support posts to which sign infill’s may be added. Includes a monolith sign (a pylon sign which is infilled from the ground level to the top of the sign to appear as a solid wall and where the supporting columns cannot be seen).

• Maximum height: 6.0m • Maximum length across the face of the

sign: 2.5m • Maximum width: 500mm • Minimum clearance from ground level:

2.4m, unless the sign is designed as such that the underside of the face area is located at the ground level.

• Minimum distance from any other pylon sign: 10m

• One pylon sign per road frontage or one for every 50m of linear road frontage.

• Be geometrically two sided (i.e. not “v” shaped).

• Individual pylon signs in close proximity to each other will not be supported for individual tenancies where multiple units/tenancies exist or are proposed to exist on a lot. The pylon sign/s shall be designed to provide one infill panel for each unit/tenancy on the lot and where



this occurs the maximum height may be increased to 7.0m.

• May be illuminated. Roof Sign Means a sign or advertising

device erected on or attached to the roof of a building.

• Maximum height: 750mm • Maximum length: 4.5m • Maximum distance between top of sign

and roof: 750mm • Maximum height of building: 7.5 metres • May be illuminated. • When ascertaining the height of the

main building above ground level for the purpose of this section, any part of the roof at the point where the sign is to be erected that is provided solely for the purpose of architectural decoration shall be disregarded.

Semaphore Sign Means a sign affixed to a building or wall and supported at, or by, one of its ends only.

A semaphore sign shall: • afford a minimum headway of 2.7

metres; • be fixed at right angles to the wall to

which it is attached; • not project more than 1 metre from the

point of attachment nor be of greater height at any point than 1 metre;

• be fixed over or adjacent to the entrance to a building; and

• not be fixed under or over any verandah.

Not more than one semaphore sign shall be fixed over or adjacent to any one entrance to a building.

Tethered Sign A sign which is suspended from, tethered or tied to any structure including poles or other object (with or without supporting framework). The term includes flags (moveable or permanent) and lighter-than-air and inflatable devices such as balloons and blimps.

Maximum height: • Flags: 900mm • Inflatable devices: 7.0 metres

Maximum diameter: • Flags: N/A • Inflatable devices: 4.0m

Maximum Length: • Flags: 1.6m • Inflatable devices: If applicable, at

Council’s discretion.

• Minimum height from ground: 2.7 metres

• Maximum height from ground: 8.0 metres

• Minimum distance from any pylon sign: 10 metres

• Shall be located wholly within the boundaries of the subject lot.

• Inflatable devices and moveable flags shall only be erected for a maximum period of 2 weeks at a time and may only be erected on the property no more than 3 times in each calendar



year. A minimum of 4 weeks must elapse between displays of an inflatable sign or moveable flags.

• A maximum of one inflatable device or two moveable flags may be erected at a property or tenancy for a limited period at any one time for larger showroom and/or retail outlets to promote a special event/sale.

Temporary Sporting & Community Sign

Means a temporary advertisement erected by a sporting or community group for the purpose of advertising a sporting or community event (e.g. cultural activities, sporting registration days, arts & crafts fairs and market days or other events of public interest).

• Maximum height: 1.5m • Maximum length: 3.0m • Maximum width: 300mm • Shall not be illuminated or contain

fluorescent, reflective or retro reflective colours.

• Shall be limited to show the name, location and date of the event.

• Shall be limited to one sign per road frontage.

• Shall be exhibited for not more than 20 days before the event and shall be removed no later than 2 days after the conclusion of the event.

• The sign writing shall be of a professional standard and quality, to the satisfaction of Council.

• Shall not be within road reserves or other public land without

Tower Signs Means a sign affixed to, or placed on a chimney stack or an open structural mast or tower.

A tower sign shall not, unless otherwise approved by Council:

• indicate or display any matter other than the name of the owner or occupier of the land or premises on which the mast, tower or chimney stack is erected;

• if illuminated, be a flashing sign; • exceed in height one-sixth of the height

of the mast, tower or chimney stack on which it is placed; and

• exceed in width the width or diameter of the mast, tower or chimney stack on which it is placed.

Verandah Sign Includes a sign above a verandah fascia, a sign on a verandah fascia and a sign under a verandah.

A sign comprising free-standing lettering only may be erected above the outer fascia of a verandah parallel to the kerb if the lettering does not exceed 400 millimetres in height and is mounted on a base of at least 75 millimetres in width. A sign fixed to the outer or return fascia of a verandah:

• shall not project beyond the outer metal frame or surround of the fascia; and

• if it is an illuminated sign may be of changing colours but shall not emit a flashing light.



A sign under a verandah shall: • not weigh more than 50 kilograms; • not, if it exceeds 300 millimetres in

width be within 1.4 metres, or where it does not exceed 300 millimetres in width be within 1 metre, of the side wall of the building, measured along the front of the building before which it is erected;

• not, if it exceeds 300 millimetres in width, be within 2.7 metres, or where it does not exceed 300 millimetres in width be within 1.75 metres, or another sign under that verandah;

• be fixed at right angles to the front wall of the building before which it is erected except on a corner of a building at a street intersection when the sign may be placed at an angle with the wall so as to be visible from both streets; and

• be so placed that the centre of its base longitudinally is equidistant from the outer edge of the verandah and the vertical plane of the shop front directly opposite the end of the sign.

Vertical Sign Means a sign affixed or painted on a building or other structure with its largest dimension being vertical.


• Maximum height: 3.0m • Maximum length: 1.5m • Maximum width: 300mm (the proposed

width shall not encroach public areas or road reserves in an adverse manner)


• May be illuminated. • Not be within 1.5 metres of either end

of the wall to which it is attached. • Not project more than 1 metre above

the top of the wall to which it is attached nor more than 1 metre back from the face of that wall.

• Not be placed on a corner of a building, except at a street intersection when it may be placed at an angle with the wall so as to be visible from both streets.

• Where a building to which a vertical sign is to be affixed is set back from the boundary or abuts on an intersecting street or right of way, Council may authorise the affixing of a sign at a lesser distance from the end of the wall.

When attached to an awning or verandah:



• Maximum height: 500mm or if attached to a fascia the sign shall not project beyond the height of the fascia whichever is shorter.

• Maximum width: 300mm (If attached to a fascia, the proposed width shall not encroach public areas or road reserves in an adverse manner).


• Minimum distance from any other Awning/Verandah sign or Vertical Wall Sign: 2.4m



Display Home Signs Means a sign erected on a lot on which a house is erected and which notifies members of the public that the house is open for inspection.

For non-exempt signs: • not be illuminated after 9.00pm; and • not be erected or maintained after the

cessation of the display home activity.

Rural Producers’ Sign

Means a sign erected on land lawfully used for rural purposes which advertise goods or products produced, grown or lawfully manufactured on the land within the boundaries of which the sign is located.

A rural producer’s sign shall: • show only the name and address of the

occupier of the land or the name of the property or both and only advertise goods or products produced, grown or lawfully manufactured upon the land; and

• not exceed 1 square metre in area or 3 metres in height.

Sale Signs Means a sign indicating that the premises whereon it is affixed are for sale, for letting or to be auctioned.

A person shall not erect or maintain a sale sign:

• greater than 2m2 in respect of a dwelling;

• greater than 5m2 in respect of multiple dwellings, shops, commercial and industrial properties;

• 10m2 in respect of large properties comprised of shopping centres, buildings in excess of four storeys and rural properties in excess of 5 hectares; and

• not be erected prior to the issue of a Building Permit for any such development.

Sandwich Board A sign not permanently fixed to a building, wall, fence, structure or the ground and consisting of two sign boards attached to each other at the top by hinges or other means.

Refer to “Moveable Sign”.


Table 2: Exempt Signage Sign Definition Bunting and Banners A string of flags, streamers and the like strung in a line(s)

from or otherwise attached to a building or other structure. provided they are:

• exhibited for not more than 7 days before the event and shall be removed no later than 2 days after the conclusion of the event;

• not within road reserves or other public land without prior approval from the relevant authority).


Policy Number PP002






Date Adopted 26/03/2019 OCM19/03/017

Amendments



Previous Policies

PR007 - Signage

PP003 – Local Planning Policy 3 – Ancillary Accommodation

PP003 – Local Planning Policy 3 – Ancillary Accommodation 1. Intention To establish appropriate criteria for the consideration of applications for the development of Ancillary Accommodation in areas not subject to the Residential Design Codes. 2. Scope This policy applies throughout the district. 3. Statement Development of Ancillary Accommodation on land not subject to the Residential Design Codes, if consistent with the Local Planning Scheme, may be approved subject to the following: a) A maximum plot ratio area of 100m² (excluding verandas and patios open on at least two sides); b) A maximum of 1 Ancillary Accommodation unit on any one lot; c) Ancillary Accommodation is to be sited to minimise impact on the landscape, environment and

streetscape. Isolated or visually prominent locations should be avoided; d) Special consideration should be given to the relationship between Ancillary Accommodation and

existing buildings, trees and other landscape features; e) Council will require the design, materials and colour of Ancillary Accommodation to complement or

not detract from the area’s amenity. Council may require the appearance of the Ancillary Accommodation to complement the main dwelling; and

f) In areas subject to the provisions of State Planning Policy 2.1 – The Peel - Harvey Coastal Plain

Catchment, the effluent disposal system(s) on the lot must comply with all applicable provisions of State Planning Policy 2.1.


Policy Number PP003


Related Legislation Planning and Development Act 2005

PP003 – Local Planning Policy 3 – Ancillary Accommodation

Planning and Development (Local Planning Schemes) Regulations 2015




Date Adopted 26/03/2019 OCM19/03/017

Amendments



Previous Policies

PR008 – Ancillary Accommodation

PP004 – Local Planning Policy 4 – Intensive Agriculture

PP004 – Local Planning Policy 4 – Intensive Agriculture 1. Intention To: 1. Ensure new Intensive Agriculture enterprises pose a low risk to Catchment water quality and are able

to meet or improve Catchment standards for water quality improvement.

2. Encourage new types of Intensive Agriculture enterprises to the Policy Area which are compatible with Catchment water quality improvement standards.

3. Encourage high standards in Intensive Agriculture management practices in all parts of the local government area.

4. Ensure strategic and statutory proposals do not compromise existing well-managed intensive agriculture developments, or compromise the potential future development of relatively high capability areas.

2. Scope This policy applies throughout the district. 3. Definitions ‘Bushland’ means land on which there is vegetation which is either a remainder of the natural vegetation of the land, or, if altered, is still representative of the structure and floristics of the natural vegetation, and provides the necessary habitat for native fauna (EPA, 2008b). ‘Catchment’ means the area around the wetland or waterway that contributes surface run-off or groundwater to the wetland or waterway. ‘Catchment Water Quality’ means the quality of water in ground and surface waters of the Peel-Harvey Coastal Catchment (Figure 1) including drains, creeks, wetlands, rivers and estuarine areas. Water quality parameters include levels of phosphorus, nitrogen, organics, salinity, acidity and total suspended solids. Catchment Water Quality Improvement Standards The threshold levels of nutrients applied to land, or exported from land, as set in Appendix A of this policy. ‘Closed system (as in closed system hydroponics)’ means hydroponics system in which the nutrient solution is recirculated and the nutrient concentrations are monitored and adjusted accordingly. There is zero or minimal discharge of the solution or water to the environment. ‘Coastal Catchment Area’ has the same meaning as for Peel-Harvey Coastal Catchment. ‘Intensive Agriculture (Agriculture - Intensive)’ has the same meaning as ‘agriculture - intensive’ in the Model Scheme Text. ‘Hydroponics’ means the process of growing plants using mineral nutrient solutions, without soil. Although hydroponic systems do not involve soil, they may involve a wide variety of growing media, such as perlite, gravel, peat, sand, rockwool and other. ‘In-ground horticulture’ means horticulture where the crop is grown directly into in-situ soils and landforms, whether the soils have been amended or not.


‘Land capability’ refers to the ability of land to support a type of land use without causing damage. ‘Land suitability’ takes land capability information and other information (such as rainfall, environmental sensitivity) and looks at the overall suitability of a piece of land to accommodate a particular kind of development. It is useful for site selection and can also underpin the manner in which a particular type of development is carried out, so that the environmental limitations or constraints are fully recognised (EPA 2008b). ‘Nutrient Export Risk Assessment’ means an assessment of the nutrient export risk posed by a proposal on a specific site and production area. It should be carried out by a suitably qualified expert and able to be independently verified. ‘Peel-Harvey Coastal Catchment’ means the catchment area defined in State Planning Policy 2.1 Peel-Harvey Coastal Plain Catchment. ‘Production area’ means the area under crop production (excluding non-production areas on the Lot or Site). ‘Site’ means the lot or lots on which the production area is located. ‘Site Management Plan’ means the plan prepared by the proponent to document how the production area and site will be managed over the lifespan of the operation to reduce nutrient export and manage all aspects of the operation in relation to the natural environment, pollution risk, visual landscape and maintenance of the amenity to neighbouring properties. A checklist to guide preparation of a Site Management Plan is included in Appendix E. ‘Soil-landscape systems of the Peel-Harvey Coastal Catchment’ means Forrestfield System, Pinjarra System, Bassendean System, Vasse System, Spearwood System and Quindalup System. ‘Viticulture or vines’ means the growing of grapes for wine; or growing of low yield olives. ‘Watercourse’ means a river, stream, creek or manmade drainage features in which water flows in a channel, whether permanently or intermittently (EPA, 2008b). ‘Wetland’ means areas of seasonally, intermittently or permanently waterlogged soils or inundated land, whether natural or artificial, fresh or saline (EPA, 2008b) 4. Statement

4.1 Intensive Agriculture Proposals

In determining or providing advice on strategic or statutory Intensive Agriculture planning proposals, the following provisions shall apply: 1. Proposals should pose a low risk to Catchment water quality, the environment and land

resources and aim to achieve the Catchment water quality improvement standards as set out in Appendix A.

2. All proposals for nurseries (potted plants) and closed systems (e.g. closed system hydroponics) should be accompanied by a Site Management Plan sufficiently detailed to ensure that the proposal will pose a low risk to catchment water quality and other environmental values and be well managed.

3. All proposals for annual and perennial horticulture and viticulture in the Coastal Catchment Area which are located on Soil-landscape mapping units which are not potentially suitable for the proposed type of Intensive Agriculture (Appendix B) should be accompanied by a Site


Management Plan which reduces nutrient export risks to achieve Catchment water quality improvement standards, and includes:

(a) Site-specific soil testing (b) Site-specific land capability assessment (c) Nutrient Export Risk Assessment.

4. Outside of the Catchment area, where a risk is posed to Catchment water quality or other

environmental values, the local government may on the advice of relevant state agencies, require proponents to provide site specific soil testing and land capacity assessment and a Nutrient Export Risk Assessment as part of the Site Management Plan.

5. Unless otherwise demonstrated through site specific studies the Shire of Waroona shall consider a proposal likely to pose a significant risk to Catchment water quality and likely to substantially vary with the objectives and provisions of SPP2.1 and the Peel-Harvey Environmental Protection Policy where the site’s soil-landscape unit(s) is not potentially suitable for the proposed annual or perennial horticulture or viticulture as denoted in Table 2, Column 5.

6. Where on-site soil-landscape conditions vary from the mapped land units shown in Regional-scale soil-landscape unit mapping prepared by DPIRD, then this may be demonstrated through site-specific soil testing and site-specific land capability assessment for the proposed type of horticultural land use. This site-specific testing and assessment shall be included in the Site Management Plan, carried out by an appropriately qualified expert and supported by the relevant state government departments. The standards of soil testing and land capability assessment should be generally in accordance with Appendix C, or as otherwise advised.

7. Based on all available evidence, proposals which pose a significant risk to Catchment water quality and are very likely to substantially vary with the objectives and provisions of SPP2.1 and the Peel-Harvey Environmental Protection Policy should be refused, even in a modified form, with reasons given. Available evidence includes Table 2, Site Management Plan including site specific soil testing and land capability assessment and the advice of relevant agencies.

8. Due regard shall be given to the ‘Other Considerations’ listed in Appendix D and any other relevant matters, when assessing all proposals for Intensive Agriculture.

9. When determining proposals, the local government may give consideration to imposing conditions, among others, so as to minimise the ongoing risk that the development may pose to Catchment water quality, such as:

(a) Placing a finite time limit on the Development Approval; (b) Conditioning the ongoing operation of the development on the results of surface and

groundwater monitoring. (c) Conditioning the ongoing operation of the development on the implementation of

contingency measures, as triggered by the results of surface and groundwater monitoring.

4.2 All Proposals

1. All strategic and statutory proposals should give due regard to the impact on existing

enterprises, and should aim to protect potential future areas with relatively high capability soils.


2. Following a review of any relevant technical information or advice provided by a state government agency, where a proposal is likely to compromise the buffer requirements of an established operation then there should be a presumption against approval of the proposal unless the proponent can satisfactorily demonstrate that the proposal is compatible with the operation.

3. Due regard shall be given to accepted buffer requirements set by government, including:

(a) Guidelines for Separation of Agricultural and Residential Land Uses (Department of Health, 2012);

(b) Protection of buffer areas as set out in the Peel Region Scheme Strategic Agricultural Resource Policy and Greater Bunbury Region Scheme Strategic Agricultural Resource Policy.

5. Site Management Plan The purpose of the Site Management Plan is to document how the production area and site will be established and managed over the lifespan of the operation to reduce nutrient export and manage all aspects of the operation in relation to the natural environment, pollution risk, visual landscape and neighbourhood amenity. In doing so, the Site Management Plan should demonstrate ongoing compliance with:

• Catchment Water Quality Improvement Standards (Appendix C), and • Other Considerations (Appendix D).

Where appropriate, the Site Management Plan can be provided in the format of a Nutrient and Irrigation Management Plan, as potentially required by other decision-making authorities such as the Department of Water. 6. Nutrient Export Risk Assessment The purpose of the Nutrient Export Risk Assessment is to provide evidence to the local government (and experts advising the local government) that given the specific site conditions, production system and management practices, the proposal will likely pose a low risk to Catchment water quality and other environmental values. The Assessment should draw upon details specific to the site and proposal (or refer to other sections of the Site Management Plan where information can be found): (a) Site conditions:

(i) Soil types and mapping of soil types (ii) Location of vegetation, watercourses and wetlands (iii) Depth to groundwater in winter

(b) Site-specific land capability assessment for the proposed land use

(c) Crop and cultivation details

(d) Fertiliser regimes, nutrient content and distribution methods

(e) An analysis of nutrient pathways on the site and areas of greatest risk.

(f) Soil and water nutrient monitoring regimes


(g) Contingency actions to be undertaken by proponent if monitoring reveals site is exporting unacceptable nutrient loads. (i.e. What management actions will the proponent undertake to ensure nutrient export is reduced to an acceptable amount).

(h) Links to the strategies in the Site Management Plan that will reduce nutrient inputs, increase nutrient harvesting or reduce nutrient exports from the production area or the site.

Where on-site soil-landscape conditions vary from the mapped land units shown in Regional-scale soil-landscape unit mapping prepared by DAFWA, then this must be demonstrated through site-specific soil testing and site-specific land capability assessment for the proposed type of Intensive Agricultural land use. The standards of soil testing and land capability assessment should be generally in accordance with Appendix C, or as otherwise advised by the Department of Agriculture and Food WA. Where appropriate, the Nutrient Export Risk Assessment may be provided in the format of a Nutrient and Irrigation Management Plan (NIMP), such as in cases where a NIMP is required by other agencies such as the Department of Water. All information and claims presented in the Assessment should be able to be independently verified by an expert in an appropriate field such as agronomy, agricultural science, environmental science, natural resource management or related area. 7. Figures Figure 1: Peel-Harvey Coastal Catchment Area

Boundary of the Peel-Harvey Coastal Plain Catchment, and area to which State Planning Policy 2.1 applies


8. Appendices Appendix A: Peel Harvey Catchment Water Quality Improvident Standards and Guidance Appendix B: Table 1 Indicative risk of horticultural proposals to catchment water quality and soil resources Appendix C: Suitability of soil-landscape mapping units in the Shire of Waroona for annual horticulture, perennial horticulture and viticulture Appendix D: Other considerations 9. Legislative and Strategic Context The Planning and Development Act 2005 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 10. Review This policy is to be reviewed every 5 years. 11. Associated Documents Nil. Division Planning

Policy Number PP004






Date Adopted 26/03/2019 OCM19/03/017

Amendments



Previous Policies

PR009 – Intensive Agriculture

PP005 – Local Planning Policy 5 – Sea Containers

PP005 – Local Planning Policy 5 – Sea Containers 1. Intention To regulate the use of sea containers within the Shire of Waroona so as to ensure that they do not detract from the amenity of the area. This Policy does not address the placement of transportable dwellings, relocated dwellings, railway carriages, or transportable offices, or the type of building commonly referred to as “Dongas”. 2. Scope This policy applies throughout the district. 3. Definitions For the purpose of this Policy, a sea container is a metal transportable structure designed for the storage and transport of goods from one location to another by road and sea, but can be used in a multitude of ways i.e.: (a) Road and Sea Transport: Used by transport and shipping companies to transport and store goods

or are temporary used for storage on private or public property.

(b) Temporary storage of materials on a building site.

(c) Conversion to any other use. In relation to (c) above, where a sea container has been converted and is no longer used for the road and sea transport purposes, such structure shall be assessed in terms of the relevant legislation i.e. Residential Design Codes and / or Local Planning Scheme. All other terms within this Policy shall have the same meaning given under the provisions of the Shire of Waroona Local Planning Scheme No. 7. 4. Statement

4.1 Assessment of Proposals

4.1.1 Road and Sea Transport

Council may approve the temporary storage of sea containers subject to sea containers not being located within the front boundary setback area or in areas designated for car parking or landscaping. Sea containers must be stored in neat rows (not stacked) and shall be screened by landscaping, fencing or other means acceptable to Council, to ensure that storage areas are not exposed to view from nearby roads or other public places. 4.1.2 Temporary Storage of Materials on a Building Site

A sea container may be placed on a property to store building materials while construction of a house or commercial building is being carried out on the property, without requiring planning approval or a building permit. A sea container must not be placed on the property prior to the issue of a building

PP005 – Local Planning Policy 5 – Sea Containers

permit and must be removed immediately upon completion of construction or expiry of the building permit. 4.1.3 Conversion to Any Other Use

An application to permanently place a sea container on a property shall not be supported unless the following criteria are met: (a) The sea container must be screened from view and shall not be easily seen from nearby roads,

other public places, or adjoining properties; and/or (b) If the sea container will be easily seen from nearby roads, other public places, or adjoining

properties, then the exterior of the sea container shall be in a state of good repair and/or shall be upgraded (i.e. painted to blend in with the surrounding development or landscape) within three (3) months of being placed on site.


Policy Number PP005






Date Adopted 26/03/2019 OCM19/03/017

Amendments



Previous Policies

PR010 – Sea Containers

PP006 – Local Planning Policy 6 – Outbuildings

PP006 – Local Planning Policy 6 – Outbuildings 1. Intention To: 1. Ensure that the siting, design and scale of outbuildings are site responsive and respect the character

of an area. 2. Encourage the use of outbuilding materials and colours that compliments the landscape and amenity

of the surrounding areas. 3. Ensure there is a relationship between the scale of the dwelling and the scale of the outbuilding. 4. Provide a process for approving outbuildings that require Planning Consent in terms of the provisions

of the Local Planning Scheme. 2. Scope This policy applies throughout the district. 3. Statement Column A Column B Column C Lot Size Max Floor

Area (m²) Max Ridge Height (m)

Conditions to be met for approval without advertising.

Urban Zones <270 m² 50 3.6 1. The proposed outbuilding is located behind the

existing dwelling; and 2. The proposed outbuilding is set back from side and

rear boundaries in accordance with the requirements of the R-Codes, is located entirely within an approved building envelope or is proposed to be located in accordance with the setbacks applicable to the particular area as stipulated in the Local Planning Scheme or relevant Local Planning Policy; and

3. The proposed outbuilding is constructed of a style and of colours and materials which are complementary to and compatible with the existing or proposed dwelling or in keeping with the amenity of the area

270 – 500m² 50 3.6 501 – 570m² 60 3.6 571 – 666m² 70 3.9 667 – 800m² 90 4.2 801 – 1000m² 100 4.2 1001 – 2000m² 120 4.2 2001– 4000m² 150 4.2 4001- 5000m² 200 5.0 Over 5000m² 300 5.0

Rural Zones <5,000m² 200m² 5.0 1. The proposed outbuilding is located entirely within

an approved building envelope or is in accordance with the setbacks applicable to the particular area as stipulated in the Local Planning Scheme or relevant local planning policy and in keeping with the amenity of the area.

5,001m - 10,000m²

300m² 5.0

1Ha+ - 2Ha 400m² 6.5

Lots > 2Ha No Limit 9.0


Notes: 1. A discretionary allowance of an extra 5% on the maximum floor area and maximum ridge height may

be considered in cases where the stated maximum floor area allowed is unworkable for the location of a specific outbuilding or a higher ridge height is required to allow a specific outbuilding design. (Including the accommodation of standard designs and squaring off of the outbuilding).

2. The maximum floor area for outbuildings applies to the combined total floor area of all existing and

proposed outbuildings on a lot. 3. Also see Exemptions. 3.1 Rural 6 Zone

In locations where the Local Planning Scheme prohibits the use of galvanized iron, Zincalume or white Colorbond, such material may not be used as exterior roofing or cladding within the Rural 6 – Rural Residential zone. Outbuildings should be constructed from appropriate materials with earthy tones or neutral colours that are site responsive and sympathetic to the surrounding local environment.

3.2 Exemptions

1. Outbuildings smaller than 9m² are considered exempt from the provisions of the policy. 2. Class 7 and Class 8 buildings, under the Building Code of Australia, located on Rural lots larger

than 2Ha are considered exempt from the provisions of this policy. 3. Class 10a Buildings, under the Building code of Australia, located in the Rural 1 General

Farming Zone on lots larger than 2Ha are considered exempt from the provisions of this policy.


Policy Number PP006






Date Adopted 26/03/2019 OCM19/03/017


Amendments



Previous Policies

PR011 – Outbuildings

PP007 – Local Planning Policy 7 – Holiday Houses

PP007 – Local Planning Policy 7 – Holiday Houses 1. Intention To: 1. Recognise the increasing market demand for Holiday Houses within the Shire of Waroona and to

provide operators and other stakeholders with clarity on the issues that Council wishes to address. 2. Encourage Holiday Houses in residential dwellings in appropriate zones and locations where the

proponent addresses relevant issues and suitably manages the use on an ongoing basis. 3. Ensure that these types of uses do not compromise the amenity of residential areas or nearby

residents. 4. Encourage operators to abide by recognised best practice, relevant legislation and this policy. 5. Support the role of Holiday Houses as part of the tourism industry. 2. Scope This policy applies throughout the district. 3. Definitions In this policy, the following definitions apply: ‘Holiday House (standard)’ means a single house (excluding ancillary accommodation), which might also be used for short stay accommodation for no more than six people (but does not include a bed and breakfast, guesthouse, chalet and short stay accommodation unit). ‘Holiday House (large)’ means premises conforming to the definition of holiday home (standard) with the exception that the premises provide short stay accommodation for more than six people but not more than 12 at any one time. ‘Short Stay’ means that no person is to stay for more than three months in any 12 month period. ‘Holiday Home Accreditation Agency’ means the Tourism Council of Western Australia. 4. Statement

4.1 Approval Requirements

1. A minimum of two car parking bays for Holiday Houses (standard) proposing to utilise more than 2 bedrooms shall be provided on-site. In the case of a Holiday House (large) a minimum of three car parking bays will be required. All car parking is to be contained on-site and no verge area should be used for car parking.

2. All proposed Holiday Houses on Rural or Rural Residential blocks must include provisions for

the storage of water in tanks of not less than 92,000 litres capacity unless satisfactory proof is provided that arrangements for connection to a Water Corporation reticulated water supply service has been made.


3. In the event that a proposed Holiday House does not have access to Council waste collection services, a Waste Management Plan, detailing how waste shall be disposed of, will be required as part of the application.

4. Details of the current septic system shall be submitted as part of the application. The

application will be referred to the Shire of Waroona Environmental Health Department and an upgrade to the septics may be required.

5. A Property Management Plan shall be prepared to the satisfaction of Council and shall be

required to be submitted as part of the planning application. The Property Management Plan shall detail the following:

• Details of an agreement with a manager / caretaker or management company which

lists their responsibility and shall include but not be limited to, matter such as maintenance and cleaning. The manager or Management Company shall be accessible twenty four hours a day, seven days a week and located within one (1) hour response time of the property.

• Code of conduct for guests which shall, amongst others, list what is considered acceptable and unacceptable behaviour.

• Details of how nuisance issues such as noise will be addressed by the manager.

6. In the case of an established permitted Holiday House, the owner is encouraged to prepare a property management plan.

7. As part of any approval for a Holiday House, Council shall condition that the following

information be displayed in the Holiday House:

• Annual Registration Certificate. • Caretaker/manager or Management Company and its contact details. • Emergency contact details. • Code of Conduct. • Fire and Emergency Response Plan (If available).

4.2 Fire and Emergency

The owner is encouraged to prepare a Fire and Emergency Plan as part of the planning application. The Fire and Emergency Plan may include the provision of the following fire safety measures:

• Provision of fire extinguishers, fire blankets and internal hardwired smoke alarms. • Outside barbeques to be gas or electric. • Emergency Evacuation Plan. • Access to water supply.

4.3 Holiday House Register

Council will maintain a Holiday House register. The register will provide information on the owner and/or manager, property address, number of beds, car parking spaces and expiry / renewal date. At the time of annual registration, formally non renewed approvals and houses that are no longer are available for holiday homes purposes will be removed from the Holiday House register. 4.4 Voluntary Accreditation

Holiday House owners are encouraged to become a member of a suitable Holiday House accreditation agency.


4.5 Approval Period and Renewal of Holiday Houses

All initial planning approvals for holiday homes, including renewals of approvals granted under prior to this policy, shall be granted for a one year period unless Council determines otherwise. Such approvals may be renewed in the form of a new application made at least 6 weeks prior to the expiration of the initial approval. Holiday Houses shall be required to renew annually (financial year). The annual renewal fee will be in accordance with Council’s fees and charges as outlined on Council’s website. The renewal shall be issued following an inspection of the site and dwelling by Council. In determining an application for renewal, Council will consider the nature and validity of complaints (if any) made regarding the operation of the activity and any other information available relating to the adverse impact of the activity on the amenity of neighbours and surrounding area.


Policy Number PP007






Date Adopted 26/03/2019 OCM19/03/017

Amendments



Previous Policies

PR012 – Holiday Houses

PP008 – Local Planning Policy 8 – Warona East Hills Development

PP008 – Local Planning Policy 8 – Waroona East Hills Development 1. Intention To: 1. Provide developers and landowners with guidance in relation to design and location of subdivision

and development within the Policy Area. 2. Preserve the amenity derived from the scenic value of the Darling Scarp. 3. Maintain the integrity of landscapes within the Policy Area. 4. Protect and enhance the landscape, scenic and amenity values through control over design, building

materials and siting of development. 5. Maintain the integrity of landscapes in the line of sight view corridor of the coastal plain. 6. Indicate preferred future road connections to be incorporated into structure plans and implemented

at subdivision stage in the Policy Area. 7. Ensure bushfire protection is maintained to a high standard for future development. 8. Maintain appropriate separation between future development and extractive industry operations. 9. Protect water quality and reduce the amount of nutrients entering waterways. 2. Scope This policy applies to the Town and Scarp and Darling range precincts of the Local Planning Strategy as identified in Figure 1. 3. Statement The following shall apply to all lots within the Policy Area. 1. Road connections are to be generally in accordance with Figure 2; 2. No building shall be positioned so as to be above the skyline of the Darling Scarp as viewed from

public areas, as illustrated in Figure 3; 3. In order to retain the existing topography and amenity of the Policy area, no building shall be

positioned on land with a slope greater than 1 in 4 unless it can be demonstrated that the building will not compromise the natural topography of the site and suitable vehicle access can be provided;

4. No galvanized iron, Zincalume or white Colorbond may be used as exterior roofing or cladding

material; 5. To retain the rural landscape value, owners will retain, as far as practical, existing vegetation; 6. No earthworks shall modify the natural ground level by more than 1m, except where it can be

demonstrated that any potential detrimental visual impact on the amenity of the Darling Scarp;

PP008 – Local Planning Policy 8 – Warona East Hills Development

7. Where earthworks of 1m above the natural ground level are required, the retaining of such earthworks is to be integrated into the natural landscape through the use of (but not limited to) rock pitching, vegetation screening, earth batters and / or their combined use;

8. Driveways to be located so as to minimize their impact on the visual amenity of the scarp as viewed

from the coastal plain. Supplementary vegetation screening may be required to reduce visual impact.

4. Figures 1. Policy area map.

2. Road connections map.

3. Skyline diagram. 5. Appendices 1. Policy Reference Document 6. Legislative and Strategic Context The Planning and Development Act 2005 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 7. Review This policy is to be reviewed every 5 years. 8. Associated Documents Nil. Division Planning

Policy Number PP008






Date Adopted 26/03/2019 OCM19/03/017

Amendments



Previous Policies

PR013 – Waroona East Hills Development

PP009 – Local Planning Policy 9 – Bed and Breakfast

PP009 – Local Planning Policy 9 – Bed and Breakfast 1. Intention To: 1. Support a diversity of accommodation base within the local government; 2. Provide an effective framework of guidelines within the local government to develop Bed and

Breakfast accommodation; 3. Ensure the maintenance of a satisfactory standard of facility, which has Town Planning as well as

Environmental Health and Building approval; and 4. Maintain the amenity of both the property and the neighbourhood wherein the Bed and Breakfast

establishment is located. 2. Scope This policy applies throughout the district. 3. Statement

3.1 Approval Requirements

One car parking bay is required per guest bedroom in addition to car parking for permanent residents. Where applicable, car parking for permanent residents is to be in accordance with the Residential Design Codes. All car parking is to be contained on-site and no verge area may be used for car parking. All proposed Bed and Breakfasts on Rural or Rural Residential blocks must include provision for the storage of water in tanks of not less than 92,000 litres capacity unless satisfactory proof is provided that arrangements for connection to a Water Corporation reticulated water supply service has been made. In the event that a proposed Bed and Breakfast does not have access to Council waste collection services, a Waste Management Plan, detailing how waste shall be disposed of, will be required as part of the application. A Property Management Plan shall be prepared to the satisfaction of Council and shall be required to be submitted as part of the planning application. The Property Management Plan shall detail the following:

• The owner/operator of the bed and breakfast accommodation residing on-site at all times, accessible twenty four hours a day, seven days a week, while the bed and breakfast is in operation.

• Responsibilities of the owner/operator including but not be limited to, matter such as maintenance and cleaning.

• Code of conduct for guests which shall, amongst others, list what is considered acceptable and unacceptable behaviour.

• Details of how nuisance issues such as noise will be addressed by the owner/operator.


In the case of an established permitted Bed and Breakfast, the owner/operator is encouraged to prepare a property management plan. As part of any approval for a Bed and Breakfast, Council will recommend that the following information be displayed in the Bed and Breakfast:

• Emergency contact details. • Code of Conduct. • Fire and Emergency Response Plan (If available)

Council may permit one sign on the property to indicate the dwelling is a Bed and Breakfast establishment. The sign shall not exceed 0.2m². The sign may display the name, number and address of the building and the purpose for which the building is used or the name and address of the managing agent thereof. All other signage requires the approval of Council.

3.2 Environmental Health Requirements

Details of the current septic system shall be submitted as part of the application. The application will be referred to the Shire of Waroona Environmental Health Department and an upgrade to the septics may be required. 3.3 Fire and Emergency

The owner is encouraged to prepare a Fire and Emergency Plan as part of the Planning Consent application. The Fire and Emergency Plan may include the provision of the following fire safety measures:

• Provision of fire extinguishers, fire blankets and internal hardwired smoke alarms. • Outside barbeques to be gas or electric. • Emergency Evacuation Plan. • Access to water supply.

3.4 Approval Period and Renewal of Bed and Breakfasts

All initial planning approvals for Bed and Breakfasts, including renewals of approvals granted prior to this policy, shall be granted for a one year period unless Council determines otherwise. Such approvals may be renewed in the form of a new application made at least 6 weeks prior to the expiration of the initial approval. Bed and Breakfasts shall be required to renew annually. The annual renewal fee will be in accordance with Council’s fee and charges. The renewal shall be issued following an inspection of the site and dwelling by Council. In determining an application for renewal, Council will consider the nature and validity of complaints (if any) made regarding the operation of the activity and any other information available relating to the adverse impact of the activity on the amenity of neighbours and surrounding area.

4. Legislative and Strategic Context The Planning and Development Act 2005 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 5. Review This policy is to be reviewed every 5 years.


6. Associated Documents Nil. Division Planning

Policy Number PP009






Date Adopted 26/03/2019 OCM19/03/017

Amendments



Previous Policies

PR014 – Bed and Breakfast

PP010 – Temporary Accommodation

PP010 – Temporary Accommodation 1. Intention To ensure consistency in the assessment and issuing of temporary accommodations permits. 2. Scope This policy applies throughout the district. 3. Statement 1. Council gives the Chief Executive Officer delegated authority to approve of camping on land within

its district under the Provisions of Regulation 11(2)(c) of the Caravan Parks and Camping Grounds Regulations 1997.

2. Council will only approve of camping under the provisions of Regulation 11(2)(c) of the Caravan

Parks and Camping Grounds Regulations 1997 in Rural Zones. 3. Approved sanitary facilities be installed and initial construction of the dwelling to finished floor plate

height must have been completed to a level acceptable to the Director Planning and Sustainability prior to Temporary Accommodation being approved.

4. The Statutory Declaration titled “Schedule 1 - Application to Occupy a Caravan on a Rural Lot” be

filled in appropriately and signed by the applicant on applying to Council for permission to temporarily reside on a rural lot.

5. Construction work on the dwelling proceeds at a steady pace as determined by the Director Planning

and Sustainability to maintain the Temporary Accommodation permit. 6. Satisfactory arrangements are made and maintained with regard to potable water supply, garbage

disposal and electricity supply for the person residing in the temporary accommodation. 4. Legislative and Strategic Context The Caravan Parks and Camping Grounds Act 1995 and the associated subsidiary legalisation provide the broad framework within which this policy operates. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Planning

Policy Number PP010


Related Legislation Caravan Parks and Camping Grounds Act 1995 Caravan Parks and Camping Grounds Regulations 1996

PP010 – Temporary Accommodation




Date Adopted 18/12/2018 OCM18/12/126

Amendments



Previous Policies

PR003 – Temporary Accommodation 6.4 – Temporary Accommodation

PP011 – Building Permits

PP011 – Building Permits 1. Intention To provide clarity regarding refunds and waiving of Building Permit application fees. 2. Scope This policy applies throughout the district. 3. Statement

3.1 Refunds

That in all cases where a Building project is abandoned and refund of Building Permit fees is sought by the Applicant:-

(a) That 50% of fees paid be reimbursed if the claim is made within 12 months of issue of the

Building Permit and; (b) That no refund is payable after expiry of 12 months from date of issue of the Permit, as the

Permit is then void. (c) The cost of the refund shall be recorded as an expense to the appropriate expense account.

3.2 Waiving of

Council will waive the Building Permit fee for community groups erecting buildings on Council owned, or vested land. The cost of the exemption shall be recorded as an expense to the appropriate expense account.

4. Legislative and Strategic Context Nil. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Planning

Policy Number PP011

Contact Officer Director Planning and Sustainability



PP011 – Building Permits



Date Adopted 18/12/2018 OCM18/12/126

Amendments



Previous Policies

PR001 – Building Permit Fees – Refunds PR002 – Building Permit Fees – Waiving of 6.2 – Building Permit Fees – Refunds 6.3 – Building Permit Fees – Waiving of

PP012 – Footings Design

PP012 – Footings Design 1. Intention To provide guidance to applicants regarding details required to be submitted with Building Permit applications. 2. Scope This policy applies throughout the district. 3. Statement Council requires a practising Structural Engineer’s certificate as to the adequacy of the footings design prior to a building permit being issued for dwellings within the Shire. Certification must take into account the site conditions in each case. This requirement may be waived by the Building Surveyor if the site is sandy and the building is small and single storey. 4. Legislative and Strategic Context Nil. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Planning

Policy Number PP012

Contact Officer Building Surveyor





Date Adopted 18/12/2018 OCM18/12/126

Amendments



Previous Policies

PR004 – Footings Design – Engineer’s Certificate 6.5 – Footings Design – Engineer’s Certificate

PP013 – Retaining Walls

PP013 – Retaining Walls 1. Intention To provide guidance to applicants regarding details required to be submitted with building permit applications for retaining walls. 2. Scope This policy applies throughout the district. 3. Statement All retaining walls that may affect an existing or proposed building, or an adjoining property, are required to have Council approval. To obtain a Building Permit, the following information is required:

• Site plan; • Water corporation approval; • Structural details; • Structural Engineers Certification (for walls over 500mm high); and • Completed application form and fees.

3.1 Site Plan A plan at a scale not less than 1:500 showing the location of the retaining wall, existing and proposed ground levels, and all existing and proposed structures. The applicant in all cases must highlight the maximum height of the wall. It should be noted that the whole of the wall and/or footing and all drainage must be located within the lot in question. 3.2 Water Corporation Approval If you live in a residential area, to ensure you are not building over existing or proposed underground services you are required to obtain approval from the Water Corporation prior to submitting your application to Council. In some cases the Water Corporation may recommend alterations to footings or setbacks to accommodate any underground services. 3.3 Structural Details A fully dimensioned cross sectional detail is to be submitted indicating:

• The type of construction - (Rock, Brick, etc); • Height & width of wall; and • Footing specification (if any).

3.4 Structural Engineer’s Certificate All retaining walls over 500mm are to be certified by a practising structural engineer.

PP013 – Retaining Walls

NOTE: Two copies of your drawing showing the structural engineer’s (original) signature on each (i.e. not a photocopy) are to be submitted. 3.5 Retaining Walls on or at the Boundary

The applicant is required to submit to Council comments from affected neighbours for consideration. It is suggested that the applicant shows the neighbours the drawings and if in agreement the neighbour signs the drawings and states that they agree with the proposal.

4. Legislative and Strategic Context Nil. 5. Review This policy is to be reviewed as required. 6. Associated Documents Nil. Division Planning

Policy Number PP013

Contact Officer Director Planning and Sustainability





Date Adopted 18/12/2018 OCM18/12/126

Amendments



Previous Policies

PR005 – Retaining Walls 6.6 – Retaining Walls

POLICY COM001 – COUNCILLOR REPRESENTATION AT COMMEMORATIVE SERVICES

Related Management Practice No

Relevant Delegation No

POLICY INTENTION:

To provide for the representation of Council at commemorative services.

POLICY:

That the Shire President and Deputy Shire President or other Councillors nominated by the Shire President are to represent the Shire of Waroona and perform any necessary duties at commemorative services.

Policy Administration Division: Community Contact Officer Position: Community Development Officer Parent Legislation: Internal Other Relevant Documents: Nile Date Adopted: 18 December 2018 OCM18/12/126 Reviews/Amendments: Nil

APPENDIX 11.3.6B

POLICY COM002 – COMMUNITY ENGAGEMENT Related Management Practice Community Engagement Procedure Relevant Delegation No

POLICY INTENTION: To ensure strategic decisions and long term plans made by Council are aligned to the community’s aspirations and are responsive to long term community needs. POLICY: The objective of this policy is to provide guidance to Councillors, Community Committee Members and Officers in planning, implementing and reviewing community engagement and consultation for key projects, strategic planning and policy development. Community engagement and consultation is one of a number of elements which assist with the making of informed decisions, and should be considered in conjunction with research, technical information, legislation, protocols, existing policy, and social, economic, environmental and cultural priorities. This will ensure informed decision making, transparency, timely and effective communication with key stakeholders and the general community. Council may choose not to consult on some projects when it believes it has enough information with which to make an informed decision, in which case, the community will only receive information about the project and decision. Principles

Council is committed to providing leadership and a strong commitment to information sharing, consultation and active participation of the community in contributing to the decision making process.

Council acknowledges the right of the community to access information, provide feedback, be consulted, and actively participate in strategic planning or in key projects of service development.

Council will clearly communicate the purpose of the engagement process, the steps involved, and will allow sufficient time for effective involvement.

Council engagements will be clear and transparent to allow the community access to information and an understanding by the stakeholders of the processes and resources involved.

Consultation will be undertaken as early as possible in the planning process to allow for the scope of consultation to be widened and to improve the outcomes.

Information provided by Council during planning, project and key service development will be objective, complete and accessible. All those involved in a consultation process will have equal treatment when exercising their rights of access to information and participation.

Council will ensure adequate financial, human and technical resources are available to make a consultation initiative effective. The allocation of resources will be considered in relation to broader budgetary restraints and the implications to existing policies.

Consultation on specific planning, project and key service development will be coordinated across Council to enhance knowledge management, ensure policy coherence, avoid duplication and reduce the risk of “consultation fatigue” within the community.

Council will be accountable for the use made of input form a consultation process. Council will ensure consultation processes are open, transparent and amendable to external scrutiny and review.

Council will actively and openly evaluate its consultation processes and practices in planning, project and key service development. The results of evaluation will directly impact upon future consultation initiatives.

Objectives

Promote a sense of ownership of Council decision by the community.

Seek to inform the community about issues, strategies or plans that may directly or indirectly impact them.

Ensure the community have the opportunity for meaningful input and genuine involvement in Council’s decision making.

Provide the community with the opportunity to become aware of other’s opinions and to recommend appropriate solutions to community issues.

Ensure Council is meeting its legislative requirements regarding community consultation.

Ensure Council has enough quality information, including the views of the community, to make informed decisions.

Policy Administration Division: Community Contact Officer Position: Place & Community Development Coordinator Parent Legislation: Internal Other Relevant Documents: Integrated Planning & Reporting Framework & Guidelines 2016 Date Adopted: 18 December 2018 OCM18/12/126 Reviews/Amendments: Nil

POLICY COM003 – AUSTRALIA DAY AWARDS Related Management Practice Australia Day Awards Procedure Relevant Delegation No

POLICY INTENTION: To provide for the recognition of individuals and organisations who have made significant contributions to the Shire of Waroona community, through annual awards presented on Australia Day. POLICY:

1. The Shire of Waroona will invite nominations for the Awards through the local media and from local community organisations and clubs in September, with the closing date aligning with the date provided by Australia Day Council of Western Australia.

2. Individuals and organisations may submit nominations using the relevant nomination form for the Shire of Waroona Meritorious Community Service Awards and/or Australia Day Council of Western Australia Citizen of the Year Awards.

3. Only individuals and organisations working in a voluntary capacity are eligible for nomination.

4. The Awards will be conducted on a Shire basis, and not an individual town/locality basis.

5. Nominations will be considered by the Small Grants & Awards Committee for recommendation to Council.

6. The number of Shire of Waroona Meritorious Community Service Awards for both categories to be presented each year will be determined by Council on a case by case basis.

7. Persons who have already received a Premier’s Australia Day Award or Citizen of the Year Award from the Shire of Waroona will be ineligible to receive a Shire of Waroona Meritorious Community Service Award.

8. The Awards will be presented during the Shire of Waroona Australia Day Celebrations on an annual basis.

Policy Administration Division: Community Contact Officer Position: Community Development Officer Parent Legislation: Internal Other Relevant Documents: Awards Guidelines; Award Nomination Form Date Adopted: 18 December 2018 OCM18/12/126 Reviews/Amendments: Nil

POLICY COM003 – AUSTRALIA DAY AWARDS Related Management Practice Australia Day Awards Procedure Relevant Delegation No

POLICY INTENTION: To provide for the recognition of individuals and organisations who have made significant contributions to the Shire of Waroona community, through annual awards presented on Australia Day. POLICY:

1. The Shire of Waroona will invite nominations for the Awards through the local media and from local community organisations and clubs in September, with the closing date aligning with the date provided by Australia Day Council of Western Australia.

2. Individuals and organisations may submit nominations using the relevant nomination form for the Shire of Waroona Meritorious Community Service Awards and/or Australia Day Council of Western Australia Citizen of the Year Awards.

3. Only individuals and organisations working in a voluntary capacity are eligible for nomination.

4. The Awards will be conducted on a Shire basis, and not an individual town/locality basis.

5. Nominations will be considered by the Australia Day Awards Committee for recommendation to Council.

6. The number of Shire of Waroona Meritorious Community Service Awards for both categories to be presented each year will be determined by Council on a case by case basis.

7. Persons who have already received a Premier’s Australia Day Award or Citizen of the Year Award from the Shire of Waroona will be ineligible to receive a Shire of Waroona Meritorious Community Service Award.

8. The Awards will be presented during the Shire of Waroona Australia Day Celebrations on an annual basis.

Policy Administration Division: Community Contact Officer Position: Community Development Officer Parent Legislation: Internal Other Relevant Documents: Awards Guidelines; Award Nomination Form Date Adopted: 18 December 2018 OCM18/12/126 Reviews/Amendments: 24 November 2020 OCM20/11/201

POLICY COM004 – DONATIONS Related Management Practice No Relevant Delegation 2.1.1.10

POLICY INTENTION: To provide guidance on the allocation of donations. POLICY: All donations shall be recorded as an expense to the appropriate expense account. Presentations and Donations Council will only consider donating to requests for support from any local charitable group or organisation or from groups relating to the welfare and promotion of the local district. This policy includes schools within the district. The Chief Executive Officer be given Delegated Authority to approve donations in accordance with this Policy up to amounts not exceeding $250 per group, in any one financial year. Recreation and Aquatic Centre The Chief Executive Officer is authorised by delegation to approve promotions and incentives at the Waroona Recreation & Aquatic Centre up to a maximum of $500 on any one promotion, incentive or activity. Waroona Community Resource Centre Council will provide an annual contribution to the amount of $1,000 towards the staff wages at the youth centre managed by Waroona Community Resource Centre. Waroona Historical Society Council will provide the amount of $500 in its yearly budget towards the Waroona Historical Society for the purpose of preservation and collection of historical items in the shire. Lake Clifton Herron Residents Association Council will provide the amount of $500 in its yearly budget towards Australia Day Celebrations in Lake Clifton. Preston Beach Progress Association Council will provide the amount of $500 in its yearly budget towards Australia Day Celebrations in Preston Beach. Senior Citizens Annual Christmas Function Council will provide an amount in its yearly budget towards the provision of a (one only) suitable Christmas function for the senior citizens of the Waroona shire. The contribution is to subsidise the cost of providing such a function and the function must be readily accessible to the wider community of senior citizens or senior citizen groups.

The funds will be paid to a local group representing senior citizens of Waroona. The amount to be determined in the annual budget. Applications to be assessed and approved by the Chief Executive Officer. Waroona Community Car Council will provide an annual contribution to the amount of $1,000 towards the Waroona Community Car. Waroona / Wagerup / Yarloop Meals on Wheels Council will provide an annual contribution to the amount of $1000 towards the Waroona / Wagerup / Yarloop Meals on Wheels. Policy Administration Responsible Directorate/Division: Community Contact Officer Position: Community Development Officer Relevant Legislation: Internal Other Relevant Documents: Nil Date Adopted: 18 December 2018 OCM18/12/126 Reviews/Amendments: 23 April 2019 OCM19/04/034

POLICY COM005 - ALCOA WAROONA MICRO GRANT FUND Related Management Practice Alcoa Waroona Micro Grant Fund Fact Sheet Relevant Delegation Nil

POLICY INTENTION: To financially support community organisations in building engaged, vibrant, inclusive and healthy communities in partnership with Alcoa Australia. POLICY: To support community groups to:

1. Build and strengthen their organisational capacity and sustainability; or 2. Deliver events, projects, programs or facilities that benefit the Waroona community or address

a well evidenced need, and effectively contribute to building engaged, vibrant, inclusive and healthy communities.

APPLICATIONS: Applications will be invited two times each year, with a total funding pool of $30,000. Funding rounds will close at the end of April and November. An applicant is entitled to apply for a maximum grant allocation of $2,000 (approved) in any given financial year. 3.1 Key Focus Areas Applications should meet at least one of the following priority focus areas in line with Waroona’s Strategic Community Plan:

Pursue a social environment that is accessible and inclusive to all ages and abilities Grow and develop and an age-friendly community Become a youth engaged and supportive community Develop and facilitate events of a local and regional scale Ensure the safety of the community Connect the natural assets, waterways, parks and reserves to the community Promote a mentally and physically healthy community Support local community, sporting and recreational groups and initiatives Foster and value our volunteers Support and enhance health services in Waroona Pursue actions to preserve areas and materials of historical significance throughout the Shire Foster arts and culture throughout the Shire Support, embrace and celebrate our local Aboriginal community

3.2 Priorities For applications that meet the focus areas and have strong community benefit, priority will be given to:

Events, projects and initiatives that are new and address a well evidenced need or gap within the Shire, which may include, but not be limited to the promotion or celebration of multiculturalism, the arts, health & wellbeing and/or the environment.

