minutes for ordinary meeting of council wednesday 22 april … · 22/04/2020 · wednesday 22...

MINUTES

FOR ORDINARY MEETING OF COUNCIL

Wednesday 22 April 2020

Held by Videoconference

Commencement: 4:00pm

Minutes: Ordinary Meeting of Shire of Trayning Council Videoconference held on Wednesday 22 April 2020 2 CEO.BJ-05/05/2020

DISCLAIMER

No responsibility whatsoever is implied or accepted by the Shire of Trayning for any act, omission or statement or intimation occurring during Council or committee meetings. The Shire of Trayning disclaims any liability for any loss whatsoever and howsoever caused arising out of reliance by any person or legal entity on any such act, omission or statement or intimation occurring during Council or committee meetings. Any person or legal entity who acts or fails to act in reliance upon any statement, act or omission made in a Council or committee meeting does so at that person’s or legal entity’s own risk. In particular and without derogating in any way from the broad disclaimer above, in any discussion regarding any planning application or application for a licence, any statement or intimation of approval made by any member or officer of the Shire of Trayning during the course of any meeting is not intended to be and is not taken as notice of approval from the Shire of Trayning. The Shire of Trayning warns that anyone who has any application lodged with the Shire of Trayning must obtain and should only rely on WRITTEN CONFIRMATION of the outcome of the application, and any conditions attaching to the decision made by the Shire of Trayning in respect of the application. Signed

Brian Jones Chief Executive Officer

Minutes: Ordinary Meeting of Shire of Trayning Council Videoconference held on Wednesday 22 April 2020 3

CEO.BJ-05/05/2020

PREFACE

When the Chief Executive Officer approves these Minutes for distribution they are in essence “Unconfirmed” until the following Council Meeting, where the Minutes will be confirmed subject to any amendments made by the members of the Committee

The “Confirmed” Minutes are then signed off by the Presiding Person.

UNCONFIRMED MINUTES

These minutes were approved for distribution on 05 May 2020.

Brian Jones CHIEF EXECUTIVE OFFICER

CONFIRMED MINUTES

These minutes were confirmed at a meeting held on 20 May 2020.

Signed:

Note: The Presiding Member at the meeting at which the minutes were confirmed is the person who signs above.

Minutes: Ordinary Meeting of Shire of Trayning Council Videoconference held on Wednesday 22 April 2020 4

CEO.BJ-05/05/2020

MINUTES

Ordinary Meeting of the Trayning Shire Council, held via Videoconference

On Wednesday 22 April 2020, commencing at 4:00pm.

CONTENTS

1 DECLARATION OF OPENING/ANNOUNCEMENT OF VISITORS ..................... 5 2 ATTENDANCE/APOLOGIES/APPROVED LEAVE OF ABSENCE ...................... 6 3 RESPONSE TO PREVIOUS QUESTIONS TAKEN ON NOTICE ........................ 6 4 PUBLIC QUESTION TIME .................................................................................. 7 5 APPLICATIONS FOR, AND PREVIOUSLY APPROVED, LEAVE OF ABSENCE

AND DISCLOSURES OF INTEREST .................................................................. 7 5.1 Applications Previously Approved .............................................................. 7 5.2 Leave of Absence ....................................................................................... 8 5.3 Disclosure of Interest .................................................................................. 8

6 PETITIONS/DEPUTATIONS/PRESENTATIONS ................................................ 8 6.1 Petitions ..................................................................................................... 8 6.2 Deputations ................................................................................................ 8 6.3 Presentations ............................................................................................. 8

7 CONFIRMATION OF MINUTES .......................................................................... 8 7.1 Ordinary Meeting of Council ....................................................................... 8

8 ANNOUNCEMENT BY PRESIDING MEMBER WITHOUT DISCUSSIONS......... 9 9 REPORTS OF OFFICERS ................................................................................... 9

9.1 REGULATORY SERVICES ........................................................................... 9 10.1 MANAGER OF FINANCE ......................................................................... 10

10.1.1 Monthly Financial Report for March 2020 ...................................... 10 10.1.2 Monthly Payment List March 2020 ................................................. 13

11.1 CHIEF EXECUTIVE OFFICER .................................................................. 14 11.1.1 New Council Policy – Acting Chief Executive Office ...................... 14 11.1.2 Kununoppin Medical Practice Committee MOU ............................. 17 11.1.3 Trayning Volunteer Emergency Services Unit - MOU .................... 19 11.1.4 Trayning Recreation Grounds – Aquatic Centre/Caravan Park ...... 21 11.1.5 Budget Review 2019-20 ................................................................ 24

12 NEW BUSINESS OF AN URGENT NATURE BY DECISION OF MEETING ...... 28 13 MATTERS FOR WHICH THE MEETING MAY BE CLOSED .............................. 28

13.1.1 Council Participation in Tourism .................................................... 28 14 CLOSURE .......................................................................................................... 28


1 DECLARATION OF OPENING/ANNOUNCEMENT OF VISITORS

The Shire President Cr MA Brown welcomed the Councillors and Staff before declaring the meeting open at 4:06pm.