Events, projects and initiatives that demonstrate sustainability in the future.

3.3 Eligibility To be eligible, applicants must: Submit an application on the official application form, by the closing date; Be an incorporated not-for-profit organisation or au spiced through one; Hold current public liability insurance; Not have outstanding acquittals with the Shire or Alcoa Australia; and Agree to comply with Local, State and Commonwealth laws applicable to the approved

project or event.

3.4 Additional Information Where applications require additional clarification, the Shire may seek further information

during the assessment process. The responsibility for ensuring adequate information is provided in support of an application, remains with the applicant. It is highly recommended that applicants liaise with Shire Officers prior to lodgement, to ensure all relevant factors and information has been considered and prepared.

The Shire reserves the right to request the applicant to submit the most current audited financial statement or the latest treasurer’s report covering the previous 12 months should they deem it appropriate.

Partnerships with other community organisations or evidence of other fundraising from other sources will be well regarded.

Organisations wishing to submit funding applications for multiple projects should use a separate application form for each project or activity, with each application subsequently being assessed in its own right.

A full breakdown of the proposed income and expenditure should be provided as part of the application. The income and expenditure should be clearly detailed and must balance. Provision of this information will be essential for the application to proceed.

Alcoa Australia and Council reserve the right to part-fund an application. Events will generally be supported for up to five years, at which time the ongoing sustainability

of the event will need to be demonstrated. Events will not be funded through this scheme for more than 5 years, as it is expected that they will either have progressed to a sustainable event and/or be deemed a regular, iconic event and provided separate annual funding under the Shire’s budget.

Funding shall not be considered: Where applications are received after the closing date or are incomplete; For projects that have already commenced; For projects deemed the responsibility of another Government Department; Where projects are considered to be a private, commercial or individual responsibility; For recurrent maintenance, operating costs or bonds; or For events held outside the Shire of Waroona.

3.5 Conditions of Funding

Prior to any funding being released, recipients will be required to enter into a formal Grant Agreement with the Shire. This agreement will include a commitment to comply with the terms on which the funding is provided, including the lodgement of acquittal documentation. 3.6 Funding Assessment

Grants received through the Alcoa Waroona Micro Grant Fund will be assessed on merit through the Alcoa Waroona Sustainability Fund prior to a recommendation being put forward to Council.

Policy Administration Division: Community Contact Officer Position: Place and Community Development Coordinator Parent Legislation: Nil Other Relevant Documents: Grant Application Form, Acquittal Form. Agreement Form and Fact Sheet Date Adopted: 27 October 2020 OCM20/10/174 Reviews/Amendments: Nil

POLICY COM005 – COMMUNITY DEVELOPMENT GRANTS Related Management Practice Community Development Grants Procedure Relevant Delegation No

POLICY INTENTION: To provide financial assistance for eligible community organisations to assist with projects and activities that benefit the community. POLICY:

1. The Shire of Waroona will invite applications for the Grants through the local media and from local community organisations and clubs.

2. Organisations may submit applications in accordance with the Shire’s Grants Guidelines using the relevant application form.

3. The Grants will be conducted on a shire basis, and not an individual town/locality basis.

4. Applications will be considered by the Small Grants & Awards Committee for recommendation to Council.

5. The number and value of grants to be allocated each year will be determined by Council on a case by case basis.

6. To be eligible for any financial support from the Shire, community organisations must engage in at least one (1) Shire supported club development initiative within the financial year that the support is requested.

Policy Administration Division: Community Contact Officer Position: Community Development Officer Parent Legislation: Internal Other Relevant Documents: Grants Guidelines; Grants Application Form Date Adopted: 18 December 2018 OCM18/12/126 Reviews/Amendments: Nil

POLICY COM006 – CIVIC RECEPTIONS Related Management Practice No Relevant Delegation No

POLICY INTENTION: To provide guidance on the holding of civic receptions. POLICY:

1. Requests for civic receptions are to be determined by the Shire President.

2. Funding for civic reception to be allocated from the appropriate Council expense account in the annual budget.

3. Arrangements for civic receptions, including but not limited to, locations, order of ceremony and invitation list, are to be made by the Shire President and Chief Executive Officer, without referral to Council.

Policy Administration Division: Community Contact Officer Position: Community Development Officer Parent Legislation: Internal Other Relevant Documents: Nil Date Adopted: 18 December 2018 OCM18/12/126 Reviews/Amendments: Nil

POLICY COM007 – EMERGENCY MANAGEMENT Related Management Practice Incident Management & Continuity Response Plan & Procedure Relevant Delegation No

POLICY INTENTION: To minimise the impact of disruptive and disaster events through an ongoing commitment to emergency Prevention, Preparedness, Response and Recovery activities. POLICY: The Shire of Waroona develops and maintain plans, arrangements, activities, policies and procedures that address the prevention, preparedness, response and recovery elements of emergency management to minimise the impact of disruptive and disaster events. Objective: The Shire of Waroona will:

Promote risk minimisation, emergency management and business continuity principles throughout the organisation and community to build capability, capacity and enhance disaster resilience;

Support community and neighbouring local governments following disaster events to aid local and regional recovery (where practicable);

Ensure best practice Emergency Management principles, including Natural, Built, Social and Economic environments, are considered when managing and coordinating community recovery;

Provide an effective after hours response to emergencies within the shire’s normal service delivery areas;

Develop and maintain policies and procedures to address the prevention, preparedness, response and recovery elements of emergency management to minimise the impact of events capable of disrupting business/community operations;

Effectively communicate and report on disruptive/disaster events and impacts;

Provide ongoing commitment to emergency and business continuity preparations, training and exercising to build and maintain individual and organisational confidence and capacity and;

Promote a smooth and rapid restoration of normal business functions following a disaster. Who does this policy apply to? All Shire of Waroona employees and business areas. Emergency management is a shared responsibility between Shire staff, Emergency Services Volunteers and the community. In support of the above objectives, the Shire will:

Develop and review sectional emergency preparedness checklists;

Develop and review business continuity plans;

Ensure compliance with approved emergency communications and reporting procedures; and

Develop and maintain a mutual aid agreement with adjoining Councils, referred to as an Emergency Management Memorandum of Understanding. (The MOU broadly defines the mechanism for requesting, providing and recovering the costs associated with the provision of emergency aid to or from a neighbouring council.)

The Shire acknowledges that whilst not all events can be predicted, some of the likely impacts can be predetermined, (e.g. community trauma, critical infrastructure loss, power outage.) By preparing and planning for such events, the shire can respond and recover more effectively minimizing the impacts to the Shire and its community. The Shire acknowledges that before, during or after an emergency, decisions may be made to reduce particular Shire services in order to focus on those that may be more beneficial to a community in need. Policy Administration Division: Community Contact Officer Position: Community Emergency Services Manager Parent Legislation: Internal Other Relevant Documents: Local Emergency Management Arrangements Emergency Management MOU Incident Management & Business Continuity Plan & Procedure Date Adopted: 18 December 2018 OCM18/12/126 Reviews/Amendments: Nil

POLICY COM008 – CITIZENSHIP CEREMONIES

Related Management Practice Citizenship Ceremony Procedure Relevant Delegation No

POLICY INTENTION: To provide guidance on the conducting of Australian Citizenship ceremonies. POLICY: Citizenship ceremonies shall be conducted by the Shire President or Chief Executive Officer in the absence of the Shire President. Formalities for the Ceremony shall be arranged by the Chief Executive Officer. The Chief Executive Officer is authorised to provide refreshments for the ceremony. Policy Administration Division: Community Contact Officer Position: Executive Support Officer Parent Legislation: Australian Citizenship Act 2007 Australian Citizenship Regulations 2007 Other Relevant Documents: Australian Citizenship Ceremonies Code Date Adopted: 18 December 2018 OCM18/12/126 Reviews/Amendments: Nil

POLICY COM009 – HONORARY FREEMAN OF THE SHIRE

Related Management Practice No Relevant Delegation No

POLICY INTENTION: This policy sets out the circumstances under which the Shire of Waroona may bestow the title of “Honorary Freeman of the Shire” upon individuals who have made an outstanding and exceptional contribution to the Shire or community. POLICY: Council may bestow the honorary title of “Freeman of the Shire” upon a person who has served the community for a period greater than fifteen (15) years in an outstanding and meritorious manner that stands above contributions of most other persons and who is exemplary in character. Entitlements: Any person upon whom the title Honorary Freeman of the Shire has been conferred may

designate himself/herself “Honorary Freeman of the Shire of Waroona”.

The recipient shall be presented with a certificate to commemorate receiving the award. Other commemorative memorabilia may be given at the discretion of the Council.

The recipient’s award shall be formally acknowledged at a public ceremony.

An Honorary Freeman of the Shire shall be invited to formal civic functions conducted by the Council.

Limitations on holders of the Award In recognitions of the standing of such award a maximum of four (4) living persons only may hold the title. Nomination Procedure Nominations of an individual may be made to the Council by an individual or group. The Council may also make such nomination. To preserve the integrity and importance of bestowing the honour of Honorary Freeman of the Shire of Waroona upon any individual, the following procedure shall be adopted: Nominations, where submitted by an individual or group, for an Honorary Freeman of the Shire of Waroona must be in writing and clearly outline the history of community service of the person being nominated. Nominations are to be delivered to the Chief Executive Officer in the strictest confidence with or without the nominee’s knowledge. The decision to bestow an Honorary Freeman title is at the absolute discretion of the Council and shall be made by an absolute majority decision.

Policy Administration Division: Community Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: Nil Date Adopted: 18 December 2018 OCM18/12/126 Reviews/Amendments: 18 December 2018 OCM18/12/126

POLICY COM010 – VOLUNTEER RANGER LIAISON OFFICERS

Related Management Practice Yes Relevant Delegation No

POLICY INTENTION: To outline Council’s broad support for a Volunteer Ranger Liaison Officer (VRLO) program to operate on Preston Beach. POLICY: Council acknowledges that Preston Beach is important to the local and broader community and to support ongoing access, minimise environmental impacts and ensure public safety an effective VRLO program is fully supported The Chief Executive Officer is directly responsible for the overall VRLO program including but not limited to appointments, determining functions and responsibilities, developing effective management framework and operational plans. Council may at any time cease to support the program. Policy Administration Division: Community Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: Nil Date Adopted: 18 December 2018 OCM18/12/126 Reviews/Amendments: 22 December 2020 SCM20/12/242

POLICY COM010 – VOLUNTEER RANGER LIAISON OFFICERS


POLICY INTENTION: This policy sets out conditions of appointment of a person to act in the capacity of a “Volunteer Ranger Liaison Officer” within the locality of Preston Beach. POLICY: The Council will conduct a voluntary ranger liaison scheme within the Preston Beach locality. Voluntary rangers [restricted to a maximum of five (5) at any one time] will be required to nominate on the official form and be approved by the Chief Executive Officer prior to the issue of an identification certificate. The Council retains the right to reject an individual nomination or terminate the services of any registered volunteer. The Council retains the right to suspend the operation of the scheme. Appointment conditions and criteria are as follows: Volunteer Ranger Liaison Officers (VRLOs) will have an initial appointment period of one (1)

year, renewable as appropriate. VRLOs will be issued with an official Identity Card, identifying shirt and cap which should be worn

when carrying out VRLOs organised activities. VRLOs are volunteers of the community. Insurance will be provided to cover VRLOs for public liability and personal accident while on

duty. VRLOs will need to attend a briefing session by Council Staff prior to undertaking activities, and

other briefing sessions as considered appropriate. VRLOs may be required to assist in research programs by gathering data and other information

as required when in the field. VRLOs may be asked to devote some time (minimal) to working with others on other structured

community education campaigns, for example: o Joint litter campaigns; o Beach patrols with Ranger.

Personal or private use of Council vehicles is not permitted. Policy Administration Division: Community Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: Nil Date Adopted: 18 December 2018 OCM18/12/126 Reviews/Amendments: Nil

POLICY COM011 – WAROONA PUBLIC LIBRARY


POLICY INTENTION: To provide guidance on the recovery of lost books from stock within the Waroona Public Library. POLICY:

1. Lost Stock - Charge for lost books and other borrowed items shall be levied after two (2)

unsuccessful attempts to recover such lost stock by written correspondence.

Minimum charge $20 per lost item or combination of lost items.

2. Customers who have been subject to two (2) unsuccessful recovery attempts as in (ii) above may be restricted from the borrowing of further stock until the return of the overdue stock is complete.

Policy Administration Division: Community Contact Officer Position: Deputy Chief Executive Officer / Director Corporate Services Parent Legislation: Internal Other Relevant Documents: Nil Date Adopted: 18 December 2018 OCM18/12/126 Reviews/Amendments: Nil

POLICY COM012 – CUSTOMER SERVICE CHARTER


POLICY INTENTION: To provide the basis for the provision of excellent customer service to residents and visitors of the Shire of Waroona. BACKGROUND: The Customer Service Charter is a benchmark for all staff and is incorporated within the employee induction process. In addition the charter will be included in the future long term plans such as the Strategic Community Plan. POLICY: Objective To provide excellent Customer Service to the residents of the Shire of Waroona. Scope All Shire of Waroona Staff, including regular volunteers and Contractors. Definitions Customer Service Charter – a document that states the commitment we make to customers and outlines the Shire of Waroona Service Standards. The document will be updated and amended from time to time by the Chief Executive Officer. New employee induction – an internal document made available to all new employees outlining customer service standards and utilised during employee induction. Legislative & Strategic Context This policy relates to the Council’s Strategic Community Plan and other policies, the State Records Act 2000 and Freedom of Information Legislation. Responsibility Accountability Each member of staff and/or contractor is accountable for the quality of service they deliver. Each member of staff and/or contractor is are responsible for identifying and reporting any

impediments to deliveries of good Customer Service. Management will act upon any identified impediments with the object of delivering ongoing good

customer service. Policy Administration Division: Community Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: Nil Date Adopted: 18 December 2018 OCM18/12/126 Reviews/Amendments: Nil

POLICY COM013 – DEVELOPMENT OF RECREATIONAL FACILITIES Related Management Practice No Relevant Delegation No

POLICY INTENTION: To provide a permanent record of the Council’s long term strategy that would encourage the provision of community facilities that are multi-purpose. POLICY: That Council develops and supports development of facilities that are multi-purpose facilities catering for the needs of many user groups and activities in the one facility. Policy Administration Division: Community Contact Officer Position: Director Planning & Community Development Parent Legislation: Internal Other Relevant Documents: Nil Date Adopted: 18 December 2018 OCM18/12/126 Reviews/Amendments: Nil

POLICY COM014 – CONTROL AND MANAGEMENT OF COUNCIL PROPERTY


POLICY INTENTION: To provide general direction in the control of Council property by community groups and organisations. This policy should be considered in conjunction with formal leasing arrangements that may exist. POLICY:

1. Waroona Recreation & Aquatic Centre, Memorial Hall

Control and Management of the Waroona Recreation/Aquatic Centre and Memorial Hall will be the direct responsibility of the Shire of Waroona via the Recreation Advisory Committee, and Chief Executive Officer. Council will be directly responsible for the levying of Fees and Charges pertaining to use of the facilities and the implementation of Policies and Procedures regarding their use. Hire and usage of the facilities will be governed by Council’s Local Government Property Local Law and any other Policies relating to that Law. Council will be responsible for maintenance of the facilities and repair to and replacement of furniture, fixtures and fittings or equipment belonging to Council. Council will endeavour to recoup a portion of these costs through a User Contributes system of charges for each respective area.

2. Use of Other Council Property

Council may Lease, Hire or Agree to the use of other Council Property. Use of all Council Property will be governed by Councils Local Government Property Local Law and any other Policies and Procedures regarding its use. Council may negotiate an arrangement between a particular user group, for that group to be responsible for certain areas of maintenance or replacement of equipment pertaining to use of their particular area.

3. General

This Policy does not preclude any clubs, groups or users of Council Property from donating equipment to Council, or offering to pay part or total costs of repairs to any equipment etc, or offering to pay for, or assisting to pay for additions to any Council Property, as long as these proposals are acceptable to Council.

Policy Administration Division: Community Contact Officer Position: Director Planning & Economic Development Parent Legislation: Internal Other Relevant Documents: Local Government Property Local Law Individual Lease arrangements/agreements Legal Documents Register Date Adopted: 18 December 2018 OCM18/12/126 Reviews/Amendments: Nil

POLICY COM015 – CONTROL AND MANAGEMENT OF HALLS


POLICY INTENTION: To provide guidance in the consideration of application for the hire and use of halls controlled by the Council and which are not the subject of a leasing arrangement that may exist between the Council and an individual community group or organisation. POLICY: This policy supplements Councils’ Local Government Property Local Law and should be read in conjunction with that document. Interpretation “Hall” means any Hall or Halls or any part or portion thereof which is or are on land vested in or under the Care, Control or Management of Council. “Management Committee” means a Committee of Management appointed by the Council to Manage a Hall. General

1. Council may appoint a Hall Committee to Manage and Control any Hall or portion thereof, which on land vested in or under the Care, Control or Management of the Council;

2. Neither the Council, Management Committee, Council Staff or Authorised persons is in any

way responsible for any article lost or stolen from a person or group whilst in or about the Hall, or for any article damaged or destroyed in or about the Hall during the term of hiring;

Hiring of facilities

1. Any person, group, organisation or association who wishes to hire any Hall or portion thereof, or any property or equipment for use in association therewith, shall make written application on the prescribed form, stating the purpose for which the facility, property or equipment is required;

2. A deposit of 50% of the hire fee is required to confirm the booking and the remainder plus any damage deposit is required two weeks prior to the booking;

3. If the booking is cancelled with less than two weeks’ notice, the deposit being 50% of the hire

fee may be forfeited unless the Hall can be re-booked for the date of the cancelled booking; (a) As a condition of hiring, the hirer may be required to deposit an amount nominated by the

Council or Management Committee, to cover the cost of any damage to or loss of property and or equipment during the term of the hiring;

(b) Council or the Management Committee may expand the sum so deposited in making good any damages caused during the hiring, and shall return the balance if any, to the hirer. The deposit of money pursuant to this clause shall not release a hirer from liability for any damage or loss in excess of the deposited amount.

4. The hirer of the Hall or any part thereof or any equipment therein: (a) Shall maintain and keep good order and decent behaviour within; (b) Shall ensure the premises and equipment are left in a clean and tidy condition by ten a.m.

the following morning after the term of hiring; (c) Shall report any damage or defacement to the Council or Management Committee; (d) Shall not remove or permit to be removed any plant, furniture, fittings and contents of any

kind from any Hall, without written permission from Council or the Management Committee;

(e) Shall not erect any internal or external decoration, or place, cause or allow to be placed any nails or screws in any part of a Hall except with prior permission in writing from the Council or Management Committee. Permission shall be conditional upon the removal of all such decoration, nails and screws by 10 am on the day following the hiring;

(f) Shall not permit smoking of any substance in any Hall or part thereof.

5. The Council or Management Committee may refuse to let the Hall or any part thereof or any equipment, to an applicant, without assigning any reason for such refusal;

6. The Council or Management Committee may impose any terms or conditions on the hiring as is considered reasonable, generally or in any particular case;

7. Charges for the hire of Halls or any property or equipment therein shall be determined from

time to time by Council or the Management Committee; 8. In the event of two or more applications being made for the hire a Hall or any part thereof or

any equipment therein, for the same date and time, the Council or Management Committee may, after considering priority of application, determine to which applicant the hire of such shall be granted.

Grievances and Appeals

1. A person who has been refused use of a Hall or has been requested to leave or vacate the Hall may, in addition to any other rights, appeal to Council or the Management Committee by letter, against the action;

2. The Council or Management Committee shall consider the appeal and give such direction in matters as it thinks fit;

3. The right of appeal given by this policy, does not imply any right of action for damages, or

other remedy against the Council or Management Committee, arising out of any refusal of use, direction to leave or vacate any premises or any action.

Policy Administration Division: Community Contact Officer Position: Director Planning & Economic Development Parent Legislation: Internal Other Relevant Documents: Local Government Property Local Law Legal Documents Register (Individual Leases) Date Adopted: 18 December 2018 OCM18/12/126 Reviews/Amendments: Nil

POLICY COM016 – EVENTS BOOKINGS – TOWN OVAL


POLICY INTENTION: To ensure the Waroona Football Club has exclusive booking rights to the town oval during football finals each season. POLICY: 1. From 2015, the Waroona Football Club will be provided with exclusive booking rights for the

sportsground and other Council facilities on the sportsground reserve during the 3 weekends of their finals season (excluding the grand final weekend). Those weekends generally being the last weekend of August and first two weekends in September.

2. No bookings be taken for the dates referred to in clause 2 unless it is determined that the Waroona Football Club will not require use of the sportsground during the period or that the Waroona Football Club are in agreement to share facilities with another hirer.

Policy Administration Division: Community Contact Officer Position: Director Planning & Economic Development Parent Legislation: Internal Other Relevant Documents: Nil Date Adopted: 18 December 2018 OCM18/12/126 Reviews/Amendments: Nil

POLICY COM017 – SKYDIVING DISPLAYS / HELICOPTER LANDINGS

Related Management Practice No Relevant Delegation 2.1.1.17

POLICY INTENTION: To provide basis for approval or disapproval of requests for helicopter landings. POLICY: The Chief Executive Officer has authorisation to approve or disapprove applications by organisations to hold Skydiving Displays/Helicopter landings on Council owned land or reserves.

Policy Administration Division: Community Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: Nil Date Adopted: 18 December 2018 OCM18/12/126 Reviews/Amendments: Nil

POLICY COM018 – MANAGEMENT OF TRUANCY


POLICY INTENTION: To provide guidance on actions required as a result of truancy by school aged children at Council facilities. POLICY: Staff may request details of the age of any person requesting entry to the facility who is

reasonably considered to be 15 years or under, and where it is assumed or known that this person should be attending school at this time.

Staff may request parent/s or guardian name and phone number to confirm details of the person seeking entry.

Staff to use their discretion in determining whether or not to accept information provided at face

value (eg: if they state that they are no longer a school student or they provide a bona fide reason for not being at a school) and allow entry to the facility.

Staff in ascertaining that the person seeking entry is not eligible for entry to the facility under this

Policy, may advise the person of this and request that they leave the premises. If it has been ascertained that the persons seeking entry is truanting and they refuse to leave the

premises after being directed to do so, and the parent/s or guardian cannot be contacted, staff may contact the Police Service for further assistance.

Facility staff may agree to alternative arrangements for children who are home-schooled, children on pupil free days whether from local or non-local schools or other such bona-fide reasons for entry as may be presented.

Policy Administration Division: Community Contact Officer Position: Manager Recreation Services Parent Legislation: Internal Other Relevant Documents: Nil Date Adopted: 18 December 2018 OCM18/12/126 Reviews/Amendments: 17 December 2019 OCM19/12/163

POLICY COM019 – PLAYGROUND PROJECTS


POLICY INTENTION: This policy addresses the allocation of sites for the provision of playground equipment. POLICY: That future playground projects by the community be offered land at the Pisconeri Park, Recreation Centre and Centennial Park sites by the Council.

Policy Administration Division: Community Contact Officer Position: Place & Community Development Coordinator Parent Legislation: Internal Other Relevant Documents: Nil Date Adopted: 18 December 2018 OCM18/12/126 Reviews/Amendments: Nil

POLICY COM020 – SECURITY CAMERAS AND CCTV Related Management Practice Yes Relevant Delegation No

POLICY INTENTION: To specify guidelines for the operation of security cameras and CCTV (Close Circuit Television) within the Shire of Waroona. This policy applies only to Shire of Waroona current owned, leased and operated CCTV systems and equipment. POLICY: Council will only consider installing and operating external CCTV systems on Local Government property where a community need can be identified and substantiated and funding is available to install, maintain and monitor the equipment for the life of the project. Council may consider entering into arrangements with other landowners or agencies in the district to operate external CCTV systems based on a demonstrated community benefit, sound business principles and where no costs are directly or indirectly incurred. Where Council are involved in the use of a CCTV system it must be operated in accordance with all relevant legislation and the following are the basic guiding principles for the use of CCTV –

The recording and retention of images should be undertaken lawfully and only be released to or by law enforcement agencies/officers;

The information obtained is not to be used for any other purposes than that proclaimed; General public to be made aware that they may be subject to CCTV surveillance, except in

unusual circumstances that may occur from time to time; CCTV surveillance should only be used to identify crimes occurring within the CCTV area; CCTV surveillance should never be used to monitor or track individuals who have not been

involved in a crime; CCTV surveillance should not be used for general intelligence gathering. The use of internal CCTV equipment within Council Premises must follow the above

principals and any Management Practice’s that are developed and reviewed on an ongoing basis.

Policy Administration Division: Community Contact Officer Position: Director Planning & Community Development Parent Legislation: Internal Other Relevant Documents: Guidelines for CCTV (Office of Crime Prevention) Date Adopted: 18 December 2018 OCM18/12/126 Reviews/Amendments: Nil

POLICY COM021 – SELF SUPPORTING LOANS


POLICY INTENTION: To provide financial assistance by way of self-supporting loans to local non-profit clubs or organisations for capital improvements, works to land, facilities or buildings owned or vested in the Shire of Waroona. POLICY: Self-supporting loans may be considered by the Council’s on behalf of local clubs or organisations who undertake to meet the capital, interest or loan guarantee payments. Non-profit clubs or organisations who occupy land or buildings owned by or vested in the Shire of Waroona may make application for self-supporting loans. The funds are to be used for capital improvements to the land, facilities or buildings they occupy including matching contributions to grants. The following guidelines apply to self-supporting loans: The term of the loan should be less than the life of the capital works or improvements being

undertaken. The club or organisation is to demonstrate its capacity to service the loan eg, by the provision of

forward financial plans. All applications for self-supporting loans shall be considered by the Council (for approval or

rejection). If approved loan funding is to be sourced in accordance with Section 6.20 of the Local

Government Act 1995 – “Power to Borrow”. A written agreement(s) is to be entered into before any release of funding to the club or

organisation is made. The agreement (in the form of a “Deed”) is to be supported by an agreement of “Guarantee”.

Repayments of principal and interest will occur at 6 monthly intervals with the first repayment being 6 months after draw down of the loan.

The club or association is to provide full financial details of the project upon completion for the purpose of asset revaluation.

Policy Administration Division: Community Contact Officer Position: Chief Executive Officer Parent Legislation: Local Government Act 1995 Other Relevant Documents: Policy CORP034 – Low Interest Loans Date Adopted: 18 December 2018 OCM18/12/126 Reviews/Amendments: Nil

POLICY COM022 - FACILITY OPENING HOURS Related Management Practice No Relevant Delegation No

POLICY INTENTION: To ensure a single record of all Council facilities which are open to members of the public in recognition of customer service levels which are to be maintained. POLICY: Administration Office

Monday – Friday 9 am – 4 pm Waroona Recreation & Aquatic Centre Summer Hours (1 November – 31 March) Pool Dry Area Monday 7am – 9pm 7am – 9pm Tuesday 7am – 9pm 7am – 9pm Wednesday 7am – 9pm 7am – 9pm Thursday 7am – 9pm 7am – 9pm Friday 7am – 9pm 7am – 9pm Saturday Closed Closed Sunday 10am – 2pm 10am – 2pm Winter Hours (1 April – 31 October) Pool Dry Area Monday 7am – 8pm 7am – 8pm Tuesday 7am – 8pm 7am – 8pm Wednesday 7am – 8pm 7am – 8pm Thursday 7am – 8pm 7am – 8pm Friday 7am – 8pm 7am – 8pm Saturday Closed Closed Sunday Closed Closed Depot Administration Office Monday – Friday 7 am – 3 pm Waroona Visitor Centre Monday – Sunday 9.30 am – 3.30 pm Waroona Refuse Site Thursday – Tuesday 10 am – 4 pm Wednesday Closed

Waroona Public Library

Monday Closed Tuesday 10.00 am – 6 pm (Closed 1-2 pm) Wednesday 10.00 am – 5 pm (Closed 1-2 pm) Thursday 10.00 am – 6 pm (Closed 1-2 pm) Friday 10.00 am – 5 pm (Closed 1-2 pm) Saturday 9 am – 12 noon Sunday Closed Policy Administration Division: Community Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: N/A Date Adopted: 18 December 2018 OCM18/12/126 Reviews/Amendments: 28 July 2020 OCM20/07/120

POLICY COM023 – SOCIAL MEDIA POLICY Related Management Practice Social Media & Facebook Procedure Relevant Delegation 2.1.1.16

POLICY INTENTION: This policy establishes protocols for using social media to undertake official Shire of Waroona communications with the community and provide guidance for members and employees on how to use social media in the course of their official duties. This policy ensures that communication is professional and accurately represents the position of Council and fosters a positive public perception of the Shire of Waroona. POLICY: The Shire of Waroona’s official social media activity will be consistent with relevant legislation, policies, standards and the positions adopted by Council. Our communications via social media will always be respectful and professional. The Shire of Waroona uses social media to facilitate information sharing to our community. social media will not however, be used by the Shire of Waroona to communicate or respond to matters that are complex or relate to a person’s or entity’s private affairs. The Chief Executive Officer will give written delegation to those employees authorised to use social media as a form of communication with the community. Employees will be expected to communicate in a proper manner and adhere to the Shire of Waroona’s Code of Conduct and social media procedure at all times. Persons with written delegation to communicate through social media must ensure information provided is truthful, accurate and in the interest of the Shire of Waroona. Certify that no information disclosed is of a confidential nature, commercially sensitive, or personal information. Employees who are using social media must ensure the following:

Each post is proof read and spell checked; The intent of the post is clear and concise; The information posted is accurate; Each post is respectful and polite; If a mistake is made it is quickly corrected and a disclosure is made and the Department’s

Director is informed; If unsure of a situation consult either the Chief Executive Officer of Deputy Chief Executive

Officer. The Shire of Waroona may also post and contribute to social media hosted by others, so as to ensure that the Shire of Waroona’s strategic objectives are appropriately represented and promoted. Record Keeping and Freedom of Information Official communications undertaken on behalf of the Shire of Waroona, including on the Shire of Waroona’s social media accounts and third party social media accounts must be created and retained as local government records in accordance with the Shire of Waroona’s Record Keeping Plan and the State Records Act 2000. These records are also subject to the Freedom of Information Act 1992.

Elected Member & Employee Personal Accounts Personal communications and statements made privately in conversation, written, recorded email or posted in personal social media have the potential to be made public, whether it was intended to be made public or not. Therefore, on the basis that personal or private communications may be shared or become public at some point in the future, elected members and employees must ensure that their personal or private communications do not breach the requirements of this policy, the Code of Conduct and the Local Government (Rules of Conduct) Regulations 2007. Comments which become public and which breach this policy, the Code of Conduct or the Local Government (Rules of Conduct) Regulations 2007, may constitute a serious breach of the Local Government Act 1995 and may be referred for investigation. This policy constitutes a lawful instruction to both elected members and employees and any breaches may lead to disciplinary action by the Shire of Waroona. Policy Administration Division: Community Contact Officer Position: Manager Corporate Services Parent Legislation: Internal Other Relevant Documents: Local Government (Rules of Conduct) Regulations 2007 State Records Act 2000 - Managing Digital Information Social Media / Facebook Procedure Date Adopted: 18 December 2018 OCM18/12/126 Reviews/Amendments: Nil

POLICY COM024 – SPECIAL LOCAL AUTHORITY VEHICLE NUMBER PLATES


POLICY INTENTION: This policy is to provide guidance in the consideration of applications for Shire of Waroona Special Local Authority vehicle number plates. POLICY: Those persons wishing to purchase Shire of Waroona Special Local Authority vehicle number plates being numbered from 0 to 9999 (with the exception of the single digit of 0, no prefix of 0 is permitted), embossed with the “Sea to Scarp” and Council logo are to make an application as per the guidelines and authorised numbering detailed above. Staff are to ensure that the application is correctly completed on a specified Department of Transport, “Special Series Number Plate” application form within the authorised number range. Policy Administration Division: Community Contact Officer Position: Manager Corporate Services Parent Legislation: Internal Other Relevant Documents: Nil Date Adopted: 24 November 2020 OCM20/11/195 Reviews/Amendments: Nil

POLICY CORP001 - ELECTION OF PRESIDENT / DEPUTY PRESIDENT, SWEARING IN OF COUNCILLORS, ELECTION OF MEMBERS AND REPRESENTATIVES TO COMMITTEES Related Management Practice No Relevant Delegation No

POLICY INTENTION: To detail the protocol to be used when swearing in the Shire President, Deputy Shire President and Councillors. POLICY: Election of President / Deputy Shire President The Shire President and Deputy Shire President shall be elected (nominations to be in writing) and sworn into office at a Special Meeting following the day set aside for the Biennial Elections in October or the next Ordinary Meeting of the Council. Swearing in Of Councillors The Swearing-In Ceremony of Councillors is to be conducted at a Special Meeting of the Council, following the day set aside for the Biennial Elections in October or the next Ordinary Meeting of the Council. A Justice of the Peace is to be invited to carry out the Ceremony. Election of Members & Representatives to Committees The Members of all Committees are to be elected at a Special Meeting of the Council following the day set aside for the Biennial Elections in October or the next Ordinary Meeting of the Council. Policy Administration Responsible Directorate/Division: Corporate & Governance Contact Officer Position: Chief Executive Officer Parent Legislation: Local Government Act 1995 Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP002 – COUNCIL AND STAFF PHOTOGRAPH Related Management Practice No Relevant Delegation No

POLICY INTENTION: To ensure that the history of the Council is maintained by photographic evidence. POLICY: That the Chief Executive Officer be authorised to arrange for a Councillor/Staff photograph after Biennial Elections in October. Policy Administration Division: Corporate & Governance Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP004 – COUNCILLOR ATTENDANCE FEES/EXPENSES Related Management Practice No Relevant Delegation No

POLICY INTENTION: To provide guidance on the expense entitlements for individual Councillors and the method by which these entitlements will be claimed and reimbursed or paid. POLICY: Councillor Attendance Fees 1. That the annual fees for attendance at Council Meetings be in accordance with the provisions

of the Local Government Act 1995 and Regulations. 2. Annual payments to apply from the third Saturday in October each year. 3. Councillors elected at extra-ordinary elections are to be paid on a pro-rata basis. 4. Attendance fees are to be paid to each Councillor in two (2) equal instalments during the

months of December and June. 5. Councillors who do not wish to receive attendance fees are to advise the Deputy CEO,

annually, prior to the date specified in clause 2. 6. Councillors who resign or who are disqualified during their term of office are to reimburse

Council that portion (if any) of attendance fees that have been paid in advance. Councillor Expenses 1. The Council shall reimburse expenses incurred by members in accordance with sections

5.98 (2)(a) & 5.98 (3) of the Local Government Act 1995 as a result of a Council or Committee Meeting (Regulation 31).

A “Committee” Meeting is described as a reference to a meeting comprising:

a. Council members only, or b. Council members and Employees

2. That the reimbursement of Council Members' expenses in accordance with Section 5.98

(2)(b) of the Local Government Act (1995) and Regulation 32(1) of the Local Government (Administration) Regulations (1996), shall be for the following expenses:

Travel costs in attending meetings as an official Council representative (in accordance with October annual nominations). Travel costs, meals, and accommodation in attending Western Australian Local Government Association (WALGA) or Department of Local Government, Sport & Cultural Industries accredited training seminars for Councillors subject to budgetary provisions.

3. Travel costs shall be defined as:

a. Travel from Councillors normal residence within the Shire of Waroona boundary or address within the Shire of Waroona boundary at which the Councillor is registered for Council elections;

b. Travel to and from meetings where the Member is a Council representative/delegate

and no reimbursements for travel are payable from another source. 4. Where practicable Councillors be encouraged to check on the availability (with sufficient

notice) of a Council owned vehicle. Policy Administration Division: Corporate & Governance Contact Officer Position: Chief Executive Officer Parent Legislation: Local Government Act 1995 Local Government (Administration) Regulations 1996 Other Relevant Documents: Expense Claim Form Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP005 – MEDIA RELEASES Related Management Practice No Relevant Delegation No

POLICY INTENTION: The Local Government Act 1995 Section 2.8(1)(d) provides that the Mayor or President speaks on behalf of the Local Government. The President may delegate this authority to the CEO under Section 5.41 (f) of the Act. POLICY: Chief Executive Officer – The CEO (or in his absence the Acting CEO) is authorised to respond directly where an enquiry relates to the Shire’s operations. Where appropriate the CEO informs the President of his actions. Alternatively the CEO may consider it appropriate to delegate to another officer. All written media releases should be approved by the CEO in consultation with the Shire President prior to the release. Shire President – The Shire President is authorised to respond where an enquiry relates to Council decisions of a policy, strategic or political nature. Where appropriate the Shire President informs the CEO of his actions. All Staff – All media enquiries to be referred to the CEO for action and/or appropriate delegation. Councillors – Councillors shall refer an enquiry to the Shire President or the CEO. Policy Administration Division: Corporate & Governance Contact Officer Position: Chief Executive Officer Parent Legislation: Local Government Act 1995 Section 2.8(1)(d) Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP006 – AGENDA FOR MONTHLY MEETING Related Management Practice No Relevant Delegation No

POLICY INTENTION: To detail the protocol to be used when preparing the Council monthly Ordinary meeting agenda. POLICY: The Ordinary Monthly meeting of the Council shall be held on the fourth Tuesday of every month commencing at 4.00pm except for the month of January. That the Ordinary Monthly Meeting Agenda shall be available on the Thursday prior to the Meeting. All Agenda Items to close on Tuesday prior to each monthly meeting (ie. third Tuesday). If in the opinion of the Chief Executive Officer an item of late correspondence is not of an urgent nature it shall be held over to the next monthly meeting of Council. Council supports a paperless environment for the preparation of meeting agendas and minutes for the delivery of Agendas and where possible on-line services, includes USB devices, cds etc. will be used. Council Agendas to be available at the Community Library, Council Administration Office, and Shire Website prior to the Ordinary Council Meetings/Special Council Meetings. Policy Administration Division: Corporate & Governance Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: Standing Orders Local Law Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP007 – ATTENDANCE AT EVENTS AND FUNCTIONS


POLICY INTENTION: The purpose of this policy is to establish guidelines for appropriate disclosure and management of acceptance of invitations to events or functions, or other hospitality occasions, where elected members and employees are invited free of charge, whether as part of their official duties as a Council or Shire representative, or not. POLICY: 1. POLICY STATEMENTS

A. KEY ISSUES TO CONSIDER In considering whether a benefit such as an invitation to an event or hospitality given to an elected member or an employee is a gift for the purposes of the Local Government Act 1995 (the Act) and Regulations, the key issues include:

Who is a donor, the person who is offering or giving the benefit? What is the value of the benefit? Does the elected member or employee of the benefit contribute anything of

value to the donor in return for the benefit such as formally opening or speaking at the event or presenting prizes/awards?

If so, does the value of that contribution outweigh the value of the benefit? If so, it will not be a gift for the purposes of the Act and Regulations. All invitations to Councillors for events and functions whereby the person has been invited in their capacity as a Councillor must be received through the Shire of Waroona to ensure compliance with record keeping, demonstrate transparency, and allow the opportunity for all Councillors to express their interest in attending. This does not apply to the Shire President (or in their absence the Deputy President) when invited to conduct ceremonial duties, or when the invitation is to a Councillor in their capacity as the member of a Council committee or Council representative of a community organisation.

B. COMMERCIAL ENTERTAINMENT EVENTS Any tickets accepted by an elected member or employee without payment for any commercial entertainment event, for which a member of the public is required to pay whether sponsored by the Shire or not will generally be classified as a gift for the purposes of the Act and Regulations.

An exception to this is where the Shire President or his / her representative attends the event in an official capacity to perform a civic or mayoral function. Where there is a commercial entertainment event that, in the opinion of the Chief Executive Officer, it is in the interests of the Shire for one or more elected members or employees to attend in order to assess and understand first-hand the impacts on the community or business, then one or more tickets for that event will be purchased for the relevant elected member or employee by the Shire at full cost.

C. OTHER COMMERCIAL (NON-ENTERTAINMENT) EVENTS For other commercial (non-entertainment) events, such as a conference or seminar, for which a member of the public is required to pay, where the Chief Executive Officer is of the opinion that it is in the interests of the Shire for one or more Elected Members or employees to attend (such as for their professional development or to undertake a function as an Elected Member or employee), then one or more registrations or other benefits for that event will be purchased for the relevant Elected Member or employee by the Shire at full cost to enable attendance. If the Shire does not pay for the event, free registration or any other benefit (such as hospitality) given to an Elected Member or employee would be classified as a ‘gift’ unless the contribution of the Elected Member or employee to the event (such as by way of a paper or speaking engagement) is reasonably considered to outweigh the value of registration or other benefit given to the Elected Member or employee.

D. COMMUNITY / LOCAL BUSINESS EVENTS Acceptance of reasonable and modest hospitality by an Elected Member or employee at an unpaid event run by a local community group for local business would not generally be classified as a ‘gift’ where the contribution by the Elected Member or employee to the event is reasonably considered to outweigh the value of the hospitality. This is more likely where the Elected Member or employee attends the event in his or her capacity as an Elected Member or employee - preferably where the attendance has been specifically authorised by the Shire, but otherwise where the person is performing his or her functions as an Elected Member or employee.

E. PERCEIVED OR ACTUAL CONFLICT Event attendance may create a perceived or actual conflict, which may preclude council members participating or employees providing advice at a future meeting. If the amount of an event ticket (gift) is less than $1,000, and relates to a matter before Council, under section 5.68 of the Act, Council may allow the disclosing council member to participate on the condition that the interest, the council’s decision and the reasons for that decision are recorded in the minutes. If the amount gift is above $1,000 the council or CEO must apply to the Minister for permission to allow the member or employee to participate.

2. SCOPE The policy provides guidance to elected members and employees when an invitation to an event or function, or other hospitality occasion, ticketed or otherwise, is offered free of charge. It does not provide guidance on the acceptance of a tangible gift or travel contribution. Travel and accommodation excluded: This policy does not apply to tangible gifts or money, travel or accommodation. Any contribution to travel, subject to the exceptions in section 5.83 of the Act, must be disclosed in writing to the CEO within 10 days of receipt of the contribution. Contributions to travel costs, whether financial or otherwise are now incorporated within the definition of gift. The following situations are specifically excluded where the event ticket (gift) is received from one of the following organisations:

WALGA (but not LGIS); Local Government Professionals Australia (WA); Australian Local Government Association; A department of the public service; A government department of another State, a Territory or the Commonwealth; or A local government or regional local government

The gift is still required to be recorded on the “gift register”. 3. LEGISLATIVE AND STRATEGIC CONTEXT Legislation, directives, guidelines, Acts or Regulations that provide the broad framework within which the policy operates and/or with which it needs to comply follow: Local Government Act 1995 Receipt of Gifts In accordance with sections 5.87A and 5.87B of the Act, council members and CEOs are required to disclose gifts that are received in their capacity as a council member (or CEO) and –

are valued over $300; or are of a cumulative value that exceeds $300 where the gifts are received

from the same donor in a 12-month period. Local Government (Rules of Conduct) Regulations 2007 Department Circular No 11-2019 – New Gifts Framework (Gift Framework Circular) 4. REVIEW This policy is to be reviewed by the document owner annually. 5. ASSOCIATED DOCUMENTS

https://www.dlgsc.wa.gov.au/department/news/news-article/2019/10/18/new-gifts-framework

Other documents that have an association to this policy and that may be useful reference material are: Department of Local Government, Sport and Cultural Industries - Gifts and Conflicts of Interests - Frequently Asked Question

Policy Administration Division: Corporate & Governance Contact Officer Position: Chief Executive Officer Parent Legislation: Local Government Act 1995 Other Relevant Documents: Local Government Legislation Amendment Act 2019 Local Government (Administration) Regulations 1996 Date Adopted: 17 December 2019 OCM19/12/163 Reviews/Amendments: Nil

https://www.dlgsc.wa.gov.au/docs/default-source/local-government/local-government-act-review/gifts-and-conflicts-of-interest-faqs.pdf?sfvrsn=162cb728_4

POLICY CORP008 – PUBLIC QUESTION TIME AND RECEIVING PUBLIC STATEMENTS


POLICY INTENTION: To provide guidance on the consideration of “Public Question Time” and “Public Statements” applicable to the conduct of Ordinary Council meetings, Special Council meetings and Council Committees. POLICY: Public Question Time With the consent of the Presiding member, members of the public will be provided with the opportunity to ask questions at item “Question Time” of the agenda, provided the person has completed the prescribed form and submitted to the Chief Executive Officer prior to commencement of the meeting. Public Statement Time With the consent of the Presiding member, members of the public will be provided with the opportunity to make a public statement at item “Public Statements” of the agenda, provided the person has completed the prescribed form and submitted to the Chief Executive Officer prior to commencement of the meeting. Policy Administration Division: Corporate & Governance Contact Officer Position: Chief Executive Officer Parent Legislation: Local Government Act 1995 Other Relevant Documents: Standing Orders Local Law Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP009 – FREEDOM OF INFORMATION


POLICY INTENTION: To ensure compliance with the Freedom of Information Act (1992) by:

• Creating a general right of access to the Council’s documents; • Providing means to ensure that personal information held by the Council is accurate,

complete, up to date and not misleading; • Requiring certain documents concerning the Council’s operations to be made available; • Develop and maintain guidelines to ensure operation and compliance with legislation.

POLICY / INFORMATION STATEMENT: The Shire of Waroona will provide a general right of access to documents and records of the Shire, in accordance with the provisions of the Freedom of Information Act, 1992, and the Guidelines in this Policy. Objectives: a. To assist the public to obtain access to documents and records held by the Shire. b. To allow documents to be obtained promptly (and at the lowest reasonable cost) unless they

are exempt" within the provisions of the Act. Guidelines: a. Council's Chief Executive Officer assumes the role of "FOI Coordinator" for the Shire and is

hereby given delegated authority to perform that function within the requirements of the Act. b. Council's Deputy Chief Executive Officer and Manager Works & Services assume the role of

the "Decision Maker' and are hereby authorised to make decisions regarding access to information.

c. The Chief Executive Officer is appointed to review an application should the Applicant be

dissatisfied with the results of his/her application. d. Procedures for determining access, exemptions, personal information, review, and the

preparation of information statements shall be in accordance with the Freedom of Information Implementation Guidelines.

e. The Shire will apply fees and charges applicable under the Act and shall be as published in

the Government Gazette from time to time. (Initially as per Government Gazette dated 22nd October, 1993, and repeated in FOI Bulletin Issue 3, October, 1993).

Policy Administration Division: Corporate & Governance Contact Officer Position: Chief Executive Officer Parent Legislation: Freedom of Information Act 1992 Other Relevant Documents: Freedom of Information Guidelines & Forms Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP010 – ANNUAL COMMUNICATIONS & TECHNOLOGY ALLOWANCE


POLICY INTENTION: To provide guidance on the payment of allowances to elected members in addition to meeting attendance fees. This policy should be read in conjunction with Policy CORP045. POLICY: 1. Annual Communications Allowance

That in accordance with Section 5.99A of the Local Government Act 1995 (Regulation 34A Local Government Admin Regulations 1996) the Council shall pay an annual communications allowance of $850 to all Councillors in lieu of a reimbursement for phone, fax and internet provider charges. Such allowance shall be payable in accordance with Council Policy No. 1.6.

2. Annual Technology Allowance That in accordance with Section 5.99A of the Local Government Act 1995 (Regulation 34A

Local Government Admin Regulations 1996) the Council shall pay an annual technology allowance of $500 to all Councillors in lieu of a reimbursement for supply of technology products and associated peripherals. Such allowance shall be payable in accordance with Council Policy No. 1.6.

Policy Administration Division: Corporate & Governance Contact Officer Position: Chief Executive Officer Parent Legislation: Local Government Act 1995 (Section 5.99A) Local Government Admin Regulations 1996 (Regulation 34A) Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP011 – BEREAVEMENT POLICY


POLICY INTENTION: To provide guidance when respecting the bereavement of past and present Councillors and staff. POLICY: 1. Death Notice in "West Australian" along with Flowers or Donation for:

a. Present Councillors b. Past Councillors (having served in last 10 years) c. Current Staff d. Community Leaders

2. Bereavement Card - Flowers or Donation for the Death of a close relative of:

a Present Councillors b. Past Councillors (having served in last 10 years) c. Current Staff d. Long Serving past Staff

Policy Administration Division: Corporate & Governance Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP012 – COUNCIL CHAMBERS

Related Management Practice No Relevant Delegation Yes

POLICY INTENTION: To provide guidance for the use by outside parties of the council chambers. POLICY: Delegated authority be granted to the Chief Executive Officer and Deputy Chief Executive Officer/Director Corporate Services to allow free of charge use of the Council Chambers for the conduct of meetings. Such meetings to be restricted to Local Government activities and Committees associated with the Council. Policy Administration Division: Corporate & Governance Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP013 – COUNCILLORS AND STAFF FAREWELLS AND PRESENTATIONS


POLICY INTENTION: To provide guidance for the recognition of councillors and staff who are retiring from Council or ceasing their employment with the Shire of Waroona. POLICY: Council supports the provision of refreshments and farewells in the following circumstances;

a) All councillors on retirement from council, b) All employees on retirement, c) All employees on resignation, d) When the Shire President or Chief Executive Officer (CEO) decides the circumstances to be

appropriate. Council may provide official recognition of service by means of a suitable gift in the following circumstances;

a) All retiring councillors, b) All employees who have been employed for not less than 12 months of service, c) All employees who have been employed for less than 12 months at the recommendation of

the appropriate Director and approved by the CEO, d) When the CEO decides the circumstance are appropriate.

A suitable gift may be presented to a maximum value of;

a) Between 0-2 years of service $50 b) Between 2-5 years of service $100 c) Between 5-10 years of service $150 d) Between 10-20 years of service $200 e) Over 20 years $300

Policy Administration Division: Corporate & Governance Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: Nil Date Adopted: 17 December 2019 OCM19/12/163 Reviews/Amendments: Nil

POLICY CORP014 – COUNCILLOR ATTENDANCE AT LOCAL GOVERNMENT WEEK


POLICY INTENTION: To provide guidance for budget purposes on the attendance by councillors at the annual Local Government Week conference. POLICY: That attendance at the annual Local Government Week Conference be restricted to four (4) full Councillor registrations inclusive of the Shire President. Policy Administration Division: Corporate & Governance Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP015 – APPLICATION OF SHIRE OF WAROONA COMMON SEAL


POLICY INTENTION: To provide guidance on the use of the council’s common seal. POLICY: The Common Seal of the Shire of Waroona is authorised to be applied to leases, agreements and other required documents where the Council has previously agree to enter such lease or agreement or consented to the matters pertained in other documents. The application of the Common Seal is to be witnessed by the Shire President and Chief Executive Officer, or in their absence, by the Deputy Shire President and/or Deputy Chief Executive Officer. Policy Administration Division: Corporate & Governance Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP016 – LEGAL ACTION TO DEFEND COUNCILLORS & STAFF


POLICY INTENTION: To provide guidance in situations where legal action may be necessary to defend councillors and staff. POLICY: The Chief Executive Officer (CEO) is authorised to seek legal advice and/or commence legal action against any person or organisation who, by way of personal approaches, written approaches or other such means, seeks to offend, intimidate or threaten individual Councillors or Staff or does anything to undermine the integrity of the Council. Prior to commencing legal action the CEO is to seek a majority consensus from Councillors. Nothing prevents the CEO from commencing legal action without a consensus if, in the opinion of the CEO, the matter is significantly serious enough to warrant immediate action. The CEO to advise the Shire President after legal action has been commenced. Policy Administration Division: Corporate & Governance Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP017 – ASSET MANAGEMENT POLICY

Related Management Practice Yes (Asset Management Improvement Strategy, Asset Management Plans) Relevant Delegation No

POLICY INTENTION: The key objective of this policy is to ensure that services delivered by the Shire of Waroona continue to be sustainably delivered. This will be achieved by ensuring that the Infrastructure Assets used to support the service delivery continue to function to the level of service determined by Council. It will also provide clear direction as to how Council, as custodians of community assets, will manage those assets within an Asset Management Framework. POLICY: To achieve the policy objective, the Shire of Waroona is committed to ensuring that Asset Management is recognised as a major corporate function within Council, and that staff are committed to supporting the function in line with this policy. The Shire is committed to making informed decisions in relation to its infrastructure assets. To achieve this, the Shire will prepare an Asset Management Improvement Strategy that will guide the implementation of Asset Management practices across the organisation with the major outcome being the adoption by Council of an Asset Management Plan for major classes of infrastructure assets. In making informed decisions in relation to infrastructure assets, the Shire will consider the following key principles: Philosophy of renewing assets before acquiring new assets and, where possible, rationalising

assets that are no longer used or do not provide the necessary level of service required to sustainably deliver the service for which the asset was acquired.

Prior to consideration of any major refurbishment or improvement to an asset, a critical review of the following shall occur as part of the evaluation process: ○ Need for facility (short and long term) ○ Legislative requirements ○ Opportunities for rationalisation ○ Future liability including ultimate retention/disposal ○ Opportunities for multiple use

All capital projects will be evaluated in accordance with a Capital Evaluation model and take into account capital cost, ongoing cost of maintenance, refurbishment, replacement and operating cost (“whole of life” cost assessment).

Management of assets utilising a team approach supported by the multi discipline cross-functional asset management working group.

Development and implementing a 10 year rolling financial plan that incorporates infrastructure renewal requirements as identified within the various Asset Management Plans.

The commitment to involve and consult with the community and key stakeholders when determining service levels.

RESPONSIBILITY AND REPORTING Council - is responsible for approving the following documents;

Asset Management Policy Asset Management Improvement Strategy

Asset Management Plans Council is also responsible for ensuring (upon recommendation of the CEO) that resources are allocated to achieve the objectives of the above documents. In adopting asset management plans, Council is also determining the Level of Service for each asset class. Chief Executive Officer (CEO) - is responsible for ensuring that systems are in place to ensure that Council’s AM Policy, AM Improvement Strategy, AM Plans are prepared and kept up to date, reviewed at least annually and that recommendations are put to Council (at least annually) in relation to appropriate resource allocation to fulfil the objectives of the above documents. The CEO reports to Council on all matters relating to Asset Management. Executive Management – are responsible for ensuring that resources under their control are appropriately allocated to resource asset management and in particular the Asset Management Working Group. Executive is responsible for monitoring the implementation of asset management across the organisation and ensuring strategies are put in place to remove barriers to the successful implementation of Asset Management. Executive Management reports to the CEO on all matters relating to Asset Management. Asset Management Working Group (AMWG) – is responsible for ensuring that Council’s Asset Management Improvement Strategy is achieved and that Asset Management Plans are prepared and maintained in line with Council’s Policy on Asset Management. Where changes to Council’s AM Policy, Improvement Strategy or Plans are identified, the AM Working Group is responsible for reporting this to the EMT for consideration. Where aspects of Council’s Policy, Improvement Strategy or Plans are not being achieved or adhered to, the AM Working Group is responsible for reporting non-compliances to the EMT for corrective action. The Asset Management Working Group reports to the Executive Management Team on all matters relating to Asset Management. POLICY REVIEW This policy is to be reviewed by the Asset Management Working Group on an annual basis with recommendations for amendments submitted to the Executive Management Team if required. Policy Administration Division: Corporate & Governance Contact Officer Position: Director Corporate Services Parent Legislation: Local Government Act 1995 & Local Government (Admin) Regulations Other Relevant Documents: Asset Management Improvement Strategy Asset Management Plans Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP018 – ASSET MANAGEMENT DISPOSAL POLICY

Related Management Practice Yes (Asset Management Improvement Strategy & Asset Management Plans) Relevant Delegation No

POLICY INTENTION: The key objective of this policy is to ensure that services delivered by the Shire of Waroona continue to be sustainably delivered. This will be achieved by ensuring that the Infrastructure Assets used to support the service delivery continue to function to the level of service determined by Council and assets not required are disposed of appropriately. To provide compliance with the Local Government Act, 1995 and the Local Government Act (Functions and General) Regulations, 1996 (as amended in March 2007). It will also provide clear direction as to how Council, as custodians of community assets, will manage those assets within an Asset Management Framework. POLICY: To achieve the policy objective, the Shire of Waroona is committed to ensuring that Asset Management is recognised as a major corporate function within Council, and that staff are committed to supporting the function in line with this policy.

The aim of this policy to: • Ensure the community is not funding assets surplus to its requirements enabling funding to be

re-allocated to other assets. • Provide a systematic and transparent method for the disposal of surplus assets. • Ensure that best value for money is achieved. • Promote fair and effective competition to the greatest possible extent.

The Shire is committed to making informed decisions in relation to its assets. In making informed decisions in relation to the disposal of assets, the Shire will consider the following key principles: • Need for the asset (short and long term)

• Legislative requirements

• Opportunities for rationalization

• Future liability including ultimate retention/disposal

• Opportunities for using other existing assets

Disposal Outline A “good” is of value to Council; only in so much as it continues to cost effectively supports the delivery of the Council’s services. Goods that are no longer needed should be disposed of promptly. The” disposal” must achieve best value for money such that Council obtains the best possible return for the goods it sells if the asset is saleable. Operationally Inefficient Assets to be disposed of will be those which Council determines are operationally inefficient, these assets are; • Surplus to current or immediately foreseeable needs

• Part of an asset replacement plan • Unsustainable due to costs associated with the retaining of goods, such as storage, insurance,

security and management of surplus assets. Method of Disposal The disposal method chosen must be appropriate to the value, nature, quantity and location of the goods, and to promote fair and effective competition to the greatest extent possible. Negotiated assets sales and internal expressions of interest for sales of asset to staff will not be allowed. Staff, can however participate in a public disposal process as members of the community. The disposal process must be compliant with the Local Government Act, 1995 and the Local Government Act (Functions and General) Regulations, 1996 (as amended in March2007). To help achieve these objectives the following methods are to be utilised: 1. Destruction / Land filling – where items are of no value. 2. Sale to the highest bidder at Public Auction; or 3. Sale to the person who at Public Tender called by the local government makes what is, in the

opinion of the local government, the most acceptable tender, whether or not it is the highest tender; or

4. The local government gives prior public notice of the proposed disposal. The notice must;

• Describe the property concerned,

• Give details of the proposal, as outlined in section 3.58 (4) of the Local Government Act, 1995, and

• Invite submissions regarding the proposed disposal date specified in the notice, being a date not less than 2 weeks after notice is first given, and

• Consideration is given to all submissions received by the due date, and its decision and reasons are recorded in the minutes of the meeting at which the decision was made; or

5. The Council may use its discretion to donate surplus assets to individual community groups and/or community sporting bodies, for the purpose of enhancing community facilities and services within the Shire of Waroona.

Other Factors in the Disposal Process There are factors apart from the monetary value of the goods that can affect the choice of disposal method, including: • The market available for the goods • Time considerations • Council resources required to manage the disposal • The costs associated with the different disposal methods, i.e. administration and transport cost

to Council • The size, portability and number of goods In any event, the methods of disposal and reasons should be documented and filed according to the monetary value of the goods in question. Irrespective of the disposal method, it is essential that all prospective buyers are advised in writing that items are disposed of, with any faults and at the buyer’s risk. Buyers are to rely on their own enquiries regarding the condition and workability of the items. Obtaining Approval for Disposal Having chosen the most appropriate method of disposal, the council officer must seek approval from the appropriate Director or manager for permission to proceed with the disposal. This must be in writing via an appropriate email or memo. Regardless of the method of disposal, probity must be maintained and any changes to the disposal process, terms and conditions must be communicated to all potential participating parties.

Asset Register For all disposals, irrespective of whether the goods are written off, the asset registers must reflect the relevant details and the accounting records must be adjusted. This can be done through the Finance Section and such advice should be in writing. RESPONSIBILITY AND REPORTING Council - is responsible for approving the following documents; • Asset Management Disposal Policy • Asset Management Policy • Asset Management Improvement Strategy • Asset Management Plans Council is also responsible for ensuring (upon recommendation of the CEO) that resources are allocated to achieve the objectives of the above documents. In adopting asset management plans, Council is also determining the Level of Service for each asset class. Chief Executive Officer (CEO) - is responsible for ensuring that systems are in place to ensure that Council’s AM Policy, AM Improvement Strategy, AM Plans are prepared and kept up to date, reviewed at least annually and that recommendations are put to Council (at least annually) in relation to appropriate resource allocation to fulfil the objectives of the above documents. The CEO reports to Council on all matters relating to Asset Management. Executive Management – are responsible for ensuring that resources under their control are appropriately allocated to resource asset management and in particular the Asset Management Working Group. Executive is responsible for monitoring the implementation of asset management across the organisation and ensuring strategies are put in place to remove barriers to the successful implementation of Asset Management. Executive Management reports to the CEO on all matters relating to Asset Management. Asset Management Working Group (AMWG) – is responsible for ensuring that Council’s Asset Management Improvement Strategy is achieved and that Asset Management Plans are prepared and maintained in line with Council’s Policy on Asset Management. POLICY REVIEW THIS POLICY IS TO BE REVIEWED BY THE ASSET MANAGEMENT WORKING GROUP ON AN ANNUAL BASIS WITH RECOMMENDATIONS FOR AMENDMENTS SUBMITTED TO THE EXECUTIVE MANAGEMENT TEAM IF REQUIRED. Policy Administration Division: Corporate & Governance Contact Officer Position: Deputy CEO / Director Corporate Services Parent Legislation: Local Government Act 1995 Local Government Act (Function & General) Regulations 1996 Other Relevant Documents: Asset Management Improvement Strategy Asset Management Plans Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP019 – EXEMPTION OF FOOD STALL LICENCE FEES

Related Management Practice No Relevant Delegation Yes (OCM18/10/100)

POLICY INTENTION: To give local and non-local food stall holders an exemption of Food Stall Licence fees for events run by local not-for-profit / charity organisations and only local not-for-profit / charity organisations attending other local events be exempt from paying the daily food stall licence fee . POLICY: 1. That all food stall holders (local and non-local) attending a local event that is run by a local

not-for-profit / charity organisation be exempt from paying the daily food stall licence fee. 2. That only local not-for-profit / charity organisations attending other local events be exempt

from paying the daily food stall licence fee. 3. That the CEO be delegated authority to determine and approve or reject applications for

exempt fee status from groups and organisations referred to in (1) and (2) above. 4. That notwithstanding (1) and (2) above all food stall holders are required to complete and

submit applications for approval by the Shire of Waroona. Policy Administration Division: Corporate & Governance Contact Officer Position: Chief Executive Officer Parent Legislation: Food Act 2008, Local Government Act 1995 Other Relevant Documents: Activities on Thoroughfares & Trading in Public Places Local Law Date Adopted: 23 October 2018 – OCM18/10/100 Reviews/Amendments:

POLICY CORP020 – SHIRE OF WAROONA RISK MANAGEMENT POLICY


POLICY INTENTION: The purpose of risk management is to develop cultures, processes and structures that are directed towards the effective management of potential opportunities and adverse effects. It also is designed to reduce the potential costs of risk by reducing liability, preventing litigation and improving loss control. Risk management is a key process in developing the strategic direction of the shire. The key drivers for risk management are the Council’s responsibility for due diligence as good corporate governance practice and the due diligence requirements by the insurance industry which impacts on the cost of insurance. POLICY: The Shire of Waroona is committed to managing risk in the shire and will implement the AS/NZ 4360 Standard as the minimum standard. It is understood by the Shire that Risk Management is the systematic application of management policies, procedures and practices to the tasks of establishing the context, identifying, analysing, evaluating, treating, monitoring and communication risk. The Occupational Safety & Health Management Committee (OSH) will be responsible for developing a Risk Management Plan for the Shire. The committee will report back to Council on the progress of the risk management program implementation. The Council recognises that adequate resources are needed to implement the risk management program. The Occupational Safety & Health Management Committee is to ensure that all of the risk management processes are full documented and managed through the records management system. References Australian and New Zealand Standard 4360:2004 Scope This policy covers all the operations of the Shire, including corporate governance, legal compliance, infrastructure, business risks, capital assets, finances, information technology, human resources, service delivery and events management. Objectives To implement the Risk Management Standard AS/NSZ 4360:2004; To define the Council’s tolerance to risk and communicate it throughout the shire; To communicate with the community about the Council’s approach to risk; To protect and enhance the reputation of the Council; To develop a risk management plan which is aligned to the strategic planning process.

Responsibilities CEO is responsible for: The implementation of risk management throughout the shire, according to the Risk

Management Standard AS/NZS 4360; Ensuring that a Risk Management Policy has been developed, adopted and communicated

throughout the Shire; Ensuring that the Risk Management Policy and Plan are reviewed annually. The Occupational Safety & Health Management Committee is responsible for developing:

A risk management plan for the shire; Establishing the risk tolerance level of the shire for adoption by Council; Reporting to the Council on the implementation progress of the risk management standard on a

pre-determined frequency basis; Communicating the policy to all employees; Displaying a copy of the policy on staff notice boards or through other relevant communication

mediums; Ensuring that risk management is a standard agenda item at all meetings including toolbox

meetings; Development of risk management skills through training and education; Identifying and measuring performance indicators for risk management that cascade from the

risk management plan to position descriptions and performance appraisals; Establishing and maintaining the central risk register (hardcopy or electronic); Establishing and maintaining the strategic risk planning register. Directors are responsible for: Identifying and assessing all the potential risks in their area of responsibility; Collating, assessing, treating and reporting to the risk management committee of all areas and

tasks under their responsibility. Employees are: To comply with the Council’s risk management policy and procedures; To attend the risk management training. Actively participate in the risk management program and organisational performance review and

evaluation program. Actively participate in the Council’s continuous improvement program. Reporting The Occupational Safety & Health Management Committee will report monthly to the CEO on the risk management standard AS/NZS 4360 implementation. Documentation The Occupational Safety & Health Management Committee will ensure that all risk management processes are fully recorded throughout the Shire. Policy Administration Division: Corporate & Governance Contact Officer Position: Chief Executive Officer Parent Legislation: Occupational Safety & Health Act 1984 Other Relevant Documents: Safety Management Improvement Plan Shire of Waroona Occupational Health & Safety Manual Risk Management Plan Australian Standard AS/NZS4360 Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP021 – RISK MANAGEMENT


POLICY INTENTION: The purpose of this policy is to provide a framework for the management of risk. It also outline Council’s commitment to organisation-wide risk management principles, systems and processes that ensure consistent, efficient and effective assessment of risk in all planning, decision making and operational processes, as well as any new issues identified from time to time. BACKGROUND: The Shire of Waroona considers risk management to be an essential management function in its operations. Council recognises that the risk management responsibility for managing specific risks lies with the person/staff member who has the responsibility for the function, service, or activity, that gives rise to that risk. Council is committed to the principles, framework and process of managing risk as outlined in AS/NZS ISO 31000:2009. Council staff will manage risks continuously using various processes involving the identification, analysis, evaluation, treatment, monitoring and review of risks, including actions taken to avoid risks. It will be applied to decision making at all levels of the organisation in relation to planning or executing any function, service or activity. A list of the identified categories are stated at the end of this document Instances of major risk exposure, and failures to sufficiently prevent an incident or occurrence, shall be reported to the Council. Definition of “Risk” AS/NZS ISO 31000:2009 defines risk as “the effect of uncertainty on objectives.” A risk is often specified in terms of an event or circumstance and the consequences that may flow from it. An effect may be positive, negative, or a deviation from the expected. An objective may be financial, related to health and safety, or defined in other terms. Definition of Risk Management: The application of co-ordinated activities to direct and control the organisation with regard to risk. Risk Management Objectives • The achievement of organisational goals and objectives; • Minimising risk to the general public, and ensuring public safety within the Council’s jurisdiction

is not compromised; • Minimising risk exposure to the Council, and to protect the reputation of the Council • The ongoing health and safety of all employees at the workplace; • Limited loss or damage to Council property and other assets; • Limited interruption to Council business continuity; • Positive public perception of Council and the Shire; and • Application of equal opportunity principles in the workforce and the community.

Responsibilities • Executives, Managers, and Supervisors, have the responsibility and accountability for ensuring

that all staff manage the risks within their own work areas. • All managers will encourage openness and honesty in the reporting and escalation of risks. • All staff will be encouraged to alert management to all obvious and/or perceived risks that exist

within their area, without fear of recrimination. • All staff will, after appropriate training, adopt the principles of risk management and comply with

all policies, procedures and practices relating to risk management. • All staff and employees will, as required, conduct risk assessments during the performance of

their daily duties. • The level of sophistication of the risk assessment will be proportionate to the scope of the task

and the associated level of risk identified. • Failure by staff to observe reasonable directions from supervisors regarding the management of

risks and/or failure of staff to take reasonable care in identifying and treating risks in the workplace may result in disciplinary action.

• It is the responsibility of every department to observe and implement this policy in accordance with procedures that are developed by management.

• Council is committed morally and financially to the concept and resourcing of risk management. Scope This policy covers all the operations of the Shire, including corporate governance, legal compliance, infrastructure, business risks, capital assets, finances, information technology, human resources, service delivery and events management. Risk Categories Below are stated various Risk Management categories

1. Property & Public Liability - Public Safety - Use of Council Facilities 2. Property Maintenance & Management Practices 3. Work Practices & Operational Issues 4. Staff Safety - Occupational Safety & Health 5. Misconduct, & other HR issues 6. Procurement, Disposal issues-systems adequacy-Purchasing/Tendering procedures 7. IT Issues, Cyber Crime, & other Technology issues 8. Business Continuity [avoiding Disruptions] - Where Disasters/Emergencies arise 9. Professional Indemnity; Errors/Omissions/Delays/Incorrect Actions or Advice 10. Legal situations 11. Supplier/Contractor Management systems 12. Security, & Asset Management/Safety 13. Fraud/Theft issues, & other Financial matters 14. Income & Expenditure risks 15. Adequate Financial Management, Budgeting, Financial Planning 16. Environment 17. Emergency Management System, Practices, & Actions 18. Non-Compliance with Legislative requirements 19. Other Internal aspects - To be identified as much as possible, & risk avoidance

strategies & actions developed & implemented 20. Other External aspects - To be identified as much as possible, & risk avoidance

strategies & actions developed & implemented Policy Administration Division: Corporate & Governance Contact Officer Position: Director Corporate Services Parent Legislation: Australian Standard (31000.2099) Other Relevant Documents: Risk Management Plan Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP022 – LEGISLATIVE COMPLIANCE


POLICY INTENTION: To ensure that the Shire of Waroona complies with legislative requirements, and has appropriate processes and procedures to ensure such compliances occur. The desired objective is to formally support the achievement of 95+% legislative compliance within the relevant timeframes. POLICY: The Council of the Shire of Waroona recognises that it has a clear responsibility to ensure that the organisation complies with the relevant legislative requirements that are applicable to this Council. The organisation shall have in place suitable processes and procedures to ensure that legislative requirements are both complied with, and that these are completed within the relevant timeframes. Such structures, procedures and processes are to be integrated into the everyday running of the organisation. These structures, procedures and processes, will aim to :- a) Develop and maintain a system for identifying the relevant legislative requirements that apply

to this Council’s activities; b) Assign responsibilities to respective staff for adherence with legislative requirements that are

administered by their position or their section, and that appropriate compliance with the regulatory obligations are fully implemented within the organisation;

c) Provide sufficient induction and training for appropriate staff, volunteers, councillors, and other

relevant people where appropriate, with regard to any legislative requirements that may affect them, or that they have to deal with;

d) Provide staff with the resources to identify and remain up-to-date with new legislation or

amendments that may occur. e) Establish a mechanism for identifying any non-compliance, to rectify such non-compliance,

and to appropriately record and report any non-compliance; f) Ensure that where areas of major non-compliance occur, that such matters are reported to the

CEO, and to Council’s Auditor, and Audit Committee where appropriate. g) Establish processes for dealing with new legislative compliance items, or where there

are changes to legislative compliance items.

Policy Administration Division: Corporate & Governance Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: Local Government Financial Management Regulations Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP023 – RENEWAL OF COUNCIL LEASES


POLICY INTENTION: To provide authority and conditions for the automatic renewal (without reference to the Council) of community lease agreements. POLICY: The CEO (or in his absence the Deputy CEO) be granted delegated authority to renew lease agreements between the Council and community organisations/groups based on the following criteria;

• Any changes within the lease are considered to be minor in nature and do not affect the intent of the lease

• The annual lease is $500.00 or less • The renewal period is to be the same as previously approved. • Shire President to endorse and the common seal be affixed in accordance with Council

Policy CORP015.

Policy Administration Division: Corporate & Governance Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: Policy CORP015 Application of Shire of Waroona Common Seal Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP024 – COUNCIL MEMBERS CONTINUING PROFESSIONAL DEVELOPMENT


POLICY INTENTION: To ensure Council members meet and comply with the prescribed professional development requirements under the Local Government Act 1995 and to further encourage participation in other conferences and training specifically designed to enhance skills and knowledge relating to roles and responsibilities, as a Councillor of the Shire of Waroona. POLICY: It is Policy that – Council members undertake and successfully complete the following prescribed professional development training modules titled “Council Member Essentials” within the period of 12 months from the day the Council member was elected, unless an prescribed exemption applies –

Understanding Local Government; Serving on Council; Meeting Procedures; Conflicts of Interest; Understanding Financial Reports and Budgets.

Council members are also encouraged to nominate to attend other conferences or training opportunities to enhance and broaden their knowledge of local government issues to support the community. The following are examples of other conferences or training opportunities, (the usual number of delegates is shown in parentheses, if applicable) –

National General Assembly of Local Government (Shire President and the Chief Executive Officer);

WA Local Government Week; Special “one off” conferences sponsored by WALGA or the Department of Local Government

Sport and Cultural Industries on important local government issues; Annual conferences of major professions of Local Government; The Annual Road Congress; Conferences which advance the development of Elected Members in their role as

Councillors; Conferences of organisations on which a Councillor has been elected or appointed as a

delegate. Council may authorise attendance at other conferences or training opportunities by more than the number of specified delegates, if a particular purpose or need arises. Council members are limited to attending three other conference or training opportunities each financial year, unless authorised by Council. Requests to attend other conference or training opportunities are to be initiated by the Council members and are to be forwarded to the Chief Executive Officer prior to enrolment or registration.

The Chief Executive Officer is authorised to approve requests from Council members for attendance at other conferences or training opportunities, providing that:

The cost does not exceed $3,000 for any single instance and up to a total of $4,000 in any 12-month period (financial year), and

The other conference or training is organised by an identified, industry-recognised training provider.

The Chief Executive is authorised to expend funds on prescribed professional development training for Council members to meet statutory obligations. 1. TRAVEL ARRANGEMENTS All booking arrangements for other conferences and training for Council members are coordinated through the Chief Executive’s Office. Councillors should note the Local Government Act 1995 precludes an elected member to pre-spend Shire funds. Any airline travel for a Council member is to be booked at economy level and booking arrangements are to be reviewed upon any improved discount offer being identified. Any upgrade to Business Class is permissible provided the Council member funds the difference in cost. Other than to amend departure times, tickets provided to representatives of the Shire shall not be exchanged, downgraded or rebated. Tickets or bookings may not be altered to include personal travel that is not part of the scheduled conference itinerary. The proposed duration of the other conference or training attendance together with travel time and planned supplementary pre or post conference activities relevant to the Shire of Waroona will be notified to Council or Chief Executive Officer for confirmation and/or amendment prior to the delegate’s departure for the other conference or training. 2. EXPENSES Expenses relating to other conferences and training as approved, will be paid direct by the Shire. Expenses may include the following items:

Air fare; Travel insurance; Conference registration; Copy of conference proceedings; Room accommodation; Reasonable phone utilisation; Reasonable laundry expenses; and Meals in the hotel where registered if these are not provided during the course of the

conference. Incidental expenses include:

Phone calls made outside the accommodation premises and for the purposes of the conference and/or Council business;

Travel to and from the conference venue; and, Travel to and from all airport destinations.

In circumstances where entertainment on behalf of the Shire is expected or otherwise appropriate, the entertainment will be in accordance with guidelines established from time to time by the Chief Executive Officer and as determined by the judgement of the delegate, paid by the delegate, and presented to the Chief Executive Officer for subsequent authorisation for reimbursement upon return.

For other conferences and training that are of a one day or less duration, the previous night’s accommodation is available subject to approval by the Chief Executive Officer. No advance is payable and any expenses incurred may be reimbursed on production of sufficient documentation. All costs associated for prescribed professional development training, including travel, accommodation, meals and incidentals will be fully funded by the Shire. Prescribed training will be arranged by the office of the Chief Executive Officer to ensure statutory timeframes are achieved. 3. CASH ADVANCES An advance of $200 may be made available upon request to the Chief Executive Officer to cover meals not included at other conference of training, or at prescribed professional development training. Alternatively, delegates at other conferences and training or attendees at prescribed training may elect to pay other expenses themselves and claim reimbursement from the Shire on presentation of the receipts. Advances for expenses will be made no earlier than two weeks prior to the date of the commencement day of the other conferences and training or prescribed professional development training and expenditure reconciliation statements will be required within 14 days of return from the Conference. 4. ELECTED MEMBER / DELEGATE ACCOMPANYING PERSON Where Council member or Shire officer is accompanied to other conferences or training, all costs for/or incurred by the accompanying person are to be borne by the Council member, or Shire officer or accompanying person, and not by the Shire. The exception to the above being the cost of attending any official event dinner where partners would normally attend. An example of an official event is the Annual Local Government Week or Conference Gala dinner or ‘sundowner’ drinks at the event opening. 5. REPORTING & PUBLISHING

1. All Council members attending any other conference or training are expected to report to Council on the benefits achieved by attending and should make the conference papers available to other Councillors. If a report is not received within 30 days, the Council member may be ineligible for attendance at further conferences or training until the report is received. A record of conferences or other training attended by Council members will be maintained by the Chief Executive Officer.

2. The Chief Executive Officer is to prepare a report each financial year on prescribed professional development training completed by Council members in the financial year. This report is to be published on the Shire official website within 1 month after the end of the financial year to which the report relates.

Note: All monetary amounts where specified are Good and Service Tax (GST) exclusive.

Policy Administration Division: Corporate & Governance Contact Officer Position: Deputy Chief Executive Officer / Director Corporate Services Parent Legislation: Local Government Act 1995 Other Relevant Documents: Local Government Legislation Amendment Act 2019 Local Government (Administration) Regulations 1996 Date Adopted: 17 December 2019 OCM19/12/163 Reviews/Amendments: Nil

POLICY CORP025 – COUNCIL HOUSE – 1 EASTCOTT STREET, WAROONA


POLICY INTENTION: To provide guidance on the letting of the Council owned residence located at 1 Eastcott Street, Waroona. POLICY: In the event that the Council owned residence situated at 1 Eastcott Street, Waroona is not tenanted by a member of Council Staff, it be let on the open market (at market rental) at the discretion of the Chief Executive Officer. Such tenancy to be for periods not exceeding twelve (12) months in the event that the residence be required for Council purposes. The property may be let to a resident medical General Practitioner at a reduced rental rate. Such reduced rental rate may include a subsidy for utility costs. Any subsidies are to be recorded as an expense in the Council’s books of account. Policy Administration Division: Corporate & Governance Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP026 – VISITOR CENTRE OPERATIONS


POLICY INTENTION: To provide guidelines for operations of the Waroona Visitor Centre including the control of consignment stock. POLICY: 1. Opening Hours Open Daily from 9.30am to 3.30pm (when staff or volunteers are available) Closed: Good Friday, Christmas Day, Boxing Day and New Year’s Day 2. Consignment The exhibition space (gallery) within the Waroona Visitor Centre is not the primary role of the Centre and therefore should not reduce space designated for tourism related items, with the exception of Council approved events. Contributors of items sold at the Waroona Visitor Centre will complete a Consignment Agreement prior to stock being displayed and follow all conditions that apply. The CEO has the ability to amend the Consignment Agreement where necessary. Commission will be deducted from the sale of items stocked within the Visitor Centre on the following basis;

- 10% commission will be deducted where the Contributor acts as a volunteer with a minimum of one half day shift per month

- 25% commission will be deducted where the Contributor does not act in a volunteer capacity

3. Policies & Procedures Staff and Volunteers of the Waroona Visitor Centre will strive to follow all policies and procedures set by Council including but not limited to; Code of Conduct, Customer Services Charter, Records Keeping Policy and Occupational Safety & Health Policy. 4. Volunteer Management Please refer to Council Policy HR003 ‘Volunteer Management Policy’ all conditions apply. A register of current volunteers will be kept and updated as necessary Policy Administration Division: Corporate & Governance Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: Policy HR003 – Volunteer Management Policy Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP027 – INFRINGEMENT NOTICES – ISSUE OF


POLICY INTENTION: To provide details of Council officers who have been granted authority to issue infringement notices on behalf of the Council. POLICY: a. The following officers are authorised to issue infringement notices;

Shire Rangers as gazetted In accordance with the following acts and regulations;

▫ Part 9, Division of the Local Government Act 1995 ▫ Cat Act 2011 and regulations ▫ Caravan Parks and Camping Grounds Act 1995 and Regulations ▫ Shire of Waroona Local Government Property Local Law ▫ Shire of Waroona Activities on Thoroughfares and Public Places Local Law ▫ Control of Vehicle (off-road Areas) Act 1978 and Regulation ▫ Litter Act 1979 and Regulations ▫ Spear-Guns Control Act 1995 and all Regulations ▫ Criminal Procedures Act 2004 to commence prosecutions ▫ S.59 (3) of the Bush Fires Act 1954 ▫ Local Government (Parking for People with Disabilities) Regulations 2014

The Chief Executive Officer is authorised to institute legal action with relation to the above stated Acts. Policy Administration Division: Corporate & Governance Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: Part 9, Division of the Local Government Act 1995 Cat Act 2011 and regulations Caravan Parks and Camping Grounds Act 1995 and Regulations Shire of Waroona Local Government Property Local Law Shire of Waroona Activities on Thoroughfares & Public Places Local Law Control of Vehicle (off-road Areas) Act 1978 and Regulation Litter Act 1979 and Regulations Spear-Guns Control Act 1995 and all Regulations Criminal Procedures Act 2004 to commence prosecutions S.59 (3) of the Bush Fires Act 1954 Local Government (Parking for People with Disabilities) Regulations 2014 Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP028 – OCCUPATIONAL SAFETY & HEALTH STATEMENT

Related Management Practice Yes (OSH Manual) Relevant Delegation No

POLICY INTENTION: To provide the protocols and guidelines that will ensure the Shire of Waroona remain at the forefront of workplace safety for all Councillors, Staff, Volunteers and Visitors. POLICY: The Shire of Waroona is committed to promote and secure the safety and health of persons in the workplace, through a high standard of quality management practice. The Shire of Waroona will ensure that the occupational safety and health needs of employees is not compromised, while striving to reduce lost time injuries through a general and ongoing awareness by all towards hazard identification and accident prevention within the workplace. The Shire of Waroona recognises: Its responsibilities in relation to all occupational safety and health statutory obligations (OSH Act

1984 and OSH Regulations 1996).SH Act 1984 and OSH Regulations 1996) and will provide occupational safety and health information and advice to all workplaces.

Its responsibilities for the maintenance of safety and health standards for all operations, employees, contractors and visitors through the provision of appropriate instruction, training and supervision.

Its obligations to provide resources for occupational safety and health and will provide a mechanism of consultation with all parties on occupational safety and health issues.

The Shire of Waroona promotes and encourages communication at all levels of the organisation, all stake holders and by supporting the OSH Committee.

Everybody throughout the workplace has a personal responsibility to work safely, recognise their duty of care under the Occupational Safety and Health Act 1984, and cooperate in ensuring the highest possible safety and health standards are maintained throughout Shire of Waroona workplaces. Employees are also required to take reasonable care to ensure their own safety at work and not adversely affect the safety and health of any person. We will measure our success by compliance with the Occupational Health and Safety Management Systems Standard (AS/NZ 4801). This will regarded as the minimum standard required to meet our objective of zero Lost Time Injuries. Policy Administration Division: Corporate & Governance Contact Officer Position: Chief Executive Officer Parent Legislation: Occupational Safety & Health Act 1984 Occupational Safety & Health Regulations 1996 Other Relevant Documents: Shire of Waroona Occupational Safety & Health Manual Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP029 – OCCUPATIONAL SAFETY & HEALTH MEETINGS


POLICY INTENTION: To ensure membership of the Council’s Workplace Safety is maintained and that meetings are held on a quarterly basis. POLICY: Staff Safety Meetings to be held quarterly. Committee shall comprise of:- Chief Executive Officer Deputy Chief Executive Officer Occupational Safety & Health Consultant/Coordinator Director Planning & Economic Development Director Technical Services Executive Manager Project Development Manager Corporate Services Manager Works & Services Outside Workplace Representative Policy Administration Division: Corporate & Governance Contact Officer Position: Chief Executive Officer Parent Legislation: Occupational Safety and Health Act 1984 Other Relevant Documents: Shire of Waroona Occupational Health & Safety Manual Date Adopted: 18 December 2018 OCM18/12/126 Reviews/Amendments: 17 December 2019 OCM19/12/163

POLICY CORP030 – PUBLIC INTEREST DISCLOSURE


POLICY INTENTION: The Shire of Waroona is committed to the aims and objectives of the Public Interest Disclosure Act 2003 and as such recognises the value and importance of contributions by employees to enhance administrative and management practices and strongly supports disclosures being made by employees as to corrupt or other improper conduct. POLICY: The Shire of Waroona (The Council) acknowledges its obligations under the Public Interest Disclosure Act 2003 (The Act) and in doing so:- a. Will ensure that staff are supported under the Public Interest Disclosure Act 2003, the

Council:-

Does not tolerate corrupt or other improper conduct, including mismanagement of community resources, in the exercise of the public functions of the Shire of Waroona and its officers, employees and contractors.

Is committed to the aims and objectives of the Public Interest Disclosure Act 2003. It recognises the value and importance of contributions of staff to enhance administrative and management practices and strongly supports disclosures being made by staff as to corrupt or other improper conduct. Will take all reasonable steps to provide protection to staff who make such disclosures from any detrimental action in reprisal for the making of a public interest disclosure. Does not tolerate any of its officers, employees or contractors engaging in acts of victimisation or reprisal against those who make public interest disclosures.

b. Has in place an internal procedure (Public Interest Disclosure Act 2003 Work Procedure) that

describes the manner in which:-

Disclosures of public interest information shall be made to the Public Interest Disclosure Officer (PID Officer) of the Council. The person from time to time holding or acting in the position of Deputy Chief Executive Officer/Director Corporate Services is designated as the Public Interest Disclosure Officer, or PID Officer, of the Shire of Waroona. The PID Officer shall investigate the information disclosed, or cause that information to be investigated. The PID Officer may take action following the completion of the investigation.

The PID Officer shall report to the informant as to the progress and outcome of that investigation and the action taken as a consequence. The confidentiality of the informant, and any person who may be the subject of a public interest disclosure, shall be maintained.

Records as to public interest disclosure shall be maintained and reporting obligations complied with.

Policy Administration Division: Corporate & Governance Contact Officer Position: Chief Executive Officer Parent Legislation: Public Interest Disclosure Act 2003 Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP031 – ANNUAL CHRISTMAS FUNCTION


POLICY INTENTION: To provide guidance to staff when organising of the annual Christmas function for staff and Councillors. POLICY: The Council will provide in its Annual Budget an annual Christmas Function for Staff and Councillors and Partners each year at a venue to be determined. Criteria for invitations to the function shall be: Staff Full time/Permanent Part Time: All Staff including all Staff who have resigned their position since July 1 in the current calendar year. Casuals: Staff who have worked a minimum total of fifty (50) hours since July 1 in the current calendar year. Councillors All current serving Councillors, and Councillors who vacated their positions during the current calendar year. Policy Administration Division: Corporate & Governance Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP032 – MEMORIAL HALL HIRE EXEMPTION


POLICY INTENTION: To exempt community organisations and groups as approved by Council from Memorial Hall Hire fees and charges, as appropriate, in consideration with the purpose of hire BACKGROUND: The policy is based on the recommendations from the Shire of Waroona Small Grants and Awards Committee meeting on 10 April 2017 and endorsed by the Council at their meeting of 26 April 2017. POLICY: 1. That local not-for-profit organisations that conduct “community markets”, such as Lions Club of

Waroona and the Really Really Free Markets, be exempt from the fees and charges relating to the hire of the Memorial Hall and associated facilities.

2. The Chief Executive Officer has authority to approve or disapprove applications for hall hire exemptions from organisations not specifically referred to in 1 above.

3. The cost of the exemption shall be recorded as an expense to the Councils donations Account 0212.


POLICY CORP033 – SHIRE OF WAROONA HISTORY PUBLICATION “DRAKESBROOK DAYS & WAROONA YEARS”


POLICY INTENTION: To provide guidance to support the sale and distribution of its history publication “Drakesbrook Days and Waroona Years”. BACKGROUND: The following guidelines shall apply to the sale and distribution of the Council history publication “Drakesbrook Days and Waroona Years” • Over the counter sales shall be from the Council Administration Centre and Waroona Visitor

Centre. • Postage sales shall be from the Administration Centre. • Cost of book - $25 per copy (inc GST) - $30 per mailed copy (inc GST) • All proceeds to be received by Municipal Account 7573 with annual proceeds being

transferred to Reserve Account 4814 “History Book Reprint Reserve” • The Chief Executive Officer and Deputy Chief Executive Officer / Director Corporate Services

are authorised to issue donated copies of the publication subject to such transactions being recorded as an expense to the Council’s donations account 0212.


POLICY CORP034 – LOW INTEREST CAPITAL LOANS - POLICY


POLICY INTENTION: To provide the protocols and guidelines for application of the Council’s Low Interest Capital Loan Scheme”. POLICY: Council will attempt to assist local organisations (sporting or not for profit), where it has the financial capacity to do so, to raise funds for specific projects, where the Council has passed a resolution to support the proposed project. All funds for the payment and receipt of Low Interest Loans pursuant to this policy shall be made via the “Sporting Reserve Account”. Procedures The following shall apply: All applications must include the following data as part of their application: a. Details of the proposed works and undertakings and purpose of the loan; b. Plans and specifications and statutory approvals, where applicable; c. Detailed costings of the proposed project/works; d. Statements demonstrating the need for the loan together with proof of inability to obtain

alternative funds. e. Audited financial statements of organisation for previous three years to demonstrate the

ability of the organisation to repay the loan or such lesser financial documentation acceptable to Council.

f. Name(s) of guarantors(s). g. Provide any other information requested by Council to assist with consideration of the

application. Council Approval Where it is a local Sporting Organisation, the Council’s Finance & Audit Committee shall firstly consider such applications for such a loan and shall then provide a recommendation to the Council for adoption. Approved applicants shall be advised in writing of their success or otherwise and informed of the loan funds available date, after they have met all other criteria.

The Finance & Audit Committee acting as Trustees of public monies, shall fully research the ability of the applicant to repay the loans and shall require the guarantor(s) to ensure the protection of such public monies. Should there be more than one applicant organisation, then the Council’s Finance & Audit Committee shall consider and recommend to the Council the order of priority of all such applicants. General Conditions and Criteria: • The land on which the development is proposed must be Crown Reserve or land owned or

vested in the Municipal Council. • All successful applicants shall enter into a legal agreement for the repayment of the loan upon

acceptance of the conditions of the loan. • All successful applicants shall confirm acceptance of the loan within thirty (30) days after the






Council shall determine at the time of consideration of the granting of the loan. • Repayment of the loan shall not infringe on the Council’s right to impose normal lease charges

or rentals, where Council owned/controlled property is involved. • Associations with licensed premises are ineligible for Council loans under this scheme. • All applications shall comply with the provisions of the Local Government Act and/or any other

applicable Acts and Regulations affecting their application. Policy Administration Division: Corporate & Governance Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP035 – RATES – CONCESSIONS AND COMMERCIAL FARMING PROPERTIES OCCUPIED BY PENSIONERS/SENIORS


POLICY INTENTION: To provide guidelines that will ensure a fair and equitable process for calculating rate concessions on commercial and farming properties occupied by seniors or pensioners. POLICY: That in accordance with section 28 (2) of the Rates and Charges (Rebates and Deferments) Act 1992, the Shire of Waroona determine an equitable and consistent method of calculating concessions on commercial and farming properties occupied by pensioners/seniors. On this basis, the following process will take place to determine the method of calculating concessions for properties identified as commercial or revenue producing farming properties. Eligible pensioners as determined by the Rates and Charges (Rebates & Deferments) Act 1992, whose property is identified as being over the size of 5 acres, will be required to complete a declaration to assist Council in determining whether their property is a commercial or revenue producing farming property. The declaration will be filled out on application and reviewed every three years as part of Councils three yearly review process for all pensioners. Those properties identified as commercial or revenue producing farming properties will have their rebates calculated by one of the following methods as a result of the determination made by the Senior Rates Officer. a. A proportionate rebate, based on the area used for residential purposes against that

used for commercial or farm (income generating) purposes. Example 1 – Option A

A pensioner couple occupy a house that is situated on a farm. The farm is worked by their son who resides on a neighbouring property. The house has been constructed on a 5ha block, which has no facilities used for farming operations, that is, no shearing or equipment storage sheds. A single rate notice is issued for the total property including that area occupied by the pensioner couple.

Total rateable area: 1,000ha Residential portion: 5ha Rates: $2,000.00 Rates proportioned in accordance with Section 28 (2). By area: 5/1,000 x $2,000 = $10 Rebate: $10.00 x 50% = $5

b. Whereby the residential portion of the property cannot be determined, a proportionate rebate, by applying an arbitrary curtilage of 2ha in respect to the residential component of the rated property.

Example – Option B

A pensioner couple occupy a house that is situated on a farm. The farm is worked by their son who resides on a neighbouring property. The house occupied by the pensioner couple is located amidst the various farm sheds etc. (it may be the original farm house) and cannot be separately distinguished from the rest of the property. A single rate notice is issued for the total property including that area occupied by the pensioner couple. As the residential area is non-specific and cannot be clearly identified, an arbitrary curtilage of 2ha is applied.

Total rateable area: 1,000ha Curtilage: 2ha Rates: $2,000.00 Rates proportioned in accordance with section 28 (2). By curtilage: 2/1000 x $2,000 = $4 Rebate: $4 x 50% = $2 Rural properties will be asked to complete a declaration on their application for a rebate to

determine whether they are an incoming producing farming property. c. A minimum or valuation based rate, for example, in the case of hobby farms or where

the residence is situated on a distinct identifiable parcel of land that has no commercial use, irrespective of the property size.

Example 3 – Option C

A pensioner couple occupy a house located on a 5 acre block. The couple use the property to grow vegetables for their own consumption and have several small farm animals grazing their land. There are no commercial farming buildings. The farm is primarily for the pensioner couples pleasure rather than profit and is therefore determined to be a hobby farm. A single notice is issued for the total property including the residential area occupied by the pensioner couple.

Total rateable area: 5ha Rates: $2,000.00 Rates proportioned in accordance with Section 28 (2). By minimum: $1,010 x 50% Rebate: $505 Should the declaration provided by the ratepayer determine that the property is neither a commercial or revenue producing farming property nor a hobby farm, the full rebate should be calculated. Policy Administration Division: Corporate & Governance Contact Officer Position: Chief Executive Officer Parent Legislation: Rates and Charges (Rebates and Deferments) Act 1992 Other Relevant Documents: Annual Rate Book Record Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP036 – NOTIFICATION OF CHANGE OF ADDRESS


POLICY INTENTION: To establish an effective record keeping procedure and keep evidence of all change of address for ratepayers within the names and address program. This program will therefore cover change of address over all departments. POLICY: It has been common practice in the past for Shire staff to request change of address notifications in writing. However, implementing a policy will allow staff to enforce the process. In particular, notification of change of address in writing is important when initiating debt collection procedures. Policy That any change of address notification to the Shire of Waroona must be received in writing by any of the following methods:

• Correspondence or change of address form by mail; • Correspondence or change of address form by fax; • Correspondence of change of address form by email; or • Notification on change of address slip on reverse of rate notice.

Policy Administration Division: Corporate & Governance Contact Officer Position: Deputy Chief Executive Officer / Director Corporate Services Parent Legislation: Internal Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP037 – REPLACEMENT OF LIGHT VEHICLES (PRIVATE USE EXEMPT)


POLICY INTENTION: To ensure that light vehicles (utilities) are changed over within a timeframe that will provide maximum resale value and assist with timeframes for budgetary purposes. POLICY: In order to ensure maximum re-sale value and taxation benefits works and gardening vehicles to be traded every two years, or at 40,000 kms, whichever comes first. Ranger vehicles to be traded every 3 years or at 120,000kms whichever occurs first. This is to ensure compliance with contract ranger arrangements currently in place with the Shire of Murray and to offset the high cost of changing high end technical equipment from vehicle to vehicle. Vehicle models not to be upgraded without prior approval of the Works & Services Committee/Council. Policy Administration Division: Corporate & Governance Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP038 – REPLACEMENT OF LIGHT VEHICLES (PRIVATE USE INCLUDED)


POLICY INTENTION: To ensure that light vehicles (subject to private use) are changed over within a timeframe that will provide maximum resale value and to assist with timeframes for budgetary purposes. POLICY: Replacement of light vehicles to be in accordance with agreements as adopted by the Council but shall be based on the principle of changeover at the time considered to be the optimum time for changeover of a particular vehicle. In any case light vehicles to be replaced at 12 months of age. Minimum specifications: Chief Executive Officer Holden Caprice Sedan Deputy Chief Executive Officer/Director Corporate Services Holden Calais V Sedan Director Technical Services Subaru Outback Premium Director Strategic Development Subaru Outback Premium Executive Manager Planning & Building Services Subaru XV AWD Manager Works and Services Subaru Outback Manager Corporate Services Holden Captiva Policy Administration Division: Corporate & Governance Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP039 – CONTRACTOR’S RISK AND INSURANCE


POLICY INTENTION: The Shire of Waroona regularly engages contractors to carry out various works on its behalf. This policy sets out the insurances that the contractors must carry in order that they are adequately covered and that the Shire is therefore indemnified from claims arising from the actions of the contractor. POLICY: Tender and contractual documentation should contain the clauses that are set out below: The Contractor shall be solely responsible for the services and shall bear the sole risk for any loss or damage whether to any person or property caused by or resulting from, directly or indirectly, any act or omission of the Contractor or any default or negligence by the Contractor irrespective of any negligence, default or breach of statutory duty on the part of the Council. The Contractor shall indemnify and keep indemnified the Council from and against any loss or damage and against claims, demands, proceedings, costs, charges and expenses whatsoever arising out of any act or omission of the Contractor or any default by the Contractor irrespective of any negligence, default or breach of statutory duty on the part of the Council. The Contractor shall, at the contractors own expense, procure and maintain and shall ensure that all Sub-Contractors procure and maintain the following insurances, such insurance shall be specifically endorsed so that it is deemed primary to any insurance effected by or on behalf of the Council and shall contain a cross liability clause which shall treat each of the insured parties as if a separate policy had been issued to each of them; Public liability insurance for an amount of not less than $20 million for any one accident or occurrence in the name of the Council and the Contractor. Third party property damage insurance of not less than $20 million in respect of any motor vehicles, plant or equipment used in the performance of the contracted services. If the Contractor or any Sub-Contractor employs any person or persons to perform the services or any part thereof, documentation certifying current workers compensation insurance, public liability insurance and third party property damage insurance to the specifications and criteria required by the contractor must be provided to Council before commencement of services. If the Contractor or any Sub-Contractor employs any person or persons to perform the services or any part thereof, awareness and compliance of council occupational safety and health guidelines and policy must be provided and acknowledged. Any other insurance which is required by the laws of the Commonwealth of Australia and state of Western Australia and as amended by these guidelines following its review. The implementation and maintaining of all insurances as required under these guidelines shall in no way limit the obligations or responsibilities of the contractor under these guidelines. The contractor shall provide council, prior to the commencement date, certificates of currency for all insurances that provides evidence of validity and currency of the insurance policies.

Termination 2.1 The Council may terminate its agreement with the Contractor immediately upon written notice

to the Contractor if the Contractor fails to work with due diligence or expedition or makes default in the performance of or observance of any covenant, condition or stipulation contained in these guidelines and the agreement made with the Contractor or refuses or neglects to carry out any instruction which the Council is empowered to give or make under these guidelines.

2.2 The Council may terminate its agreement with the Contractor immediately upon written notice

to the Contractor if the Contractor enters bankruptcy or enters into liquidation, a Deed of Assignment, Deed of Arrangement or similar style process with creditors or commences to carry on business under a Receiver for the benefit of its creditors or any other party.

Policy Administration Division: Corporate & Governance Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: Contractor Induction Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP040 - HALLS AND BUILDINGS ENTREPRENEURIAL BOOKINGS Related Management Practice No Relevant Delegation No

POLICY INTENTION: To ensure that the Council halls are not utilised for commercial purposes without express approval of the Council. POLICY: That all applications to hire Council Halls that are of an entrepreneurial nature be referred to Council prior to acceptance of such bookings. Policy Administration Division: Corporate & Governance Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP041 - ACTING CHIEF EXECUTIVE OFFICER (CEO) APPOINTMENT Related Management Practice No Relevant Delegation Yes

POLICY INTENTION: To provide for the appointment of an acting Chief Executive Officer (CEO) during periods of absence of the CEO. POLICY: The Deputy CEO is authorised and appointed as Acting CEO when:

• The CEO is absent on annual, personal or other leave for periods of less than 3 months. • The CEO is delegated authority to appoint another officer in the position of Acting CEO if

circumstance require. • The Shire President to be advised of an Acting CEO appointment.

Policy Administration Division: Corporate & Governance Contact Officer Position: Chief Executive Officer Parent Legislation: Local Government Act 1995 (Section 5.36(2)(a)) Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP042 – BUSH FIRE BRIGADES Related Management Practice Yes Relevant Delegation No

POLICY INTENTION: The intent of the Bush Fire Brigades Policy is to provide guidelines to the Bush Fire Brigade staff of the Shire of Waroona by: • Ensuring that all activities are compliant with the Bush Fire Act 1954 • Outlining and clarifying the roles, responsibilities and operational procedures of the Bush Fire

Brigade. • Delivering a best practice approach to the delivery of bush fire services within the Shire of

Waroona. • Ensuring consistency and compliance with the Department of Fire & Emergency Services

(DFES) Standard Operating Procedures relevant to the operations of Bush Fire Brigades. POLICY: Principles Bush Fire Brigades are created by the Council pursuant to Section 41 of the Bush Fires Act 1954. The Shire of Waroona is reliant on its Bush Fire Brigades for protection against the threat and subsequent consequences of fire. The Shire of Waroona Bush Fire Services consist of the following brigades:

- Preston Beach Volunteer Bush Fire Brigade - Lake Clifton Volunteer Bush Fire Brigade - Waroona West Volunteer Bush Fire Brigade

All volunteer fire fighters receive training and support from DFES in bush fire prevention, response and control. In addition all Bush Fire Brigade members are expected to operate within the “DFES Standing Operating Procedures” as they relate to Brigades and Local Government. Roles & Responsibilities This policy and associated Operational Procedures / Management Guide represents the expected standards of the Shire of Waroona. Bush Fire Brigades are operated under the direction of the Chief Bush Fire Control Officer. Any modifications and changes to this policy made at the request of a Bush Fire Brigade are to be made via the Chief Bush Fire Control Officer and approved by the Council. Modifications to Operational guidelines must be approved by the Chief Executive Officer.

References This policy is designed to be read in conjunction with the following legislation:

• Fire Brigades Act 1942 • Bush Fire Act 1954 • Bush Fire Regulations 1954 • Local Government Act 1995 • Local Government (Functions & General) Regulations 1996 • Fire & Emergency Services Act 2005

Policy Administration Division: Corporate & Governance Contact Officer Position: Director Strategic Development Parent Legislation: Internal Other Relevant Documents: Shire of Waroona Emergency Management Plan Shire of Waroona Firebreak Notice Shire of Waroona Fire Brigade Administration Procedures DFES Standard Operating Procedures Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP043 - COMMISSIONING OF LEGAL ADVICE Related Management Practice No Relevant Delegation No

POLICY INTENTION: This policy applies to situations where the potential for securing legal advice is being considered and that the legal advice is sought in a consistent manner. POLICY: Introduction The Shire of Waroona organisation will from time to time need to seek legal advice on a matter. It is important that there is clarity about the many legislative duties and functions discharged on a daily basis by officers and that there is independent legal advice available to assist the organisation and the Council to make robust decisions. This policy sets out who may commission advice on behalf of the Shire of Waroona guidelines as to the kind of issues where advice may be sought and the process of engaging advice. It should be read in conjunction with the Procurement Policy and the Code of Conduct for Elected Members and Staff. Principles (a) A central role of the Chief Executive Officer (CEO) is to provide advice to the Council and as

such, it is solely the role of the CEO to commission legal advice on matters relating to the business of the Shire.

(b) The commission of legal advice follows the same procurement requirements as any other

aspect of Council business. Provisions 1. Procurement of Legal Advice 1.1 The Chief Executive Officer must approve the procurement of all legal advice sought by the

Shire of Waroona, other than advice relating to the performance of the CEO and/or the relationship between the CEO and the Shire of Waroona Council.