New Motion Moved: Cr CL Marchant Seconded: Cr JJ Wilkins That Standing Order number 6.2- Members to occupy own seats be suspended for the duration of the meeting. Resolution: 04-2020. 32 Carried: 7/0


2 ATTENDANCE/APOLOGIES/APPROVED LEAVE OF ABSENCE

MEMBERS: Cr Melanie Brown (Shire President) Cr Geoff Waters (Deputy Shire President) Cr Freda Tarr Cr Michelle McHugh Cr Marlon Hudson Cr Jim Wilkins Cr Clayton Marchant STAFF: Mr Brian Jones (Chief Executive Officer) Mr Parthiv Parekh (Manager of Financial Services) Miss Belinda Taylor (Manager of Corporate Services) APOLOGIES: ON APPROVED LEAVE(S) OF ABSENCE: ABSENT: VISITORS:

3 RESPONSE TO PREVIOUS QUESTIONS TAKEN ON NOTICE Mr G Tarr– Kununoppin Question 1 Could you ask the CEO what is the false premise and does he confirm that he or the president didn’t know I was present at any stage of December’s meeting? Response That the CEO was aware that he was waiting in the Library. Question 2 Do you think its good governance to allow council policies to expire before they are bought to council attention? It would be the current CEO ‘S responsibility to do this would it not?


Response Council Policy is the responsibility of the Council. It is Council’s decision if they wish a Policy to expire after a certain time. Question 3 If council has not changed its policy, why is it not getting quotes from sole local suppliers as listed in that policy? given they provide a faster and cheaper alternate to paying others to travel here – if this is not the case what evidence is there to support not using them? Response All purchasing decisions are governed by Council’s Purchasing Policy. Question 4 How does one find out what this means and who decides its criteria given I can’t find it anywhere on the website? I have had the admin team send the latest copies of the policy manual, which was last updated in 2018. Response All purchasing decisions are governed by Council’s Purchasing Policy. Question 5 But perhaps you could you have the CEO Confirm that no work orders have been issued to contractors when the CEO knew and FULLY understood the works did not comply with western Australia’s electrical regulations. Response CEO confirmed that this is correct. 4 PUBLIC QUESTION TIME Nil 5 APPLICATIONS FOR, AND PREVIOUSLY APPROVED, LEAVE OF

ABSENCE AND DISCLOSURES OF INTEREST

5.1 Applications Previously Approved Nil


5.2 Leave of Absence Nil

5.3 Disclosure of Interest

Councillor / Officer Item No Nature of Interest Extent of Interest

Cr ML McHugh 11.1.2

Financial Employee of Kununoppin Medical Practice.

6 PETITIONS/DEPUTATIONS/PRESENTATIONS

6.1 Petitions Nil

6.2 Deputations Nil

6.3 Presentations Nil 7 CONFIRMATION OF MINUTES

7.1 Ordinary Meeting of Council

Officer’s Recommendation

That the minutes of the Ordinary Meeting of Council held on 18 March 2020 be confirmed as a true and correct record of the proceedings.


Council Decision

8 ANNOUNCEMENT BY PRESIDING MEMBER WITHOUT DISCUSSIONS Nil 9 REPORTS OF OFFICERS Nil

9.1 REGULATORY SERVICES

Moved Cr CL Marchant Seconded MS Hudson

That the minutes of the Ordinary Meeting of Council held on 18 March 2020 be confirmed as a true and correct record of the proceedings with the following changes;

1. That the words “ in the absence of the Shire President” be removed from

Resolution 03-2020.29.

2. That the following motion be added; Moved Cr FA Tarr Seconded Cr JJ Wilkins

That the meeting come out from behind closed doors at 4:39 pm.