1.2 Procurement of legal advice must be obtained according to requirements set out under the

Procurement Policy. Policy Administration Division: Corporate & Governance Contact Officer Position: Chief Executive Officer Parent Legislation: N/A Other Relevant Documents: Shire of Waroona Procurement/Purchasing Policy Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP044 - DIVIDING FENCES – FINANCIAL CONTRIBUTION Related Management Practice No Relevant Delegation No

POLICY INTENTION: To provide a basis for consideration of a Council contribution towards the cost of dividing fences. POLICY: Council will contribute 50% to the cost of a sufficient dividing fence where the fence adjoins land held in freehold title by the Council. Each application to be considered by the Council on its individual merits and may be subject to the provision of funding by way of budget allocation or amendment. Under no circumstances will the Council contribute where a fence adjoins Crown Land (exempt Dividing Fences Act 1961). Policy Administration Division: Corporate & Governance Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: Dividing Fences Act 1961 Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP045 - ELECTED MEMBERS FEES & ALLOWANCES Related Management Practice No Relevant Delegation No

POLICY INTENTION: To ensure that elected members Fees and Allowances are paid at regular intervals. POLICY: Elected members sitting fees and allowances are to be set annually during budget deliberations and detailed in budget documentation. The Deputy Chief Executive Officer is to ensure that payments are made in equal instalments each December and June. The payment is to be adjusted on a pro-rata basis following bi-annual elections in October each year (if necessary). Policy Administration Division: Corporate & Governance Contact Officer Position: Chief Executive Officer Parent Legislation: Local Government Act 1995 Section 5.98(5) Local Government (Admin) Regulations – Reg 33 Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP046 - SMOKING IN COUNCIL BUILDINGS & VEHICLES Related Management Practice No Relevant Delegation No

POLICY INTENTION: To ensure a smoke free environment for all Council employees and eliminate exposure to environmental tobacco smoke in the work place. POLICY: • All Council buildings shall be smoke free including within 5 metres of the outside of any buildings.

• All Council vehicles shall be smoke free. Policy Administration Division: Corporate & Governance Contact Officer Position: N/A Parent Legislation: Tobacco Products and Control Regulations 2006 Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP047 – PETITIONS AND DEPUTATIONS Related Management Practice No Relevant Delegation No

POLICY INTENTION: To detail the protocol to be used for the receiving and accepting of petitions and deputations. POLICY: SUBMITTING PETITIONS AND DEPUTATIONS PETITIONS 1. A petition to council may be received, provided that the intention and legibility of the petition

is clear. 2. A petition must contain -

a. the names, addresses and signatures of the petitioners, b. the name and address of the person who lodged the petition with the council shown

on the front of the petition, and c. the subject of the petition at the top of each page.

3. The only question which shall be considered by the council on the presentation of any petition

shall be:

a. that the petition shall be accepted; or b. that the petition not be accepted; or c. that the petition be accepted and referred to a relevant council committee for

consideration and report; or d. that the petition be accepted and be dealt with by the full council.

Petitions need to be received prior to the Agenda closing date, which is 7 days prior to the Council meeting. Council meetings are held on the 4th Tuesday of the month unless otherwise stated. DEPUTATIONS 1. Any person or persons wishing to be received as a deputation shall, in the first instance, send

to the CEO a written request, setting out in concise terms the subject matter to be raised by the deputation.

2. Where the CEO receives a request in terms of this clause, he/she shall, after consultation

with the Chairperson advise the person or persons concerned if and when the deputation should be received -

3. A deputation shall not exceed five in number and only two members thereof shall be at liberty

to address the council or a committee, except in reply to questions from members of the council or committee and the matter shall not be further considered by the council or the committee, until the deputation has completed its address and has retired to the gallery.

Request for deputations need to be received prior to the Agenda closing date, which is 7 days prior to the Council meeting. Council meetings are held on the 4th Tuesday of the month unless otherwise stated. Policy Administration Division: Corporate & Governance Contact Officer Position: Chief Executive Officer Parent Legislation: Standing Orders Local Law Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP048 – RECORD KEEPING PLAN


POLICY INTENTION: To control and manage government records within a records management and record keeping framework that complies with legislative accountability and best practice requirements. POLICY: Policy Statement The Shire of Waroona is committed to making and keeping full and accurate records of its business transactions and official activities. Records created and received by Shire employees and contractors, irrespective of format, are to be managed in accordance with the Shire of Waroona’s Record Keeping Plan and Record Keeping Policy and Procedures Manual. Records will not be destroyed except by reference to the State Records Office’s General Disposal Schedule for Local Government Records.

Guidelines a. It is the responsibility of all staff to ensure that the business, operational and

administrative activities of the Shire of Waroona are appropriately documented and that records are created and maintained in fulfilment of legislative requirements;

b. All significant records, irrespective of format, are to be registered, classified and

captured into the Shire of Waroona’s official record keeping system. All correspondence should be attached to a corporate file;

c. The Shire of Waroona is responsible for the security and protection of all

records created or captured as part of the Shire’s day to day operations. All employees and contractors have a responsibility to apply appropriate security and protection measures to all records created or received when carrying out the shire’s business. All records are to be categorised as to their level of sensitivity and adequately secured and protected from violation, unauthorised access or destruction, and kept in accordance with necessary retrieval, preservation and storage requirements;

d. Access to the Shire of Waroona’s records by employees and contractors will

be in accordance with designated access and security classifications. Access to the Shire’s records by the general public will be in accordance with the Freedom of Information Act 1992 and the Shire’s policy on Freedom of Information. Access to the Shire’s records by Elected Members will be through the Chief Executive Officer in accordance with the Local Government Act 1995;

e. Records will only be destroyed or otherwise disposed of by reference to the General Disposal Authority for Local Government Records issued by the State Records Office, and following authorisation from the Chief Executive Officer. Records identified as a State Archive should be transferred to the State Records Office in accordance with the requirements of the General Disposal Authority for Local Government Records.

Rationale The State Records Act 2000 compels each government agency to have in place a comprehensive record keeping framework referred to as a Record Keeping Plan that covers the management of government records from their inception to through to their final disposition by destruction or archiving. Under the State Records Act 2000 s3, a government record is defined as “a record created or received by – a. a government organisation; or b. a government organisation employee in the course of the employee’s work for

the organisation” It is the responsibility of all Shire employees and contractors to ensure that they create and maintain government records in accordance with the Shire’s Record Keeping Plan. Failure to comply with this requirement is deemed to be an offence (s78 ss1) and could attract a penalty of up to $10,000. Guidelines The Shire of Waroona has implemented systematic records management policies, procedures and practices to ensure the capture and management of all government records, irrespective of format. The Shire uses a standard method to identify and retrieve the records it holds, through the use of standardised file numbering and consistent methods of classification. All elected members and staff will ensure that full and accurate records are created to reflect business transactions and decisions. All government records are to be registered and included in the Shire of Waroona Record Keeping System. It is the responsibility of all staff to ensure that records created or received in electronic form are registered in the SynergySoft central records system in the same manner as other registered mail and included in the paper based filing system. Government records will only be disposed of in accordance with the State Records Office’s General Disposal Authority for Local Government Records.

Policy Administration Division: Corporate & Governance Contact Officer Position: Deputy CEO/Director Corporate Services Parent Legislation: State Records Act 2000 Other Relevant Documents: Local Government Act 1995 State Records (Consequential Provisions) Act 2000 State Building Act 2011 Criminal Code Compilation Act 1913 Electronic Transactions Act 2003 Evidence Act 1906 Freedom of Information Act 1992 Interpretation Act 1984 State Records Commission: Principles and Standards Australian Standard on Records Management: AS ISO

15489 Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP049 – IMPROVEMENTS TO COUNCIL PROPERTIES BY EXTERNAL GROUPS Related Management Practice No Relevant Delegation No

POLICY INTENTION: To ensure that the Council is aware of and is able to account for additions and /or improvements to buildings on Council owned land. This is to ensure that the cost of these improvements correctly brought to account in the Council’s financial statement. POLICY: All improvements to Council owned buildings with a value greater than $5,000 are subject to:

• Prior approval from the Council for groups wishing to undertake such improvements. • Supervision of works by an appropriate Council Officers unless otherwise agreed by the Chief

Executive Officer. • Copies of invoices for works carried out to be supplied to the Council on completion of works.

This policy applies to all works regardless of funding sources / grants and supervision arrangements. Policy Administration Division: Corporate & Governance Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP050 – CODE OF CONDUCT Related Management Practice Yes Relevant Delegation No

POLICY INTENTION: To ensure an appropriate Code of Conduct is adopted, maintained and reviewed on an annual basis supported by administration documentation in the form of management guidelines. POLICY: The Council is required in accordance with Section (5.103) of the Local Government Act 1995 to adopt a Code of Conduct. Administration Regulations 34B & 34C detail matters that must be covered by a code of conduct. The code of conduct applies to all Shire of Waroona Councillors, employees and members of the public appointed to a Committee of the Council. Policy Administration Division: Corporate & Governance Contact Officer Position: Chief Executive Officer Parent Legislation: Local Government Act 1995 S(5.103) Other Relevant Documents: Administration Regulations 34(B) & 34(C) Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP051 - FRAUD, CORRUPTION & MISCONDUCT PREVENTION Related Management Practice Yes (to be developed) Relevant Delegation No

POLICY INTENTION: To develop and maintain a corporate culture and corporate systems which discourage and eliminate the risk of fraud, corruption and misconduct and to establish controls which support better practices that assist in the minimisation of risks. POLICY: 1. Objective

The objective of this policy is to articulate the Shire of Waroona commitment to the prevention, detection, response and monitoring of fraud and corrupt activities. The policy, and the Fraud and Corruption Control Plan, are key components of good governance and will establish the structure to address fraud and corruption risks and to detect and respond to fraud and corruption in accordance with the best practice guidance as set out in the Fraud and Corruption Control Standards (AS 8001-2008).

2. Policy Scope This policy applies to:

Elected Members; All workers whether by way of appointment, secondment, contract, temporary

arrangement or volunteering, work experience, trainees and interns; Any external party involved in providing goods or services to the Council, such as

contractors, consultants, outsourced service providers and suppliers. 3. Definitions

Fraud is defined by Australian Standards AS8001-2008 as: “Dishonest activity causing actual or potential financial loss to any person or entity including theft of monies or other property by employees or persons external to the entity and where deception is used at the time, immediately before or immediately following the activity.” Fraud can take many forms including:

the misappropriation of assets; the manipulation of financial reporting (either internal or external to the Council); and corruption involving abuse of position for personal gain

Corruption is defined by Australian Standards AS8001-2008 as:

“Corruption is dishonest activity in which an employee or contractor of the entity acts contrary to the interests of the entity and abuses their position of trust in order to achieve some personal gain or advantage for themselves or for another person or organisation. The concept of ‘corruption’ can also involve corrupt conduct by the entity or a person purporting to act on behalf of and in the interests of the entity, in order to secure some form of improper advantage for the entity”.

Corruption is any deliberate or intentional wrongdoing that is improper, dishonest or fraudulent and may include:

conflict of interest; failure to disclose acceptance of gifts or hospitality; acceptance of a bribe; misuse of internet or email; or release of confidential or private information or intellectual property.

Corrupt conduct tends to show a deliberate intent or an improper purpose and motivation and may involve conduct such as the deliberate failure to perform the functions of office properly; the exercise of a power or duty for an improper purpose; or dishonesty.

4. Policy Statement

The Council is committed to a strong culture and sound governance that will safeguard public funds and property. The Council considers fraud, corruption and misconduct to be serious matters. Such behaviours are considered unacceptable and a zero tolerance approach is adopted by the Council towards such behaviour. Fraud and corruption are a risk to the Council, including in terms of:

financial loss; reputational impact; diversion of management energy; organisational morale; organisational disruption; loss of employment; reduced performances; and diminished safety

All employees are accountable for, and have a role to play, in fraud and corruption prevention and control. The Council encourages staff to disclose actual or suspected fraudulent or corrupt activity. When identified, any suspected fraudulent or corrupt activity will be promptly investigated, and where appropriate legal remedies available under the law will be pursued. All alleged incidences will be investigated thoroughly. Where appropriate, the Council will protect the anonymity of those reporting the activity. Detrimental actions are not permitted against anyone who reports suspected or known incidents, consistent with the Councils Public Interest Disclosure procedures. The Council may take disciplinary action against those who maliciously and knowingly create a false allegation. A Fraud and Corruption Control Plan will be developed to assist the Council to meet the objectives of this policy by ensuring that is has thorough, up-to-date processes in place to mitigate the risk of fraud or corruption occurring in the Council.

5. Fraud and Corruption Management The Council will minimise fraud and corruption through:

adopting the Fraud and Corruption Control Plan, which is aligned with the Fraud and Corruption Control Standards (AS 8001-2008);

incorporating fraud and corruption risk identification and mitigation strategies as part of the integrated and reporting planning framework;

educating employees in accountable conduct and fraud awareness issues, including ongoing performance assessment and counselling; and

monitoring, auditing and communication processes.

6. Provisions

1. Fraud, Corruption and Misconduct Prevention Plan

1.1 The Shire of Waroona will develop and maintain a Fraud, Corruption and Misconduct Prevention Plan (FCM Plan) which will show how the Shire sets standards, procedures and requirement and how the program for improvement, monitoring and reporting will be implemented. The plan will be reviewed:

by each incoming Council (two yearly)

or earlier if:

triggered by the results of an investigation or a breach, or where in the discharge of responsibilities under Regulation 17, Local Government (Audit)

Regulations 1996 the Chief Executive considers a review in necessary, or in the course of regular risk assessment practice a new risk is identified and it is judged a

review is necessary.

1.2 The FCM Plan will be developed taking into account guidelines or requirements set out by the office of the Auditor General, the Corruption and Crime Commission, the Public Sector Commissioner and the WA Department of Local Government and Communities. AS 8001-2008 Fraud and Corruption Control will be used as a reference document.

1.3 The FCM Plan will address the following matters:

risk assessment internal audit planning and resourcing fraud, corruption and misconduct prevention fraud, corruption and misconduct detection responding to detected fraud, corruption and misconduct breaches employee and Councillor communication and education

1.4 An annual report on progress on implementation of the plan will be made to the Council’s

Audit and Risk Committee.

2. Risk Assessment 2.1 An annual probity risk assessment process will be undertaken. Any changes in risk status, or

emergence of newly identified risks, will be entered on the risk register with the agreed follow-up requirements. If an area is identified as a medium status or higher risk and not previously addressed in the plan, a review of the plan will be undertaken for inclusion.

Policy Administration Division: Corporate & Governance Contact Officer Position: Chief Executive Officer Parent Legislation: Local Government Audit Regulation 1996 (517) Other Relevant Documents: AS 8001-2008 Fraud & Corruption Control Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP052 - RELATED PARTY DISCLOSURE POLICY Related Management Practice Yes – Related Party Disclosure (AASB124) Procedural Guide Relevant Delegation No

POLICY INTENTION: To ensure compliance with Local Government Act 1995, Local Government (Financial Management) Regulations 1996 and Australian Accounting Standard AASB124 – Related Party Disclosures. POLICY: Local Government Act 1995 Section 6.4 and Local Government (Financial Management) Regulations 1996 Regulation 36 give advice of how to produce the annual financial report. The objective of AASB124 is to ensure an entity’s financial statements contain the disclosure necessary to draw attention to the possibility that its financial position and profit and loss may have been affected by the existence of related parties and by transactions and outstanding balances, including commitments, with such parties.

This policy give guidance on; • Identifying related party transactions and relationships; • Identifying outstanding balances including commitments between an entity and its related

parties; • Identifying circumstances in which disclosure of the above items are required; • Determining the disclosures to be made about those items.

Identification of Related Parties

AASB 124 provides that the Shire of Waroona will be required to disclose in its Annual Financial reports, related party relationships, transactions and outstanding balances. Related parties includes a person who has significant influence over the reporting entity, a member of the key management personnel (KMP) of the entity, or a close family member of that person who may be expected to influence that person. KMP are defined as persons having authority and responsibility for planning, directing and controlling the activities of the entity, directly or indirectly. For the purposes of determining the application of the standard, the Shire of Waroona has identified the following persons as meeting the definition of Related Party: • An elected Council member. • Key management personnel being; Chief Executive Officer, Deputy Chief Executive

Officer/Director Corporate Services, Director Technical Services, Director Strategic Development, Executive Manager Planning & Building Services, Manager Corporate Services and Manager Works.

• Close members of the family of any person listed above, including that person’s child, spouse or domestic partner, children of a spouse or domestic partner, dependents of that person or person’s spouse or domestic partner.

• Entities that are controlled or jointly controlled by a Council member, KMP or their close family members, (entities include companies, trusts, joint ventures, partnerships and non-profit associations such as sporting clubs).

The Shire of Waroona will therefore be required to assess all transactions made with these persons or entities. Identification of related party transactions

A related party transaction is a transfer of resources, services or obligations between the Shire of Waroona and the related party, regardless of whether a price is charged. Some transactions occur on terms and conditions no different to those applying to the general public and have been provided in the course of delivering public service objectives. These transactions are those that an ordinary citizen would undertake with council and are referred to as an Ordinary Citizen Transaction (OCT). Where the Shire of Waroona can determine that an OCT was provided at arm’s length, and in similar terms and conditions to other members of the public and, that the nature of the transaction is immaterial, no disclosure in the annual financial report will be required.

Disclosure Requirements

For the purposes of determining relevant transactions elected Council members and key management personnel as identified above, will be required to complete a Related Party Disclosures - Declaration form for submission to the Manager of Corporate Services on an annual basis.

Confidentiality

All information contained in a disclosure return, will be treated in confidence. Generally, related party disclosures in the annual financial reports are reported in aggregate and as such, individuals are not specifically identified. Notwithstanding, management is required to exercise judgement in determining the level of detail to be disclosed based on the nature of a transaction or collective transactions and materiality. Individuals may be specifically identified, if the disclosure requirements of AASB 124 so demands.

Materiality

Management will apply professional judgement to assess the materiality of transactions disclosed by related parties and their subsequent inclusion in the financial statements. In assessing materiality, management will consider both the size and nature of the transaction, individually and collectively.

A local government shall also disclose in its annual financial statements key management personnel compensation in total and for each of the following categories:

a) Short-term employee benefits; b) Post-employment benefits; c) Other long-term benefits; d) Termination benefits; and e) Share-based payment.

Further information relating to the process can be found within the Related Party Disclosure – Procedural guide. Policy Administration Division: Corporate & Governance Contact Officer Position: Manager Corporate Services Parent Legislation: Local Government Act 1995 Local Government (Financial Management) Regulation 1996 AASB124 Related Party Disclosures Other Relevant Documents: Related Party Disclosure – Procedural Guide Related Party Disclosure Declaration Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP053 - INFORMATION & COMMUNICATION TECHNOLOGY POLICY Related Management Practice Yes Relevant Delegation No

POLICY INTENTION: The intent of this Policy is to ensure the conditions of usage of all Information & Communication Technology (ICT) facilities provided by the Shire of Waroona. The policy applies to all elected members, employees, Shire volunteers and others whom have been granted access to ICT facilities. POLICY: The Council will develop and maintain procedures to ensure the safe and efficient use of all Council ICT equipment. The procedural documentation will contain:

• A statement in relation to universal usage; • A statement in relation to Internet usage; • A statement in relation to email usage; • A statement in relation to security (including passwords); • A statement in relation to personal (attractive) equipment; • A statement in relation to the consequences of breaching aspects of the procedural

guidelines. Policy Administration Division: Corporate & Governance Contact Officer Position: Manager Corporate Services Parent Legislation: Internal Other Relevant Documents: Information & Communication Technology Procedures ICT Equipment & Attractive Inventory form Shire of Waroona Record Keeping Procedures Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY CORP054 – ORGANISATIONAL STRUCTURE


POLICY INTENTION: To provide guidance and point of reference of the Council’s Organisational structure (as may be amended during the ordinary course of business). POLICY: That the Council adopt as policy the Corporate Structure of the Organisation as at December 2018 (as amended) recognising in accordance with Section 5.37 of the Local Government Act 1995 the following Senior Positions within the Organisation. Chief Executive Officer Deputy Chief Executive Officer/Director Corporate Services

Policy Administration Division: Corporate & Governance Contact Officer Position: Chief Executive Officer Parent Legislation: Local Government Act 1995 (S5.37) Other Relevant Documents: Detailed description for each position Date Adopted: 18 December 2018 Reviews/Amendments:

As at December 2018 Payroll

COUNCIL

Chief Executive Officer Ian Curley

Director Technical Services Patrick Steinbacher

CORPORATE STRUCTURE - 2018

Admin Officers Works & Services

Stephanie Swain (P/T)/ Merrin McWilliams (P/T)

Manager of Works & Services Murry Bracknell Community

Development Officer

Brad Vitale

Executive Support Officer

Sue Cicolari

Works Supervisor Roger Cumbers

Shire Mechanic Aaron Chappell

Plant Operator/Labourer

David Rose

Town Maintenance/Labourer

Mark Wake


Craig Birch


Anthony Sayer

Customer Service Officer

Hayley Donovan

Finance Officer Kathy Simpson

P/T Vehicle Licensing Officer

Kerry Shore & Lorraine McIntosh

Deputy CEO/Director Corporate Services

Laurie Tilbrook


Ashleigh Nuttall

Senior Finance Officer Kirsty Ferraro

Administration Officer Annette Mason

Senior Rates Officer Joe Dineley

Library Officer Pauline Bonner, Ronnell Capp &

Lissy Oliver

Parks & Gardens General Hand

Lynley Young


Robert Buzzard

Parks Team Leader Trevor Hornby


Crystal Maybourne

Director Strategic Development Louis Fouchè


Tracy Goldsworthy

Senior Town Planner Chris Dunlop

P/T Admin Officer Nikki Colgan

Environmental Officer

Sarah Park

Community Development

Assistant (Casual) Joelle Chaffey

Executive Manager Planning & Building Services

Leonard Long

P/T Environmental Health Officer

Samantha Ledger / Kerry Bowditch

Cleaners Tracy Roache

Lena Gutta Sara Dineley

Dinah Dela Torre Jenny Kidman

Recreation Centre Coordinator

Bronwyn Cooke

Recreation Centre Coordinator Daniel Cools

Various Casual Recreational Officers

P/T Building Surveyor Paul Sportel

POLICY CORP055 – END OF YEAR CLOSURE OF THE ADMINISTRATION BUILDING Related Management Practice Office Closure Procedure Strategy Relevant Delegation No

POLICY INTENTION: To provide guidelines for the closure of the administration office at year end between the Christmas Day public holiday and the New Year’s Day public holiday each calendar year. POLICY: That Council adopt as policy that the administration office is to be closed from 3pm Christmas Eve and reopen on the subsequent working day after the New Year’s Day public holiday. Officers will ensure that emergency contacts and procedures will be established and widely advertised and communicated to the public. There will also be an Office Closure Procedure Strategy established, which will detail important information and contacts and be disseminated to all staff and councillors prior to the closure period. At the CEO’s discretion the Library, Works Depot Office, Aquatic & Recreation Centre and Visitor Centre may also be closed during this time period. Staff wishing to take advantage of this opportunity will either take leave or leave without pay. Policy Administration Division: Corporate & Governance Contact Officer Position: Chief Executive Officer Parent Legislation: Other Relevant Documents: Office Closure Procedure Strategy Date Adopted: 22nd October 2019 Reviews/Amendments:

POLICY FIN001 – CASH FLOATS


POLICY INTENTION: To provide a record and basis of authority for the issue and location of cash on hand. POLICY: That the following change amounts to be authorised: 1. Petty Cash

– Administration Office $500 - Recreation & Aquatic Centre $100 - Waroona Visitor Centre $100

2. Change

- Administration Office $200 - Licensing $300 - Recreation/Aquatic Centre $350 - Waroona Visitor Centre $200

Total $1750 Policy Administration Division: Finance Contact Officer Position: Deputy Chief Executive Officer / Director Corporate Services Parent Legislation: Internal Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY FIN002 – REVENUE & EXPENSES DISCLOSURE BY NATURE AND TYPE


POLICY INTENTION: The intent of this policy is to set the parameters of how income and expenditure is to be categorised within the Shire of Waroona’s chart of account in accordance with Australian Standards reporting requirements. POLICY: In accordance with the Accounting Directions, revenues and expenses will be reported by “function & activity” in the Operating Statement. It is also required that those same revenues and expenses be reported by “nature and type”, by way of note to the Operating Statement. The following categories are to be used to enable such disclosure:-

SUMMARY NATURE & TYPE CODES

Expenditure

Code Description 70 Employee Costs 71 Materials & Contracts 74 Utility Charges 75 Insurance 76 Interest Expenses 77 Depreciation 78 Other 79 Loss on Asset Disposal

Income

Code Description 30 Rates 31 Fees & Charges 33 Interest Earned 37 Contributions & Reimbursements 38 Other Income 34 Grants Capital Works 35 Grants Recurrent 36 Private Works 39 Profit on Asset Disposal

Other 66 Budget Capital 90 Reallocation Codes

DETAILED NATURE & TYPE CODES

Summary Code


Expenditure

70 Employee Costs 701 Salaries & Wages 702 Superannuation 703 Other employee Costs 704 Employee Provisions

71 Materials & Contracts

710 Materials 711 Contracts 712 Copier Expenses 713 Leases 714 Computer Support 715 Printing & Stationery 716 Advertising 717 Postage

74 Utility Charges 740 Electricity 741 Telephone 742 Water 743 Gas 744 Internet

75 Insurance 750 Insurance Premiums 76 Interest

Expenses 760 Interest on Loans 761 Other Interest Charges

77 Depreciation 770 Buildings 771 Furniture & Equipment 772 Plant & Equipment 773 Infrastructure Roads 774 Infrastructure Other

78 Other Expenses 780 Other Expenses 781 Donations & Contributions 782 Subsidies



Summary Code


Income

30 Rates 300 General Rates 31 User Charges 310 Facility Hire

311 Licences & Leases 312 Fines & Penalties 313 Rentals Housing 314 Other Fees & Charges

33 Interest Earned 330 Interest Earned 331 Interest Earned on Reserves

37 Contributions & Reimbursements

370 Contributions Received 371 Reimbursements 372 Donations Received

38 Other Income 380 Other Income 34 Grants Capital

Works 340 State Government Capital Grants 341 Federal Government Capital Grants 342 Other Government Capital Grants

35 Grants Operating 350 State Government Operating Grants 351 Federal Government Operating Grants 352 Other Government Operating Grants

36 Private Works 360 Private Works General 361 Private Works MRD

39 Profit on Asset Disposal

390 Profit on Asset Disposal

Other

66 Budget Purpose 660 Capital Purchases (Budget Only) 90 Reallocation

Codes 99 Labour Overheads (system generated) 97 Plant Overheads (system generated) 96 Plant Depreciation (system generated) 98 Internal Plant Hire (system generated)

Policy Administration Division: Finance Contact Officer Position: Deputy Chief Executive Officer / Director Corporate Services Parent Legislation: Australian Accounting Standards Other Relevant Documents: Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY FIN003 – VALUATION OF NON-CURRENT ASSETS Related Management Practice No Relevant Delegation No

POLICY INTENTION: The intent of this policy is to set the conditions with relation to asset revaluation at fair value as per Australian Accounting Standard AASB 116 and in accordance with Local Government (Financial Management) Regulations 1996 Reg.17A. POLICY: That as per advice from Department Local Government, Sport and Cultural Industries a number of amendments have been made to the Local Government (Financial Management) Regulation 1996 and the Local Government (Audit) Regulation 1996 as gazetted on Tuesday 26th June 2018. Those amendments include revised instructions with relation to the revaluation of Council non-current assets. As per Financial Management regulation 17A Assets, valuation of for financial reports etc. Section 4 A local government must revalue an asset of the local government –

a) Whenever the local government is of the opinion that the fair value of the asset is likely to be materially different from its carrying amount; and

b) In any event, within a period of at least 3 years but no more than 5 years after the day on which the asset was last valued or revalued.

Therefore the following schedule of revaluation will occur 2020/21 – Revaluation of Plant, Furniture and Equipment 2021/22 – Revaluation of Land and Building 2022/23 – Revaluation of Infrastructure There will be no revaluations in the following 2 financial years and will recommence again in 2025/26. Policy Administration Division: Finance Contact Officer Position: Deputy Chief Executive Officer/Director Corporate Services Parent Legislation: Australian Accounting Standards Other Relevant Documents: Local Government (Financial Management) Regulation 1996 17A Date Adopted: 18 December 2018 Reviews/Amendments: 25 June 2019

POLICY FIN003 – VALUATION OF NON-CURRENT ASSETS


POLICY INTENTION: The intent of this policy is to set the conditions with relation to asset revaluation at fair value as per Australian Accounting Standard AASB 116 and in accordance with Local Government (Financial Management) Regulations 1996 Reg.17A. POLICY: That, as per the new requirements of the Department of Local Government, Sport & Cultural Industries (DLG), all current Plant Equipment, Furniture and Equipment shall be re-valued by staff after investigations of their current expected existing/disposal value. The 1st re-valuations shall occur for these Assets before 30 June 2013. Re-valuations for these classes of Assets are then to occur every three (3) years thereafter, as per the directions of the DLG.

That further, as per the new requirements of the Department (DLG), all Land and Buildings owned by the Council shall be re-valued after investigations of their current expected existing/disposal value. The 1st re-valuations of shall occur for these Assets before 30 June 2014. Re-valuations for these classes of Assets are then to occur every three (3) years thereafter, as per the directions of the DLG.

That, as per the new requirements of the Department (DLG), all infrastructure owned by the Council shall be re-valued after investigations of their assessed value. The 1st re-valuations shall occur for these Assets before 30 June 2015. Re-valuations for these classes of Assets are then to occur every three (3) years thereafter, as per the directions of the DLG. Any surplus on re-valuations are to be credited directly to the asset revaluation reserves, as per the requirements of the DLG, and included in the applicable financial statements. That the Chief Executive Officer be authorised to employ/engage a Sworn Valuer, or others with appropriate specialised knowledge, as necessary, for the respective re-valuations. Policy Administration Division: Finance Contact Officer Position: Deputy Chief Executive Officer / Director Corporate Services Parent Legislation: Australian Accounting Standard AASB116 Other Relevant Documents: Local Government (Financial Regulations) 1996 Reg. 17A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY FIN004 – DEPRECIATION OF NON-CURRENT ASSETS


POLICY INTENTION: The intention of this policy is to set guidance on how depreciation methods and rates are calculated and applied to Council’s Non-current assets. POLICY: Depreciation for all Council Assets shall be applied on a straight line basis where practical initially, using the rates applicable to the South West Region of WA, as listed in the Local Government Accounting Manual, as advised by the Department of Local Government, Sport & Cultural Industries. Major Depreciation Periods are: Buildings 40-60 years Furniture & Equipment 3-20 years Plant & Equipment 5-20 years Bridges 60-90 years Parks & Ovals 10-50 years Drainage 60-90 years Footpaths 20-50 years Sealed Roads and Streets Construction 45-55 years Bituminous Seals 15-25 years Asphalt Seals 25-30 years Unsealed roads Formed 10-15 years Gravel 12-15 years As per Regulation 17A of the Local Government (Financial Management) Regulations 1996 relating to Fair Value all assets are to be revalued every three years. As a part of these revaluations if Council is provided with remaining useful life from a licenced Valuer than these recommendations will be used to calculate each individual assets depreciation rate which will be used until that particular asset is once again revalued. If however remaining useful life is not provided by the Valuer than the initial deprecation rate and an estimated useful life as prescribed in the WA Local Government Account manual will be used and condition and age will also factor into the assessment to calculate and appropriate depreciation rate. Policy Administration Division: Finance Contact Officer Position: Deputy Chief Executive Officer / Director Corporate Services Parent Legislation: Australian Accounting Standard AASB 116 Other Relevant Documents: Local Government (Financial Management) Regulations Reg.17A Department of Local Government Accounting Manual Date Adopted: 18 December 2018 OCM18/12/126 Reviews/Amendments: 17 December 2019 OCM19/12/163

POLICY FIN005 – ASSET CAPITALISATION THRESHOLD


POLICY INTENTION: To ensure that assets created or purchased are capitalised to reflect the value that they have added and that these assets are added to Councils asset base. In addition to ensure that the fair value of all assets are reflected in a true and fair manner in Council’s annual financial statements. POLICY: The materiality threshold relates to a value above which assets will be created and capitalised. That the following materiality values for each class of asset be adopted:- LAND Nil BUILDINGS $5,000 PLANT & EQUIPMENT $5,000 FURNITURE & EQUIPMENT $5,000 INFRASTRUCTURE – ROADS $10,000 INFRASTRUCTURE – FOOTPATHS $5,000 INFRASTRUCTURE – DRAINAGE $5,000 INFRASTRUCTURE – CARPARKS $5,000 INFRASTRUCTURE – PARKS & GARDENS $5,000 INFRASTRUCTURE – OTHER STRUCTURES $5,000 Expenditure resulting in the creation of an asset less than the above respective threshold may be recorded as an operating expense and not included in the asset register. Once an assets’ written down value or fair value falls under the capitalisation threshold, the CEO will have the ability to dispose of that particular asset out of the (accounting) register and maintain that item through an inventory register. A register will be maintained for all portable attractive (non-consumable) items that fall below the asset capitalisation threshold, which is to be reviewed periodically. Policy Administration Division: Finance Contact Officer Position: Deputy Chief Executive Officer / Director Corporate Services Parent Legislation: Local Government Act 1995 Local Government (Financial Management) Regulation 1996 17B Australian Accounting Standards Other Relevant Documents: Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY FIN006 – EMPLOYEE ENTITLEMENTS


POLICY INTENTION: The intent of this policy is to ensure that the correct level of funding is allocated to Council’s ‘Staff Leave Reserve’ to cover the current liability with relation to Long Service Leave and Annual Leave. POLICY: That all Staff Leave Entitlements/Council Liabilities shall be recognised in accordance with the relevant Employment Awards, Enterprise Bargaining Agreement or Employment Contracts, and that all such liabilities to Council shall be calculated and recorded in accordance with the latest applicable Accounting Standards, or advice received from the Department of Local Government, Sport & Cultural Industries. That Council will endeavour to accumulate at least 35% of the total of all Long Service Leave Liability in cash held in the Council’s Staff Leave Reserve account. Where the Annual Leave Liability exceeds $220,000 Council will then endeavour to hold approximately 50% of the amount of the excess in cash monies in the Council Staff Leave Reserve account. Policy Administration Division: Finance Contact Officer Position: Deputy Chief Executive Officer / Director Corporate Services Parent Legislation: Internal Other Relevant Documents: Nil Date Adopted: 18 December 2018 OCM18/12/126 Reviews/Amendments: 17 December 2019 OCM19/12/163

POLICY FIN007 – FEES & CHARGES


POLICY INTENTION: To ensure that the Council’s fees and charges are reviewed on an annual basis. POLICY: A review of all fees and charges including plant hire shall be conducted annually prior to the end of June, and included with annual budget documentation in the month of August. Policy Administration Division: Finance Contact Officer Position: Deputy Chief Executive Officer / Director Corporate Services Parent Legislation: Internal Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY FIN008 – BUDGET PREPARATION


POLICY INTENTION: To establish the parameters for setting the annual financial budget timetable each financial year. POLICY: Draft Budgets are to be presented in accordance with the adopted timetable. Draft Budgets to be sent out to Councillors five (5) clear days before Budget Meeting. Annual Budget meeting where practicable to be held in second week of August each year. Policy Administration Division: Finance Contact Officer Position: Deputy Chief Executive Officer / Director Corporate Services Parent Legislation: Internal Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY FIN009 – PURCHASING & PROCUREMENT


POLICY INTENTION: The objectives of this Policy are to ensure that all Shire purchasing activities:

Demonstrate that best value for money is attained; Demonstrate support to purchasing local at every opportunity within the guidelines of

this Policy; Are compliant with relevant legislations, including the Act and Regulations; Are recorded in compliance with the State Records Act 2000 and associated records

management practices and procedures; Mitigate probity risk, by establishing consistent and demonstrated processes that

promotes openness, transparency, fairness and equity to all potential suppliers; Ensure that the sustainable benefits, such as environmental, social and local economic

factors are considered in the overall value for money assessment; Are conducted in a consistent and efficient manner; and, That ethical decision making is demonstrated.

POLICY: The Shire is committed to delivering best practice in the purchasing of goods, services and works that align with the principles of transparency, probity and good governance and that comply with the Local Government Act 1995 (the “Act”) and Part 4 of the Local Government (Functions and General) Regulations 1996, (the “Regulations”). Procurement processes and practice’s to be complied with are defined within this Policy. 1. ETHICS & INTEGRITY

1.1 CODE OF CONDUCT All purchasing officers and employees undertaking purchasing activities must have regard for the Shire of Waroona Code of Conduct requirements and shall observe the highest standards of ethics and integrity at all times. All officers and employees must act in an honest and professional manner at all times which supports the community standing of the Shire.

1.2 PURCHASING PRINCIPLES The following principles, standards and behaviours must be observed and enforced through all stages of the purchasing process to ensure the fair and equitable treatment of all parties:

Full accountability shall be taken for all purchasing decisions and the efficient, effective and proper expenditure of public monies based on achieving value for money;

All purchasing practices shall comply with relevant legislation, regulations, and requirements consistent with the Shire of Waroona policies and the Code of Conduct;

Purchasing is to be undertaken on a competitive basis where all potential suppliers are treated impartially, honestly and consistently;

All processes, evaluations and decisions shall be transparent, free from bias and fully documented in accordance with applicable policies and procedures, audit requirements and relevant legislation;

Any actual or perceived conflicts of interest are to be identified, disclosed and appropriately managed; and

Any information provided by a supplier shall be treated as commercial-in-confidence and should not be released unless authorised by the supplier or relevant legislation.

2. VALUE FOR MONEY

2.1 OVERVIEW Value for money is determined when the consideration of price, risk and qualitative factors that are assessed to determine the most advantageous outcome to be achieved. As such, purchasing decisions must be made with greater consideration than obtaining the lowest price, but also to incorporate qualitative and risk factors into the decision making process.

2.2 APPLICATION An assessment of the best value for money outcome for any purchasing process should consider:

All relevant total costs of ownership and benefits including transaction costs associated with acquisition, delivery, distribution, as well as other costs such as but not limited to holding costs, consumables, deployment, maintenance and disposal;

The technical merits of the goods or services being offered in terms of compliance with specifications, contractual terms and conditions and any relevant methods of assuring quality, including but not limited to an assessment of levels and currency of compliances, value adds offered, warranties, guarantees, repair and replacement policies, ease of inspection, ease of after sales service, ease of communications etc.

Financial viability and capacity to supply without risk of default (competency of the prospective suppliers in terms of managerial and technical capabilities and compliance history);

A strong element of competition in the allocation of orders or the awarding of contracts. This is achieved by obtaining a sufficient number of competitive quotations wherever practicable;

The safety requirements associated with both the product design and specification offered by suppliers and the evaluation of risk when considering purchasing goods and services from suppliers;

Purchasing of goods and services from suppliers that demonstrate sustainable benefits and good corporate social responsibility; and

Providing opportunities for businesses within the Shire’s boundaries to be given the opportunity to quote for providing goods and services wherever possible.

3. PURCHASING REQUIREMENTS

3.1 LEGISLATIVE / REGULATORY REQUIREMENTS

The requirements that must be complied with, including purchasing thresholds and processes, are prescribed within the Act, Regulations, this Policy and associated purchasing procedures in effect.

3.2 PURCHASING GENERALLY

Purchasing that is $150,000 or below in total value (excluding GST) must be in accordance with the purchasing requirements under the relevant threshold as defined under section 3.5 of this Purchasing Policy.

Purchasing that exceeds $150,000 in total value (excluding GST) must be put to public Tender unless it is determined that a regulatory Tender exemption in the Act or Regulations is provided, or as stated in this Policy.

3.3 PURCHASING VALUE DEFINITION Determining purchasing value is to be based on the following considerations:

1. Exclusive of Goods and Services Tax (GST);

2. The actual or expected value of a contract over the full contract period, including all options to extend; or the extent to which it could be reasonably expected that the Shire will continue to purchase a particular category of goods, services or works and what total value is or could be reasonably expected to be purchased. A best practice suggestion is that if a purchasing threshold is reached within three years for a particular category of goods, services or works, then the purchasing requirement under the relevant threshold (including the tender threshold) must apply.

3. Must incorporate any variation to the scope of the purchase and be limited to a 10%

tolerance of the original purchasing value.

3.4 PURCHASING FROM EXISTING CONTRACTS Where the Shire has an existing contract in place, it must ensure that goods and services required are purchased under these contracts to the extent that the scope of the contract allows. When planning the purchase, the Shire must consult its Record Management System in the first instance before seeking to obtain quotes and tenders on its own accord.

3.5 PURCHASING THRESHOLDS The table below prescribes the purchasing process that approved purchasing officers must follow, based on the purchase value:


Up to $7,500 Purchase directly from a supplier and at least one (1) oral or written quotation must be obtained from a suitable supplier, either from: an existing panel of pre-qualified suppliers administered and maintained

by the Shire; or a pre-qualified supplier on the WALGA Preferred Supply Program or

State Government Common Use Arrangement (CUA); or from the open market. A quotation from a local (Shire) supplier must be obtained where possible.

$7,501 to $24,999

Obtain at least two oral or written quotations from suppliers following a brief outlining the specified requirement, either from: an existing panel of pre-qualified suppliers administered by the Shire; or a pre-qualified supplier on the WALGA Preferred Supply Program or

State Government CUA; or from the open market. A quotation from a local (Shire) supplier must be obtained where possible.


$25,000 to $59,999

Obtain at least two written quotations from suppliers following a brief outlining the specified requirement, either from: an existing panel of pre-qualified suppliers administered by the Shire; or a pre-qualified supplier on the WALGA Preferred Supply Program or


$60,000 to $149,999

Obtain at least three written quotations from suppliers by formal invitation under a Request for Quotation, containing price and detailed specification of goods and services required. The procurement decision is to be based on pre-determined evaluation criteria that assesses all value for money considerations in accordance with the definition stated within this Policy. Quotations within this threshold may be obtained from: an existing panel of pre-qualified suppliers administered by the Shire; or a pre-qualified supplier on the WALGA Preferred Supply Program or

State Government CUA; or from the open market.

Requests for quotation from a pre-qualified panel of suppliers (whether administered by the Shire through the WALGA preferred supply program or State Government (CUA) are not required to be invited using a Request for Quotation form, however at least three written quotes are still required to be obtained. A quotation from a local (Shire) supplier must be obtained where possible.


3.6 DETERMINATION OF APPROVED PURCHASING OFFICERS / PROCESSES

AND PROCEDURES The Chief Executive Officer is responsible for determining the employees permitted to procure goods and services under this Policy and for determining associated expenditure approval levels and the associated processes and procedures.

3.7 TENDERING EXEMPTIONS An exemption to publicly invite tenders may apply in the following instances:

The purchase is obtained from a pre-qualified supplier under the WALGA Preferred Supply Program or State Government Common Use Arrangement (CUA);

The purchase is from a Regional Local Government or another Local Government; The purchase is acquired from a person registered on the WA Aboriginal Business

Directory, as published by the Small Business Development Corporation, where the

consideration under contract is worth $250,000 or less and represents value for money;

The purchase is acquired from an Australian Disability Enterprise and represents value for money;

The purchase is from a pre-qualified supplier under a Panel established; in accordance with the Act and Regulations; and,

Any of the other exclusions under Regulation 11 of the Regulations apply.

3.8 INVITING TENDERS UNDER THE TENDER THRESHOLD ($150,000 OR LESS) Where considered appropriate and beneficial, the Chief Executive Officer may consider publicly advertising Tenders in lieu of undertaking a Request for Quotation for purchases under the tender threshold. This decision should be made after considering the benefits of this approach in comparison with the costs, risks, timeliness and compliance requirements and also whether the purchasing requirement can be met through the WALGA Preferred Supply Program or State Government CUA. If a decision is made to undertake a public Tender for contracts expected to be $150,000 or less in value, the Shire’s tendering procedures must be followed in full.

3.9 SOLE SOURCE OF SUPPLY Where the purchasing requirement is over the value of $7,500 and of a unique nature that can only be supplied from one supplier, the purchase is permitted without undertaking a tender or quotation process. This is only permitted in circumstances where the Shire is satisfied and can evidence that there is only one source of supply for those goods, services or works. The Shire must use its best endeavours to determine if the sole source of supply is genuine by exploring if there are any alternative sources of supply. Once determined, the justification must be endorsed by the relevant Director, prior to a contract being entered into. From time to time, expression of interest may be publicly invited to effectively determine that one sole source of supply still genuinely exists.

3.10 ANTI-AVOIDANCE The Shire shall not enter into two or more contracts or create multiple purchase order transactions of a similar nature for the purpose of "splitting" the value of the purchase or contract to take the value of the consideration of the purchase below a particular purchasing threshold, particularly in relation to Tenders and to avoid the need to call a public Tender.

3.11 EMERGENCY PURCHASES An emergency purchase is defined as an unanticipated and unbudgeted purchase which is required in response to an emergency situation as provided for in the Act. In such instances, quotes and tenders are not required to be obtained prior to the purchase being undertaken and purchases in these circumstances are to be facilitated by the Chief Executive Officer or the appointed Local Recovery Coordinator. An emergency purchase does not relate to purchases not planned for due to time constraints. Every effort must be made to anticipate purchases in advance and to allow sufficient time to obtain quotes and tenders, whichever may apply. 4. RECORDS MANAGEMENT

Records of all purchasing activity must be retained in compliance with the State Records Act 2000 (WA), the Shire of Waroona Records Management Policy and associated procedures and procurement practices. For each procurement activity, such documents may include:

The procurement initiation document such as a procurement business case which justifies the need for a contract to be created (where applicable);

Procurement Planning and approval documentation which describes how the procurement is to be undertaken to create and manage the contract;

Request for Quotation/Tender documentation; Copy of public advertisement inviting tenders, or the notice of private invitation

(whichever is applicable); Copies of quotes/tenders received; Evaluation documentation, including individual evaluators note and clarifications

sought; Negotiation documents such as negotiation plans and negotiation logs; Approval of award documentation; All correspondence to respondents notifying of the outcome to award a contract; Contract Management Plans which describes how the contract will be managed; and Copies of contract(s) with supplier(s) formed from the procurement process.

5. SUSTAINABLE PROCUREMENT AND CORPORATE SOCIAL RESPONSIBILITY The Shire is committed to providing a preference to suppliers that demonstrate sustainable business practices and high levels of corporate social responsibility (CSR). Where appropriate practicable purchasing officer shall endeavour to provide an advantage to suppliers demonstrating that they minimise environmental and negative social impacts and embrace CSR. CSR considerations must be balanced against value for money outcomes in accordance with the Shire’s sustainability objectives. 6. BUY LOCAL POLICY (EXCLUDING TENDERS) As much as practicable, the Shire must:

Where appropriate, consider buying practices, procedures and specifications that do not unfairly disadvantage local businesses;

Consider indirect benefits that have flow on benefits for local suppliers (i.e. servicing and support);

Ensure that procurement planning addresses local business capability and local content;

Explore the capability of local businesses to meet requirements and ensure that Requests for Quotation and Tenders are designed to accommodate the capabilities of local businesses;

Avoid bias in the design and specifications for Requests for Quotation and Tenders – all Requests must be structured to encourage local businesses to bid; and

Provide adequate and consistent information to potential suppliers. To this extent and for the purposes of supporting buying local, as a demonstrated benefit or contribution to the local economy, suppliers based within the boundaries of the Shire of Waroona, for at least six (6) months prior to a Request for Quotation being sought are afforded the following a buy local price preference, for the purposes of assessment –

15% for purchases up to $100,000 (ex GST). A flat $15,000 for all purchases between $100,001 and $150,000 (ex GST).

If/when the Department of Local Government, Sport & Cultural Industries increases the tender threshold to $250,000 during the State of Emergency, the following be applied:

o A flat $20,000 for all purchases between $150,001 and $250,000. A regional price preference in accordance with Policy FIN010 is afforded for procurement by way of Tender. 7. PURCHASING FROM DISABILITY ENTERPRISES Pursuant to Part 4 of the Local Government (Functions and General) Regulations 1996, the Shire is not required to publicly invite tenders if the goods or services are to be supplied from an Australian Disability Enterprise, as registered on www.ade.org.au. This is contingent on the demonstration of value for money. Where possible and practicable, Australian Disability Enterprises are to be invited to quote for supplying goods and services under the tender threshold. A qualitative weighting for assessment purposes, as outlined in section 8 is to be afforded for the purposes of quotes and tenders to provide advantages to Australian Disability Enterprises. 8. PURCHASING FROM ABORIGINAL BUSINESSES Pursuant to Part 4 of the Local Government (Functions and General) Regulations 1996, the Shire is not required to publicly invite tenders if the goods or services are to be supplied from a person registered on the Aboriginal Business Directory published by the Small Business Development Corporation on www.abdwa.com.au, where the expected consideration under contract is worth $250,000 or less. This is contingent on the demonstration of value for money. Where possible and practicable, Aboriginal businesses are to be invited to quote for supplying goods and services under the tender threshold. A qualitative weighting for assessment purposes, as outlined in section 8 is to be afforded for the purposes of quotes and tenders to provide advantages to Aboriginal owned businesses, or businesses that demonstrate a high level of aboriginal employment. 9. PRE-QUALIFIED SUPPLIERS To further support effective procurement in accordance with this Policy, Council or the Chief Executive Officer may under Delegated Authority approve the creation of a Panel of Pre-qualified Suppliers (Panel) under Regulation 24AC of the Local Government (Functions and General) Regulations 1996. The following factors are to apply if a Panel is to be created:

A determination is to be made that a range of similar goods and services are required to be purchased on a continuing and regular basis;

There are numerous potential suppliers in the local and regional procurement-related market sector(s) that satisfy the test of ‘value for money’;

The purchasing activity under the intended Panel is assessed as being of a low to medium risk;

The Panel will streamline and will improve procurement processes; and A capability and capacity exists to establish, manage the risks and achieve the benefits

expected of the proposed Panel.

9.1 ESTABLISHING A PANEL



Should it be determined that a Panel would be beneficial to be created, it must be created in accordance with Part 4, Division 3 the Local Government (Functions and General) Regulations 1996. Panels may be established for one supply requirement, or a number of similar

supply requirements under defined categories within the Panel. Panels may be established for a minimum of two (2) years and for a maximum

length of time formally determined. Evaluation criteria must be determined and communicated in the application

process by which applications will be assessed and accepted. Where a Panel is to be established at least three (3) suppliers to each category will


In each invitation to apply to become a pre-qualified supplier (through a procurement process advertised through a state-wide notice), a clear statement is to be provided to indicate the expected number of suppliers to put on the panel.

Should a Panel member leave the Panel, they may be replaced by the next ranked Panel member determined in the value for money assessment should the supplier agree to do so, with this intention to be disclosed in the detailed information set out under Regulation 24AD(5)(d) and (e) when establishing the Panel.

9.2 DISTRIBUTING WORK AMONGST PANEL MEMBERS

To satisfy Regulation 24AD(5) of the Regulations, when establishing a Panel of pre-qualified suppliers, the detailed information associated with each invitation to apply to join the Panel must either prescribe whether it is intended to: Obtain quotations from each pre-qualified supplier on the Panel with respect to all

purchases, in accordance with Clause 11.3; or Purchase goods and services exclusively from any pre-qualified supplier appointed

to that Panel, and under what circumstances; or, Develop a ranking system for selection to the Panel, with work awarded in

accordance with Clause 11.2(b). In considering the distribution of work among Panel members, the detailed information must also prescribe whether: (a) Each Panel member will have the opportunity to bid for each item of work under the

Panel, with pre-determined evaluation criteria forming part of the invitation to quote to assess the suitability of the supplier for particular items of work. Contracts under the pre-qualified panel will be awarded on the basis of value for money in every instance; or

(b) Work will be awarded on a ranked basis, which is to be stipulated in the detailed information set out under Regulation 24AD(5)(f) when establishing the Panel. An invitation is to be sent to the highest ranked Panel member, who is to give written notice as to whether to accept the offer for the work to be undertaken. Should the offer be declined, an invitation to the next ranked Panel member is to be made and so forth until a Panel member accepts a Contract. Should the list of Panel members invited be exhausted with no Panel member accepting the offer to provide goods/services under the Panel, an invitation to suppliers that are not pre-qualified under the Panel, in accordance with the Purchasing Thresholds stated in section 5.5 of this Policy. When a ranking system is established, the Panel must not operate for a period exceeding 12 months.

In every instance, a contract must not be formed with a pre-qualified supplier for an item of work beyond 12 months, which includes options to extend the contract.

9.3 PURCHASING FROM THE PANEL


9.4 RECORDKEEPING

Records of all communications with Panel members, with respect to the quotation process and all subsequent purchases made through the Panel, must be kept. For the creation of a Panel, this includes: The Procurement initiation document such as a procurement business case which

justifies the need for a Panel to be created; Procurement Planning and approval documentation which describes how the

procurement is to be undertaken to create and manage the Panel; Request for Applications documentation; Copy of public advertisement inviting applications; Copies of applications received; Evaluation documentation, including clarifications sought; Negotiation documents such as negotiation plans and negotiation logs; Approval of award documentation; All correspondence to applicants notifying of the establishment and composition of

the Panel such as award letters; Contract Management Plans which describes how the contract will be managed;

and Copies of framework agreements entered into with pre-qualified suppliers.


Policy Administration Division: Finance

Contact Officer Position: Deputy Chief Executive Officer / Director Corporate Services Parent Legislation: Nil Other Relevant Documents: Local Government Act 1995 Local Government Act (Functions and General) Regulations 1996 Date Adopted: 18 December 2018 OCM18/12/126 Reviews/Amendments: 26 November 2019 OCM19/11/139


















2. VALUE FOR MONEY



























$7,501 to $24,999




$25,000 to $59,999



$60,000 to $149,999




$150,000 to $249,999

Obtain at least four written quotations from suppliers by formal invitation under a Request for Quotation, containing price and detailed specification of goods and services required. The procurement decision is to be based on pre-determined evaluation criteria that assesses all value for money considerations in accordance with the definition stated within this Policy. Quotations within this threshold may be obtained from: an existing panel of pre-qualified suppliers administered by the Shire; or a pre-qualified supplier on the WALGA Preferred Supply Program or



Over $250,000 Where the purchasing requirement is not suitable to be met through a panel of pre-qualified suppliers, or any other tender-exempt arrangement as listed in this Policy, conduct a public Request for Tender process in accordance with Part 4 of the Local Government (Functions and General) Regulations 1996, this policy and the Shire’s tender procedures. The procurement decision is to be based on pre-determined evaluation criteria (as determined by the Chief Executive Officer under Delegated Authority or by Council


where a Delegation does not apply) that assesses all value for money considerations in accordance with the definition stated within this Policy.






Directory, as published by the Small Business Development Corporation, where the consideration under contract is worth $250,000 or less and represents value for money;






3.10 ANTI-AVOIDANCE

The Shire shall not enter into two or more contracts or create multiple purchase order transactions of a similar nature for the purpose of "splitting" the value of the purchase or contract to take the value of the consideration of the purchase below a particular purchasing threshold, particularly in relation to Tenders and to avoid the need to call a public Tender.

3.11 EMERGENCY PURCHASES An emergency purchase is defined as an unanticipated and unbudgeted purchase which is required in response to an emergency situation as provided for in the Act. In such instances, quotes and tenders are not required to be obtained prior to the purchase being undertaken and purchases in these circumstances are to be facilitated by the Chief Executive Officer or the appointed Local Recovery Coordinator. An emergency purchase does not relate to purchases not planned for due to time constraints. Every effort must be made to anticipate purchases in advance and to allow sufficient time to obtain quotes and tenders, whichever may apply. 4. RECORDS MANAGEMENT Records of all purchasing activity must be retained in compliance with the State Records Act 2000 (WA), the Shire of Waroona Records Management Policy and associated procedures and procurement practices. For each procurement activity, such documents may include:













10% for purchases up to $100,000 (ex GST) A flat $10,000 for all purchases between $100,000 and $150,000 (ex GST)

A regional price preference in accordance with Policy FIN010 is afforded for procurement by way of Tender. 7. PURCHASING FROM DISABILITY ENTERPRISES Pursuant to Part 4 of the Local Government (Functions and General) Regulations 1996, the Shire is not required to publicly invite tenders if the goods or services are to be supplied from an Australian Disability Enterprise, as registered on www.ade.org.au. This is contingent on the demonstration of value for money. Where possible and practicable, Australian Disability Enterprises are to be invited to quote for supplying goods and services under the tender threshold. A qualitative weighting for assessment purposes, as outlined in section 8 is to be afforded for the purposes of quotes and tenders to provide advantages to Australian Disability Enterprises. 8. PURCHASING FROM ABORIGINAL BUSINESSES Pursuant to Part 4 of the Local Government (Functions and General) Regulations 1996, the Shire is not required to publicly invite tenders if the goods or services are to be supplied from a person registered on the Aboriginal Business Directory published by the Small Business Development Corporation on www.abdwa.com.au, where the expected consideration under contract is worth $250,000 or less. This is contingent on the demonstration of value for money. Where possible and practicable, Aboriginal businesses are to be invited to quote for supplying goods and services under the tender threshold. A qualitative weighting for assessment purposes, as outlined in section 8 is to be afforded for the purposes of quotes and tenders to provide advantages to Aboriginal owned businesses, or businesses that demonstrate a high level of aboriginal employment. 9. PRE-QUALIFIED SUPPLIERS To further support effective procurement in accordance with this Policy, Council or the Chief Executive Officer may under Delegated Authority approve the creation of a Panel of Pre-qualified Suppliers (Panel) under Regulation 24AC of the Local Government (Functions and General) Regulations 1996. The following factors are to apply if a Panel is to be created:



A determination is to be made that a range of similar goods and services are required

to be purchased on a continuing and regular basis; There are numerous potential suppliers in the local and regional procurement-related

market sector(s) that satisfy the test of ‘value for money’; The purchasing activity under the intended Panel is assessed as being of a low to

medium risk; The Panel will streamline and will improve procurement processes; and A capability and capacity exists to establish, manage the risks and achieve the benefits




















9.4 RECORDKEEPING






Itemised records of all requests for quotation, including quotations received from pre-qualified suppliers and contracts awarded to Panel members must be kept A unique reference number shall be applied to all records relating to each quotation process, which is to also be quoted on each purchase order issued under any subsequent contract.

Information with regards to the Panel offerings, including details of suppliers appointed to the Panel, must be kept up to date, consistent and made available for access by all officers and employees. 10. STATE OF EMERGENCY

During a State of Emergency, the buy local price preference afforded to suppliers under section 6 – Buy Local Policy (Excluding Tenders) shall be as follows:

15% for purchases up to $100,000 (ex GST). A flat $15,000 for all purchases between $100,001 and $150,000 (ex GST). A flat $20,000 for all purchases between $150,001 and $250,000.

Policy Administration Division: Finance Contact Officer Position: Deputy Chief Executive Officer / Director Corporate Services Parent Legislation: Nil Other Relevant Documents: Local Government Act 1995 Local Government Act (Functions and General) Regulations 1996 Date Adopted: 18 December 2018 OCM18/12/126 Reviews/Amendments: 26 November 2019 OCM19/11/139 14 April 2020 SCM20/04/047 26 May 2020 OCM20/05/081


















2. VALUE FOR MONEY



























$7,501 to $24,999




$25,000 to $59,999



$60,000 to $149,999

































If/when the Department of Local Government, Sport & Cultural Industries increases the tender threshold to $250,000 during the State of Emergency, the following be applied:

o A flat $20,000 for all purchases between $150,001 and $250,000. A regional price preference in accordance with Policy FIN010 is afforded for procurement by way of Tender. 7. PURCHASING FROM DISABILITY ENTERPRISES Pursuant to Part 4 of the Local Government (Functions and General) Regulations 1996, the Shire is not required to publicly invite tenders if the goods or services are to be supplied from an Australian Disability Enterprise, as registered on www.ade.org.au. This is contingent on the demonstration of value for money. Where possible and practicable, Australian Disability Enterprises are to be invited to quote for supplying goods and services under the tender threshold. A qualitative weighting for assessment purposes, as outlined in section 8 is to be afforded for the purposes of quotes and tenders to provide advantages to Australian Disability Enterprises. 8. PURCHASING FROM ABORIGINAL BUSINESSES Pursuant to Part 4 of the Local Government (Functions and General) Regulations 1996, the Shire is not required to publicly invite tenders if the goods or services are to be supplied from a person registered on the Aboriginal Business Directory published by the Small Business Development Corporation on www.abdwa.com.au, where the expected consideration under contract is worth $250,000 or less. This is contingent on the demonstration of value for money. Where possible and practicable, Aboriginal businesses are to be invited to quote for supplying goods and services under the tender threshold. A qualitative weighting for assessment purposes, as outlined in section 8 is to be afforded for the purposes of quotes and tenders to provide advantages to Aboriginal owned businesses, or businesses that demonstrate a high level of aboriginal employment. 9. PRE-QUALIFIED SUPPLIERS To further support effective procurement in accordance with this Policy, Council or the Chief Executive Officer may under Delegated Authority approve the creation of a Panel of Pre-qualified Suppliers (Panel) under Regulation 24AC of the Local Government (Functions and General) Regulations 1996. The following factors are to apply if a Panel is to be created:


























9.4 RECORDKEEPING







Policy Administration Division: Finance Contact Officer Position: Deputy Chief Executive Officer / Director Corporate Services Parent Legislation: Nil Other Relevant Documents: Local Government Act 1995 Local Government Act (Functions and General) Regulations 1996 Date Adopted: 18 December 2018 OCM18/12/126 Reviews/Amendments: 26 November 2019 OCM19/11/139 14 April 2020 SCM20/04/047


















2. VALUE FOR MONEY



























$7,501 to $24,999




$25,000 to $59,999



$60,000 to $149,999

































A regional price preference in accordance with Policy FIN010 is afforded for procurement by way of Tender. 7. PURCHASING FROM DISABILITY ENTERPRISES Pursuant to Part 4 of the Local Government (Functions and General) Regulations 1996, the Shire is not required to publicly invite tenders if the goods or services are to be supplied from an Australian Disability Enterprise, as registered on www.ade.org.au. This is contingent on the demonstration of value for money. Where possible and practicable, Australian Disability Enterprises are to be invited to quote for supplying goods and services under the tender threshold. A qualitative weighting for assessment purposes, as outlined in section 8 is to be afforded for the purposes of quotes and tenders to provide advantages to Australian Disability Enterprises. 8. PURCHASING FROM ABORIGINAL BUSINESSES Pursuant to Part 4 of the Local Government (Functions and General) Regulations 1996, the Shire is not required to publicly invite tenders if the goods or services are to be supplied from a person registered on the Aboriginal Business Directory published by the Small Business Development Corporation on www.abdwa.com.au, where the expected consideration under contract is worth $250,000 or less. This is contingent on the demonstration of value for money. Where possible and practicable, Aboriginal businesses are to be invited to quote for supplying goods and services under the tender threshold. A qualitative weighting for assessment purposes, as outlined in section 8 is to be afforded for the purposes of quotes and tenders to provide advantages to Aboriginal owned businesses, or businesses that demonstrate a high level of aboriginal employment. 9. PRE-QUALIFIED SUPPLIERS To further support effective procurement in accordance with this Policy, Council or the Chief Executive Officer may under Delegated Authority approve the creation of a Panel of Pre-qualified Suppliers (Panel) under Regulation 24AC of the Local Government (Functions and General) Regulations 1996. The following factors are to apply if a Panel is to be created:








supply requirements under defined categories within the Panel.



Panels may be established for a minimum of two (2) years and for a maximum length of time formally determined.

Evaluation criteria must be determined and communicated in the application process by which applications will be assessed and accepted.

Where a Panel is to be established at least three (3) suppliers to each category will endeavoured to be appointed, on the basis that best value for money is demonstrated. Where less than three (3) suppliers are appointed to each category within the Panel, a category is not to be established.













9.4 RECORDKEEPING







Policy Administration Division: Finance Contact Officer Position: Deputy Chief Executive Officer / Director Corporate Services Parent Legislation: Nil Other Relevant Documents: Local Government Act 1995 Local Government Act (Functions and General) Regulations 1996 Date Adopted: 18 December 2018 OCM18/12/126 Reviews/Amendments: 26 November 2019 OCM19/11/139

POLICY FIN010 – REGIONAL PRICE PREFERENCE


POLICY INTENTION: To promote the growth development and retention of local and regional businesses employing local people to assist in generating economic benefits by maximising the use of competitive local and regional content in the supply of goods and services or for construction (building services) sourced by way of Tender on behalf of the Shire of Waroona. POLICY:

1.1 That a price preference will apply to tenders invited for procurement over $75,000 by the Shire of Waroona, as detailed in clause 1.2, unless Council resolves that this policy not apply to a particular tender invited.

1.2 The following levels of preference for the purposes of assessment will be applied under this

policy: Shire of Waroona Businesses (a) 10% where the contract is for goods and services up to a maximum price

assessment reduction of $50,000; and

(b) 5% where the contract is for construction (building services) up to a maximum price assessment reduction of $50,000.

Peel Region Businesses

(a) 5% where the contract is for goods and services up to a maximum price assessment reduction of $50,000; and

(a) 2.5% where the contract is for construction (building services) up to a maximum

price assessment reduction of $50,000. The levels of preference outlined in clause 2.2, will only apply to businesses that are located within the Shire of Waroona or the Peel Region for at least six (6) months prior to the closing date of tender invited. The level of preference outlined is to be applied as either a local (Shire of Waroona Business or Peel Region Business), not both. The Peel Region Businesses preference can only be applied if it does not affect the overall evaluation outcomes for a business from the Shire of Waroona, on the condition that the Shire of Waroona Business has submitted an equally competitive bid in terms of evaluated quality i.e.: overall qualitative scores are in the same range/s. Only the cost of those goods and services clearly identified in a the tender submission as being supplied locally or from the Peel Region regionally (regardless of their origin) will be included in the calculation that forms a part of the assessment of a tender. Travel or accommodate costs are excluded.

It should be noted that price is only one factor to be considered when the Shire assesses tender submissions. Value for money principles will be used to achieve the best possible outcome for every dollar spent. This is achieved by assessing all costs and benefits rather than simply selecting the lowest purchase price. The Peel Region includes the Shire’s of Murray, Boddington, Serpentine Jarrahdale and City of Mandurah. Policy Administration Division: Finance Contact Officer Position: Deputy Chief Executive Officer / Director Corporate Services Parent Legislation: Local Government Act 1995 Other Relevant Documents: Local Government (Functions and General) Regulations 1996 State Records Act 2000 Date Adopted: 25 February 2020 Reviews/Amendments:

POLICY FIN011 – PURCHASE ORDERS – AUTHORITY FOR ISSUE


POLICY INTENTION: The intent of this policy is to provide clear guidance to officers of their purchasing limits for goods and services and whether their authority extends to capital items in addition to operational items. POLICY: That the following staff authorities shall exist for the issue of purchase orders for the supply of goods and services in accordance with Councils adopted budget, policies and statutory requirements. POSITION PURCHASE ORDER AUTHORITY Chief Executive Officer General authority. Deputy Chief Executive Officer / Director Corporate Services

General authority.

Director Technical Services


Director Planning & Economic Development



Authority to issue orders of an operational and capital nature to the value of $20,000. During periods of absence of the Deputy CEO/Director Corporate Services general authority is extended, however is subject to ensuring the availability of funds.

Manager Works & Services

Authority to purchase requirements for all aspects of the Councils outside works operation including plant and materials for roads construction and maintenance purposes and items associated with plant repairs. Capital purchases in excess of $50,000 are to be authorised by the Director Technical Services. Authority does not extend to capital equipment purchases.

Recreation Centre Manager




Place & Community Development Coordinator


POSITION PURCHASE ORDER AUTHORITY Plant Mechanic












Ranger – Where employed by the Shire of Waroona


Manager Governance (Shire of Murray)

Authority to issue orders for the purchase of supplies/equipment associated with emergency management (including expenditure to support a direct emergency) up to a maximum value of $10,000.

Manager Ranger & Emergency Services (Shire of Murray)

Authority to issue orders for the purchase of supplies/equipment associated with emergency management and ranger services (including expenditure to support a direct emergency) up to a maximum value of $10,000.

Community Emergency Services Co-ordinator (CESC)

Authority to issue orders for the purchase of supplies/equipment associated with emergency management including operation of the Emergency Services Levy (ESL) up to a maximum of $5,000.

Ranger & Emergency Services Officer (Shire of Murray)

Authority to issue orders for the purchase of supplies/equipment associated with emergency management, ranger services and operation of the Emergency Services Levy (ESL) up to a maximum of $550

Policy Administration Division: Finance Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: Nil Date Adopted: 18 December 2018 OCM18/12/126 Reviews/Amendments: 17 December 2019 OCM19/12/163 24 March 2020 OCM20/03/039

POLICY FIN011 – PURCHASE ORDERS – AUTHORITY FOR ISSUE


POLICY INTENTION: The intent of this policy is to provide clear guidance to officers of their purchasing limits for goods and services and whether their authority extends to capital items in addition to operational items. POLICY: That the following staff authorities shall exist for the issue of purchase orders for the supply of goods and services in accordance with Councils adopted budget, policies and statutory requirements. POSITION PURCHASE ORDER AUTHORITY Chief Executive Officer

General authority.

Deputy Chief Executive Officer / Director Corporate Services

General authority.

Director Technical Services


Director Planning & Economic Development



Authority to issue orders of an operational and capital nature to the value of $20,000. During periods of absence of the Deputy CEO/Director Corporate Services general authority is extended, however is subject to ensuring the availability of funds.

Manager Works & Services

Authority to purchase requirements for all aspects of the Councils outside works operation including plant and materials for roads construction and maintenance purposes and items associated with plant repairs. Capital purchases in excess of $50,000 are to be authorised by the Director Technical Services. Authority does not extend to capital equipment purchases.

POSITION PURCHASE ORDER AUTHORITY Recreation Centre Manager




Place & Community Development Coordinator


Plant Mechanic












Ranger – Where employed by the Shire of Waroona


Policy Administration Division: Finance Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: Nil Date Adopted: 18 December 2018 OCM18/12/126 Reviews/Amendments: 17 December 2019 OCM19/12/163

POLICY FIN012 – INTERIM RATING


POLICY INTENTION: To ensure administrative efficiency in the processing of interim rates and subsequent adjustments within rating records. POLICY: Interim rating shall be applied throughout the district, in accordance with the provisions of the Local Government Act. Interim Rates levied for less than $7.00 per assessment shall be absorbed by Council. Policy Administration Division: Finance Contact Officer Position: Chief Executive Officer Parent Legislation: Local Government Act 1995 Other Relevant Documents: Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY FIN013 – RECOVERY OF RATES


POLICY INTENTION: The intent of this policy is to ensure the rates and/or service charges owing to the Shire of Waroona are collected in a consistent and timely manner in accordance with the Local Government Act 1995. POLICY: A final notice will be issued 35 days after the issue of rate assessments and where payment has not been received one month after issue of final notice, a summons will be issued for recovery of rates. Chief Executive Officer be authorised to follow this procedure. This item does not apply to persons paying rates by agreed instalment plan. Policy Administration Division: Finance Contact Officer Position: Chief Executive Officer Parent Legislation: Local Government Act 1995 Other Relevant Documents: Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY FIN014 – RATES INSTALMENT PLAN


POLICY INTENTION: The intent of this policy is to allow consideration for an alternative payment arrangement other than those specified in the Local Government Act 1995. POLICY: In accordance with Section 6.49 of the Local Government Act 1995 the Council will permit the payment of rates and charges by instalments in excess of four payments. Such approvals shall be given in extenuating circumstances only and conducted within the following guidelines: 1. Minimum amount due to qualify for additional instalment shall be $100. 2. Applications must be by agreement of the official form. 3. Minimum repayment amount per instalment be set at $50 per fortnight. 4. Repayments are to be made by means of electronic funds transfer (EFT) from a nominated

bank account and evidence of this arrangement is to be provided. 5. Instalment plan to be completed by 30th June of each rating financial year. 6. An administration charge of $40 per agreement shall apply. 7. Maximum number of instalments based on weekly contribution be set at 20 within the

financial year applicable. The Chief Executive Officer shall have the delegated authority to approve or reject applications pursuant to this policy. Policy Administration Division: Finance Contact Officer Position: Chief Executive Officer Parent Legislation: Local Government Act 1995 S6.49 Other Relevant Documents: Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY FIN015 – RATE RECOVERY INCENTIVE PRIZE


POLICY INTENTION: The intent of this policy is to set guidance of the rates incentive initiative to encourage full payment of rates. POLICY: Council, shall allow a rate recovery incentive prize of $850 each year to encourage early payment of rates. Policy Administration Division: Finance Contact Officer Position: Deputy Chief Executive Officer / Director Corporate Services Parent Legislation: Internal Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments: 13 August 2019

POLICY FIN016 – RATING FEES AND CHARGES


POLICY INTENTION: The intent of this policy is to set the conditions relating to interest, imposed and instalment fees levied with relation to rates and/or service charges. POLICY: Pursuant to the Local Government Act 1995 Division 6 Rates and Services charges, the Council adopt the following fees and charges. (i) instalment payment interest of 5.5% (sect 6.45). (ii) instalment payment administration fee of $10 per instalment (sect 6.45). (iii) instalments be set at intervals of two (2) months from the date of the first instalment. (iv) penalty interest on outstanding rates at 11% (Sect 6.51) Policy Administration Division: Finance Contact Officer Position: Deputy Chief Executive Officer / Director Corporate Services Parent Legislation: Local Government Act 1995 Other Relevant Documents: Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY FIN017 – RATING PROVISIONS


POLICY INTENTION: The intent of this policy is to set guidance on the payment option of rates and/or service charges in accordance with the Local Government Act 1995. POLICY: That for the 1996/97 and subsequent financial years the Council will in accordance with Section 6.45 (1) of the Local Government Act (1995) offer the payment of rates by the following methods:- 1. Full balance due. 2. Two (2) instalments. 3. Four (4) instalments. Policy Administration Division: Finance Contact Officer Position: Deputy Chief Executive Officer / Director Corporate Services Parent Legislation: Local Government Act 1995 Other Relevant Documents: Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY FIN018 – CHEQUES & ELECTRONIC FUND TRANSFERS


POLICY INTENTION: The intent of this policy is to establish which officers are given delegated authority to process payments from the Shire’s Municipal and Trust Funds. POLICY: i) That any two of the following be authorised to sign cheques from the Council’s Municipal and

Trust fund: Chief Executive Officer Director Corporate Services Director Infrastructure Services Manager Corporate Services Manager Works & Services ii) That any two of the following be permitted to authorise electronic funds transfers from the

Council’s Municipal fund: Chief Executive Officer Director Corporate Service Director Infrastructure Services Director Planning & Economic Development Manager Corporate Services Manager Works & Services Policy Administration Division: Finance Contact Officer Position: Deputy Chief Executive Officer / Director Corporate Services Parent Legislation: Local Government (Financial Management) Regulations 1996 Reg.12 Other Relevant Documents: Date Adopted: 18 December 2018 OCM 18/12/126 Reviews/Amendments: 19 December 2019 OCM 19/12/163 24 November 2020 OCM 20/11/194

POLICY FIN018 – CHEQUES & ELECTRONIC FUND TRANSFERS


POLICY INTENTION: The intent of this policy is to establish which officers are given delegated authority to process payments from the Shire’s Municipal Fund. POLICY: i) That any two of the following be authorised to sign cheques from the Council’s Municipal fund: Shire President Deputy Shire President Chief Executive Officer Deputy Chief Executive Officer/Director Corporate Service Manager Corporate Services ii) That any two of the following be permitted to authorise electronic funds transfers from the

Council’s Municipal fund: Chief Executive Officer Deputy Chief Executive Officer/Director Corporate Service Manager Corporate Services Director Planning & Economic Development Policy Administration Division: Finance Contact Officer Position: Deputy Chief Executive Officer / Director Corporate Services Parent Legislation: Local Government (Financial Management) Regulations 1996 Reg.12 Other Relevant Documents: Nil Date Adopted: 18 December 2018 OCM18/12/126 Reviews/Amendments: 17 December 2019 OCM19/12/163

POLICY FIN019 – INVESTMENT OF SURPLUS FUNDS


POLICY INTENTION: To provide guidelines and limitations to staff to be used when investing surplus funds. POLICY: That the Chief Executive Officer, Deputy Chief Executive Officer, Manager Corporate Services, and/or such other staff who are delegated the responsibility for Investing Surplus Funds, shall have regard to the following: 1. That the highest consideration must be given to the security of the principal/capital of the

investment, and therefore all investments are to be placed with Australian Banks, which are majority owned by Australian Shareholders;

2. No investments are to be placed for a period beyond 12 months in length; 3. No investments are to be made outside the 1st criteria mentioned above, and no investments

are to be placed with any Building Society or Credit Union;

4. No investments will involve any ‘structured financial products’, or ‘sub-prime mortgage market’ products, or complex financial instruments, or to involve any currency risks, or any similar such matters;

5. All investments must be jointly authorised by two (2) authorised persons/staff.

6. All relevant details relating to each investment shall be included in the monthly reports to Council.

7. Allowing for the above restrictions, the provisions of the Department of Local Government, Sport & Cultural Industries’ Operational Guidelines [No. 19] “Investment Policy”, shall apply.

Policy Administration Division: Finance Contact Officer Position: Chief Executive Officer Parent Legislation: Local Government Act 1995 Local Government (Financial Management) Regulations 1996 Other Relevant Documents: Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY FIN020 – TAXATION DOCUMENTS


POLICY INTENTION: The intent of this policy is to establish which officer have the authority to approve and make declarations to the Australian Taxation Office on behalf of the Shire of Waroona. POLICY: The Chief Executive Officer, the Deputy Chief Executive Officer/Director Corporate Services Manager Corporate Services, and the Senior Finance Officer be authorised officers for signature of Taxation Department documents. Policy Administration Division: Finance Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY FIN021 – MATERIALITY VARIANCES POLICY


POLICY INTENTION: The intent of this policy is to set the material variance reporting level between budget and actual figures within relation to monthly financial reporting requirements set out in the Local Government Act 1995 and Local Government (Financial Management) Regulations 1996. POLICY: That for the purpose of preparing monthly financial statements and when dealing with the Council’s Balance Sheet, Operating Statement & Statement of Cash flows, the materiality factor for highlighting variances (budget to actual) shall be: 10% with a minimum of $25,000. It is acknowledged that the use of this policy is a guide only

and that materiality is a matter of professional judgement influenced by characteristics of the Council and the perceptions of use of the financial reports.

Policy Administration Division: Finance Contact Officer Position: Chief Executive Officer Parent Legislation: Local Government Act 1995 S6.4 Local Government (Financial Management) Regulations 1995 Reg.34 Other Relevant Documents: Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY FIN022 – DIRECT DEBIT ARRANGEMENTS


POLICY INTENTION: To formalise arrangements and provide internal control measures for direct debits from Council’s bank accounts. POLICY: Background Staff are receiving increasing requests for such approvals and policy direction is required to ensure compliance. Policy Council will normally settle debts through the remittance of funds by generating cheques or Electronic Fund Transfers (EFT). In addition in limited circumstances Council acknowledges that a Direct Debit Authority allowing certain Creditors to debit the Council Municipal Bank account for scheduled amounts on scheduled dates is the most administratively appropriate means of payment. In accordance with that concept the following payments are currently endorsed for Direct Debit Authority: Supplier Description Department of Planning & Infrastructure Transport Licensing Receipts WA Treasury Periodic Repayments of Debenture Loans Westnet Pty Ltd Internet Service Provider Subscriptions National Australia Bank Credit Card Payments (to prevent interest

accruals) Caltex Lake Clifton Fire Brigade Fuel Purchases Canon For monthly Photocopier payment Click Super All superannuation payment created through

payroll procedures iinet Landcare Internet Fees

Policy Administration Division: Finance Contact Officer Position: Deputy Chief Executive Officer / Director Corporate Services Parent Legislation: Local Government Act 1995 Local Government (Financial Management) Regulations 1996 Reg.11 Other Relevant Documents: Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY FIN023 - CASH RESERVES Related Management Practice Yes Relevant Delegation Yes

POLICY INTENTION: To provide strategic support or direction for the establishment and utilisation of Cash Backed Reserves. Reserves are accounts established and held within the municipal fund to hold cash retained by the Shire for the purpose of:

Reducing business risk; Improved financial management; Improved strategic capacity; Meeting asset renewal needs; or Meeting statutory obligations and other external requirements.

The balance of cash held in reserve accounts are restricted to the defined purpose for which the reserve account was established. Changes to the purpose for which money is held in a cash reserve can be achieved in accordance with the requirements as set out in the Local Government Act 1995. Objective Undertake best practice financial and asset management. POLICY: This Policy provides direction to management in relation to a framework surrounding decisions to place funds into a reserve account. Linkage to the Long Term Financial Plan Cash reserves are a mechanism to assist in achieving the strategic objectives of the Shire and the decision to allocate cash to/from a reserve account is made within the context of its implication on the long term financial sustainability of the Shire. Inter-Generational Equity The Shire will seek to achieve intergenerational equity in its use of reserve savings as a means of funding long lived assets to achieve an alignment of the cost of funding the asset(s) and the consumption of the benefit. Establishment of Reserve Accounts The Council will generally support the establishment of Cash Reserves to maintain and accumulate funds for the following purposes:

To offset liabilities in respect of previously earned employee entitlements to the extent they require an outflow of funds not allocated in the annual budget.

To fund future strategic initiatives and the provision of new services and facilities to future residents.

To fund renewal of existing physical/built assets. To smooth funding allocations over future years. To buffer against unpredictable events. To hold unspent grants and contributions. To meet statutory obligations Other purposes as determined by the Council from time to time. To provide for matching funds associated with grant funding applications.

Interest on Reserve Account Investments Interest earned on cash in Reserve Accounts shall be accumulated to the individual reserve account. Reporting The level of reserves will be reported in the annual budget and annual accounts in accordance with Australia accounting standards. The Council’s Long Term Financial Plan is to include strategies indicating reserve account movements including returning cash to reserves whereby such transfers have been authorised by the Council subsequent to annual budget adoption. Policy Administration Division: Finance Contact Officer Position: Chief Executive Officer Parent Legislation: Local Government Act 1995 6.2(4)(e) - whereby particulars must be disclosed in the Annual budget 6.11 – governs the establishment and changes in purpose or use of a

Reserve 6.38 – where Reserves can be established for Service charges levied Local Government (Financial Management) Regulations 17 – deals with having a full and clear title identifying the Reserve’s

purpose 27(g) – details of Annual Budget disclosures concerning Reserves 38 – details of Annual Report disclosures concerning Reserves Other Relevant Documents: Annual Budget Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY FIN024 - BORROWING / DEBT MANAGEMENT Related Management Practice No Relevant Delegation No

POLICY INTENTION: This policy aims to set out the circumstances in which the Council may consider borrowings to fund the acquisition, renewal or construction of specified Assets and to provide guidance as to the appropriate terms of any such borrowing. POLICY: This policy recognises that loan borrowings for capital works are an important funding source for Local Government and that the full costs of infrastructure should not always be borne by present day ratepayers, but be contributed to my future ratepayers who will also benefit and use such infrastructure. This is known as “Intergenerational Equity”. The Council will restrict all borrowings to expenditure on identified capital projects that are considered to be of the highest priority, and which cannot be fully funded from other sources and accordingly have been identified in the Council’s Corporate Business Plan and Long Term Financial Plan. Principles The following principles will apply in regards to the use of borrowings as a funding source and are to be considered in the formulation of annual budgets.

In no circumstances will the Council borrow funds for operating expenditure or recurrent capital expenditure.

Borrowings will only be considered for projects which are to benefit the majority of ratepayers/residents.

Term of the loan must not exceed the expected life of the asset being funded. Borrowings will only be considered for projects within identified strategic objectives of the

Council (Community Strategic Plan and supporting documents) Borrowings will not be considered as a funding source if the borrowing will increase the

Council’s Debt Service Ratio to more than 10%. This ratio is measured as follows: “principal plus interest costs divided by available operating revenue.”

The Council may during budget deliberations elect to pay outstanding debt early with the use of untied surplus funds at year end (if available).

Policy Administration Division: Finance Contact Officer Position: Chief Executive Officer Parent Legislation: Local Government Act 1995 S6.20, S6.21, S6.24 Other Relevant Documents: Corporate Business Plan & Annual Budget Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY FIN025 - FUEL CARDS - USE BY BUSH FIRE BRIGADES Related Management Practice No Relevant Delegation No

POLICY INTENTION: Bush Fire Brigade appliances are maintained by the Council. As part of the maintenance of these appliances, Fuel Cards are issued to Brigades for the purpose of:

Purchase of Fuel and oil appropriate to the fire appliance Payment of emergency appliance servicing.

This policy provides for the secure and proper use of the cards by Bush Fire Brigade personnel. POLICY: The Shire of Waroona issues a fuel card for each Bush Fire Brigade appliance provided by the Shire of Waroona for use in the following manner. 1. Fuel cards are specific to each fire appliance and as such are to be kept on the relevant fire

appliance in a secure place at all times. 2. The fuel card must be presented to the cashier when a purchase is made. It is incumbent on

the person signing the receipt to ensure that details of the purchase are correct. 3. Fire Services personnel must sign the receipt, and write their name legibly alongside their

signature. The purchaser’s copy of the fuel docket is to be retained by the Bush Fire Brigade. 4. On the last day of each month the signed receipts are to be presented to the Emergency

Management Coordinator for cross referencing to the monthly statement. 5. If at any time a fuel card is found to be missing or stolen, it must immediately be reported to

the Emergency Management Coordinator (or in his absence the Chief Executive Officer) so that the fuel card can be cancelled. In this instance it would be helpful if an approximate date of the loss/theft of the fuel card could be reported.

6. The fuel card is issued only for the purchase of fuel and to facilitate emergency repairs only. 7. The fuel cards are NOT to be used for any other purpose than those listed in 6 above. If a

purchase is attempted that is not a valid type of expenditure for that card the purchase will be rejected. Misuse of the fuel cards will render the offender liable to disciplinary and/or legal action.

Policy Administration Division: Finance Contact Officer Position: Director Corporate Services / Deputy CEO Parent Legislation: Internal Other Relevant Documents: Purchasing & Procurement Policy Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY FIN026 - OVERDRAFT FACILITY Related Management Practice No Relevant Delegation No

POLICY INTENTION: To establish and provide guidance in the use of an overdraft facility for short term unavoidable cash flow purposes. POLICY: Background An overdraft facility is a flexible line of credit providing access to funds to manage day to day

cash flow needs of the Council. The Shire of Waroona has established a bank overdraft facility for a maximum pre agreed limit

of $500,000 available from the National Australia Bank (NAB). Finance staff as a general procedure will avoid the use of the overdraft facility via careful cash

management practices. This policy applies to the Council’s “Municipal Account”. Guidelines The bank overdraft facility may be utilised during the course of the financial year only as a cash

management tool to smooth out seasonal or temporary fluctuations in cash flow. Generally this would only occur during the immediate period leading up to the issue of rate notices.

The bank overdraft facility is a form of borrowing that is a high cost alternative to other forms of funding. As such use of the facility shall be limited whenever possible.

It is not appropriate for overdraft facilities to be used for medium or long term financing purposes and its use as an alternative to borrowings is not permitted.

At no time is the overdraft facility to be used as an ongoing debt facility or to fund anything except short term cash flow.

Policy Administration Division: Finance Contact Officer Position: Chief Executive Officer Parent Legislation: Local Government Act 1995 (Section 6.20, 6.21) Financial Management Regulations (FM20 & 21) Functions & General Regulations (24H) Other Relevant Documents: Purchasing & Procurement Policy Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY FIN027 - TIMELY PAYMENT OF CREDITOR ACCOUNTS Related Management Practice Yes Relevant Delegation Yes

POLICY INTENTION: To provide for the timely payment of creditor accounts (supplier invoices) and methods of payment. This policy should be read in conjunction with Policy – Purchasing Procedures and Policy Authority for Issue of Purchase Orders. POLICY: In accordance with Clause 12 of the WA Local Government Financial Management Regulations (1996) the Council may delegate the authority to the Chief Executive Officer to authorise payments from the Municipal, Trust and Reserve Funds. Payments may be made by the following methods: 1. Electronic – Where a payment is to be made electronically it shall be made utilising the

Council’s online banking facility by means of a personal identification number (PIN) and bank token.

The following employees shall be issued with an approved authority token of which any two

(2) may authorise a payment:

Chief Executive Officer Deputy Chief Executive Officer Manager Corporate Services Director Planning & Economic Development

Each employee is responsible for the token and its use and under no circumstances shall the token be distributed to another employee.

2. Direct Debit – Authority for direct debit shall be any two of the following employees:

Chief Executive Officer Deputy Chief Executive Officer Manager Corporate Services Director Planning & Economic Development

Such transactions must be included as part of any list of payments presented to the Council.

3. Cheque – Where practical staff shall settle accounts that are due and payable on a fortnightly

basis. Notwithstanding that staff are authorised to make a special payment at any time where an incentive to pay is offered (discount etc) or due to contract requirements.

Cheque signatures shall be any two of the following employees:

Chief Executive Officer Deputy Chief Executive Officer Manager Corporate Services

4. Credit Card – Payment of creditor accounts by credit card is not permitted unless specifically

authorised and actioned by the relevant credit card holder ie; CEO & DCEO. Note – refer Credit Card Policy FIN028 Listing of Accounts Paid A list of all accounts paid in the month prior shall be presented to the Council at its next Ordinary Council meeting. Terms of Payment Standard payment times for all creditor accounts shall be within 30 days from receipt of the supplier Tax Invoice or date of the invoice. Policy Administration Division: Finance Contact Officer Position: Chief Executive Officer Parent Legislation: Local Gov’t Financial Management Regulations 1996 (Clause 12) Local Gov’t Financial Management Regulations 1996 (Clause 13) Other Relevant Documents: Council Policies FIN028 Date Adopted: 18 December 2018 OCM18/12/126 Reviews/Amendments: 17 December 2019 OCM19/12/163

POLICY FIN028 – CORPORATE CREDIT CARD


POLICY INTENTION: To provide guidance on the issue of corporate credit cards to officers. POLICY: The Council approves the issue of a Business Credit Card facility to the value of $37,000 per month for ease of on-line purchases and other incidental purchases where other payment methods are not practicable. Individual cards holders are as follows;

Chief Executive Officer with a limit of $15,000 Deputy Chief Executive Officer/Director Corporate Services with a limit of $5,000 Director Planning & Economic Development with a limit of $5,000 Manager Corporate Services with a limit of $5,000 Place & Community Development Coordinator with a limit of $1,000 Community Emergency Services Co-ordinator with a limit of $5,000 Visitor Centre Manager with a limit of $1,000

Conditions of use shall be as follows:

Expenditure to be for official Council purposes only. Personal use and recoup of expenditure not permitted

No cash withdrawals are to occur. Inadvertent personal transactions in error to be reimbursed within 30 days of Bank

Statement issue date. Receipts to be kept (orders where appropriate) and presented to Accounts staff. Access to card is restricted when not in use including adequate security. Statement to be reconciled monthly with supporting documents and a signed Authority form “Corporate Credit Cardholder Agreement” signed by card recipient. Use of card by other officers requires signed authority in the form of a Council Purchase

Order. Purchase to be in accordance with Shire of Waroona Purchasing Policy where relevant.

Policy Administration Division: Finance Contact Officer Position: Deputy Chief Executive Officer / Director Corporate Services Parent Legislation: Local Government Financial Management Regulations 1996 Other Relevant Documents: FIN009 – Purchasing & Procurement Policy Date Adopted: 18 December 2018 OCM18/12/126 Reviews/Amendments: 17 December 2019 OCM19/12/163 25 February 2020 OCM20/02/019 23 June 2020 OCM20/06/106

POLICY FIN029 – OPERATING SURPLUS RATIO


POLICY INTENTION: To meet the minimum levels for this ratio, as set by the Department of Local Government, Sport & Cultural Industries BACKGROUND: This Ratio is calculated by dividing the Standard Net Operating Surplus by the ‘Own Source’ Operating Revenue, being principally Rates, and Fees & Charges. The use of the word “Standard” refers to “Day to Day Operations”, and therefore all non-recurrent Incomes and Expenses have been excluded from the calculations. The Department of Local Government in WA has regulated that all Local Government authorities will develop and implement an Integrated Planning & Reporting Framework (IP&RF) compliant with the standards set out in the ‘Integrated Planning and Reporting Advisory Standards’. The standards require Council to have adopted a number of ‘Financial Management Policies’, and for details of these to be included in the narrative section of the 10 year Long Term Financial Plan, and references to such Policies are expected to be made in the 4 year Corporate Business Plan. Department of Local Government, Sport & Cultural Industries Guide The expectation is that “The Standard is not met if the Operating Surplus is 0% (or below). The Basic Standard is met if the Operating Surplus is between 0% and 15%. The Advanced standard is met if the Operating Surplus is greater than 15%.” (IP&RAS, 2011, p6). For each year, until the 2031/32 year the Council will attempt to reduce its deficit position with relation to the standard net “operating surplus ratio” position, with a view to attaining a surplus position. The level of change should be shown with relation to the “standard operating summary – by nature & type” included in the 2 main financial documents, being the 10 year long term financial plan, and the 4 year corporate business plan. POLICY:

The Shire of Waroona attempt to achieve the Basic standard of an Operating Surplus position of between 0% to 5% within the next 15 years; Policy Administration Division: Finance Contact Officer Position: Director Corporate Services Parent Legislation: Local Government Financial Management Regulations Other Relevant Documents: Annual Financial Report Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY FIN030 – CURRENT RATIO


POLICY INTENTION: To meet the minimum levels for this ratio, as set by the Department of Local Government, Sport & Cultural Industries BACKGROUND: This Ratio is calculated by dividing the total of the Current Assets, less Restricted Assets [generally Tied Grants received, and Reserves], less Self-Supporting Loans Owing, by the total of Current Liabilities less the Current Liabilities of Loan Repayments due during each 12 month period. The Department of Local Government, Sport & Cultural Industries in WA has regulated that all Local Government authorities will develop and implement an Integrated Planning & Reporting Framework (IP&RF) compliant with the standards set out in the ‘Integrated Planning and Reporting Advisory Standards’. The standards require Council to have adopted a number of ‘Financial Management Policies’, and for details of these to be included in the narrative section of the 10 year Long Term Financial Plan, and references to such Policies are expected to be made in the 4 year Corporate Business Plan. Department of Local Government, Sport & Cultural Industries Guide The expectation is that “The Standard is not met if this ratio is any value lower than 1 as to 1. Basic Standard is met if the ratio is equal to an expression 1:1 or greater”. (IP&RAS, 2011, p6). That Council will ensure that it always has sufficient working capital/liquidity, so that it has a safeguard position, being that it has the ability to meet its short-term financial obligations out of unrestricted current assets. Generally this means that the Council has sufficient funds in its Bank Account, or ‘At Call’ and Term Deposit Investments, to pay its Creditors, and other Current Liabilities, as they fall due. POLICY: A minimum current ratio of at least a factor of 1 should occur each year, so that council will always have sufficient working capital/liquidity to meet its short-term financial obligations out of unrestricted current assets. Policy Administration Division: Finance Contact Officer Position: Director Corporate Services Parent Legislation: Local Government Financial Management Regulations Other Relevant Documents: Annual Financial Report Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY FIN031 – DEBT SERVICE COVERAGE RATIO


POLICY INTENTION: To meet the minimum levels for this ratio, as set by the Department of Local Government, Sport & Cultural Industries BACKGROUND: This Ratio is calculated by dividing the Net Surplus [with Interest Expenses & Depreciation Expenses not taken into account], by the total of Loan Repayments (both Principal & Interest) for the year. The Department of Local Government, Sport & Cultural Industries in WA has regulated that all Local Government authorities will develop and implement an Integrated Planning & Reporting Framework (IP&RF) compliant with the standards set out in the ‘Integrated Planning and Reporting Advisory Standards’. The standards require Council to have adopted a number of ‘Financial Management Policies’, and for details of these to be included in the narrative section of the 10 year Long Term Financial Plan, and references to such Policies are expected to be made in the 4 year Corporate Business Plan. Department of Local Government, Sport & Cultural Industries Guide The expectation is that “The Standard is not met if this ratio is any value lower than 2. Basic Standard is met if the ratio is greater than or equal to 2. Advanced standard is met at a higher level if this ratio is greater than 5”. (IP&RAS, 2011, p6). That the Council's Debt Service Coverage Ratio should be such that it exceeds a factor of 2, with Non-Operating (Capital) Grants, Subsidises & Contributions & any tied operating grants excluded. This is to keep Council’s annual Loan Repayments commitments at manageable levels. POLICY: The council's debt service coverage ratio should be such that it exceeds a factor of 2, so as to keep this council’s loan repayment commitments at manageable levels. Policy Administration Division: Finance Contact Officer Position: Director Corporate Services Parent Legislation: Local Government Financial Management Regulations Other Relevant Documents: Annual Financial Report Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY FIN032 – OWN SOURCE COVERAGE RATIO


POLICY INTENTION: To meet the minimum levels for this ratio, as set by the Department of Local Government, Sport & Cultural Industries BACKGROUND: This Ratio compares the Council’s Annual Rate Yield to that of its Overall Operating Revenue for the year. The higher the level of Coverage, then there is a higher level of Self-Sufficiency. The Department of Local Government, Sport & Cultural Industries in WA has regulated that all Local Government authorities will develop and implement an Integrated Planning & Reporting Framework (IP&RF) compliant with the standards set out in the ‘Integrated Planning and Reporting Advisory Standards’. The standards require Council to have adopted a number of ‘Financial Management Policies’, and for details of these to be included in the narrative section of the 10 year Long Term Financial Plan, and references to such Policies are expected to be made in the 4 year Corporate Business Plan. Department of Local Government, Sport & Cultural Industries Guide The expectation is that “The Standard is not met if this ratio is any value lower than 2. Basic Standard is met if the ratio is greater than or equal to 2. Advanced standard is met at a higher level if this ratio is greater than 5”. (IP&RAS, 2011, p6). Council will attempt to ensure that its Rates Coverage Ratio is at least 40% of its Standard Operating Revenue each year, so that the Council has a highly flexible position to help fund Capital Assets Renewals & Replacements, and to have the capacity to meet any unforeseen expenses from its own sources. POLICY: The Council will attempt to ensure that its Rates Coverage Ratio is at least 40% of its Standard Operating Revenue each year, so that the Council has a highly flexible position to help fund Capital Assets Renewals & Replacements, and have the capacity to meet any unforeseen expenses from its own sources. Policy Administration Division: Finance Contact Officer Position: Director Corporate Services Parent Legislation: Local Government Financial Management Regulations Other Relevant Documents: Annual Financial Report Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY FIN033 – ASSET SUSTAINABILITY RATIO Related Management Practice No Relevant Delegation

No POLICY INTENTION: To meet the minimum levels for this ratio, as set by the Department of Local Government, Sport & Cultural Industries BACKGROUND: This Ratio is calculated by dividing the total of Capital Renewal/Replacement Expenses for the year by the total of Depreciation Expenses for the year. The Department of Local Government, Sport & Cultural Industries in WA has regulated that all Local Government authorities will develop and implement an Integrated Planning & Reporting Framework (IP&RF) compliant with the standards set out in the ‘Integrated Planning and Reporting Advisory Standards’. The standards require Council to have adopted a number of ‘Financial Management Policies’, and for details of these to be included in the narrative section of the 10 year Long Term Financial Plan, and references to such Policies are expected to be made in the 4 year Corporate Business Plan. Department of Local Government, Sport & Cultural Industries Guide The expectation is that “The Standard is not met if this ratio data cannot be identified or ratio is less than 90%. Basic Standard is met if the ratio data can be calculated and ratio is 90% or greater. Advanced standard is met if this ratio is between 90% & 110%”. (IP&RAS, 2011, p7). Council will attempt to expend funds on renewal and replacement of assets at 90% to 110% of the total of Depreciation Expenses for each year. With very high Depreciation levels, and high Operating Expenses, it must be accepted that the Council’s ability to allocate sufficient funds for Renewal and Replacements every year of the Plan are somewhat limited. Also, Council may need to provide some matching funds for the financing of a New Capital Asset. POLICY: The Council will attempt to expend funds on renewal & replacement of assets of at least 90% of the total of the total of Depreciation Expenses for each year on average. Policy Administration Division: Finance Contact Officer Position: Director Corporate Services Parent Legislation: Local Government Financial Management Regulations Other Relevant Documents: Annual Financial Report Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY FIN034 – ASSET CONSUMPTION RATIO


POLICY INTENTION: To meet the minimum levels for this ratio, as set by the Department of Local Government, Sport & Cultural Industries BACKGROUND: This Ratio is calculated by dividing the total of the Depreciated Assets Values (IE: the ‘Written Down' Values) by the current estimated replacement costs (via valuations) of those assets. The Department of Local Government, Sport & Cultural Industries in WA has regulated that all Local Government authorities will develop and implement an Integrated Planning & Reporting Framework (IP&RF) compliant with the standards set out in the ‘Integrated Planning and Reporting Advisory Standards’. The standards require Council to have adopted a number of ‘Financial Management Policies’, and for details of these to be included in the narrative section of the 10 year Long Term Financial Plan, and references to such Policies are expected to be made in the 4 year Corporate Business Plan. Department of Local Government, Sport & Cultural Industries Guide The expectation is that “The Standard is not met if this ratio data cannot be identified or ratio is less than 50%. Basic Standard is met if the ratio data can be identified and ratio is 50% or greater. Advanced standard is met if this ratio is between 60% & 75%”. (IP&RAS, 2011, p7). That Council will attempt to attain an Asset Consumption Ratio of 50%-75%, by the 2015/16 year, after all the Revaluations are completed and the new levels of Depreciation have been calculated, for all Assets. The Council’s records and reports are to indicate the Ratios for each Class of Assets, as well as the comparison of the overall total of Assets POLICY: The Council will attempt to expend funds on renewal & replacement of assets and to attain an Asset Consumption Ratio of at least 50% each year on average.

Policy Administration Division: Finance Contact Officer Position: Director Corporate Services Parent Legislation: Local Government Financial Management Regulations Other Relevant Documents: Annual Financial Report Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY FIN035 – ASSET RENEWAL FUNDING RATIO


POLICY INTENTION: To meet the minimum levels for this ratio, as set by the Department of Local Government, Sport & Cultural Industries BACKGROUND: This Ratio is calculated by dividing the ‘Net Present Value’ of future planned Capital Expenditures by the ‘Net Present Value’ of the Required Capital Expenditures for renewals. These are to also involve annual average Net Present Values over a 10 year period. The Department of Local Government, Sport & Cultural Industries in WA has regulated that all Local Government authorities will develop and implement an Integrated Planning & Reporting Framework (IP&RF) compliant with the standards set out in the ‘Integrated Planning and Reporting Advisory Standards’. The standards require Council to have adopted a number of ‘Financial Management Policies’, and for details of these to be included in the narrative section of the 10 year Long Term Financial Plan, and references to such Policies are expected to be made in the 4 year Corporate Business Plan. Department of Local Government, Sport & Cultural Industries Guide The expectation is that “The Standard is not met if this ratio data cannot be identified or ratio is less than 75%. Basic Standard is met if the ratio data can be identified and ratio is between 75% & 95%. Advanced standard is met if this ratio is between 95% & 105% & the ASR falls within the range 90% & 110%, & ACR falls within the range of 50% to 75%”. (IP&RAS, 2011, p7). Council will attempt to attain an Asset Renewal Ratio of at least 75%, by the 2015/16 year, for all Assets with the exception of Land. The Council’s records and reports are to indicate the Ratios for each Class of Assets [Groups: EG – Buildings; Roads; Drainage; Plant & Equipment; etc], as well as the overall comparison. Beyond the 2016/17 year, the Council will attempt to attain a level of 95% to 110%, in line with the Asset Sustainability Ratio. POLICY: The Council will attempt to expend funds on renewal & replacement of assets and to attain an Asset Renewal Funding Ratio of at least 75% on average up until the 2018/19 year, and then 95%-100% over the following 5 years. Policy Administration Division: Finance Contact Officer Position: Director Corporate Services Parent Legislation: Local Government Financial Management Regulations Other Relevant Documents: Annual Financial Report Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY FIN036 – COVID19 FINANCIAL HARDSHIP POLICY Related Management Practice No Relevant Delegation No

POLICY INTENTION: To give effect to our commitment to support the whole community to meet the unprecedented challenges arising from the COVID19 pandemic, the Shire of Waroona recognises that these challenges will result in financial hardship for our ratepayers. This Policy is intended to ensure that we offer fair, equitable, consistent and dignified support to ratepayers suffering hardship, while treating all members of the community with respect and understanding at this difficult time. POLICY SCOPE: This policy applies to:

1. Outstanding rates and service charges as at the date of adoption of this policy; and 2. Rates and service charges levied for the 2020/21 financial year.

It is a reasonable community expectation, as we deal with the effects of the pandemic that those with the capacity to pay rates will continue to do so. For this reason the Policy is not intended to provide rate relief to ratepayers who are not able to provide evidence of financial hardship and the statutory provisions of the Local Government Act 1995 and Local Government (Financial Management) Regulations 1996 will apply. POLICY STATEMENT 1. Payment difficulties, hardship and vulnerability Payment difficulties, or short term financial hardship, occur where a change in a person’s circumstances result in an inability to pay a rates or service charge debt. Financial hardship occurs where a person is unable to pay rates and service charges without affecting their ability to meet their basic living needs, or the basic living needs of their dependants. The Shire of Waroona recognises the likelihood that COVID19 will increase the occurrence of payment difficulties, financial hardship and vulnerability in our community. This policy is intended to apply to all ratepayers experiencing financial hardship regardless of their status, be they a property owner, tenant, business owner etc. 2. Anticipated Financial Hardship due to COVID19 We recognise that many ratepayers are already experiencing financial hardship due to COVID-19. We respect and anticipate the probability that additional financial difficulties will arise when their rates are received. We will write to ratepayers at the time their account falls into arrears, to advise them of the terms of this policy and encourage eligible ratepayers to apply for hardship consideration. Where possible and appropriate, we will also provide contact information for a recognised financial counsellor and/or other relevant support services.

3. Financial Hardship Criteria While evidence of hardship will be required, we recognise that not all circumstances are alike. We will take a flexible approach to a range of individual circumstances including, but not limited to, the following situations:

• Recent unemployment or under-employment • Sickness or recovery from sickness • Low income or loss of income • Unanticipated circumstances such as caring for and supporting extended family

Ratepayers are encouraged to provide any information about their individual circumstances that may be relevant for assessment. This may include demonstrating a capacity to make some payment and where possible, entering into a payment proposal. We will consider all circumstances, applying the principles of fairness, integrity and confidentiality whilst complying our statutory responsibilities. 4. Payment Arrangements Payment arrangements facilitated in accordance with Section 6.49 of the Act are of an agreed frequency and amount. These arrangements will consider the following:

• That a ratepayer has made genuine effort to meet rate and service charge obligations in the past;

• The payment arrangement will establish a known end date that is realistic and achievable; • The ratepayer will be responsible for informing the <<Shire/ Town / City of XXX>> of any

change in circumstance that jeopardises the agreed payment schedule. In the case of severe financial hardship, we reserve the right to consider waiving additional charges or interest (excluding the late payment interest applicable to the Emergency Services Levy). 5. Interest Charges A ratepayer that meets the Financial Hardship Criteria and enters into a payment arrangement may request a suspension or waiver of interest charges. Applications will be assessed on a case by case basis. 6. Deferment of Rates Deferment of rates may apply for ratepayers who have a Pensioner Card, State Concession Card or Seniors Card and Commonwealth Seniors Health Care Card registered on their property. The deferred rates balance:

• remains as a debt on the property until paid; • becomes payable in full upon the passing of the pensioner or if the property is sold or if the pensioner ceases to reside in the property; • may be paid at any time, BUT the concession will not apply when the rates debt is subsequently paid (deferral forfeits the right to any concession entitlement); and • does not incur penalty interest charges.

7. Debt recovery We will suspend our debt recovery processes whilst negotiating a suitable payment arrangement with a debtor. Where a debtor is unable to make payments in accordance with the agreed payment plan and the debtor advises us and makes an alternative plan before defaulting on the 3rd due payment, then we will continue to suspend debt recovery processes. Where a ratepayer has not reasonably adhered to the agreed payment plan, then for any Rates and Service Charge debts that remain outstanding on 1 July 2021, we will offer the ratepayer one

further opportunity of adhering to a payment plan that will clear the total debt by the end of the 2021/2022 financial year. Rates and service charge debts that remain outstanding at the end of the 2021/22 financial year, will then be subject to the rates debt recovery procedures prescribed in the Local Government Act 1995. 8. Review We will establish a mechanism for review of decisions made under this policy, and advise the applicant of their right to seek review and the procedure to be followed. 9. Communication and Confidentiality We will maintain confidential communications at all times and we undertake to communicate with a nominated support person or other third party at your request. We will advise ratepayers of this policy and its application, when communicating in any format (i.e. verbal or written) with a ratepayer that has an outstanding rates or service charge debt. We recognise that applicants for hardship consideration are experiencing additional stressors, and may have complex needs. We will provide additional time to respond to communication and will communicate in alternative formats where appropriate. We will ensure all communication with applicants is clear and respectful. Policy Administration Division: Finance Contact Officer Position: Director Corporate Services Parent Legislation: Local Government Act 1995 Other Relevant Documents: Local Government (Financial Management) Regulations 1996 Date Adopted: 28 April 2020 OCM20/04/59 Reviews/Amendments:

POLICY FIN037 – WRITE-OFF MINOR DEBT POLICY Related Management Practice No Relevant Delegation No

POLICY INTENTION: The Chief Executive Officer be granted Delegated Authority to approve debt write-offs of fees and charges and interest on rates on behalf of the Council up to a maximum of One Thousand Dollars ($1,000) per transaction. POLICY The purpose of this policy is to allow the Chief Executive Officer the ability through delegated authority to write-off minor debt up to a maximum of $1,000 (excluding GST) per transaction with relation to fees and charges and interest on rates. In accordance with the Local Government Act 1995,

Section 6.12 – Power to defer, grant discount, waive or write off debt, a local government may write off any amount of money which is owed to the local government,

Section 6.13 Interest on money owing to the local government in relation to fees and charges, and

Section 6.51 Accrual of interest on overdue rate or service charges in relation to rates interest.

Applications are to be made in writing to the Chief Executive Officer and be documented through way of internal procedures to reflect the process and outcome. Please note that this policy is not intended to be used for the write-off of rates or services charges. Policy Administration Division: Finance Contact Officer Position: Director Corporate Services Parent Legislation: Local Government Act 1995 Section 6.12, 6.13 & 6.51 Other Relevant Documents: Date Adopted: 28 April 2020 OCM20/04/060 Reviews/Amendments:

POLICY HR001 – SUPERANNUATION (Non Compulsory)


POLICY INTENTION: To provide information on the council’s adopted position in relation to voluntary superannuation contribution (ie; non compulsory). POLICY: Employees may join this voluntary scheme under the prevailing terms and conditions of the Local Government Superannuation Act. Council’s contribution rate to a registrable superannuation entity but excluding a self managed superannuation fund, over and above the Superannuation Guarantee amount, shall be on the basis of 1:1. Council’s contribution will be capped at the upper limit of 15%, inclusive of the Superannuation Guarantee amount. After 10 years’ service Council will contribute an additional 1% on the Council’s basic contribution. The Council’s additional 1% contribution shall commence at the beginning of the financial year in which the employee’s tenth anniversary of commencement of employment with the Council occurs. No additional employee contribution is required to attract the additional 1%. Through their individual Contracts Executive Staff may negotiate Superannuation contributions by the Council outside of this Policy.

Policy Administration Division: Human Resources Contact Officer Position: Deputy CEO / Director Corporate Services Parent Legislation: Superannuation Guarantee Act Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY HR002 – USE OF COUNCIL VEHICLES


POLICY INTENTION: To establish the parameters relating to type of vehicles provided and to the use of Shire vehicles by Councillors and Shire officers. POLICY: 1. Use of Council Vehicles a. Councillors Councillors are encouraged to use, at no cost, a Shire pool vehicle to attend meetings,

conferences and functions that are held subject to the availability of the vehicle. b. Chief Executive Officer A fully maintained executive vehicle is provided for work and full private use. c. Directors/Managers Negotiated as per employment contract. d. Coordinators Negotiated as per employment agreement. e. Supervisors/Rangers/Maintenance Officers Due to the nature of their work and the requirement to attend call outs, Officers may be

provided with a Shire vehicle which is available for work duties and commuting purposes. Rangers have access to limited private use when on call in accordance with the approved roster.

f. Shire of Murray Resource Shared employees Resource shared employees may be provided with a Shire of Waroona Council owned

vehicle for work and private use as determined by the Chief Executive Officer. 2. General a. All employees who have the privilege of taking a Shire vehicle home are expected to

keep the vehicle clean and under proper surveillance. b. All shire vehicles are to be available for Shire use whilst at Shire premises. c. A shire vehicle is to be driven by Shire employees only, except in the case of employees

covered by Clauses 1b and 1c of this Policy who may authorise another person to use the vehicle.

d. Employees acting in a higher capacity shall be entitled to the arrangements for the

classification in which they are acting within the limits of available vehicles. e. Any existing arrangement relating to vehicle usage that does not comply with this policy

is to continue until the relevant employee leaves.

f. The Chief Executive Officer has the authority to vary the terms of this Policy to cater for any temporary situation.

g. All Council owned vehicles are to be registered, comprehensively insured and access to

roadside assistance. h. Employees provided with a Council vehicle that includes private use must, for FBT

purposes, complete annual FBT declarations, retain any personal receipts for expenditure for fuel and submit all receipts to the relevant Council Officer.

i. Employees provided with a Council vehicle that includes private use must, for FBT

purposes, on request, complete a log book and ensure each driver of that vehicle completes the log book as required.

j. Any incidents which result in damage to a Council vehicle should be reported as soon as

practicable to their Supervisor. k. All persons driving a Council vehicle shall hold a current Western Australian Driver’s

Licence. l. All employees allocated with a Council vehicle must complete form HR-A4 “Register of

Issue of Council Vehicle” and include a copy of their current driver’s license.

Policy Administration Division: Human Resources Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: Fringe Benefits Tax Calculation Date Adopted: 19 December 2019 OCM19/12/163 Reviews/Amendments: 15 December 2020 OCM20/12/221

POLICY HR002 – USE OF COUNCIL VEHICLES


POLICY INTENTION: To provide information and guidance on the use and availability of the Council’s light vehicle fleet. POLICY: 1. a. Chief Executive Officer As per employment contract. b. Deputy Chief Executive Officer/Director Corporate Services As per employment contract. c. Director Technical Services As per employment contract. d. Director Planning & Economic Development As per employment contract. e. Executive Manager Project Development As per employment contract. f. Manager Corporate Services As per employment contract. g. Manager of Works and Services As per employment contract.

h. Place & Community Development Coordinator Commuter use only. i. Works Supervisor Commuter use only. j. Coordinator Parks & Gardens Commuter use only. k. Ranger – if employed by Shire of Waroona i. For Official duties only. ii. Vehicle to be garaged at the Ranger's residence each night for security/call-outs. iii. Commuting use permitted as per negotiated agreement. l. Building Maintenance Commuter use only. 2. Pool Vehicles

i. All Council vehicles are to be utilised as pooled vehicles, being available for use by Councillors and employees for work purposes.

ii. Where necessary a pool vehicle may be garaged at an employee’s home when a journey starts or finishes out of normal business hours.

Policy Administration Division: Human Resources Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: Fringe Benefits Tax Calculation Date Adopted: 18 December 2018 OCM18/12/126 Reviews/Amendments: 17 December 2019 OCM19/12/163

POLICY HR003 – VOLUNTEER MANAGEMENT POLICY


POLICY INTENTION: The Shire of Waroona values the contribution and enthusiasm of community volunteers and recognises its responsibility to provide an environment where volunteers on behalf of the Council can work safely in an environment which seeks to minimise risk and the potential of injury. As such the Council will:-

Maintain a register of Shire volunteers to ensure volunteers are covered by Council insurance policies;

Comply with National Standards for Volunteer Management which represent and explain best practice in volunteer management;

Actively engage volunteer participation by residents; Respect the rights and interests of volunteers and staff; Ensure that the volunteer work complements the work of paid staff and services provided by

Council; Encourage and acknowledge the contribution of volunteers who provide services to the

community; and Ensure adequate orientation, support, training and supervision is provided for volunteers

during their period of volunteering. POLICY Introduction The following points identify policy considerations for volunteering involving organisations and can be addressed as part of the process to implement the national standards. Interview and employ volunteer staff in accordance with anti-discrimination and equal opportunity

legislation; Provide volunteer staff with orientation and training; Provide volunteer staff with a healthy and safe workplace; Provide appropriate and adequate insurance coverage for volunteer staff; Not place volunteer staff in roles that were previously held by paid staff; or have been identified

as paid jobs; Differentiate between paid and unpaid roles; Define volunteer roles and develop clear job descriptions; Provide appropriate levels of support and management for volunteer staff; Provide volunteers with a copy of policies pertaining to volunteer staff; Ensure volunteers are not required to take up additional work during industrial disputes or paid

staff shortage; Provide all volunteers with information on grievance and disciplinary policies and procedures; Acknowledge the rights of volunteer staff; Ensure that the work of volunteer staff complements but does not undermine the work of paid

staff; Offer volunteer staff the opportunity for professional development; Reimburse volunteer staff for out of pocket expenses incurred on behalf of the organization; Treat volunteer staff as valuable team members, and advise them of the opportunities to

participate in agency decisions;

Acknowledge the contributions of volunteer staff. Scope This policy applies to all management, employees, councillors and volunteers working on Shire activities or official Shire committees. Volunteer Register A register will be kept; Volunteers between the ages of 16 and 80 are covered for personal accident insurance. If volunteers are outside this age group, contact will be made with Local Government Insurance Services to seek approval for insurance cover. Policy Administration Division: Human Resources Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: Shire of Waroona Code of Conduct for Employees, Elected Members &

Committee Members Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY HR004 – EMPLOYEE USAGE OF WAROONA RECREATION AND AQUATIC CENTRE


POLICY INTENTION: This policy outlines the usage entitlements of Employees to the Waroona Recreation & Aquatic Centre. POLICY: “Casual” employee for this policy relates to: a. An employee working a minimum of 6 hours per week; or b. An employee employed specifically to provide coverage for full-time staff annual, sick and

special leave entitlements. General 1. Full-time, permanent part-time and casual employees are entitled to the following:

a. Free use of the pool, gymnasium, stadium and courts, including squash; b. Free entry to group fitness classes per week; c. Free equipment hire.

2. Full-time, permanent part-time and casual employees must pay full price for the following:

a. Centre organised programmes (e.g. swimming lessons, senior netball and other programmes developed from time to time);

b. Sports Club Competitions (e.g. basketball, squash, badminton); c. Crèche; d. Fitness assessments and personal training sessions; and e. Kiosk and merchandise items.

3. Employees covered by this policy must complete the appropriate paper-work at the Centre

prior to using the facility. A membership card will be issued which must be produced each time the Centre is frequented.

Policy Administration Division: Human Resources Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY HR005 – APPOINTMENT OF TEMPORARY STAFF


POLICY INTENTION: To provide guidance when considering the engaging of temporary staff. POLICY: 1. Where the employment of staff is required for temporary, relieving or special duties and

appropriate provision has been made within the budget, the Chief Executive Officer is empowered to engage such staff as is necessary to undertake the relieving or special duties.

2. Where the employment of staff is required for temporary relieving of special duties and either

the authorised budget provision has been allocated or no provision has been made, the matter shall be referred to the whole Council for direction.


POLICY HR006 – ANNUAL LEAVE – LONG SERVICE LEAVE


POLICY INTENTION: To provide information and guidance to all employees in relation to the taking of both Annual and Long Service Leave. POLICY: Annual Leave - Taking Of Staff are required to take annual leave within twelve (12) months of the leave becoming due, unless a deferment is granted in writing by the Chief Executive Officer. Long Service Leave - Taking of Long Service Leave entitlement will be taken in accordance with the Long Service Leave Regulations. Any variation to the Regulations must be applied for in writing and approved by the Council.


POLICY HR007 – TELEPHONE CHARGES


POLICY INTENTION: To provide information on the provision of telephone services to staff. POLICY: LAND LINE TELEPHONES: Chief Executive Officer As per employment contract. Deputy Chief Executive Officer/Director Corporate Services As per employment contract. Director Technical Services As per employment contract. Director Planning & Economic Development As per employment contract. Executive Manager Project Development As per employment contract. Manager Corporate Services As per employment contract. Manager of Works and Services As per employment contract. Ranger - if employed by Shire of Waroona Council shall pay all charges and the Ranger shall refund to Council 50% of the amount of all calls recorded and charged for.

MOBILE TELEPHONES:

Council will supply a mobile telephone for business and incidental private use where specified in individual employment contracts or as determined by the Chief Executive Officer.

Policy Administration Division: Human Resources Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: Nil Date Adopted: 18 December 2018 OCM18/12/126 Reviews/Amendments: 17 December 2019 OCM19/12/163

POLICY HR009 – WORKPLACE CLOTHING – PERSONAL PROTECTIVE EQUIPMENT (PPE) & UNIFORMS

Related Management Practice Yes – Workplace Safety (OSH) Manual Relevant Delegation No

POLICY INTENTION: To provide guidance on the allocation of protective clothing, uniforms and eye protection to existing and new employees. POLICY: 1. OUTSIDE STAFF PROTECTIVE CLOTHING a. All employees upon commencement of permanent appointment with the Shire of Waroona

shall receive –

- two (2) pairs of pants being either one set of, or the combination of one of each of to equal a pair of, long pants, shorts or jeans to the satisfaction of the Chief Executive Officer.

- one (1) pair of boots - one (1) safety hard hat - ear and eye protection - Three (3) hi visibility shirts, with embroidered name and logo. - one (1) high visibility jacket with embroidered name and logo. On the second year of employment, all permanently employed outside staff will receive – - Three (3) pairs of pants being either one set of, or the combination of one of each of to

equal a pair of, long pants, shorts or jeans to the satisfaction of the Chief Executive Officer.

- Three (3) high visibility shirts, with embroidered name and logo. - one (1) high visibility jacket with embroidered name and logo. - one (1) pair of boots

b. After this time, when previously issued protective clothing or footwear is obviously in need of replacement then such replacement shall be provided by Council on presentation, and to the satisfaction of the Manager of Works and Services.

c. The use of Council provided protective clothing shall be totally confined to use during normal

working hours. d. Wet weather gear shall be kept at the Works Depot in reasonable quality and quantity to

cover the normal probable requirement of such wet weather.

PRESCRIPTION EYE PROTECTION The Shire of Waroona as part of its commitment to Occupational Safety and Health in the workplace has established an Eye Safety and Conservation Program, which supports the Occupational Safety and Health Policy Statement. 1. The objective of this program is to eliminate eye hazards and resultant injury. It is to be

achieved through engineering and administrative controls, and supported where necessary by adequate eye protection equipment. Generally speaking, work procedures should be adapted to remove where possible the need for eye protection, but nevertheless some work areas and procedures may still require eye protection equipment to be supplied. Where required, the most appropriate protection must be sought and must comply with the requirements of Australian Standards, AS 1336, 1337, and 1338 and AS 1067.

2. A range of general eye protection equipment is available:

Wide Vision Goggles for dust and chemical applications, or shaded for gas welding. Faceshield for full facial protection against flying particles – e.g. grinding. Welding Helmet to protect the operator from radiation; fitted with the correct

shade of filter lenses. Safety Glasses for protection against direct impact eye safety hazards. Tinted Safety Glasses for protection of anti-flash (welding rays) or as safety

sunglasses for outside workers. Prescription Safety as for standard safety glasses issued, but fitted with the Glasses employee’s personal prescription lenses – subsidy available

(refer Point 5).

3. Selection of eye protection equipment should be based upon the following: Has proper attention been given to the removal of any hazards?

Conditions under which the employee is working

Nature of risk to eyes

Visual requirements of job function

Compliance with relevant Australian Standards

Condition of the employee’s eyesight.

4. Issue of eye protection equipment

4.1 Eye protection equipment may be issued for the following purposes:

i) for general protection for work procedures e.g. faceshield located at grinder; ii) personal issue to an employee; iii) for temporary use by a visitor.

4.2 Arrangements should be made by the Supervisor to supply the correct eye protection equipment, to ensure that no job function is performed unless the employee is suitably protected.

4.3 All eye protection equipment must meet the relevant Australian Standards, is job

function compatible and can be ordered through the employees/volunteers/work experience students supervisor.

5. Prescription safety glasses

For persons requiring prescription safety glasses in addition to standard eye protection, the following arrangements apply: i) if an employee/volunteer/work experience student works in an eye safety area, and if

they require prescription safety glasses there is a need for prescription safety glasses to be worn.

ii) the employee/volunteer/work experience student obtains from their personal

optometrist a pair of prescription safety glasses for use at work. iii) the employee/volunteer/work experience student submits an itemised receipt that

clearly shows that the prescription safety glasses are industrially hardened as per Australian Standards, together with a “Subsidy for Cost of Prescription Safety Glasses” form as per Attachment 7.25.1.1.

iv) the subsidy for the cost of initial prescription safety glasses will be up to a maximum

of $450. v) If clear view lenses are chosen and the employee requires sun protection eyewear

then fitovers will be provided. Replacement of fitovers will be in accordance with Clause 6.1(i).

6. Replacement of prescription safety glasses

6.1 After the initial purchase of prescription safety glasses, the Shire will replace or repair

such glasses under the following circumstances: i) where damage occurs as a result of normal wear and tear, or accidental damage

at the workplace where the employee/volunteer/work experience student has exercised reasonable care, during the employee’s job function;

ii) based on the employee receiving advice from a qualified Optician/Optometrist that his/her prescription has changed significantly enough to require new lenses, the Shire provide new lenses on an annual basis.

iii) where the employee/volunteer/work experience student still requires

prescription safety glasses to enable work to be carried out safely. 6.2 The employee/volunteer/work experience student shall apply for the replacement

subsidy through your Supervisor. 7. Advice

After 31 December 2013 any employee who does not have the appropriate safety eyewear will not be able to undertake duties that require safety eyewear protection. If you require safety eyewear for a significant portion of your occupation and you do not have the suitable eyewear you may be placed on forced leave until the correct eyewear is obtained. Attending appointments and cost of eye examination is the responsibility of the employee.

Further advice and guidance in respect to implementing this policy may be obtained from your Supervisor.

2. ADMINISTRATION / LIBRARY / VISITOR CENTRE / LICENSING STAFF

UNIFORMS

a. That in order to promote a corporate professional image and permanent salaried staff to be

identified with the Shire, to encourage a feeling of pride amongst staff, the Shire will provide corporate uniform clothing to the value of $400 in the first year of employment and $300 annually thereafter. Payment will be made direct to the supplier.

b. That, in conjunction with the annual subsidy of $300, the Shire will provide a payroll deduction

facility/sundry debtor account, whereby staff are permitted to repay any excess payment for the purchase of the uniform. All purchases are to be reimbursed within 6 months of purchase or 30th June in the financial year of purchase, whichever is sooner. All outstanding monies must be reimbursed before termination of employment.

c. Should an employee leave the service of Council within six months of receiving their initial

clothing order, the employee will be required to repay 50% of the original cost of the clothing. d. That staff participation in the corporate wardrobe is recognised as voluntary. e. The Shire endorses the corporate wardrobe and currently has an agreement with Local

Government Corporate Collection NNT, for their uniform provisions. f. That corporate uniforms be presented in a neat, clean and appropriate matter. g. That the cleaning and the repair of the corporate wardrobe is the responsibility of the

individual staff member. h. Permanent part time staff working less than 25 hours per week shall be entitled to a maximum

of $250 per year. i. To be eligible for a staff uniform allowance under this policy the uniform must be worn to work

on a regular basis. j. Staff uniform is not be worn outside of the workplace ordinary working hours unless

representing the organisation. Incidental use before or after work is acceptable. k. Staff who are provided with a work uniform or protective clothing are not eligible for a uniform

allowance under this policy. l. Staff are entitled to be reimbursed for purchases of other clothing items from a retailer of their

choosing as long as the overall look is the same as those items purchased from NNT and their Manager/Director approves the reimbursement (eg, pants, skirts, jackets in black/navy/charcoal, work appropriate button-up shirts etc.) This reimbursement will come off the overall annual allowance of $300.

3. RANGER / CARETAKER / CLEANER WORK CLOTHES

That Council provide the following:- Ranger – if employed by Shire of Waroona Four (4) uniform trousers (annually) Four (4) uniform shirts (annually) complete with Ranger identity markings. One (1) winter jacket (biennially) One (1) winter pullover (biennially) One (1) pair of safety boots (annually) Caretaker Purchase of appropriate cleaning attire and footwear up to the value of $300.00 per annum. The use of Council provided clothing shall be totally confined to use during normal work time for Council. Cleaner Purchase of appropriate cleaning attire and footwear up to the value of $300.00 per annum. The use of Council provided clothing shall be totally confined to use during normal work time for Council.

4. RECREATION/AQUATIC CENTRE STAFF

That Council supply staff at the Waroona Recreation and Aquatic Centre with the following clothing: Full Time Staff - Summer – 3 short sleeve printed shirts, 2 pairs black printed shorts per

annum. Winter – 3 long sleeve printed shirts, 2 pairs black printed track suit

pants per annum and 1 black long sleeve printed jacket every two years.

Shoes to the value of $100 per annum. Casual Staff - Summer – 2 short sleeve printed shirts, 1 pair black printed shorts per

annum. Winter – 2 long sleeve printed shirts, 1 pair black printed track suit

pants per annum and 1 black long sleeve printed jacket every two years.

Policy Administration Division: Human Resources Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: Workplace Safety Manual Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY HR010 – COUNCIL’S EMPLOYMENT POLICY

Related Management Practice Yes – Equal Opportunity Management Plan Relevant Delegation No

POLICY INTENTION: To provide a statement to be considered prior to the commencement of the employee recruitment process. POLICY: Staff appointments are to be made in accordance with Section 5.40 of the Local Government Act (1995), the Shire of Waroona’s Equal Opportunity Management Plan, and that no discriminating factors are to apply including the factor as to whether or not applicants live locally. Policy Administration Division: Human Resources Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: Local Government Act 1995 (S5.40) Equal Opportunity Management Plan Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY HR011 – MUNICIPAL WORKCARE INJURY MANAGEMENT – THE TEAM APPROACH


POLICY INTENTION: To ensure a positive and proactive response to all workplace injuries. POLICY: The Council will adopt the teams approach in relation to the management of Workers Compensation claims. This will involve the Council’s Occupational Safety & Health Officer (External Consultant) liaising on a personal basis with the injured worker, medical practitioner, Municipal Workcare and relevant Council staff. Policy Administration Division: Human Resources Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: Workplace Safety (OSH) Manual Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY HR012 – STAFF INVOLVEMENT – COMMUNITY GROUPS


POLICY INTENTION: To provide guidance when considering requests for the involvement of staff in community groups and organisations. POLICY: 1. All individual organisations are directed to appoint their own Secretaries and Treasurers and

where recommendations from such Committees are subject to Council’s approval, such recommendations must be submitted in writing. The appointed Council Delegate is to bring relevant matters from such meetings to Ordinary Council meetings, and whenever possible these should be included as Agenda or Information items.

2. That Council’s Senior Officers may act in an advisory capacity, and is to be at the discretion

of individual Officers. Policy Administration Division: Human Resources Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY HR013 – SALARY SACRIFICE


POLICY INTENTION: To provide guidance on the Council’s position in regards to requests from employees for the purpose of salary sacrifice. POLICY: That Council adopt the principal of Salary Sacrifice thus allowing employees the opportunity, to sacrifice as follows: 1. Superannuation: Available to all Employees. 2. Housing: That the Council will, for employees of a particular classification, as

determined from time to time, allow such classified employees access to salary sacrifice for the benefit of providing Council rental housing. This Policy applies to the following positions:

Chief Executive Officer Deputy CEO/Director Corporate Services Director Technical Services Manager of Works and Services Executive Manager Planning & Building Services Manager Corporate Services Director Strategic Development Town Planner Environmental Health/Building Officer Co-ordinator of Parks and Gardens Works Supervisor


POLICY HR014 – EMERGENCY SERVICE VOLUNTEERS (COUNCIL STAFF)


POLICY INTENTION: To provide direction to employees who maybe or proposing to be volunteers of an emergency service. POLICY: Registered Emergency Service volunteers employed by the Council be allowed reasonable time off during normal working hours without loss of pay, when requested to provide emergency assistance. Policy Administration Division: Human Resources Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY HR016 – MOTOR DRIVERS LICENCES


POLICY INTENTION: To acknowledge that all employees are required to hold a current motor drivers licence as a condition of their employment and accordingly the Council will cover the cost of such a license. POLICY: Council accepts responsibility to renew each employee’s Motor Driver’s Licence upon expiry. Each employee is to present his/her Motor Driver’s Licence to the Deputy Chief Executive Officer/Director Corporate Services for each twelve (12) month renewal. Policy Administration Division: Human Resources Contact Officer Position: Deputy Chief Executive Officer / Director Corporate Services Parent Legislation: Internal Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY HR017 – SENIOR STAFF PERFORMANCE & REMUNERATION REVIEW


POLICY INTENTION: To provide guidance on the conduct process for performance reviews of the Chief Executive Officer. POLICY: That delegation be given to the Council Staff Management Committee the power to undertake the annual Performance and Remuneration Review of the Chief Executive Officer (CEO) in accordance with the CEO’s Contract and that decisions made by the Committee are binding on the Council. Policy Administration Division: Human Resources Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY HR018 – PROFESSIONAL MEMBERSHIP SUBSCRIPTIONS


POLICY INTENTION: To provide direction on the Councils obligations to commit to the payment of professional association memberships on behalf of an employee. BACKGROUND: Individual officers may also be members of 2 or more associations. POLICY: The Council is not responsible for the payment of Professional Membership Subscriptions on behalf of an employee. This policy does not apply to employees engaged on fixed term employment contracts containing a specific clause requiring the Council to pay the subscription. Policy Administration Division: Human Resources Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY HR019 – WAGES DISCREPANCIES & OVERPAYMENT


POLICY INTENTION: To provide guidance in situations of overpaid wages, salaries and/or allowances. POLICY: That any wages or salary overpayments which occur are to be recouped from employees affected by such overpayments. Policy Administration Division: Human Resources Contact Officer Position: Deputy Chief Executive Officer / Director Corporate Services Parent Legislation: Internal Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY HR020 – DEDUCTIONS FROM SALARIES & WAGES


POLICY INTENTION: To provide approval for deductions to be made from employee payroll. POLICY: Provided the proper authorisation is supplied by each employee, approval is granted for deductions to be made from employee salaries and wages. Policy Administration Division: Human Resources Contact Officer Position: Deputy Chief Executive Officer / Director Corporate Services Parent Legislation: Internal Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY HR021 – ROSTERED DAYS OFF


POLICY INTENTION: To provide information on the conduct of rostered days off (RDO’s) for administration staff. POLICY: a. Rostered Days Off are calculated on a nineteen (19) day month. This equates to thirteen

(13) rostered days off per year. As one (1) RDO is forfeited in conjunction with Annual Leave this leaves one (1) RDO per month.

b. To successfully implement the RDO system the following hours must be adhered to:

4 Days per week 8am to 4.30pm or

8.30am to 5pm - ½ hour lunch break 1 Day per week 8am - to 4.30pm or

8.30am to 5pm - 1 hour lunch break This policy does not apply to employees engaged in Directorship or Managerial roles. Policy Administration Division: Human Resources Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY HR022 – ALCOHOL AND DRUG WORKPLACE POLICY


POLICY INTENTION: The purpose of this policy is to implement a fair and proactive alcohol and other drugs screening program that will contribute to the safety and health of all employees and contractors of the Shire of Waroona. The Shire is committed to safety as the major priority for all of its operations. The goal is to perform work in such a manner that the potential for injury is reduced. It is the intention to create an environment where employees and contractors recognise the health and safety risks of misusing alcohol and other drugs and thus provide an opportunity for them to obtain assistance to avoid such misuse. POLICY: Scope This policy outlines the circumstances and methods for the screening tests of Shire employees and contractors for alcohol and other drugs and describes the processes which will be adopted following a positive test and the course of events for the employee or contractor who has tested positive to alcohol or another drug. This policy has also been formulated so that Shire employees and contractors recognise the potential impact of alcohol and drug misuse for both themselves personally and in the work environment for the safety of all. This policy applies to all staff at corporate functions, events, and meetings including Council, Advisory, Committee and staff meetings, and any other forum of official business of Council and Council Officers, on Council premises. The Alcohol and Drug Workplace Policy is an intrinsic component of the Shire of Waroona’s commitment to safety. Definition While this policy refers specifically to alcohol and illicit drugs, it is intended to apply to all forms of substances affecting the central nervous system. For the purpose of this policy, “under the influence” is a situation in which the influence of alcohol or drugs, or the combination of alcohol and drugs, may affect personnel in any detectable manner. This workplace policy shall form part of each employee’s and contractor’s induction into the Shire workforce and shall be reinforced by management. Fairness and dignity will be an absolute priority in the implementation of the policy. 1. Safety in the Workplace and Fitness for Work

Employees and contractors are obliged to present themselves for work in a fit state so that when undertaking normal work activities, they do not expose themselves, their co-workers or the public to unnecessary risks to health and safety.

It is the employee’s or contractor’s responsibility to advise their supervisor if they are taking any prescribed drug or medication that may affect their fitness for duty or work performance. The individual should also find out from their doctor or pharmacist what the effects of any prescribed drugs are on their work performance.

2. Welfare of the Individual

The welfare of employees and contractors, as well as being the responsibility of the Shire as the employer, is also the responsibility of each individual. It is therefore each employee’s or contractor’s responsibility to ensure that they do not place themselves or any other person or member of the public in an unsafe work environment. The health and safety of all people is paramount.

If a manager or supervisor has justifiable cause to doubt a person’s fitness for duty, the Chief Executive Officer may have them removed from the workplace and may initiate any reasonable action considered necessary as detailed in the Shire of Waroona Fitness For Work procedure.

If it is believed that the use of alcohol or drugs renders risk to the health or safety of the employee, contractor, co-workers or the public, the CEO reserves the right to remove the employee from duty pending an urgent medical examination to determine fitness for duty.

3. Applicable To

This policy applies to all Shire Councillors, employees and contractors. 4. Alcohol and Drugs in the Workplace

This policy primarily focuses on alcohol and drug dependence that affects the work performance of the individual and is directed toward maintaining a satisfactory level of employee health, safety and work performance.

During normal business hours, the use of alcohol and drugs in the workplace, including Council premises, parks, reserves, vehicles, plant or any other Council building or physical asset, is prohibited.

During normal business hours, the Chief Executive Officer may permit the consumption of alcohol where circumstances warrant such as when Council sponsors a social event like a Christmas Party, or special organised functions such as the retirement of an employee. Consumption of alcohol for gatherings of employees as part of the staff social club, for team building, or where the CEO deems it appropriate to recognise effort, will also be permissible. The provision of low percentage alcohol beverages will be served as a preference at all functions and soft drink, water and substantial food will also be provided.

5. Testing of Employees for the presence of Drugs and/or Alcohol

Testing will be undertaken under the following circumstances: As part of an employee pre-employment medical by a medical practitioner. Where there is the suspicion of an employee or contractor being under the influence

of alcohol or other drugs. o If any employee or contractor suspects that another employee or contractor is

under the influence of alcohol or other drugs, they should contact their immediate supervisor.

o The employee or contractor should be advised that they are suspected to be under the influence of alcohol or other drugs and screening tests will be carried out.

o The employee or contractor subject to the testing may ask for an independent witness, who must be immediately available. If their witness is not immediately available, the tester will organise a witness.

At random. All results of any tests will be recorded. Testing following any Traffic Incident/Accident Following any traffic accident, the employee driving a motor vehicle or heavy equipment vehicle, or an individual associated with the accident, may be alcohol and drug tested. Testing following any Incident/Accident at the Shire Works Depot, Administration

Office or Site Works Following any incident/accident within the areas mentioned above, the employee, or an individual associated with the incident/accident, may be alcohol and drug tested. Failure to undertake Testing All alcohol and drug testing will be undertaken in normal business hours. Should an employee refuse the test, the employee shall be counselled that refusal supports the suspicion of the employee being under the influence of alcohol or other drugs and should refusal persist, the employee will be sent home without pay and be required to undergo testing before resuming work.

6. Authorised Testers

Consistent with the Shire of Waroona’s obligation to provide a safe workplace for its employees and contractors, the Fitness for Work procedure will be used with respect to the prevention of impairment as a result of alcohol and/or drugs.

In the presence of the employee’s witness, testing may be undertaken by:

Alcohol – undertaken by a hand-held breathalyser unit in accordance with AS3547– by a Nationally Recognised Drug and Alcohol Testing Officer or a medical practitioner appointed by the Shire of Waroona.

Drugs – undertaken by Oral fluid (saliva) sample and testing unit in accordance with AS4760:2006 – by a Nationally Recognised Drug and Alcohol Testing Officer or a medical practitioner appointed by the Shire of Waroona.

7. Positive Results from Alcohol and Drug Testing

The test results delivered by the Testing Authority will be binding on the employee. First Positive Test

Should a breathalyser test indicate 0.02% BAC (Blood Alcohol Concentration) or more, or should the employee test positive to drugs, the employee shall be provided with transport home and be paid for work done until the time that the testing was carried out. Before returning to work after recording a positive test result, the employee will be retested and must record a test result below the nominated threshold value before being allowed to start work. They will be advised of the impact of the situation and that counselling is available. The employee will also be cautioned about the consequences in the event of any repeat episode. The results and advice will be provided in writing to the employee and recorded in their personnel file. They will be informed of possible individual testing at a random date in the near future. The immediate supervisor will be present at these discussions, together with any witness of the employee’s choosing.

Second Positive Test An employee who registers over 0.02% BAC or tests positive to other drugs a second time shall be required to undertake professional counselling. If the requirement of the counselling is refused, then the employee will be disciplined accordingly. Suspension without pay will be enforced until the matter is resolved. Third Positive Test If an employee registers 0.02% BAC or tests positive to illegal drugs a third time, they shall be encouraged to receive further professional counselling. In the interests of the employee’s own safety and of the safety of other employees of the Shire, their employment will be terminated.

Policy Administration Division: Human Resources Contact Officer Position: Chief Executive Officer Parent Legislation: Other Relevant Documents: Fitness for Work Procedure Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY HR023 – EMPLOYMENT APPOINTMENT POLICY


POLICY INTENTION: Council is committed to ensuring recruitment and selection of prospective employees is in accordance with relevant employment legislation. Effective employee selection and the subsequent management of employees are critical to the success of the Council and the provision of services to the community. This success depends on Council’s ability identify, attract and develop employees. Council is committed to an effective and professional method of selecting employees that is consistent with organisational values. Council aims to attract and appoint highly skills and motivated employees who will aim to meet agreed objectives and performance improvement goals. For every recruitment and selection decision, the Chief Executive Officer will aim to ensure the best person for the job is appointed. POLICY: a. That the appointment of the Chief Executive Officer shall be made by Council. The

appointment of designated Senior Staff shall be made by Council on the recommendation of the Chief Executive Officer in accordance with Section 5.37(2) of the Local Government Act (1995).

b. The Chief Executive Officer, in consultation with the Staff member’s immediate Supervisor, be empowered to dismiss or suspend subordinate staff in accordance with provisions of the Industrial Relations Reform Act with respect to fair procedure and unfair dismissal.

c. That all employee appointments be subject to the following:- Appointee be required to produce a Medical Certificate, at Council expense which indicates a full summary of the appointees health and ability to undertake work for the Shire and a National Police Clearance check. Policy Administration Division: Human Resources Contact Officer Position: Chief Executive Officer Parent Legislation: Local Government Act 1995 Other Relevant Documents: Fair Work Act 2009 Equal Employment Opportunity Act 1984 Sex Discrimination Act 1984 Racial Discrimination Act 1975 Disability Discrimination Act 1992 Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY PR001 - BUILDING PERMIT FEES - REFUNDS Related Management Practice No Relevant Delegation No

POLICY INTENTION: To provide clarity regarding refunds of Building Permit Application fees. POLICY: That in all cases where a Building project is abandoned and refund of Building Permit fees is sought by the Applicant:- a. That 50% of fees paid be reimbursed if the claim is made within 12 months of issue of the

Building Permit and; b. That no refund is payable after expiry of 12 months from date of issue of the Permit, as the

Permit is then void. c. The cost of the refund shall be recorded as an expense to the Council’s donation account

0212. Policy Administration Division: Planning & Regulatory Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY PR002 - BUILDING PERMIT FEES – WAIVING OF Related Management Practice No Relevant Delegation No

POLICY INTENTION: To provide clarity regarding waiving of Building Permit application fees. POLICY: Council will waive the Building Permit Fee for Community Groups erecting Buildings on Council owned, or vested land. The cost of the exemption shall be recorded as an expense to the Council’s donation account 0212. Policy Administration Division: Planning & Regulatory Contact Officer Position: Chief Executive Officer Parent Legislation: Internal Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY PR003 – TEMPORARY ACCOMMODATION


POLICY INTENTION: To ensure consistency in the assessment and issuing of temporary accommodations permits. POLICY: a. Council gives the Chief Executive Officer delegated authority to approve of camping on land

within its district under the Provisions of Regulation 11(2)(c) of the Caravan Parks and Camping Grounds Regulations.

b. Council will only approve of camping under the provisions of Regulation 11(2)(c) of the

Caravan Parks and Camping Grounds Regulations in Rural Zones. c. Approved sanitary facilities be installed and initial construction of the dwelling to finished floor

plate height must have been completed to a level acceptable to the Executive Manager Planning & Building prior to Temporary Accommodation being approved.

d. The Statutory Declaration titled “Schedule 1 - APPLICATION TO OCCUPY A CARAVAN ON

A RURAL LOT” be filled in appropriately and signed by the applicant on applying to Council for permission to temporarily reside on a rural lot.

e. Construction work on the dwelling proceeds at a steady pace as determined by the Executive

Manager Planning & Building to maintain the Temporary Accommodation permit. f. Satisfactory arrangements are made and maintained with regard to potable water supply,

garbage disposal and electricity supply for the person residing in the temporary accommodation.

Policy Administration Division: Planning & Regulatory Contact Officer Position: Executive Manager Planning & Building Parent Legislation: Caravan Parks & Camping Grounds Regulations Other Relevant Documents: Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY PR004 – FOOTINGS DESIGN – ENGINEER’S CERTIFICATE


POLICY INTENTION: To provide guidance to applicants regarding details required to be submitted with Building Permit applications. POLICY: The Council requires a practising Structural Engineer’s certificate as to the adequacy of the footings design prior to a building permit being issued for dwellings within the Shire. Certification must take into account the site conditions in each case. This requirement may be waived by the Building Surveyor if the site is sandy and the building is small and single storey.

Policy Administration Division: Planning & Regulatory Contact Officer Position: Executive Manager Planning & Building Services Parent Legislation: Internal Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY PR005 – RETAINING WALLS


POLICY INTENTION: To provide guidance to applicants regarding details required to be submitted with building permit applications for retaining walls. POLICY: All retaining walls that may affect an existing or proposed building, or an adjoining property, are required to have Council approval. To obtain a Building Permit, the following information is required: Site plan Water corporation approval Structural details Structural Engineers Certification (for walls over 500mm high) Completed application form and fees Site Plan A plan at a scale not less than 1:500 showing the location of the retaining wall, existing and proposed ground levels, and all existing and proposed structures. The applicant in all cases must highlight the maximum height of the wall. It should be noted that the whole of the wall and/or footing and all drainage must be located within the lot in question. Water Corporation Approval If you live in a residential area, to ensure you are not building over existing or proposed underground services you are required to obtain approval from the Water Corporation prior to submitting your application to Council. In some cases the Water Corporation may recommend alterations to footings or setbacks to accommodate any underground services. Section A fully dimensioned cross sectional detail is to be submitted indicating: The type of construction - (Rock, Brick, etc) Height & width of wall Footing specification (if any) Structural Engineer’s Certificate All retaining walls over 500mm are to be certified by a practising structural engineer. NOTE: Two copies of your drawing showing the structural engineer’s (original) signature on each (i.e. not a photocopy) are to be submitted.

Retaining Walls on or at the Boundary The applicant is required to submit to Council comments from affected neighbours for consideration. It is suggested that the applicant shows the neighbours the drawings and if in agreement the neighbour signs the drawings and states that they agree with the proposal. Enquiries may be made to the Executive Manager Planning & Building Services by phone on (08) 9733 7800 or at the Council Offices between 9.00am and 4.00pm.

Policy Administration Responsible Directorate/Division: Planning & Regulatory Contact Officer Position: Executive Manager Planning & Building Services Relevant Legislation: Internal Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY PR006 - LOCAL PLANNING POLICY 1 - HERITAGE Related Management Practice No Relevant Delegation No

POLICY INTENTION:

1. Identify places for inclusion on the Heritage List for the purposes of Part 3 of Schedule 2 to the Planning and Development (Local Planning Schemes) Regulations 2015.

2. Identify places for which planning consent may be required for works. 3. Provide appropriate planning protection for a range of places identified as having

heritage significance; and 4. Provide for the preservation and enhancement of the context of heritage places, such

that development that would degrade or compromise the heritage value of heritage places is discouraged.

POLICY: Heritage List Heritage List Place #:

MI Ref:

MI Category:

Place Name:

Particulars of Property:



1 WO1 2 Hamel Hall Reserve 22749, corner of Cornucopia & Cullinga Streets, Hamel

No No

2 WO2 1 Hamel Nursery

Portion of State Forest No. 60, corner of James and Burney Roads, Hamel

Yes Yes

3 WO5 1 Drakesbrook School

Reserve 43034, De Hamel Street, Waroona

Y Yes

4 WO6 2 Nestle Factory

Lot 400, McLarty Street, Waroona

No Yes

5 WO8 2 Drakesbrook Road Board Building

Reserve 8833, corner of South Western Highway & Millar Street, Waroona

No No

Heritage List Place #:

MI Ref:

MI Category:

Place Name:

Particulars of Property:



6 W10 2 Waroona Cemetery

Reserve 4835, Mitchell Avenue & Logue Street, Waroona

No No

7 W11 2 Vision Splendid Gardens

Lots 335 & Pt 340, Parnell Street, Waroona

No No

8 W12 2 Wagerup Post Office

Lot 203, South Western Highway, Wagerup

No No

9 W14 2 RSL Memorial Hall

Reserve 8746, South Western Highway, Waroona

No No

10 W15 2 Irrigation Office

Lot 2 (formerly Lot 79), South Western Highway, Waroona

No No

11 W21 2 Brookside Lot 44, McNeill Road, Waroona

No Assessment undertaken by HCWA for nomination to State Register in 1998 and 2000. Deemed as ‘below threshold’ and not entered.

12 W25 1 Railway Cottages (former)

Railway Reserve, south of Logue Street crossing of Railway, Waroona

Yes Yes

13 W27 2 War Memorial Reserve 8746, corner of South Western Highway & Logue Street, Waroona

No No

Policy Administration Responsible Directorate/Division: Strategic Development Contact Officer Position: Senior Town Planner Relevant Legislation: Planning & Development (Local Planning Schemes) Regulations 2015 Other Relevant Documents: Municipal Heritage Inventory; Local Planning Scheme No. 7 Date Adopted: 28 May 2019 Reviews/Amendments:

POLICY PR007 - LOCAL PLANNING POLICY 2 - SIGNAGE Related Management Practice No Relevant Delegation No

POLICY INTENTION: 1. To ensure signage relates to the approved use taking place at the building or land on which it is

located. 2. To ensure that signs are designed to be sympathetic and harmonious with the area’s amenity,

streetscape and surrounding environment. 3. Encourage advertising which complements the natural and urban environment whilst minimising

any negative impacts. 4. Promote a high standard of design and presentation. 5. Minimise clutter of advertising signs on any one property and along street frontages. 6. Control the erection of signs (size, type, location and quality) so as to minimise the proliferation

of signs, prevent visual pollution and not detract from the amenity of an area. 7. To ensure that the scale of a sign is appropriate to the size of buildings and the lot frontage. 8. Ensure that the visual quality and character of localities and transport corridors, particularly

highways, major roads and tourist routes, are not eroded. 9. To provide preferred development standards for signs in terms of illumination, area, dimensions,

text, graphics and images etc. POLICY: Definitions In this policy, unless the context otherwise requires: “Advertisement” means any word, letter, model, sign, placard, board, notice, device or representation, whether illuminated or not, in the nature of, and employed wholly or partly for the purposes of, advertisement, announcement or direction, and includes any hoarding or similar structure used, or adapted for use, for the display of advertisements. The term includes any airborne device anchored to any land or building and any vehicle or trailer or other similar object placed or located so as to serve the purpose of advertising. “Advertiser” means any person or any group comprised of the landowner, occupier, licensee or other person having an interest in, or drawing benefit from, the display of an advertisement concerned. In this Policy, “advertiser”, “applicant” and “proponent” have the same meaning. “Advertising device” means any object or structure on which any word, letter, number, symbol, figure, drawing, image or other representation or message whatsoever is written, placed, affixed, attached, painted, projected or otherwise displayed or on which provision is made for the same, for the purpose of giving any message or direction or promoting or publicising any business, project, function, enterprise, or undertaking, or any function or event, or any person, body or group, or any product or article, or other thing whatsoever, and includes an airborne devise anchored to any land, building or other thing whatsoever, and also includes any vehicle or trailer or other similar object placed or located so as to serve the advertising purpose hereinbefore referred to. “Amenity” means the quality and the conditions and characteristics of a locality or a lot or building (as the context requires) which contribute to their pleasantness and harmony and better enjoyment. “Bill posting” means the attaching, sticking, painting, or stenciling of any bill, poster, placard or advertisement on any building, structure, fence, wall hoarding, sign post, pole, blind or awning or on any tree, rock whether erected upon private property or upon a public place and to “post a bill” has a corresponding meaning.

“Directional sign” means a sign erected in a street or public place to indicate the direction to another place, service or business but does not include any such sign erected or affixed by Council or Main Roads Western Australia. “Main roads” and “Highways” are roads which are the responsibility of Main Roads Western Australia. “Sign” has the same meaning as “advertisement”. “Third party properties” means properties which are not owned by the advertiser and/or from sites where the business or service is not operating. “Tourist routes”, which are non highways and major roads, means the key tourist routes of Nanga Road and Nanga Brook Road. Other definitions are set out in table 1 in the definitions column. Sign development standards (additional to the development standards in Table 1)

Except for hoardings or illuminated directional street signs, signs shall only display the following:

• the name of the occupier/s of the business; • details of the business carried at the premises; • details of the goods sold in the premises to which it is affixed; and • any other information specifically approved by Council.

No sign shall:

• not relate to the land use or occupancy of that land (i.e. advertising that promotes business or activities elsewhere or products or services names will not generally be permitted), unless otherwise specifically approved by Council;

• permitted which is set out in Table 2 of this policy; • be free standing sign above a roof; • be attached to a tree that is living;

Signs on third party land

Generally, signs should be located on land or buildings on which is conducting a business or profession which the sign relates. Council may, following appropriate justification from an applicant, consider signs on “third party” freehold properties.

Third party advertising signs adjacent to primary regional roads

1. Signs are to be restricted to locations adjacent the Forrest Highway only. 2. No Third Party Advertising will be permitted along the South Western Highway and Old Coast

Road. 3. A maximum of four (4) Third Party signs are to be located along the Forrest Highway. This number

includes existing signs. 4. Signs must be located at least one kilometre from any other third party sign. 5. Where possible signs are to be co-located near other infrastructure such as bridges, mobile phone

towers or high voltage electrical lines in order to minimise the impact on the skyline and the general landscape.

6. The location and positioning of signs are not to result in the removal of vegetation. Where absolutely necessary and where no alternative site can be found, the removal of vegetation is to be minimised and the vegetation removed is to be replaced on a suitable location on site.

7. Access platforms, safety or lighting devices should be designed and constructed as an integrated part of the sign structure so that these devices do not visually dominate the design of the sign when viewed from the highway.

8. Any sign illumination to be designed so that it does not result in overspill or glare to vehicles on the highway or buildings on land in close proximity to the sign.

9. The sign face is to be designed in a clear, easily read manner that will not distract driver attention. 10. The design of signs shall be consistent with existing third party signs approved by council with

regard to size, height and advertising area. Siting restrictions near highways, main roads and key tourist routes Council will generally not permit the siting of advertising signs on or in the vicinity of highways, major roads and key tourist routes when they provide vistas for the surrounding landscape. The protection of these vistas is important from a tourism and amenity viewpoint. Council may consider the erection of suitable advertising signs near highways, major roads and key tourist routes where the signs are:

• on freehold land; and • located on land or buildings on which the business or profession relates; or • for community development or advertising road safety.

Council will require that signs are sited to minimise the impact upon surrounding vistas and to minimise impacts on the area’s amenity.

TABLE 1 SIGNAGE DEFINITIONS AND DISCRETIONARY DEVELOPMENT STANDARDS

SIGN DEFINITION DISCRETIONARY DEVELOPMENT

STANDARD BANNER SIGN A vertical or horizontal sign made

of light weight, non-rigid material, such as cloth, canvas or similar fabric attached at one or both ends.

• Maximum height: 1.0m • Maximum length: 2.0m • May be placed on the face of a building at street

level providing it can be demonstrated that it will not create safety concerns or inconvenience for pedestrians.

• Must not project beyond the face of the building. • Shall not be erected for a period of more than 30

days. ENTRY STATEMENT SIGN

A fence or wall constructed of masonry or other materials to identify the entrance of an estate and may include, but not limited to, a sign promoting the estate name.

• The size, form and design are at the discretion of Council and will be assessed having regard to the Signage Performance Criteria and policy objectives.

• Signs shall be located entirely within private property.

• Where an Entry Statement Sign contains an estate name, it shall also include the locality.

ESTATE DEVELOPMENT SIGN

A sign mounted on one or more support poles, erected on a lot within a subdivision or development estate, displaying information about the estate such as the estate name, the plan of subdivision or development, the estate features, sales and real estate agency contact details.

• Maximum height: 6.0 metres • Maximum length: 3.0 metres • Minimum clearance from the ground: 2.4

metres, unless the sign is designed as such that the underside of the face area is located at the ground level.

• Minimum land area to be developed: 1ha • Maximum display period: Generally 2 years. • Shall be removed within 30 days of 95% of lots

or buildings within the estate or applicable stage being sold.

• Content is predominately for directional purposes.

• Is generally located within 1km of the land development estate or subdivision and is in close proximity to the-nearest road intersection.

HOARDING (BILLBOARD)

A detached structure, other than a pylon sign, that is erected for the sole purpose of displaying a sign or signs and does not include a hoarding within the meaning of

• Only permitted in restricted locations at the discretion of Council and must include information that is of community interest.

• The size, form and design are at Council’s discretion.

Section 377 of the Local Government Act 1995, as amended.

• A hoarding shall not:

• be erected on land that is zoned for residential purposes by a Local Planning Scheme;

• except with the approval of Council be erected within 15 metres of a street or other public place and in any case not closer than its own height to a street or public place;

• An approval issued in respect of a hoarding is

valid for the period specified in the Permit but not exceeding 5 years.

• The permit fee for a hoarding is the annual Permit fee prescribed by Council from time to time and is payable annually so long as the hoarding is maintained with the approval of Council.

HORIZONTAL SIGN A sign affixed or painted on a building or structure where its largest horizontal dimension exceeds its vertical dimension.


• Maximum height: 1.5m • Maximum width: 300mm (the proposed width

shall not encroach public areas or road reserves in an adverse manner)

• Maximum length: 5.0m • Minimum Clearance to Ground Level: 2.4m • May be illuminated. When attached to an awning or verandah:

• Maximum height: 500mm or if attached to a

fascia the sign shall not project beyond the height of the fascia whichever is shorter.

• Maximum width: 300mm (if attached to a fascia, the proposed width shall not encroach public areas or road reserves in an adverse manner).


• Minimum distance from any other Awning/Verandah sign or Horizontal Wall Sign: 2.4m


• Minimum Clearance to Ground Level: 2.4m • May be illuminated.

ILLUMINATED SIGNS Means a posted or painted advertisement externally illuminated by artificial source of light.

An illuminated sign shall:

• have any boxing or casing in which it is enclosed constructed of incombustible material;

• have its electrical installation constructed and maintained to the satisfaction of the appropriate electricity supply authority;

• be maintained to operate as an illuminated sign; • not have a light of such intensity as to cause

annoyance to the public; and • not reflect the illuminated sign with a flickering

frequency which would impact on a residential area.

INFORMATION PANELS

Means a panel used for displaying government and local government notices, functional and dated announcements of a religious, educational, cultural, recreational or similar character, general information for the benefit of the

Council may provide information panels and permit the inclusion of advertisements in such panels upon any conditions it thinks fit.

public and travellers and general commercial advertising.

MOVEABLE SIGN A sign that can be moved and or is attached to a structure that is capable of being moved under its own power or with assistance.

Movable signs are not supported where, in Council’s opinion, the sign would obstruct pedestrian, cyclist or vehicle movements or sightlines or obstruct access or views from any other premises. Moveable signs may be supported by Council where relevant safety and other planning considerations are suitably met. This is subject to: • any moveable sign should typically be located as

close as possible to the premises to which it relates, unless Council is satisfied that there are circumstances which make this difficult and that an alternative location has been identified, which is to the satisfaction of Council;

• the advertiser/operator is required to maintain an appropriate Public Liability Insurance covering the placement of the moveable sign on the footpath within the Waroona town centre that indemnifies Council to the satisfaction of Council;

• moveable signs shall only remain in public places while the shop or business is open for trading; and

• moveable signs within road reserves are to be removed at the close of trading each trading day.

PYLON SIGN Means a sign supported by one or more supports and not attached to a building and includes a detached sign framework supported by one or more support posts to which sign infill’s may be added. Includes a monolith sign (a pylon sign which is infilled from the ground level to the top of the sign to appear as a solid wall and where the supporting columns cannot be seen).

• Maximum height: 6.0m • Maximum length across the face of the sign:

2.5m • Maximum width: 500mm • Minimum clearance from ground level: 2.4m,

unless the sign is designed as such that the underside of the face area is located at the ground level.

• Minimum distance from any other pylon sign: 10m

• One pylon sign per road frontage or one for every 50m of linear road frontage.

• Be geometrically two sided (i.e. not “v” shaped). • Individual pylon signs in close proximity to each

other will not be supported for individual tenancies where multiple units/tenancies exist or are proposed to exist on a lot. The pylon sign/s shall be designed to provide one infill panel for each unit/tenancy on the lot and where this occurs the maximum height may be increased to 7.0m.

• May be illuminated. ROOF SIGN Means a sign or advertising

device erected on or attached to the roof of a building.

• Maximum height: 750mm • Maximum length: 4.5m • Maximum distance between top of sign and roof:

750mm • Maximum height of building: 7.5 metres • May be illuminated. • When ascertaining the height of the main building

above ground level for the purpose of this section, any part of the roof at the point where the sign is to be erected that is provided solely for the purpose of architectural decoration shall be disregarded.

SEMAPHORE SIGN Means a sign affixed to a building or wall and supported at, or by, one of its ends only.

A semaphore sign shall: • afford a minimum headway of 2.7 metres; • be fixed at right angles to the wall to which it is

attached;

• not project more than 1 metre from the point of attachment nor be of greater height at any point than 1 metre;

• be fixed over or adjacent to the entrance to a building; and

• not be fixed under or over any verandah. Not more than one semaphore sign shall be fixed over or adjacent to any one entrance to a building.

TETHERED SIGN A sign which is suspended from, tethered or tied to any structure including poles or other object (with or without supporting framework). The term includes flags (moveable or permanent) and lighter-than-air and inflatable devices such as balloons and blimps.

Maximum height: • Flags: 900mm • Inflatable devices: 7.0 metres Maximum diameter: • Flags: N/A • Inflatable devices: 4.0m Maximum Length:

• Flags: 1.6m • Inflatable devices: If applicable, at Council’s

discretion.

• Minimum height from ground: 2.7 metres • Maximum height from ground: 8.0 metres • Minimum distance from any pylon sign: 10

metres • Shall be located wholly within the boundaries of

the subject lot. • Inflatable devices and moveable flags shall only

be erected for a maximum period of 2 weeks at a time and may only be erected on the property no more than 3 times in each calendar year. A minimum of 4 weeks must elapse between displays of an inflatable sign or moveable flags.

• A maximum of one inflatable device or two moveable flags may be erected at a property or tenancy for a limited period at any one time for larger showroom and/or retail outlets to promote a special event/sale.

TEMPORARY SPORTING & COMMUNITY SIGN

Means a temporary advertisement erected by a sporting or community group for the purpose of advertising a sporting or community event (e.g. cultural activities, sporting registration days, arts & crafts fairs and market days or other events of public interest).

• Maximum height: 1.5m • Maximum length: 3.0m • Maximum width: 300mm • Shall not be illuminated or contain fluorescent,

reflective or retro reflective colours. • Shall be limited to show the name, location and

date of the event. • Shall be limited to one sign per road frontage. • Shall be exhibited for not more than 20 days

before the event and shall be removed no later than 2 days after the conclusion of the event.

• The sign writing shall be of a professional standard and quality, to the satisfaction of Council.

• Shall not be within road reserves or other public land without

TOWER SIGNS Means a sign affixed to, or placed on a chimney stack or an open structural mast or tower.

A tower sign shall not, unless otherwise approved by Council: • indicate or display any matter other than the

name of the owner or occupier of the land or premises on which the mast, tower or chimney stack is erected;

• if illuminated, be a flashing sign; • exceed in height one-sixth of the height of the

mast, tower or chimney stack on which it is placed; and

• • exceed in width the width or diameter of the mast, tower or chimney stack on which it is placed.

VERANDAH SIGN Includes a sign above a verandah fascia, a sign on a verandah fascia and a sign under a verandah.

A sign comprising free-standing lettering only may be erected above the outer fascia of a verandah parallel to the kerb if the lettering does not exceed 400 millimetres in height and is mounted on a base of at least 75 millimetres in width. A sign fixed to the outer or return fascia of a verandah: • shall not project beyond the outer metal frame or

surround of the fascia; and • if it is an illuminated sign may be of changing

colours but shall not emit a flashing light. A sign under a verandah shall: • not weigh more than 50 kilograms; • not, if it exceeds 300 millimetres in width be

within 1.4 metres, or where it does not exceed 300 millimetres in width be within 1 metre, of the side wall of the building, measured along the front of the building before which it is erected;

• not, if it exceeds 300 millimetres in width, be within 2.7 metres, or where it does not exceed 300 millimetres in width be within 1.75 metres, or another sign under that verandah;

• be fixed at right angles to the front wall of the building before which it is erected except on a corner of a building at a street intersection when the sign may be placed at an angle with the wall so as to be visible from both streets; and

• be so placed that the centre of its base longitudinally is equidistant from the outer edge of the verandah and the vertical plane of the shop front directly opposite the end of the sign.

VERTICAL SIGN Means a sign affixed or painted on a building or other structure with its largest dimension being vertical.

When not attached to an awning or verandah: • Maximum height: 3.0m • Maximum length: 1.5m • Maximum width: 300mm (the proposed width

shall not encroach public areas or road reserves in an adverse manner)

• Minimum Clearance to Ground Level: 2.4m • May be illuminated. • Not be within 1.5 metres of either end of the wall

to which it is attached. • Not project more than 1 metre above the top of

the wall to which it is attached nor more than 1 metre back from the face of that wall.

• Not be placed on a corner of a building, except at a street intersection when it may be placed at an angle with the wall so as to be visible from both streets.

• Where a building to which a vertical sign is to be affixed is set back from the boundary or abuts on an intersecting street or right of way, Council may authorise the affixing of a sign at a lesser distance from the end of the wall.

When attached to an awning or verandah: • Maximum height: 500mm or if attached to a

fascia the sign shall not project beyond the height of the fascia whichever is shorter.

• Maximum width: 300mm (If attached to a fascia, the proposed width shall not encroach public areas or road reserves in an adverse manner).


• Minimum distance from any other Awning/Verandah sign or Vertical Wall Sign: 2.4m


• Minimum Clearance to Ground Level: 2.4m DISPLAY HOME SIGNS

Means a sign erected on a lot on which a house is erected and which notifies members of the public that the house is open for inspection.

For non-exempt signs: • not be illuminated after 9.00pm; and • not be erected or maintained after the cessation

of the display home activity.

RURAL PRODUCERS’ SIGN

Means a sign erected on land lawfully used for rural purposes which advertise goods or products produced, grown or lawfully manufactured on the land within the boundaries of which the sign is located.

A rural producer’s sign shall: • show only the name and address of the occupier

of the land or the name of the property or both and only advertise goods or products produced, grown or lawfully manufactured upon the land; and

• not exceed 1 square metre in area or 3 metres in height.

SALE SIGNS Means a sign indicating that the premises whereon it is affixed are for sale, for letting or to be auctioned.

A person shall not erect or maintain a sale sign: • greater than 2m

2 in respect of a dwelling;

• greater than 5m2 in respect of multiple dwellings,

shops, commercial and industrial properties; • 10m

2 in respect of large properties comprised of

shopping centres, buildings in excess of four storeys and rural properties in excess of 5 hectares; and

• not be erected prior to the issue of a Building Permit for any such development.

SANDWICH BOARD A sign not permanently fixed to a building, wall, fence, structure or the ground and consisting of two sign boards attached to each other at the top by hinges or other means.

Refer to “Moveable Sign”.

TABLE 2 EXEMPT SIGNAGE

SIGN DEFINITION BUNTING AND BANNERS A string of flags, streamers and the like strung in a line(s) from

or otherwise attached to a building or other structure. provided they are: • exhibited for not more than 7 days before the event and shall

be removed no later than 2 days after the conclusion of the event;

• not within road reserves or other public land without prior approval from the relevant authority).

Policy Administration Responsible Directorate/Division: Strategic Development Contact Officer Position: Senior Town Planner Relevant Legislation: Planning and Development (Local Planning Schemes) Regulations 2015 Other Relevant Documents: Date Adopted: 28 May 2019 Reviews/Amendments:

POLICY PR008 - LOCAL PLANNING POLICY 3 – ANCILLARY ACCOMMODATION Related Management Practice No Relevant Delegation Yes

POLICY INTENTION: To establish appropriate criteria for the consideration of applications for the development of Ancillary Accommodation in areas not subject to the Residential Design Codes. POLICY: Development of Ancillary Accommodation on land not subject to the Residential Design Codes, if consistent with the Local Planning Scheme, may be approved subject to the following:

a) A maximum plot ratio area of 100m² (excluding verandas and patios open on at least two sides);

b) A maximum of 1 Ancillary Accommodation unit on any one lot; c) Ancillary Accommodation is to be sited to minimise impact on the landscape, environment

and streetscape. Isolated or visually prominent locations should be avoided; d) Special consideration should be given to the relationship between Ancillary Accommodation

and existing buildings, trees and other landscape features; e) Council will require the design, materials and colour of Ancillary Accommodation to

complement or not detract from the area’s amenity. Council may require the appearance of the Ancillary Accommodation to complement the main dwelling; and

f) In areas subject to the provisions of State Planning Policy 2.1 – The Peel - Harvey Coastal

Plain Catchment, the effluent disposal system(s) on the lot must comply with all applicable provisions of State Planning Policy 2.1.

Policy Administration Responsible Directorate/Division: Strategic Development Contact Officer Position: Senior Town Planner Relevant Legislation: Planning & Development (Local Planning Schemes) Regulations 2015 Other Relevant Documents: Date Adopted: 28 May 2019 Reviews/Amendments:

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POLICY PR009 - LOCAL PLANNING POLICY 4 – INTENSIVE AGRICULTURE Related Management Practice No Relevant Delegation Yes

POLICY INTENTION: a) To ensure new Intensive Agriculture enterprises pose a low risk to Catchment water quality

and are able to meet or improve Catchment standards for water quality improvement. b) To encourage new types of Intensive Agriculture enterprises to the Policy Area which are

compatible with Catchment water quality improvement standards. c) To encourage high standards in Intensive Agriculture management practices in all parts of

the local government area. d) To ensure strategic and statutory proposals do not compromise existing well-managed

intensive agriculture developments, or compromise the potential future development of relatively high capability areas.

POLICY: Intensive Agriculture Proposals

In determining or providing advice on strategic or statutory Intensive Agriculture planning proposals, the following provisions shall apply:

1. Proposals should pose a low risk to Catchment water quality, the environment and land

resources and aim to achieve the Catchment water quality improvement standards as set out in Appendix A.

2. All proposals for nurseries (potted plants) and closed systems (e.g. closed system hydroponics) should be accompanied by a Site Management Plan sufficiently detailed to ensure that the proposal will pose a low risk to catchment water quality and other environmental values and be well managed.

3. All proposals for annual and perennial horticulture and viticulture in the Coastal Catchment Area which are located on Soil-landscape mapping units which are not potentially suitable for the proposed type of Intensive Agriculture (Appendix B) should be accompanied by a Site Management Plan which reduces nutrient export risks to achieve Catchment water quality improvement standards, and includes:

a) Site-specific soil testing b) Site-specific land capability assessment c) Nutrient Export Risk Assessment.

4. Outside of the Catchment area, where a risk is posed to Catchment water quality or other environmental values, the local government may on the advice of relevant state agencies,

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require proponents to provide site specific soil testing and land capacity assessment and a Nutrient Export Risk Assessment as part of the Site Management Plan.

5. Unless otherwise demonstrated through site specific studies the Shire of Waroona shall consider a proposal likely to pose a significant risk to Catchment water quality and likely to substantially vary with the objectives and provisions of SPP2.1 and the Peel-Harvey Environmental Protection Policy where the site’s soil-landscape unit(s) is not potentially suitable for the proposed annual or perennial horticulture or viticulture as denoted in Table 2, Column 5.

6. Where on-site soil-landscape conditions vary from the mapped land units shown in Regional-scale soil-landscape unit mapping prepared by DPIRD, then this may be demonstrated through site-specific soil testing and site-specific land capability assessment for the proposed type of horticultural land use. This site-specific testing and assessment shall be included in the Site Management Plan, carried out by an appropriately qualified expert and supported by the relevant state government departments. The standards of soil testing and land capability assessment should be generally in accordance with Appendix C, or as otherwise advised.

7. Based on all available evidence, proposals which pose a significant risk to Catchment water quality and are very likely to substantially vary with the objectives and provisions of SPP2.1 and the Peel-Harvey Environmental Protection Policy should be refused, even in a modified form, with reasons given. Available evidence includes Table 2, Site Management Plan including site specific soil testing and land capability assessment and the advice of relevant agencies.

8. Due regard shall be given to the ‘Other Considerations’ listed in Appendix D and any other relevant matters, when assessing all proposals for Intensive Agriculture.

9. When determining proposals, the local government may give consideration to imposing conditions, among others, so as to minimise the ongoing risk that the development may pose to Catchment water quality, such as:

a) Placing a finite time limit on the Development Approval; b) Conditioning the ongoing operation of the development on the results of surface and

groundwater monitoring. c) Conditioning the ongoing operation of the development on the implementation of

contingency measures, as triggered by the results of surface and groundwater monitoring.

All Proposals 1. All strategic and statutory proposals should give due regard to the impact on existing

enterprises, and should aim to protect potential future areas with relatively high capability soils. 2. Following a review of any relevant technical information or advice provided by a state

government agency, where a proposal is likely to compromise the buffer requirements of an established operation then there should be a presumption against approval of the proposal unless the proponent can satisfactorily demonstrate that the proposal is compatible with the operation.

3. Due regard shall be given to accepted buffer requirements set by government, including: a) Guidelines for Separation of Agricultural and Residential Land Uses (Department of

Health, 2012);

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b) Protection of buffer areas as set out in the Peel Region Scheme Strategic Agricultural Resource Policy and Greater Bunbury Region Scheme Strategic Agricultural Resource Policy.

Site Management Plan

The purpose of the Site Management Plan is to document how the production area and site will be established and managed over the lifespan of the operation to reduce nutrient export and manage all aspects of the operation in relation to the natural environment, pollution risk, visual landscape and neighbourhood amenity. In doing so, the Site Management Plan should demonstrate ongoing compliance with:

Catchment Water Quality Improvement Standards (Appendix C), and Other Considerations (Appendix D).

Where appropriate, the Site Management Plan can be provided in the format of a Nutrient and Irrigation Management Plan, as potentially required by other decision-making authorities such as the Department of Water. Nutrient Export Risk Assessment

The purpose of the Nutrient Export Risk Assessment is to provide evidence to the local government (and experts advising the local government) that given the specific site conditions, production system and management practices, the proposal will likely pose a low risk to Catchment water quality and other environmental values. The Assessment should draw upon details specific to the site and proposal (or refer to other sections of the Site Management Plan where information can be found):

a) Site conditions:

i) Soil types and mapping of soil types ii) Location of vegetation, watercourses and wetlands iii) Depth to groundwater in winter

b) Site-specific land capability assessment for the proposed land use c) Crop and cultivation details d) Fertiliser regimes, nutrient content and distribution methods e) An analysis of nutrient pathways on the site and areas of greatest risk. f) Soil and water nutrient monitoring regimes g) Contingency actions to be undertaken by proponent if monitoring reveals site is exporting

unacceptable nutrient loads. (i.e. What management actions will the proponent undertake to ensure nutrient export is reduced to an acceptable amount).

h) Links to the strategies in the Site Management Plan that will reduce nutrient inputs, increase nutrient harvesting or reduce nutrient exports from the production area or the site.

Where on-site soil-landscape conditions vary from the mapped land units shown in Regional-scale soil-landscape unit mapping prepared by DAFWA, then this must be demonstrated through

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site-specific soil testing and site-specific land capability assessment for the proposed type of Intensive Agricultural land use. The standards of soil testing and land capability assessment should be generally in accordance with Appendix C, or as otherwise advised by the Department of Agriculture and Food WA. Where appropriate, the Nutrient Export Risk Assessment may be provided in the format of a Nutrient and Irrigation Management Plan (NIMP), such as in cases where a NIMP is required by other agencies such as the Department of Water. All information and claims presented in the Assessment should be able to be independently verified by an expert in an appropriate field such as agronomy, agricultural science, environmental science, natural resource management or related area.

Figures Figure 1: Peel-Harvey Coastal Catchment Area

Appendices Appendix A: Peel Harvey Catchment Water Quality Improvident Standards and Guidance Appendix B: Table 1 Indicative risk of horticultural proposals to catchment water quality and soil resources Appendix C: Suitability of soil-landscape mapping units in the Shire of Waroona for annual horticulture, perennial horticulture and viticulture Appendix D: Other considerations

Policy Administration Responsible Directorate/Division: Strategic Development Contact Officer Position: Senior Town Planner Relevant Legislation: Planning & Development (Local Planning Schemes) Regs 2015 Other Relevant Documents: Date Adopted: 28 May 2019 Reviews/Amendments:

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Boundary of the Peel-Harvey Coastal Plain Catchment, and area

to which State Planning Policy 2.1 applies

Figure 2: Peel-Harvey Coastal Catchment Area

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Interpretations

Bushland Land on which there is vegetation which is either a remainder of the natural vegetation of the land, or, if altered, is still representative of the structure and floristics of the natural vegetation, and provides the necessary habitat for native fauna (EPA, 2008b).

Catchment The area around the wetland or waterway that contributes surface run-off or groundwater to the wetland or waterway.

Catchment Water Quality

The quality of water in ground and surface waters of the Peel-Harvey Coastal Catchment (Figure 1) including drains, creeks, wetlands, rivers and estuarine areas. Water quality parameters include levels of phosphorus, nitrogen, organics, salinity, acidity and total suspended solids.

Catchment Water Quality Improvement Standards

The threshold levels of nutrients applied to land, or exported from land, as set in Appendix A of this policy.

Closed system (as in closed system hydroponics)

Hydroponics system in which the nutrient solution is recirculated and the nutrient concentrations are monitored and adjusted accordingly. There is zero or minimal discharge of the solution or water to the environment.

Coastal Catchment Area

Same meaning as for Peel-Harvey Coastal Catchment.

Intensive Agriculture (Agriculture - Intensive)

Has the same meaning as ‘agriculture - intensive’ in the Model Scheme Text.

Hydroponics The process of growing plants using mineral nutrient solutions, without soil. Although hydroponic systems do not involve soil, they may involve a wide variety of growing media, such as perlite, gravel, peat, sand, rockwool and other.

In-ground horticulture

Horticulture where the crop is grown directly into in-situ soils and landforms, whether the soils have been amended or not.

Land capability Land capability refers to the ability of land to support a type of land use without causing damage.

Land suitability Takes land capability information and other information (such as rainfall, environmental sensitivity) and looks at the overall suitability of a piece of land to accommodate a particular kind of development. It is useful for site selection and can also underpin the manner in which a particular type of development is carried out, so that the environmental limitations or constraints are fully recognised (EPA 2008b).

Nutrient Export Risk Assessment

An assessment of the nutrient export risk posed by a proposal on a specific site and production area. It should be carried out by a suitably qualified expert and able to be independently verified. See Section 9.2 of this local planning policy.

Peel-Harvey Coastal Catchment

The catchment area defined in State Planning Policy 2.1 Peel-Harvey Coastal Plain Catchment

Production area

The area under crop production (excluding non-production areas on the Lot or Site).

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Site The lot or lots on which the production area is located.

Site Management Plan

The plan prepared by the proponent to document how the production area and site will be managed over the lifespan of the operation to reduce nutrient export and manage all aspects of the operation in relation to the natural environment, pollution risk, visual landscape and maintenance of the amenity to neighbouring properties. A checklist to guide preparation of a Site Management Plan is included in Appendix E.

Soil-landscape systems of the Peel-Harvey Coastal Catchment

Forrestfield System, Pinjarra System, Bassendean System, Vasse System, Spearwood System and Quindalup System

Viticulture or vines The growing of grapes for wine; or growing of low yield olives.

Watercourse

A river, stream, creek or manmade drainage features in which water flows in a channel, whether permanently or intermittently (EPA, 2008b).

Wetland

Areas of seasonally, intermittently or permanently waterlogged soils or inundated land, whether natural or artificial, fresh or saline (EPA, 2008b)

POLICY PR010 - LOCAL PLANNING POLICY 5 – SEA CONTAINERS Related Management Practice No Relevant Delegation No

POLICY INTENTION: It is Council’s objective to regulate the use of sea containers within the Shire of Waroona so as to ensure that they do not detract from the amenity of the area. This Policy does not address the placement of transportable dwellings, relocated dwellings, railway carriages, or transportable offices, or the type of building commonly referred to as “Dongas”. POLICY: Interpretation For the purpose of this Policy, a sea container is a metal transportable structure designed for the storage and transport of goods from one location to another by road and sea, but can be used in a multitude of ways i.e.:

a) Road and Sea Transport: Used by transport and shipping companies to transport and store

goods or are temporary used for storage on private or public property. b) Temporary storage of materials on a building site. c) Conversion to any other use.

In relation to (c) above, where a sea container has been converted and is no longer used for the road and sea transport purposes, such structure shall be assessed in terms of the relevant legislation i.e. Residential Design Codes and / or Local Planning Scheme. All other terms within this Policy shall have the same meaning given under the provisions of the Shire of Waroona Local Planning Scheme No. 7. Assessment of Proposals

Road and Sea Transport Council may approve the temporary storage of sea containers subject to sea containers not being located within the front boundary setback area or in areas designated for car parking or landscaping. Sea containers must be stored in neat rows (not stacked) and shall be screened by landscaping, fencing or other means acceptable to Council, to ensure that storage areas are not exposed to view from nearby roads or other public places. Temporary storage of materials on a building site A sea container may be placed on a property to store building materials while construction of a house or commercial building is being carried out on the property, without requiring planning approval or a building permit. A sea container must not be placed on the property prior to the issue of a building permit and must be removed immediately upon completion of construction or expiry of the building permit.

Conversion to any other use

An application to permanently place a sea container on a property shall not be supported unless the following criteria are met: a) The sea container must be screened from view and shall not be easily seen from nearby roads,

other public places, or adjoining properties; and/or

b) If the sea container will be easily seen from nearby roads, other public places, or adjoining properties, then the exterior of the sea container shall be in a state of good repair and/or shall be upgraded (i.e. painted to blend in with the surrounding development or landscape) within three (3) months of being placed on site.

Policy Administration Responsible Directorate/Division: Strategic Development Contact Officer Position: Senior Town Planner Relevant Legislation: Planning & Development (Local Planning Schemes) Regulations 2015 Other Relevant Documents: Date Adopted: 28 May 2019 Reviews/Amendments:

POLICY PR011 - LOCAL PLANNING POLICY 6 - OUTBUILDINGS Related Management Practice No Relevant Delegation Yes

POLICY INTENTION: a) To ensure that the siting, design and scale of outbuildings are site responsive and respect the

character of an area. b) To encourage the use of outbuilding materials and colours that compliments the landscape and

amenity of the surrounding areas. c) To ensure there is a relationship between the scale of the dwelling and the scale of the

outbuilding. d) To provide a process for approving outbuildings that require Planning Consent in terms of the

provisions of the Local Planning Scheme. POLICY: Table 1 Column A Column B Column C Lot Size Maximum

Floor Area (m²)

Max Ridge height (m)

Conditions to be met for approval without advertising.

Urban Zones

I. The proposed outbuilding is located behind the existing dwelling; and

II. The proposed outbuilding is set back from side and rear boundaries in accordance with the requirements of the R-Codes, is located entirely within an approved building envelope or is proposed to be located in accordance with the setbacks applicable to the particular area as stipulated in the Local Planning Scheme or relevant Local Planning Policy; and

III. The proposed outbuilding is constructed of a style and of colours and materials which are complementary to and compatible with the existing or proposed dwelling or in keeping with the amenity of the area

<270 m² 50 3.6 270 – 500m²

50 3.6

501 – 570m²

60 3.6

571 – 666m²

70 3.9

667 – 800m²

90 4.2

801 – 1000m²

100 4.2

1001 – 2000m²

120 4.2

2001– 4000m²

150 4.2

4001- 5000m²

200 5.0

Over 5000m²

300 5.0

Rural Zones <5,000m² 200m² 5.0 I. The proposed outbuilding is located entirely within

an approved building envelope or is in accordance with the setbacks applicable to the particular area as stipulated in the Local Planning Scheme or relevant local planning policy and in keeping with the amenity of the area.

5,001m - 10,000m²

300m² 5.0

1Ha+ - 2Ha 400m² 6.5

Lots > 2Ha No Limit 9.0

Notes:

1. A discretionary allowance of an extra 5% on the maximum floor area and maximum ridge height may be considered in cases where the stated maximum floor area allowed is unworkable for the location of a specific outbuilding or a higher ridge height is required to allow a specific outbuilding design. (Including the accommodation of standard designs and squaring off of the outbuilding).

2. The maximum floor area for outbuildings applies to the combined total floor area of all existing and proposed outbuildings on a lot.

3. Also see Exemptions.

Rural 6 Zone 1. In locations where the Local Planning Scheme prohibits the use of galvanized iron, Zincalume

or white Colorbond, such material may not be used as exterior roofing or cladding within the Rural 6 – Rural Residential zone. Outbuildings should be constructed from appropriate materials with earthy tones or neutral colours that are site responsive and sympathetic to the surrounding local environment.

Exemptions 1 Outbuildings smaller than 9m² are considered exempt from the provisions of the policy. 2 Class 7 and Class 8 buildings, under the Building Code of Australia, located on Rural lots larger

than 2Ha are considered exempt from the provisions of this policy. 3 Class 10a Buildings, under the Building code of Australia, located in the Rural 1 General Farming

Zone on lots larger than 2Ha are considered exempt from the provisions of this policy. Policy Administration Responsible Directorate/Division: Strategic Development Contact Officer Position: Senior Town Planner Relevant Legislation: Planning & Development (Local Planning Schemes) Regulations 2015 Other Relevant Documents: Date Adopted: 28 May 2019

Reviews/Amendments:

POLICY PR012 - LOCAL PLANNING POLICY 7 – HOLIDAY HOUSES Related Management Practice No Relevant Delegation Yes

POLICY INTENTION: a) To recognise the increasing market demand for Holiday Houses within the Shire of Waroona

and to provide operators and other stakeholders with clarity on the issues that Council wishes to address.

b) To encourage Holiday Houses in residential dwellings in appropriate zones and locations where the proponent addresses relevant issues and suitably manages the use on an ongoing basis.

c) To ensure that these types of uses do not compromise the amenity of residential areas or nearby residents.

d) Encourage operators to abide by recognised best practice, relevant legislation and this policy. e) To support the role of Holiday Houses as part of the tourism industry.

POLICY: Definitions In this policy, the following definitions apply: Holiday House (standard) means a single house (excluding ancillary accommodation), which

might also be used for short stay accommodation for no more than six people (but does not include a bed and breakfast, guesthouse, chalet and short stay accommodation unit).

Holiday House (large) means premises conforming to the definition of holiday home (standard) with the exception that the premises provide short stay accommodation for more than six people but not more than 12 at any one time.

Short Stay means that no person is to stay for more than three months in any 12 month period. Holiday Home Accreditation Agency means the Tourism Council of Western Australia.

Approval Requirements 1. A minimum of two car parking bays for Holiday Houses (standard) proposing to utilise more

than 2 bedrooms shall be provided on-site. In the case of a Holiday House (large) a minimum of three car parking bays will be required. All car parking is to be contained on-site and no verge area should be used for car parking.

2. All proposed Holiday Houses on Rural or Rural Residential blocks must include provisions for the storage of water in tanks of not less than 92,000 litres capacity unless satisfactory proof is provided that arrangements for connection to a Water Corporation reticulated water supply service has been made.

3. In the event that a proposed Holiday House does not have access to Council waste collection services, a Waste Management Plan, detailing how waste shall be disposed of, will be required as part of the application.

4. Details of the current septic system shall be submitted as part of the application. The application will be referred to the Shire of Waroona Environmental Health Department and an upgrade to the septics may be required.

5. A Property Management Plan shall be prepared to the satisfaction of Council and shall be

required to be submitted as part of the planning application. The Property Management Plan shall detail the following:

Details of an agreement with a manager / caretaker or management company which lists

their responsibility and shall include but not be limited to, matter such as maintenance and cleaning. The manager or Management Company shall be accessible twenty four hours a day, seven days a week and located within one (1) hour response time of the property.

Code of conduct for guests which shall, amongst others, list what is considered acceptable and unacceptable behaviour.

Details of how nuisance issues such as noise will be addressed by the manager. 6. In the case of an established permitted Holiday House, the owner is encouraged to prepare a

property management plan.

7. As part of any approval for a Holiday House, Council shall condition that the following information be displayed in the Holiday House:

Annual Registration Certificate. Caretaker/manager or Management Company and its contact details. Emergency contact details. Code of Conduct. Fire and Emergency Response Plan (If available)

Fire and Emergency The owner is encouraged to prepare a Fire and Emergency Plan as part of the planning application. The Fire and Emergency Plan may include the provision of the following fire safety measures:

Provision of fire extinguishers, fire blankets and internal hardwired smoke alarms. Outside barbeques to be gas or electric. Emergency Evacuation Plan. Access to water supply.

Holiday House Register Council will maintain a Holiday House register. The register will provide information on the owner and/or manager, property address, number of beds, car parking spaces and expiry / renewal date. At the time of annual registration, formally non renewed approvals and houses that are no longer are available for holiday homes purposes will be removed from the Holiday House register. Voluntary Accreditation Holiday House owners are encouraged to become a member of a suitable Holiday House accreditation agency. Approval Period and Renewal of Holiday Houses All initial planning approvals for holiday homes, including renewals of approvals granted under prior to this policy, shall be granted for a one year period unless Council determines otherwise. Such approvals may be renewed in the form of a new application made at least 6 weeks prior to the expiration of the initial approval.

Holiday Houses shall be required to renew annually (financial year). The annual renewal fee will be in accordance with Council’s fees and charges as outlined on Council’s website. The renewal shall be issued following an inspection of the site and dwelling by Council. In determining an application for renewal, Council will consider the nature and validity of complaints (if any) made regarding the operation of the activity and any other information available relating to the adverse impact of the activity on the amenity of neighbours and surrounding area. Policy Administration Responsible Directorate/Division: Strategic Development Contact Officer Position: Senior Town Planner Relevant Legislation: Planning & Development (Local Planning Schemes) Regulations 2015 Other Relevant Documents: Date Adopted: 28 May 2019 Reviews/Amendments:

POLICY PR013 - LOCAL PLANNING POLICY 8 – WAROONA EAST HILLS DEVELOPMENT Related Management Practice No Relevant Delegation Yes

POLICY INTENTION: 1. To provide developers and landowners with guidance in relation to design and location of

subdivision and development within the Policy Area.

2. To preserve the amenity derived from the scenic value of the Darling Scarp.

3. To maintain the integrity of landscapes within the Policy Area.

4. To protect and enhance the landscape, scenic and amenity values through control over design, building materials and siting of development.

5. To maintain the integrity of landscapes in the line of sight view corridor of the coastal plain.

6. Indicate preferred future road connections to be incorporated into structure plans and implemented at subdivision stage in the Policy Area.

7. Ensure bushfire protection is maintained to a high standard for future development.

8. Maintain appropriate separation between future development and extractive industry operations.

9. Protect water quality and reduce the amount of nutrients entering waterways. POLICY: This policy applies to the Town and Scarp and Darling Range precincts of the Local Planning Strategy as identified in Figure 1. The following shall apply to all lots within the Policy Area. 1. Road connections are to be generally in accordance with Figure 2; 2. No building shall be positioned so as to be above the skyline of the Darling Scarp as viewed

from public areas, as illustrated in Figure 3;

3. In order to retain the existing topography and amenity of the Policy area, no building shall be positioned on land with a slope greater than 1 in 4 unless it can be demonstrated that the building will not compromise the natural topography of the site and suitable vehicle access can be provided;

4. No galvanized iron, Zincalume or white Colorbond may be used as exterior roofing or cladding material;

5. To retain the rural landscape value, owners will retain, as far as practical, existing vegetation;

6. No earthworks shall modify the natural ground level by more than 1m, except where it can be demonstrated that any potential detrimental visual impact on the amenity of the Darling Scarp;

7. Where earthworks of 1m above the natural ground level are required, the retaining of such earthworks is to be integrated into the natural landscape through the use of (but not limited to) rock pitching, vegetation screening, earth batters and / or their combined use;

8. Driveways to be located so as to minimize their impact on the visual amenity of the scarp as viewed from the coastal plain. Supplementary vegetation screening may be required to reduce visual impact;

Figures 1. Policy area map. 2. Road connections map. 3. Skyline diagram. Appendices 1. Policy Reference Document. Policy Administration Responsible Directorate/Division: Strategic Development Contact Officer Position: Senior Town Planner Relevant Legislation: Planning & Development (Local Planning Schemes) Regulations 2015 Other Relevant Documents: Date Adopted: 28 May 2019 Reviews/Amendments:

POLICY PR014 - LOCAL PLANNING POLICY 9 – BED & BREAKFAST Related Management Practice No Relevant Delegation Yes

POLICY INTENTION: The objectives of Council are to: a) Support a diversity of accommodation base within the local government; b) Provide an effective framework of guidelines within the local government to develop Bed and

Breakfast accommodation; c) Ensure the maintenance of a satisfactory standard of facility, which has Town Planning as well

as Environmental Health and Building approval; and d) Maintain the amenity of both the property and the neighbourhood wherein the Bed and Breakfast

establishment is located. POLICY: Approval Requirements One car parking bay is required per guest bedroom in addition to car parking for permanent residents. Where applicable, car parking for permanent residents is to be in accordance with the Residential Design Codes. All car parking is to be contained on-site and no verge area may be used for car parking. All proposed Bed and Breakfasts on Rural or Rural Residential blocks must include provision for the storage of water in tanks of not less than 92,000 litres capacity unless satisfactory proof is provided that arrangements for connection to a Water Corporation reticulated water supply service has been made. In the event that a proposed Bed and Breakfast does not have access to Council waste collection services, a Waste Management Plan, detailing how waste shall be disposed of, will be required as part of the application. A Property Management Plan shall be prepared to the satisfaction of Council and shall be required to be submitted as part of the planning application. The Property Management Plan shall detail the following: The owner/operator of the bed and breakfast accommodation residing on-site at all times,

accessible twenty four hours a day, seven days a week, while the bed and breakfast is in operation.

Responsibilities of the owner/operator including but not be limited to, matter such as maintenance and cleaning.

Code of conduct for guests which shall, amongst others, list what is considered acceptable and unacceptable behaviour.

Details of how nuisance issues such as noise will be addressed by the owner/operator. In the case of an established permitted Bed and Breakfast, the owner/operator is encouraged to prepare a property management plan. As part of any approval for a Bed and Breakfast, Council will recommend that the following information be displayed in the Bed and Breakfast:

Emergency contact details. Code of Conduct. Fire and Emergency Response Plan (If available)

Council may permit one sign on the property to indicate the dwelling is a Bed and Breakfast establishment. The sign shall not exceed 0.2m². The sign may display the name, number and address of the building and the purpose for which the building is used or the name and address of the managing agent thereof. All other signage requires the approval of Council. Environmental Health Requirements Details of the current septic system shall be submitted as part of the application. The application will be referred to the Shire of Waroona Environmental Health Department and an upgrade to the septics may be required. Fire and Emergency The owner is encouraged to prepare a Fire and Emergency Plan as part of the Planning Consent application. The Fire and Emergency Plan may include the provision of the following fire safety measures: Provision of fire extinguishers, fire blankets and internal hardwired smoke alarms. Outside barbeques to be gas or electric. Emergency Evacuation Plan. Access to water supply.

Approval Period and Renewal of Bed and Breakfasts All initial planning approvals for Bed and Breakfasts, including renewals of approvals granted prior to this policy, shall be granted for a one year period unless Council determines otherwise. Such approvals may be renewed in the form of a new application made at least 6 weeks prior to the expiration of the initial approval. Bed and Breakfasts shall be required to renew annually. The annual renewal fee will be in accordance with Council’s fee and charges. The renewal shall be issued following an inspection of the site and dwelling by Council. In determining an application for renewal, Council will consider the nature and validity of complaints (if any) made regarding the operation of the activity and any other information available relating to the adverse impact of the activity on the amenity of neighbours and surrounding area. Policy Administration Responsible Directorate/Division: Strategic Development Contact Officer Position: Senior Town Planner Relevant Legislation: Planning & Development (Local Planning Schemes) Regulations 2015 Other Relevant Documents: Date Adopted: 28 May 2019 Reviews/Amendments:

POLICY WKS001 – ROAD RESERVES AS PRIVATE ACCESSWAYS – MAINTENANCE BY SHIRE


POLICY INTENTION: This policy deals with the maintenance of road reserves that exist but do not contain any formally constructed roads, are not used by the general public and are not subject to regular maintenance by the Shire, but are used as driveways and/or access ways by adjacent residents. POLICY: Introduction: The Shire of Waroona recognises that in some instances, residents use road reserves as access to all or parts of their properties. The road reserves subject to this policy are those that generally do not contain formally constructed roads, are closed to the general public either by physical barriers or by lack of awareness by the general public that there is a road reserve present, and are not subject to regular maintenance by the Shire. The Shire will carry out limited works and/or services to accesses contained within these road reserves subject to the following conditions. Conditions: 1. Any works shall be limited to accesses that exist within surveyed, existing road reserves as

confirmed by the Shire. 2. Council shall include in its annual budget a funding amount to be applied to works subject to this

policy to be expended on a ‘first come first serve’ basis. Should the funds become fully expended in a financial year, any further requests under this policy will be deferred until the following financial year.

3. Where the Shire agrees to a request to carry out works in a road reserve, the cost of the works shall be capped to $1,000 per kilometre of road reserve length, to a maximum length of three kilometres. This cost includes provision of materials and/or plant and labour. The type and scope of works will be decided solely by the Shire.

4. The provisions of this policy will not be repeated for multiple parties in instances multiple landowners or residents use the same road reserve for access to separate properties.

5. Works carried out under the provisions of this policy do not constitute acceptance by the Shire for ongoing maintenance liability whatsoever.

6. The Shire will not carry out reworking of any aspect of the agreed works. 7. Works will be subject to the availability of Shire resources. 8. Road reserves that see works carried out under this policy will not be eligible for further works

for a period of five years following the year in which initial works take place. 9. The Shire will only consider applications made in writing. The scope of the works and

expenditure shall be determined and presented to the applicant who shall acknowledge and sign a notice to this effect prior to any works taking place.

10. Council acknowledges that given the varying nature of road reserves that departures from this policy may be required and delegates authority to the CEO to determine minor departures as necessary.

Policy Administration Division: Works & Engineering Contact Officer Position: Director Technical Services Parent Legislation: Internal Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY WKS002 – BULK RUBBISH COLLECTION POLICY & GUIDELINES


POLICY INTENTION: The Shire of Waroona provides a biennial (alternate years) hard waste rubbish collection. This policy guides what can be taken and the process whereby residents can take advantage of the collection. POLICY: Hard Refuse Collection Hard refuse should be placed neatly on the verge as close as possible to the kerb and your driveway. The following items will be collected from your verge: WHITE GOODS (Stoves, refrigerators (to be degassed and evidence of degassing evident on

unit; doors to be removed), washing machines, etc.) SCRAP METAL OLD FURNITURE GENERAL JUNK The white goods and scrap metal should be placed on the verge in a pile separate to the other hard refuse as this will be collected separately and recycled. Please note that all items of hard refuse will be collected by hand. A maximum weight will apply, and as a general rule two (2) people should be able to lift the item easily to shoulder height. Maximum volume of hard refuse to be collected from each residence is two (2) cubic metres. The Following Items (Hard Refuse) Will Not Be Collected

Sand Foodstuffs (household waste) Rubble Pesticides and Chemicals Bricks Inflammable Liquids Cement Asbestos Cement Products Tyres Gas bottles

All the above material can either be taken to Council’s Refuse Disposal Site or removed by contacting a local rubbish bin operator. General Conditions It is important that residents pay close attention to the requirements of the verge collections. Non-compliance with these requirements may result in some of the waste remaining on the verge. All waste is to be placed in a pile neatly on the verge no earlier than one (1) week prior to the advertised collection week. All waste must be placed on the verge by 6am on the advertised starting date as the truck will travel down your street only once.

All waste is to be placed on the verge without obstructing footpaths or lines of sight, particularly adjacent to road intersections. Please place your waste on your verge as waste will not be collected from VACANT PROPERTIES or PUBLIC LAND. Please allow 5 to 7 working days for collection.


POLICY WKS004 – CROSSOVERS (S1.41(1) DELEGATED POWERS)


POLICY INTENTION: The intention of this policy is to ensure that crossovers are constructed in accordance with the Shire’s crossover design and specifications and the requirements of the Local Government Act 1995 and its subsidiary legislation. POLICY: Crossovers shall be constructed in accordance with standard specifications as per the Council’s Crossover Procedure. Following preliminary adoption they shall remain in effect unless amended or revoked by absolute majority of Council. Prior to constructing a crossover, owner/occupier should obtain standard crossover specifications from the Shire of Waroona and receive approval from Director Technical Services for type of crossover proposed to be constructed. If there is no crossover to the lot the Shire of Waroona will assist with provision of one (1) crossover as follows:

The Shire of Waroona shall refund an amount as set in the annual fees and charges for one crossover per property. To qualify for this refund the crossover must comply with the standard design and specifications to the satisfaction of the Director Technical Services.

Policy Administration Division: Works & Engineering Contact Officer Position: Director Technical Services Parent Legislation: Other Relevant Documents: Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY WKS005 – DANGEROUS TREES ON PRIVATE PROPERTY


POLICY INTENTION: Provide guidance on the issue of alleged dangerous trees on private property. POLICY: The Shire of Waroona will not take action under relevant provisions of the Local Government Act (in particular section 3.25 Schedule 3.1) in relation to the issuing of notices with the intention of ensuring that a tree or trees on private property that allegedly endangers any person or thing on adjoining land is made safe. The Shire of Waroona believes that it should not become involved in what are essentially disputes between adjoining owners on private land. The Council does not wish to set a precedent being seen to be intervening by way of financing a resolution of such disputes. Residents and ratepayers inquiring of the Shire’s powers in relation to the subject, or requesting that the Shire take action under the relevant provisions of the Local Government Act will be appropriately advised in accordance with guidelines established for the purpose.

Policy Administration Division: Works & Engineering Contact Officer Position: Director Technical Services Parent Legislation: Local Government Act 1995 Other Relevant Documents: Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY WKS006 – ENGINEERING & DESIGN SPECIFICATIONS FOR SUBDIVISIONS


POLICY INTENTION: Guidelines to Engineering & Design specifications for subdivisional works in the Shire of Waroona POLICY: To implement “Engineering & Design Specifications for subdivisions” as amended from time to time by the Director Technical Services. Note: The Institute of Public Works Engineers, Australia (IPWEA) document “Local Government Guidelines for Subdivisional Development”” and Council’s Road Hierarchy shall be the reference documents for this policy. The specifications contained therein are subject to change at any time by the document owners via the authority of the Director Technical Services. Users shall satisfy themselves that they are reading the current document.

Policy Administration Division: Works & Engineering Contact Officer Position: Director Technical Services Parent Legislation: Local Government Guidelines for Subdivisional Development Other Relevant Documents: Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY WKS007 – GRAFFITI MANAGEMENT POLICY


POLICY INTENTION: POLICY: BACKGROUND The presence of Graffiti in the Shire of Waroona is of ongoing concern to the general public as well as to Council due to its adverse effect on the environment and streetscape and the considerable cost for removal. Graffiti Management is a complex, multifaceted problem requiring a diverse range of solutions. GRAFFITI MANAGEMENT STRATEGIES The Shire of Waroona has adopted the following approaches to Graffiti Management which involve both the community and the Council. Rapid Removal Multi-faceted reporting Community Education Reward payment for reporting leading to successful prosecution Mural projects SCOPE OF POLICY This policy provides guidelines for Council to respond to Graffiti on council property and private property, and applies to both reported and observed graffiti. Council is not responsible for removal of graffiti on private property but may, at the discretion of the Chief Executive Officer, waive fees and charges to utilise the Council’s Graffiti trailer to remove graffiti from private property subject to the owners indemnifying the Council against any loss or damage caused by such removal. Council cannot compel private landowners, themselves, to remove graffiti , however Section 3.25 (Schedule 3.1) of the Local Government Act 1996 allows the Council to remove graffiti from private property that is considers to be unsightly or offensive., OBJECTIVES To remove graffiti as quickly as practicable To reduce the incidence of visible, racist and obscene graffiti as a priority To promote graffiti management reporting: To engage community support and participation in graffiti removal and prevention. To work with Police, community and government agencies to identify graffiti offenders. To utilise CCTV Camera equipment to monitor specific areas To use other preventative measures such as public art where practicable

TIMEFRAMES Council staff will endeavour to remove graffiti in accordance with the following rapid removal timeframes. Priority 1 Sites that are highly visible or with large amounts, racist, obscene or otherwise offensive graffiti; Removal within 24 hours of council being notified. Priority 2 For all other graffiti sites; removal within 3 working days.

Policy Administration Division: Works & Engineering Contact Officer Position: Director Technical Services Parent Legislation: Other Relevant Documents: Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY WKS008 – POLICY FOR OVER DESIGN FREIGHT USAGE OF SHIRE OF WAROONA ROAD NETWORK


POLICY INTENTION: This Policy allows the Shire of Waroona to approve the use of Shire roads for short term high freight usage. POLICY: CONDITIONS FOR USE OF SHIRE ROADS BY TRUCK FREIGHT GREATER THAN THE ROAD

DESIGN TRUCK FREIGHT STANDARD Preamble Much of the Shire’s road network consists of access roads and local distributor roads which have been constructed to match their intended whole of life design. The Shire’s roads are detailed in the Shires Road Hierarchy document. As short term high freight usage damages the road network the Shire of Waroona must increase its road investment programme to keep the required service level for the road class. It is appropriate for the users causing damage to the road from the overload to contribute to the cost of the increased asset consumption. The West Australian Local Government Association (WALGA) has published its ‘User Guide – Estimating the Incremental Cost Impact on Sealed Local Roads from Additional Freight Tasks’ (Guide). It is intended that this Guide be adopted as the framework underpinning this Policy as it ensures equity and, as more Councils adopt the Guide, greater consistency across the Local Government Industry. The processes included in the Guide enable this consumption to be assessed on a customised basis that matches the requirements for each project and each transport organisation. Proponent’s Projected Determination of Freight Movement, Traffic Volumes and Patterns by Period 1. The Proponent must provide the projected patterns of total freight to be carted, the route/s to be

used and the truck combination/s to be used over the life of Proposed Project. From this information an estimated contribution can be determined.

2. The Proponent must then provide actual figures for mass carted and truck combination/s used in arrears at quarterly intervals or as agreed with the Shire of Waroona. From this information the actual contribution can be determined.

Shire of Waroona’s Determination of the Contribution 3. Whether estimated or actual, the Shire of Waroona will use the information gathered under point

1. or 2. above and apply the provisions of the Guide to determine contribution levels.

Methodology for Determination of the Periodic Payment of the Additional Freight Contribution 4. The Proponent must provide weigh bridge load certificates or other accurate and auditable load

information (annual volumetric survey and/or evidence of volumes extracted such as invoice records etc) as approved by the Shire of Waroona. This information is to be supplied as per the agreement between the Shire of Waroona and the proponent.

5. The Proponent must make the payment of the Additional Freight Levy for the immediate past quarter within two weeks of the Levy’s determination.

Contribution Towards Road Upgrades The provisions of this policy and that of the User Guide – Estimating the Incremental Cost Impact on Sealed Local Roads from Additional Freight Tasks do not preclude the possible requirement of initial road upgrades triggered by safety or suitability concerns. These will be considered on a case by case basis and examined by the preparation, at the Proponent’s cost, of a Road Route Report. Upgrades under this heading may involve up front works to the following:

Road structure – pavement and/or seal improvement, etc Sight distance improvements – road side vegetation pruning or clearing Signage Road configuration – intersection layout improvements, increasing of road width, linemarking

etc. Resolution of Disputes 6. Disputes are to be determined by a Mediator acceptable to both parties or as determined by the

Institute of Arbitrators and Mediators Australia in the event of a failure of the parties to agree to a Mediator.

7. The quantum and apportionment of the costs of mediation are to be determined by the Mediator. Policy Administration Division: Works & Engineering Contact Officer Position: Director Technical Services Parent Legislation: Internal Other Relevant Documents: WALGA ‘User Guide – Estimating the Incremental Cost Impact on

Sealed Local Roads from Additional Freight Tasks’ (Guide) Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY WKS009 – PRESTON BEACH PUBLIC ACCESSWAYS


POLICY INTENTION: The Preston Beach town site contains several public access ways (PAW) that provide access links generally between streets and public reserves for public, Shire and emergency services use. While some are more regularly used than others, they all offer access that may prove critical in some events such as bushfire and therefore it is imperative that they remain open to vehicular traffic at all times. POLICY: Access shall be maintained through PAWs at all times. No barriers or restrictions such as gates, fences or similar that restrict free vehicular access shall be permitted. No vehicles shall be permitted to be parked on a PAW or such that access to the PAW is restricted. Adjacent landowners may improve the appearance and/or surface of the PAW to the satisfaction of the Director of Technical Services provided free vehicular access is maintained. Policy Administration Division: Works & Engineering Contact Officer Position: Director Technical Services Parent Legislation: Internal Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY WKS010 – SCHOOL BUS ROUTES POLICY


POLICY INTENTION: To provide advice to the Public Transport Authority of the suitability of school bus routes for their consideration POLICY: Many enquiries are made by ratepayers to Councils officers requesting erection of signage and placement of bus embayments on Shire networks. Bus routes are the responsibility of the Public Transport Authority, who may act on technical advice from the appropriate shire representative. This policy formalises this process. The Director of Technical Services is authorised by Council to provide the Public Transport Authority with technical assessment on the suitability of roads to be incorporated into school bus routes within the Shire of Waroona. Requests to do so shall be made in writing.


POLICY WKS011 – STORMWATER DRAINAGE


POLICY INTENTION: The Shire of Waroona recognises that in some townsites, particularly Waroona itself, the natural soil conditions may not be conducive to traditional soakwell type stormwater drainage disposal. Therefore the Shire is prepared to approve, with conditions, the discharge of stormwater into road reserves under its care and control. POLICY: Persons wishing to direct stormwater drainage onto the street are to submit a request in writing and the following criteria shall apply if requests are approved. Any pipes to be used in the road verge be either:- a. Galvanised steel pipe. b. PVC or poly pipe encases in steel pipe; or c. PVC or Poly pipe with concrete each side with minimum width of 100mm and depth of

150mm, dependant on pipe size. d. Harditube 90x6/5.2 Class 6 - Type 50P.E. pipe. Stormwater disposal onto the street shall only be permitted as an overflow from on property retention. The drainage system within the property boundary shall be sized to comply with the ratio of 1 cubic metre of storage for every 65 square metres of impervious area (roofs, paving, compacted surfaces etc). Storage may take the form of soakwells and/or above ground storage such as rainwater tanks. Discharge through a cut in the kerb will not be permitted. Overflow shall be designed to flow via the driveway or via a ‘bubble up’ pit strategically located in the verge as near to the property boundary as possible, but within the property boundary wherever possible. Designs shall comply with Council’s standard specifications and drawings, if applicable, and be approved by the Manager Works and Services. It is the property owners’ responsibility to maintain pipes across and under road verges, in good repair. Policy Administration Division: Works & Engineering Contact Officer Position: Director Technical Services Parent Legislation: Internal Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY WKS012 – STREET VERGE DEVELOPMENT GUIDELINES


POLICY INTENTION: The Shire of Waroona encourages residents to develop and maintain their street verge area. This policy sets out the forms of development that are and are not permissible and prescribes an application and approval process. POLICY: GENERAL Council requires owners of property to obtain approval through its Technical Services Department for verge development other than lawn and lawn maintenance. Placement of lawn is accepted without requiring approval providing levels are not changed and service points on the verge are not covered. Council’s policy is to encourage the development of street verges in urban areas, with either lawns and gardens, natural and native garden styles or mixed landscaping. Any improvements placed or constructed on the verge is placed there at the expense and risk of the property owner. Should the Shire of Waroona carry out works on the verge, it will endeavour to preserve the layout of residents’ verge development, but no guarantee can be given to exactly restore landscaping following Shire initiated works. The Shire of Waroona or any service authority having access to the road reserve may, without being liable to compensate any person therefore, dig up all or any part of a lawn or garden in a street, for the purpose of carrying out any authorised works. The Council may at any time by notice in writing to the owner or occupier of the land that abuts on portion of a street in which a lawn or garden is planted, require that owner or occupier to remove any tree, shrub, water piping or fitting from that lawn or garden and the owner or occupier shall comply with that notice within the time stipulated for compliance therein in the notice. Similarly, the owner or occupier shall not place any thing on the verge that poses an obstacle to pedestrian movement particularly across constructed footpaths. LANDSCAPING The standard treatment a simple grassed verge. Where reticulation is installed, all reticulation systems must be so installed and operated to avoid hazard or nuisance to the public. All pipes are to be installed at a minimum depth of 400mm and use of pop-up or flush type sprinklers is required. Trees planted must be of an approved species, selected for the soil and location. Water conservation principles should be practiced in development and maintenance. A dry garden of shrubs and ground covers may be established, however, no large rocks or non-frangible items can be placed on the road reserve. Landscaping with mulch, wood chips or fine compacted gravel overlay is acceptable. Limited earthworks are permissible in certain situations. Retention of natural bush and use of native varieties is encouraged. Landscaping on a street verge must not:

1. Extend beyond the frontage. 2. Encroach onto or over the road pavement or made footpath. 3. Obstruct or divert access to a letter box, manhole, hydrant, service pit or pillar. 4. Except for lawn or grass, be closer than 1.5 metres from the road edge or kerb. PAVING Paving in conjunction with landscaping of street verges is permitted subject to the following:

Paving materials to be used are limited to a maximum of 5% of the verge area excluding driveways if the material is concrete slabs or stabilised gravel and 33% if it is carried out in block or brick work. These limitations are set to maintain area amenity and to discourage long term verge parking.

VERGE LEVELS The levels of new verge areas shall be compatible with properties on either side and shall slope toward the kerb at a 1 in 40 grade generally or the property line level should be 150mm above the top of the kerb. LIABILITY The Council shall not be liable for damage to piping under a lawn or garden in a street, occasioned either in the course of the removal of the piping or in the course of carrying out authorised works. The Council shall not be liable for any damage sustained by a person by reason of, or arising out of the planting, or existence, of a lawn or garden in a street. Policy Administration Division: Works & Engineering Contact Officer Position: Director Technical Services Parent Legislation: Internal Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY WKS013 – SUPPLY OF MATERIALS TO RESIDENTS


POLICY INTENTION: The Shire of Waroona supplies various bulk materials to ratepayers. This policy sets out the conditions under which this supply may take place. POLICY: That Shire of Waroona residents be allowed access to sand, gravel, limestone, aggregate and mulch stored at the Shire of Waroona Depot if supplies are available and not required for Council purposes. Volumes of materials taken shall be restricted to utility or trailer loads and manual loading of the materials shall not be permitted. Loading shall only be carried out by Council plant and personnel when these are available at the depot so as to not interrupt the normal operations of the works crew. If necessary, arrangements shall be made with the Manager Works and Services. Sand and mulch will be available at no cost, however, gravel and limestone will be at commercially competitive rates as determined to be appropriate in Councils annual Fees and Charges schedule. Council shall take no responsibility as to the suitability, quality and make up of any mulch material. Policy Administration Division: Works & Engineering Contact Officer Position: Director Technical Services Parent Legislation: Internal Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY WKS014 – USE OF RURAL ROAD RESERVES FOR GRAZING OR VEGETABLE GROWING


POLICY INTENTION: The intention of this policy is to permit the use of road verges in road reserves under the care and control of the Shire of Waroona for grazing and growing of vegetables. POLICY: Persons wishing to graze stock or grow vegetables on Council Road Reserves must apply in writing. Any approvals given will be for 12 months only. The Chief Executive Officer is authorised (by policy) to allow extensions to Council approved activities, such as picking seeds (subject to Department of Biodiversity, Conservation & Attractions (Parks & Wildlife Service) agreement) - grazing road reserves - vegetable growing within road reserves. Grazing of cattle will not be permitted on trafficable Road Reserves. “Cattle - includes horses, mares, fillies, foals, geldings, colts, camels, bulls, bullocks, cows, heifers, steers, calves, asses, mules, sheep, lambs, goats, and swine.” Any installations shall comply with the provisions of Policy 5.10 “Street Verge Development Guidelines”. Policy Administration Division: Works & Engineering Contact Officer Position: Director Technical Services Parent Legislation: Internal Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY WKS015 – WATER STANDPIPE – RECREATION GROUND


POLICY INTENTION: To provide guidance as to the use of Shire controlled standpipes. POLICY: a. All Shire of Waroona controlled standpipes shall be locked. b. The Fire Brigade to hold a duplicate key and other keys can be issued at the discretion of the

Chief Executive Officer for firefighting purposes or the provision of drinking water. c. A key be available from the Shire of Waroona during office hours only. d. The standpipe meter be read before and after use. Arrangements for private water

requirements can be made only during office hours of the Shire of Waroona (no weekends or after hours access).


POLICY WKS016 – TEMPORARY ROAD CLOSURES


POLICY INTENTION: To provide uniform and safe guidelines for the conduct of a Street Party, Community or Sporting Event within the Shire of Waroona in accordance with delegated authority from Main Roads WA and Australian Standards 1742.3 – Traffic Management for Roadworks. POLICY: 1. The temporary closure of a local access road (as identified in the Shire’s Road Hierarchy) can

be applied for with a letter of application. Closure of other roads (as identified in the Hierarchy) shall require the approval of Council.

2. A ’Road Closure Form’ (available from any Police Station) signed by the Police Traffic Branch is

to be attached to the letter of application prior to submission. 3. The letter of application must be accompanied by a plan displaying the section of street closure

and a Traffic Management Plan conforming to Main Roads WA - Traffic management for Events - Code of Practice (July 2006).

4. The organisers of the event must indemnify the Shire of Waroona against any liability that may

arise out of the conduct of the party by providing a signed declaration to this effect. A qualified traffic controller is required to set up and remove the signage.

5. One week prior to the event, a letter drop is to be undertaken to all properties in the street effected

by the street closures, advising of the date and time of the event. 6. The organisers of the event are to ensure that there is no consumption of any alcohol within the

road reserve without the permission of the Shire of Waroona or applicable controlling authority. Prohibited substances are not to be consumed or administered.

7. The event organisers must ensure that all participants are respectful of the amenity of

surrounding residents in relation to noise, behaviour and parking. Compliance with the law and the Shire of Waroona’s Local Laws and Policies are to be adhered to at all times.

8. Advertising the road closure if required by the ‘Road Closure Form’ will be carried out by the

applicant.

9. All costs of the road closure and associated traffic management shall be borne by the applicant. Policy Administration Responsible Directorate/Division: Works & Engineering Contact Officer Position: Chief Executive Officer Relevant Legislation: Road Traffic Code 2000 Road Traffic Act Other Relevant Documents: MRWA - Traffic Management for Events - Code of Practice (March 2011) AS1742.3 - Traffic Management for Roadworks Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY WKS017 - STREET & ROAD VERGE, PARKS & RESERVES TREE PLANTING, REPLACEMENT, MAINTENANCE AND REMOVAL Related Management Practice No Relevant Delegation No

POLICY INTENTION: The following policy for trees is intended to provide clarity in relation to tree planting and management and resolve resident conflicts within terms that will be acceptable to Council. POLICY: 1. BROAD OBJECTIVES IN RELATION TO TREES LOCATED IN STREET VERGES, PARKS

AND RESERVES Council Plantings All trees on street verges, parks and reserves shall be considered to be part of the total streetscape public amenity and, as such, are considered to affect and benefit all residents in the area as well as adjacent residents. It shall be the objective of the Council to work towards achieving and implementing a street tree planting program to ensure the development of sympathetic streetscapes within this Shire.

Trees beneath power lines shall be pruned in accordance with relevant authority guidelines. All other trees located in street verges, parks and reserves shall be allowed to develop their natural canopy unless other constraints are identified and assessed. Trees may be under pruned and shaped where necessary to maintain vehicle clearance, pedestrian access and vehicle driver and pedestrian vision at the discretion of the Manager of Works and Services.

For new Council initiated plantings a) Trees should not be planted closer than fifteen metres (15m) to a right angled corner or 10

metres (10m) to a corner truncation. b) The separation from any Western Power support post should be five metres (5m). c) The separation from any underground service crossover alignments should be two metres

(2m). d) Trees should be planted no closer than two metres (2m) to an underground power line. e) There should be a separation of not less than two metres (2m) from any pedestrian access

way to a street tree. f) Trees, where possible, shall be planted on the same alignment as existing Council planted

trees in the street. g) Where an inaugural planting in a street is to occur, or where an entire street replacement

planting is to occur, and the distance from the fence line to the road kerb is up to ten metres (10m) the planting alignment shall conform to the Public Utility Guidelines for street tree planting (currently set at a distance of three metres (3m) along a right angle line from the property line).

h) Where conflict occurs with a proposed planting alignment, the planting alignment shall be determined by the public utility authority guidelines.

Private Plantings

Private plantings within a road reserve, or other council controlled public areas that have a potential height of over six hundred millimetres (600mm) shall not be approved. In the case of requests for approval for private tree planting on Council street and road verges the following to apply – Tree planting in rural areas will only be approved where native tree species are used and

are deemed suitable trees for the intended area by the CEO. Tree planting in rural and townsite areas will not be approved under power lines. Tree planting in rural and townsite areas will not be approved adjacent to an intersection or

where the trees will adversely affect sight distance. Council will remove any privately planted tree/s or vegetation not compliant with this policy.

2. TREE PRUNING GENERAL REQUIRMENTS

Council’s policy in regards to tree pruning aims to meet the following objectives: 1) Tree pruning is to be carried out in accordance with Australian Standard 4373 – pruning of

amenity trees (2007) and only remove dead wood and/or not more than 10% of live foliage mass where possible.

2) Tree pruning is to be carried out, where possible, to produce a canopy that is full and typical of the species of tree so that the visual attributes of the area are enhanced.

3) To abide by any legislative requirement that prevails. 4) Undertake the tree pruning and other maintenance in the most cost effective way that

achieves the horticultural and aesthetic necessities. 5) Qualified contractors or appropriately trained staff are to identify and reasonably prune street

tree canopies in accordance with this policy. 6) Adequate training is to be provided to street tree pruning staff on matters pertaining to the

Occupational Health and Safety Act requirements to ensure worker and public safety.

3. TREE REMOVALS BY COUNCIL

Where a tree or trees in a street verge, park or reserve are identified by Council, Staff or where there is a request from a member or the public/resident for removal of a tree from Council land, a Quantified Tree Risk Assessment (QTRA) is to be undertaken. The QTRA system applies established and accepted risk management principles to tree safety management. QTRA quantifies the risk of significant harm from tree failure in a way that enables tree managers to balance safety with tree value and operates to pre-determined risk thresholds.

In the case of trees identified by Council or Staff the cost of a QTRA will be borne by the Council. In the case of trees identified by members of the public/residents for a QTRA the cost will be borne by the applicant and may be arranged by the applicant with an arborist qualified to undertake a QTRA, unless otherwise determined by the CEO.

Quantified Tree Risk Assessment (QTRA) As part of the assessment of a tree removal application, Council will use the Quantified Tree Risk Assessment (QTRA) criteria to determine the potential hazardous nature of a tree. If a tree is assessed using the (QTRA) and an unacceptable risk of harm is identified that cannot be managed using standard pruning practices, a permit to remove the tree may be issued in accordance with the following framework. For the tree-failure hazard to exist there must be potential for failure of the tree and potential for injury or damage to result. The assessment will consider the likelihood of a combination of tree failure, harm to people and property, and the likely severity of the harm.

The QTRA system enables tree assessors to apply numerical estimates of risk, which can be compared with a generally accepted level of risk. The system quantifies three components of the tree failure risk.

1. Target; 2. Impact potential; and 3. Probability of failure.

The product of these probabilities is referred to as the ‘risk of significant harm’ Other Considerations Consideration of applications is to have full regard to on-site impacts of the tree under consideration. When assessing applications for the purpose of the removing or pruning of trees to prevent damage to structures or to remove a tree considered an unacceptable risk to the public, consideration is to be given to balancing these purposes with the desire to retain the tree canopy. Officers or consultants assessing applications are to take into consideration all relevant matters, and specifically, any evidence supplied in form of:

1. A report by a qualified arborist, 2. A report by a structural engineer where the report assesses that the tree is the primary cause

of the damage to a structure; and 3. A landscape proposal that includes suitable canopy tree replacements for trees proposed to

be removed. Where a tree is considered high profile or located in a high profile area Council staff may engage a qualified arborist to undertake the QTRA and may seek specific guidance from Council on how to proceed with the matter. Quantified Tree Risk Assessment - tolerability of risk framework

The following Graph (Figure 1.) describes the areas of risk of the Adapted Tolerability of Risk framework UK Health and Safety executive (HSE 2001).

Figure 1. Tolerability of Risk Framework The following table provides officers with recommended outcome based on Adapted Tolerability of Risk framework UK Health and Safety executive (HSE 2001) which shall be reasonably applied to the risk values provided by a QTRA report Risk Value Range Description of Value Recommended outcome Risk is greater than 1 in 1,000 Unacceptable region Removal and possible

replacement Risk is greater than 1 in 10,000 but less than 1 in 1,000

Risk reduction benefits should be considered against the sacrifice in terms of cost of implementing risk reduction

Value of the tree to council and the community shall be considered against the cost in reducing or removing the hazard (e.g. Pruning to reduce load, support, manage and monitor)

Risk is greater than 1 in 1,000,000 but less than 1 in 10,000

Tolerable region Manage and monitor

Risk is Less than 1 in 1,000,000

Broadly acceptable region No action shall be taken

ACTION AS A RESULT OF QTRA ASSESSMENT Where a QTRA assessment has been undertaken, either at the initiation of Council, Staff or a request from a member of the public/resident, the following applies to the QTRA framework recommended action:

Trees with a risk value rate greater than 1 in 1,000 – the CEO is authorised to affect the immediate removal of trees in this category.

Trees with a risk value rate greater than 1 in 10,000 but less than 1 in 1,000 – a report detailing the QTAR assessment and cost benefit analysis of removal versus retention or other methods of treatment to the tree is to be provided for a decision by Council.

Trees with a risk value greater than 1 in 10,000 but less than 1 in 1,000,000 – Council will not remove the tree. The CEO is authorised to arrange suitable pruning if recommended by the QTRA process and have the tree monitored over the following 12 month period, then re-assessed.

Trees with a risk value of less than 1 in 1,000,000 – Council will not remove trees assessed as being in this category.

The QTRA assessment process is not required in the event of the following:

Where a tree is less than 4m in height. The CEO is authorised to remove trees under this height, either at Council cost or cost to others as indicated below.

Following storm damage to multiple trees and, in the opinion of the CEO, urgent action must be taken to render a storm affected area safe.

Where reasonable visual evidence exists and the CEO considers it prudent to act immediately. Such action is to be documented.

4. TREE REMOVALS BY OTHERS

Members of the public are not permitted to remove any tree, living or otherwise, from any Council land without approval. All requests for removal of trees by members of the public/residents are to be in writing and are subject to the assessment process as described in clause three (3) above or clause (5) in the

case of rural roads. Should a QTRA assessment be required the cost of this shall be borne by the applicant. Notwithstanding the results of any QTRA assessment, where the resultant categories describe the action to be undertaken by the Council, members of the public/residents may request removal or other remedial action be taken on a tree at the full expense of the applicant. Note, however, Council is not obliged to agree to any tree removal or other action even if paid for by the applicant. Strong reason must exist to persuade Council to consider any outcome other than that recommended by the QTRA process. Where approval is granted to prune or remove a tree at the cost of the applicant, the applicant must arrange for the work to be carried out by a person/s suitably qualified to undertake such work. Where the tree is less than 4m in height the CEO may approve of another person to carry out the work if satisfactory arrangements are made. Alternatively, subject to payment in advance, such work can be arranged to be undertaken by Council’s tree pruning contractor or Council Staff.

In the case of applications for planning approval, building and crossover permits where trees on Council land are in conflict with such approvals, any request to remove trees will be assessed under the provisions of clause three (3). Where the size of tree is less than the 4m height threshold, and approval for their removal is granted by the CEO, all costs related to pruning or removal will be at the full expenses of the applicant.

5. TREE REMOVALS ON RURAL ROADS

The CEO is authorised to negotiate with landowners/farmers, local to the area, over the appropriate taking of fallen trees from the road or road verge as a matter of public safety and improved road verge condition.

The CEO is authorised to negotiate with landowners/farmers regarding the appropriate removal of road verge vegetation where the adjoining property owner is preparing to renew the existing fence line. Policy Administration Division: Works & Engineering Contact Officer Position: Director Technical Services Parent Legislation: Internal Other Relevant Documents: N/A Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY WKS018 – CEMETERY WORK PRACTICES


POLICY INTENTION: To detail the protocol and process required following the receipt by the Council of an application for Interment at the Drakesbrook Cemetery. POLICY: That where practical, Graves within the Drakesbrook Public Cemetery may be backfilled by Council plant. Families may be granted the opportunity at the time of Grave reservation or Grave preparation to have a family Grave manually backfilled. Council requires contractors to complete an “Application for Burial Procedures” and “Application for Monumental Work Procedures” and undertake the processes and procedures outlined in these documents, which may be amended from time to time by the Chief Executive Officer.

Policy Administration Responsible Directorate/Division: Works & Engineering Contact Officer Position: Director Technical Services Relevant Legislation: Internal Other Relevant Documents: Application for Burial Date Adopted: 18 December 2018 Reviews/Amendments:

POLICY WKS019 – PRIVATE WORKS


POLICY INTENTION: To confirm support for private works requests from residents, organisations or others located in the Shire of Waroona, as well as other local government authorities. POLICY: Where private works are undertaken full cost recovery, inclusive of labour, material, plants and on costs, plus 30% will be applied to limit direct impact on local contractors. Council approval is required before proceeding with any private works with a project value of $100,000 or more. Appropriate procedures are to be maintained for quotes and other matters relating to private works.

Policy Administration Division: Works & Engineering Contact Officer Position: Director Technical Services Parent Legislation: Local Government Act 1995 Other Relevant Documents: Local Government (Financial Management) Regulations 1996 Date Adopted: 26 November 2019 OCM19/11/136 Reviews/Amendments: Nil

WA Local Government ConventionSunday, 19 – Tuesday, 21 September 2021Crown Perth

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The theme for the 2021 Local Government Convention is Leading the WAy: Looking Forward, Looking Back, taking place against the backdrop of generational change for the sector with reform of the Local Government Act on the horizon.

Additionally, 2020 and 2021 has seen an unprecedented level of uncertainty experienced in areas such as local and international politics; the economy; the environment, together with the ongoing impact and evolving nature of the COVID-19 pandemic. The Convention program has been developed to specifically support and encourage Local Government representatives.

We are pleased to welcome the Honourable Julie Bishop as our Opening Keynote Speaker, and Australian of the Year - Ms Grace Tame, has agreed to deliver the Closing Keynote Speech.

The event will commence with the AGM, followed by a day and a half of plenary and concurrent sessions. These sessions will discuss both contemporary and controversial topics, while the overarching conference format provides opportunity to converse, debate, discuss and share ideas in a welcoming and professional forum.

There is also an opportunity to register for one of the optional field trips scheduled for Wednesday, 22 September.

A significant contingent of industry suppliers will be on display in the trade exhibition to demonstrate their latest products to the Local Government sector. I encourage you to take this once a year opportunity to meet with these suppliers and be updated on what is currently available.

Finally, I would like to express appreciation for the valuable support provided by our Partnered Service - LGIS and Principal Sponsor - Civic Legal. I also wish to thank our Supporting Sponsor; the Department of Local Government, Sport & Cultural Industries and our other sponsors, Ventia, Synergy and Credit Solutions.

I look forward to seeing you in September.

Mayor Tracey Roberts JPPresident

It is my pleasure to invite all Elected Members, Chief Executive

Officers and Senior Managers to attend the 2021 WA Local

Government Convention, scheduled for Sunday, 19 – Tuesday, 21

September at Crown Perth.

AN INVITATION

2 Information and Registration 2021 WA Local Government Convention

Who should attend?The WA Local Government Convention is presented specifically for those engaged in the Local Government sector.

The conference sessions aim to support and inform Mayors, Presidents, Elected Members and Chief Executive Officers. Additional attendance by Executive Directors and other senior managers is also highly recommended. Available options include full conference participation and daily registration.

Optional eventsMonday, 20 SeptemberAustralian Local Government Women’s Association (ALGWA) AGM and Breakfast ($70pp)Convention Gala Dinner at Optus Stadium ($165pp)

Tuesday, 21 September Convention Breakfast with Jelena Dokic ($95pp) PHAIWA Local Government Policy Awards and Breakfast – For more information or to register for this breakfast, please visit www.phaiwa.org.au

Wednesday, 22 SeptemberField Trip: Bushmead Estate ($70)Field Trip: Construction Training Fund ($70) WALGA Forum on Aboriginal Engagement and Reconciliation

Partner ProgramThe Partner Program offers an interesting range of options for accompanying guests, including a full day tour to Fremantle. Social networking functions include the Opening Welcome Reception on Sunday evening and the Gala Dinner on Monday evening.

Elected Member trainingWALGA Training has scheduled a selection of its Elected Member training opportunities prior and post-Convention for your convenience.

• Friday, 17 September Developing Specifications for Excellence

• Wednesday, 22 September CEO Performance Appraisals

• Wednesday, 22 & Thursday, 23 September Recovery Coordinators Course for Local Government

More information on WALGA Training opportunities can be found in the WALGA Training Directory or on WALGA Training Website.

ABOUT THE EVENT

2021 #shoWcAse in Pixels Competition#shoWcAse in PIXELS is an annual exhibition of artwork from Local Governments, displayed on the iconic 45-metre high digital tower at the heart of Yagan Square in Perth City.

As one of the State’s largest ongoing community arts projects, the event is widely acknowledged as being one of the most colourful and vibrant displays throughout the year.

The art competition was held in this format for the first time in 2019, which saw art submissions created from recycled products, wall murals and large-scale canvasses.

Artwork will be displayed in Yagan Square from Monday, 6 September to Sunday, 26 September, at 12:00pm each day (subject to changes by Yagan Square).

2019 Overall Winner – Shire of Meekatharra

http://www.phaiwa.org.au

https://walga.asn.au/Training/Our-Courses/Procurement-and-Contract-Management-Courses/Procurement-and-Contract-Management-Fundamenta-(2)

https://walga.asn.au/Training/Our-Courses/Elected-Member-Courses/CEO-Performance-Appraisals

https://walga.asn.au/Training/Our-Courses/Procurement-and-Contract-Management-Courses/Procurement-and-Contract-Management-Fundamenta-(2)

https://drive.google.com/file/d/1M9iZYz_8krwd0FtCnZRvhG6dTnWLWxKQ/view

https://walga.asn.au/Training

https://walga.asn.au/Training


Hon Julie BishopThe Honourable Julie Bishop served as Australia’s Minister for Foreign Affairs from 2013 until her resignation in 2018. She was the first female to hold the role as well as the first female Deputy Leader of the Liberal Party, serving for 11 years.

As Foreign Minister, Ms Bishop was responsible for strengthening Australia’s key strategic and economic relationships with Ministerial responsibility for more than 5000 departmental staff, 110 overseas missions as well as government agencies Australian Secret Intelligence Service and Australian Centre for International Agriculture Research.

In 2014, she led the international response to the downing of Malaysian Airlines flight MH17 over Ukraine, and was awarded the Commander of the Order of Merit of the Netherlands Ministry of Foreign Affairs.

Under her leadership, the 2017 Foreign Policy White Paper was developed, providing a comprehensive policy framework for the next decade; and the New Colombo Plan was established, enabling Australian undergraduates to live, study and work in the Indo-Pacific region. Within five years more than 40,000 students have participated in the Plan.

In a political career spanning over 20 years, Julie also served as Minister for Education, Science and Training, Minister for Women’s Issues and Minister for Ageing.

Prior to entering politics, Ms Bishop was Managing Partner of the law firm Clayton Utz in Perth.

In 2020 Julie was awarded a Fisher Family Fellowship for the Future of Diplomacy Project at Harvard Kennedy School Belfer Centre for Science and International Affairs. In 2021 Julie was awarded the Kissinger Fellowship at the McCain Institute of International Leadership at Arizona State University. In 2021 Julie was appointed by the UK Government to the G7 Equality Advisory Council (GEAC).

Julie is the Chancellor of Australian National University, chair of Telethon Kid’s Institute, Chair of The Prince’s Trust Australia, member of the international advisory boards of Afiniti and the Human Vaccines Project and is the Patron of Shooting Stars – an education programme for young Aboriginal girls.

She has also established a boutique advisory firm, Julie Bishop and Partners.

KEYNOTE SPEAKERS


Hon Jason Clare MPShadow Minister for Regional Services, Territories and Local Government; Housing and Homelessness

JJason is a member of the Australian Parliament where he represents the seat of Blaxland in Western Sydney.

He was a Minister in the Rudd and Gillard Labor Governments, where he served as Minister for Home Affairs, Minister for Justice, Minister for Defence Materiel and Cabinet Secretary.

Jason is currently the Shadow Minister for Housing and Homelessness, Shadow Minister for Regional Services, Territories and Local Government.

He has also served as Shadow Minister for Communications, Shadow Minister for Trade and Investment and Shadow Minister for Resources and Northern Australia.

Jason’s most important job though is being Louise’s husband and Jack’s dad.

Hon Mark Coulton MPFederal Minister for Regional Health, Regional Communications and Local Government

Mark was first elected to the House of Representatives for the seat of Parkes, New South Wales, in 2007. He has since been re-elected in 2010, 2013, 2016 and 2019.

On 6 February 2020, Mark was sworn-in as the Minister for Regional Health, Regional Communications and Local Government.

During his time in the Federal Parliament, Mark has also held the positions of Deputy Speaker of the House of Representatives, National Party’s Chief Whip, Shadow Parliamentary Secretary for Ageing and the

Voluntary Sector, Shadow Parliamentary Secretary for Water and Conservation and Shadow Parliamentary Secretary for Regional Development and Emerging Trade Markets.

Prior to his election to the House of Representatives, Mark was the Mayor of Gwydir Shire Council from 2004 until 2007.

Mark has an extensive agricultural background having spent 30 years as a farmer and grazier. Mark and his wife Robyn owned and operated a mixed farming system growing cereal crops and running beef cattle.


Anthony De CeglieThree-time Walkley Award winner and Editor-in-Chief of West Australian Newspapers

He first started his career as a cadet journalist in regional WA with the Collie Mail before becoming a journalist and sub editor at the Mandurah Mail.

Anthony previously worked as a reporter with The Sunday Times before becoming chief of staff and deputy editor of the newspaper and its website Perth Now.

During a secondment to New York in 2011, Anthony helped to launch the iPad newspaper The Daily before moving to Sydney to work for The Daily Telegraph.

In January 2019 he was appointed senior editor of The West Australian, becoming editor in chief in December that same year.

In addition to responsibility for The West Australian, The Weekend West, The Sunday Times, thewest.com.au and perthnow.com.au and the company’s 19 regional publications, Anthony has overseen the successful integration of the Community Newspaper Group and Regional Newspapers and the launch of digital subscriptions on the west.com.au

Hon Pru GowardThe Honourable Pru Goward is a former Cabinet minister, Sex Discrimination Commissioner and was a pioneering television reporter with the ABC.

Pru has a long history of promoting women’s rights, driving reform and getting it done and has frequently challenged institutional bullying and harassment.

Since leaving politics, Pru is a Professor of Social Interventions and Policy at Western Sydney University, a board member of Anglicare, a regular newspaper columnist, and a diversity and discrimination expert who has recently reviewed sexual misconduct for ministerial staff in the NSW Government and the NSW Supreme Court.

Her outstanding career as a senior government official and government minister saw reforms in Family Law and more recently child protection, social and affordable housing and urban planning.

With her drive, New South Wales overhauled the State Government’s approach to domestic violence and is the only Australian state or territory to witness a decline in assault rates.

Prior to this, Pru was Australia’s Sex Discrimination Commissioner for six years, promoting the landmark introduction of paid maternity leave, now a national entitlement. She also oversaw Australia’s first statistically valid sexual harassment survey which continues to be the benchmark for governments and business and reported on the state of work-life balance for men and women in Australia. Pru was also the commissioner responsible for age discrimination.

As a senior current affairs reporter with the Australian Broadcasting Corporation for 19 years, Pru was ABC Television’s first female correspondent, the inaugural presenter of Radio National Breakfast and the recipient of a prestigious Walkley Award for her courageous television profile of organized crime figure George Freeman.

She has authored A Business of Her Own and has co-authored a biography of John Howard.

Hon Pru Goward appears by arrangement with Saxton Speakers Bureau


Greg HireFounder, A Stitch in Time

As the former Perth Wildcats Vice-Captain, Greg Hire undoubtedly made a huge impact on basketball, however it could be argued his greatest contribution to our State is the work he is doing off the court. A championship player with both the Wanneroo (now Joondalup) Wolves in the State Basketball League, and the Perth Wildcats in the NBL, Hire was named 2018 Western Australian of the Year (Youth) for his efforts as an advocate for youth mental health. Hire grew up around domestic violence, drugs, alcohol, depression and a lack of positive role models and is heavily involved in community and youth sporting activities and other initiatives that aim to combat mental illness and youth suicide.

Greg played for the Perth Wildcats from 2010 until 2019; accumulating 243 games, winning four NBL Championships as Vice-Captain and recently has represented Australia at the World Cup in 3 on 3 Basketball, winning a Gold Medal at 2020 Asia Cup. As the founder of charity A Stitch in Time, his passion and efforts are now transpiring off the court in the work he is doing in the mental health space.

Paul KellyEditor-at-Large, The Australian

Paul Kelly is currently the Editor-at-Large at The Australian. He was previously Editor-in-Chief and he writes on Australian politics, public policy and international affairs.

Paul has covered Australian governments from Gough Whitlam to Scott Morrison and is a regular television commentator on Sky News. He is the author of nine books including The Hawke Ascendancy, The End of Certainty and The March of Patriots. His most recent book, Triumph and Demise covered the Rudd-Gillard era.

Paul has been a Fellow at the Kennedy School of Government at Harvard University and a Fellow at the Menzies Centre, King’s College, London.


Glenn MitchellGlenn is a former leading ABC sports broadcaster. During his 20 years with ABC Sport in Perth he became a familiar voice around the country with his commentaries on international and domestic cricket and AFL football.

He also commentated at four Olympic Games (Atlanta, Sydney, Athens and Beijing), and three Commonwealth Games.

One of the ABC’s senior cricket commentators, Glenn broadcast over 110 Tests and One Day Internationals, covering overseas tours against Sri Lanka, India, Pakistan, England and New Zealand.

But all through this period, Glenn was a sufferer of mental illness and in early 2011 he descended into a highly depressive state that resulted in him inexplicably resigning his dream position at the ABC and making an attempt on his own life. After overcoming his personal demons and reshaping his life, Glenn now aims to try and prevent others from enduring the torturous path he did by candidly speaking about his own journey.

Glenn Mitchell appears by arrangement with Cheri Gardiner & Associates

Grace TameAfter being raped and sexually abused by her maths teacher when she was just 15 years old, Grace Tame has spent the last 10 years turning her traumatic experience into being an advocate for survivors of child sexual abuse and a leader of positive change.

Recognising the injustice of Tasmania’s gag order that prevented survivors from self-identifying publicly, Grace offered her story to the #LetHerSpeak campaign created by Nina Funnell, along with the stories of 16 other brave survivors. In 2019, she finally won the court order to speak out under her own name, making her the state’s first female child sexual abuse survivor to do so.

Now, 26 and based in Hobart, Grace is dedicated to eradicating child sexual abuse in Australia, and supporting the survivors of child sexual abuse.

Her focus is around enabling survivors to tell their stories without shame, educating the public around the process and lasting effects of grooming and working with policy and decision-makers to ensure we have a federal legal system that supports the survivors, not just perpetrators.

She is also a passionate yoga teacher, visual artist, and champion long-distance runner, having won the 2020 Ross Marathon in a female course record time of 2:59:31.

Grace is the 2021 Australian of the Year.


Liam Bartlett60 Minutes reporter, host of Radio LPR’s morning program, award winning broadcaster and journalist

Having spent nearly 30 years working in Australian media, Liam is one of Perth’s highest profile journalists and public broadcasters.

With a Bachelor of Economics from the University of Western Australia, he has held a series of high profile positions across all three major platforms – television, radio and print. His roles have included hosting the State-based 7.30 Report on ABC TV,

news anchor at STW Channel Nine in Perth, reporting for the Nine Network’s Melbourne bureau of A Current Affair, columnist and feature writer for News Limited through the Sunday Times and the host of prime-time talkback shifts on Radio 6PR and 720 ABC Perth.

Liam Bartlett appears by arrangement with Cheri Gardiner & Associates

Convention Breakfast – Jelena DokicJelena Dokic has had a storied and well-documented life and tennis career both on and off the tennis court. She started playing tennis when she was six years old and very quickly became the national champion in multiple age groups. However, the war erupted in former Yugoslavia and the family was forced to escape twice. Jelena and her family were refugees before settling in Australia when she was 11 years old.

In 1998, as a 15-year-old, Jelena won the US Open junior title and the French Open doubles title. She became number 1 junior in the world in 1998 and also made a Fed Cup debut the same year winning both her singles matches and becoming the youngest player ever to represent Australia in the Fed Cup.

In early 1999, still only 15 she won the Hopman Cup for Australia partnering Mark Philippoussis and also reached the 3rd round of the Australian Open at 15. Later that year at the age of 16, she caused one of the biggest upsets in tennis history beating world number 1 Martina Hingis as a qualifier. It still remains the only time a world number 1 has lost to a qualifier at Wimbledon. She went on to reach the quarter-finals of Wimbledon that year and it catapulted Jelena to prominence on the world stage.

In 2001 Jelena won her first WTA singles title in Rome. She went on to win two more titles that year and reach the top 10 in the world at the age of 18. At the age of 19 she reached world number 4.

After a string of injuries and a battle with depression, Jelena made a comeback to tennis in 2008 and had an incredible run at the 2009 Australian Open,

reaching the quarterfinals and also winning her first WTA title in nine years in Kuala Lumpur. Jelena’s latter part of her career was riddled with injury and illness which forced her to retire early.

Jelena has penned the best-selling autobiography Unbreakable, a book which details her career and her life. In the book, she details the struggles of being a refugee, dealing with poverty, racism, bullying, and discrimination. She also talks about the physical and emotional abuse she suffered for over 20 years at the hands of her father which started when she was just six years old.

Jelena now pours her efforts into commentary and TV work for Channel 9, Fox Sports and Tennis Australia. She does work for multiple radio stations and she regularly writes columns.

Jelena Dokic appears by arrangement with ICMI


SUNDAY, 19 September (pre-conference)

2:30pm – 6:00pm Delegate Service Desk open for Convention Registration

3:00pm – 5:00pm Mayors and Presidents’ Forum (separate registration – by invitation only)

5:00pm – 6:30pm Opening Welcome Reception A welcoming space to network your way through an evening of food, beverages, music and friendly conversation. Included in Full Delegate Registration.

Monday, 20 September7:00am Delegate Service Desk open for Convention Registration

7:00am – 8:30am ALGWA (WA) AGM and Breakfast ($70) Register online via Delegate Registration. Other enquiries to Cr Karen Wheatland, City of Melville - 0401 335 642 or [email protected]

7:30am – 8:45am Breakfast with Heads of Agencies This breakfast is for Mayors, Presidents and CEOs only and invitations will be sent directly. Sponsored by Aware Super.

9:00am – 12:45pm WALGA Annual General Meeting (includes recognition of Honours Award recipients)

12:45pm – 1:45pm Lunch for AGM attendees

12:45pm – 1:45pm 2021 Honour Awards Lunch (by invitation only)

1:50pm – 3:00pm Opening Keynote Speaker: The Honourable Julie Bishop

3:00pm – 3:40pm Afternoon Tea

3:40pm – 5:00pm Local Government, a Federal Perspective Hon Mark Coulton MP, Minister for Regional Health, Regional Communications and Local Government

Hon Jason Clare MP, Shadow Minister for Regional Services, Territories and Local Government; Housing and Homelessness

Moderated by Liam Bartlett

6:30pm – 11:00pm Gala Dinner, Optus Stadium ($165) Put aside business for the night and enjoy a stunning view, food, drinks and dancing Includes announcement of #shoWcAse in Pixels winners

THE PROGRAM



Tuesday, 21 September

7:00am Delegate Service Desk open for Registration

7:00am – 8:45am PHAIWA Local Government Policy Awards and Breakfast For more information or to register for this breakfast, please visit www.phaiwa.org.au

7:30am – 8:45am Convention Breakfast with Jelena Dokic ($95)

8:50am Minding Your Mental Health - Panel Discussion

Aboriginal and non-Aboriginal mental health is an issue that all Australians need to confront to offer genuine support and care for those affected and to help mitigate risks in workplaces and interactions. Local Government in particular, with its role as a major employer and provider of community services, needs to continuously explore how mental health issues manifest and evolve to best inform their options in responding.

Hon Pru Goward, former Cabinet Minister Greg Hire, Founder, A Stitch in Time Glenn Mitchell, former leading ABC sports broadcaster

10:00am State and Federal Political Insights A conversation centred on the political landscape including the current State Government’s performance following the recent State Government Election and an overview of Federal Government initiatives, emerging critical issues and the media response.

Paul Kelly, Editor-at-Large, The Australian Anthony De Ceglie, Editor-in-Chief, The West Australian

10:40am – 11:15am Morning Tea

http://www.phaiwa.org.au


11:15am CONCURRENT SESSIONS

Recovery from Emergencies in WA Western Australia communities have been hit hard by emergencies in 2021. In

February, a fire ignited in the Wooroloo area in the Shire of Mundaring. The blaze rapidly escalated to a level 3 fire, burning for almost a week and crossing two Local Government areas, destroying 86 homes and causing widespread damage.

In April, Tropical Cyclone Seroja made landfall between Kalbarri and Port Gregory. Winds of up to 170 kilometres an hour left a trail of destruction over 35,000 square kilometres of Western Australia. Throughout 10 Local Government areas; it destroyed homes, businesses, resorts, sheds, fences and water stations, leaving thousands of people homeless and without power and communication for extended periods.

Whilst Local Government has the legislative responsibility for recovery, the scale and significance of both of these recovery effects, has seen the State appoint a State Recovery Controller for each of these events to lead the whole of government approach to recovery efforts.

During this session, we will hear the experience of those involved and learn about how they managed the unique challenges of these extensive recovery efforts.

Governance: Roles & Responsibilities The purpose and intent of the Local Government Act 1995 is to provide efficient and effective good governance to communities. Inherent in this purpose and intent is the separation of powers principle which, as Parliament considered when the Act was introduced in 1993, stated ‘ ...there will be clear specifications of the roles of key players ... to promote efficiency ...and to avoid conflicts caused by uncertainty...”.

The question of separation of powers remains a focus of Local Government advocacy and has featured in the Final Report of the Local Government Review Panel, Report of the Inquiry into the City of Perth and Select Committee into the Local Government Final Report.

This session will examine why this remains a topic of interest to the sector, scenarios that led to commentary in recent Reports and how proposals for improvements in role clarity will foster efficient and effective Local Government.

Elected Members: Champions of economic resilience and community prosperity As community leaders and key decision makers, Elected Members have an important role to play in supporting local economic development and prosperity. This session provides a valuable opportunity to get exclusive access to Economic Development Australia’s (EDA’s) new economic development education and training program and will cover important topics such as:

• principles for economic development planning

• leading recovery and building resilience for your community; and

• being an Economic Development Champion - promoting economic prosperity for your community

Economic Development Australia (EDA) is the national peak body for economic development professionals.


Tuesday, 21 September (continued)

12:45pm – 1:40pm Lunch

1:40pm CONCURRENT SESSIONS

Bushfire Volunteers Western Australians in rural and pastoral areas rely heavily on Bush Fire Brigade volunteers to keep them safe from the threat of fire. Local Governments are responsible for administering and training the 19,500 volunteers in 565 bushfire brigades around the State.

This session will provide the latest information on volunteer workplace health and safety obligations, training opportunities and the changing landscape in attracting and retaining bushfire volunteers.

Local Government Audits The WA State Government amended legislation and regulations to provide for the Auditor General to be responsible for undertaking Local Government audits effective from 1 July 2018. The Office of the Auditor General (OAG) phased in over three years the responsibility for undertaking the audits previously carried out by Local Government appointed commercial contract auditors.

This session will provide information on the:

• Experience of initial three years of financial audits

• Lessons learnt from the OAG perspective

• OAG perspective on Local Government financial statutory provisions

• Expectations for future auditing

• Overview of Local Government Performance Audits and future focus

Waste Avoidance and the impact of the Waste Export Bans In WA, the majority of material that is recycled through the kerbside recycling bin is exported for reprocessing and use in new products. That’s all set to change with the introduction of export bans for plastic, paper and cardboard. As of 1 July 2021, mixed plastic, which is about 4% of what is collected through the kerbside recycling bin, will no longer be able to be exported and will be reprocessed locally. While this is a good outcome in relation to increasing transparency of where material goes, it is likely to have a financial impact on the costs of kerbside recycling.

This session will outline the impact of the export bans, the local processing options being developed and ultimately the best thing that Local Government and the community can do with waste – avoid it completely.

3:10pm- 3:45pm Afternoon Tea

3:45pm Closing Speaker: Grace Tame

4:45pm Official Close of the 2021 Local Government Convention


Wednesday, 22 September (post-conference)

8:30am Delegate Service Desk open

9:00am – 11:30am Field Trip: Bushmead Estate, Shaped by Nature ($70)

Bushmead Estate, 16 km east of Perth’s CBD, is a new land development located in the City of Swan that has placed the pristine natural bushland at the forefront of design, with every household connected to the bush. The development which will eventually be home to around 950 new dwellings aims to minimise the environmental footprint and places high importance on the retention of trees within the development. Bushmead is also one of the few estates in Western Australia to have received 6-Leaf EnviroDevelopment Accreditation, ensuring sustainable living for residents.

The land developer, Cedar Woods, will discuss the sustainability features of the estate and the process involved around tree retention from planning to construction, and participants will view a development shaped by the natural site features and experience the parks and walking trails of this unique community.

Includes bus transfers from Crown Perth and Morning Tea.

9:00am – 12:00pm Field Trip: Construction Futures Centre ($70)

Construction Training Fund (CTF) is a government statutory authority creating a skilled Western Australian construction workforce. It collects a training levy, helps pay for training, conducts research, showcases training and career opportunities and makes a contribution to building our communities. It also operates an interactive venue, the Construction Futures Centre in Belmont, designed to educate school aged children, young adults and others to consider the many job options on offer within the industry.

Join this tour to explore a range of virtual and augmented reality technologies, artefacts, videos, games and static displays that offer a unique insight into the scope of WA’s building and construction industry.

Includes bus transfers from Crown Perth and Morning Tea.

9:30am – 3:00pm WALGA Forum on Aboriginal Engagement and Reconciliation

Hear from State Government on key Native Title Settlements in WA, and learn from Local Governments about the process of commencing Reconciliation Action Plans (RAPs) through to embedding reconciliation activities as core business. Join Traditional Owners and Aboriginal leaders for a round-table yarn on opportunities and barriers experienced by local Aboriginal communities, and the positive impact Local Government can make. The program will cover Aboriginal engagement methods, employment and economic opportunities, cultural awareness and interpretation, and traditional ecological knowledge in landcare.

Separate registration - CLICK HERE for more information

https://walga.asn.au/News,-Events-and-Publications/Events/Aboriginal-Engagement-and-Reconciliation-Forum


PARTNER ACTIVITIESRegistration is required for all activities – prices include GST. Please contact WALGA for more information should your partner be interested in attending a particular conference session.

SUNDAY, 19 SeptemberFremantle Tour

8:30am – 4:00pm $175Departing Crown Perth at 8:30am we make our way to Fremantle where you will be taken on a private tour of Fremantle Prison. Following the tour, we will replenish ourselves with a two-course lunch at the National Hotel. From there we do a short walking tour of Fremantle before heading back to Crown Perth via train.

Please note: We recommend comfortable walking shoes for this tour.

Includes: Coach transfer, morning tea, tour of Fremantle Prison, Lunch at the National Hotel, walking tour, return train to Crown Perth and Guide

(Minimum 15 – maximum 20)

Opening Welcome Reception

5:00pm – 6:30pm $85

MONDAY, 20 SeptemberShaken not Stirred Cocktail Course

2:00pm – 4:00pm $90Get ready to have fun and learn how to make cocktails! Held at Crown Perth, your Cocktail Master will teach you insider mixologist techniques and fun facts about each cocktail. All you have to do is sip and enjoy while the demonstrations are given and the ingredients for the next cocktail are prepared.

Includes: 2-hour cocktail course

(Minimum 15 maximum 35)

Convention Gala Dinner at Optus Stadium

6:30pm – 11:00pm $165

TUESDAY, 21 SeptemberBreakfast with Jelena Dokic

7:30am – 8:45am $95

Optus Stadium Tour and Morning Tea

8:30am – 11:30am $70This private tour presents an exclusive opportunity to explore Optus Stadium. It will be followed by morning tea at the gorgeous City View Café.

Please note: We recommend comfortable walking shoes for this tour and a reasonable level of fitness as there is a lot of walking involved.

Includes: Guide, Morning Tea and Private Tour of Optus Stadium.


Matagarup Bridge Climb and Zip

12:30pm – 4:00pm $175Dare if you will, to climb Matagarup Bridge and Zip down. Afterwards we will have celebratory drinks and nibbles at The Camfield Tavern.

Includes: Matagarup Bridge Zip & Climb Adventure for 2 hours, Drinks & Nibbles and Guide



GENERAL INFORMATIONONLINE CONVENTION REGISTRATIONS Visit www.walga.asn.au/lgc21 to complete your registration online

Full Delegate fees cover the daily conference program, lunches, refreshments, and the Opening Reception on Sunday, 19 September. The Convention Gala Dinner on Monday evening and Convention Breakfast on Tuesday morning are optional, and a ticket fee applies.

Convention Fees Prices are per person and are all inclusive of GST.

Deadline for all Registrations is Wednesday, 1 September 2021

Convention RegistrationFull Delegate $1,200

WALGA Life Members Complimentary

Corporate $1,500

Optional ExtrasALGWA AGM and Breakfast (Monday) $70

Gala Dinner at Optus Stadium (Monday) Delegates/Exhibitors/Partners $165Life Members and their partners $95

Convention Breakfast with $95Jelena Dokic (Tuesday)

Partners/GuestsOpening Reception (Sunday) $85

Lunch (Monday/Tuesday) $50

Partner Tours Individual tour fees as listed

Please contact WALGA for more information should your partner like to attend a particular conference session.

Changes to your registrationYou can modify your online booking at any time before the close of registrations. Once you have completed your registration, an email with your confirmation number will be emailed to you. Click on the link and enter your confirmation number to make any changes or additions to your reservation.

Registration cancellations must be advised in writing prior to the deadline date of Wednesday, 1 September. Thereafter full fees are payable. Alternatively, a registration may be transferred to another member of the Council.

Special RequirementsSpecial dietary requirements, mobility or any other special needs should be indicated when registering – WALGA will use its best endeavours to meet these requests.

AccommodationHotel information is available at www.walga.asn.au/lgc21. Reservations are to be made direct with hotel. Please note that city hotels have limited guest parking so please clarify these arrangements when booking.

Crown Perth ParkingThere is a range of free, paid, undercover and open car parks at Crown Perth; including over 3000 free parking bays available across the property plus 50 accessible ACROD parking bays.

To view the Crown Perth Parking Map, please CLICK HERE. Access to Crown Perth is also available via train (Armadale & Thornlie Lines), bus (Great Eastern Highway) and taxi/ride share.

Information in this brochure is correct at time of printing but may be subject to change

ENQUIRIESUlla Prill, Event Manager I T 08 9213 2043 I E [email protected]

http://www.walga.asn.au/lgc21

http://www.walga.asn.au/

https://www.crownperth.com.au/getmedia/eee80b31-8da2-4b5c-8a0d-d05f351c3772/Crown-Perth-Parking-Map.pdf.aspx


ONE70 LV1, 170 Railway Parade, West Leederville WA 6007

T (08) 9213 2000 l E [email protected] www.walga.asn.au

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