Resolution 03-2020.30 Carried 6/0 Resolution 04-2020.33 Carried 7/0


10.1 MANAGER OF FINANCE

10.1.1 Monthly Financial Report for March 2020 Date of Report: 15 April 2020 Proponent: N/A File Ref: Officer

N/A Parthiv Parekh – Manager of Financial Services

Senior Officer: Brian Jones –Chief Executive Officer Officer’s Disclosure of Interest: Nil Attachments: 10.1.1 Monthly Financial Report for March

2020 Voting Requirements: Simple Majority

Purpose of Report This report presents for consideration the Monthly Financial Report, for the period ending 31 March 2020. Background All financial reports are required to be presented to Council within two meetings following the end of the month that they relate to. These reports are prepared after all the end of month payments and receipts have been processed. Consultation There has been consultation with the Chief Executive Officer. Statutory Environment Local Government Act 1995 -

6.4. Financial report

(1) A local government is to prepare an annual financial report for the preceding financial year and such other financial reports as are prescribed.

Local Government (Financial Management) Regulations 1996 -

34. Financial activity statement required each month (Act s. 6.4)

(1A) In this regulation — committed assets means revenue unspent but set aside under the annual budget for a specific purpose.


(1) A local government is to prepare each month a statement of financial activity reporting on the revenue and expenditure, as set out in the annual budget under regulation 22(1)(d), for that month in the following detail — (a) annual budget estimates, taking into account any expenditure incurred

for an additional purpose under section 6.8(1)(b) or (c); and (b) budget estimates to the end of the month to which the statement

relates; and (c) actual amounts of expenditure, revenue and income to the end of the

month to which the statement relates; and (d) material variances between the comparable amounts referred to in

paragraphs (b) and (c); and (e) the net current assets at the end of the month to which the statement

relates.

(2) Each statement of financial activity is to be accompanied by documents containing — (a) an explanation of the composition of the net current assets of the month

to which the statement relates, less committed assets and restricted assets; and

(b) an explanation of each of the material variances referred to in sub regulation (1)(d); and

(c) such other supporting information as is considered relevant by the local government.

(3) The information in a statement of financial activity may be shown — (a) according to nature and type classification; or (b) by program; or (c) by business unit.

(4) A statement of financial activity, and the accompanying documents referred to in sub regulation (2), are to be — (a) presented at an ordinary meeting of the council within 2 months after

the end of the month to which the statement relates; and (b) recorded in the minutes of the meeting at which it is presented.

(5) Each financial year, a local government is to adopt a percentage or value, calculated in accordance with the AAS, to be used in statements of financial activity for reporting material variances.

The recommendation that follows is consistent with the legislative requirements. Policy Implications This proposal incorporates the requirements of policy 7.11 – Investment of Surplus Funds, specifically the requirement to report on Councils investments within the Monthly Financial Report.


Financial Implications A copy of the Monthly Financial Report for the period ending 31 March 2020, including the report on significant variances, Investment of Councils reserve and surplus funds and the reconciliation of Councils bank accounts, has been provided to Council via attachment to this report. Strategic Implications There are no strategic implications. Environmental Implications There are no environmental implications. Social Implications There are no social implications. Officer’s Comment Nil Officer’s Recommendation/ Decision Moved Cr JJ Wilkins Seconded Cr FA Tarr That Council accepts the Monthly Financial Report for the period ending 31 March 2020 as presented. Resolution 04-2020.34 Carried 7/0

SHIRE OF TRAYNING

MONTHLY FINANCIAL REPORT(Containing the Statement of Financial Activity)

For the Period Ended 31 March 2020

LOCAL GOVERNMENT ACT 1995

LOCAL GOVERNMENT (FINANCIAL MANAGEMENT) REGULATIONS 1996

TABLE OF CONTENTS

Monthly Summary Information 2 - 4

Statement of Financial Activity by Program 5

Statement of Financial Activity by Nature or Type 6

Statement of Capital Acquisitions and Capital Funding 7

Note 2 Explanation of Material Variances 8

Note 3 Net Current Funding Position 9

Note 4 Cash and Investments 10

Note 6 Receivables 11

Note 7 Cash Backed Reserves 12

Note 8 Capital Disposals 13

Note 9 Rating Information 14

Note 10 Information on Borrowings 10

Note 11 Grants and Contributions 16

Note 12 Trust 17

Note 13 Details of Capital Acquisitions 18 - 21

Key Information

Report Purpose

Overview

Summary reports and graphical progressive graphs are provided on pages 2 - 3.

Statement of Financial Activity by reporting program Is presented on page 6 and shows a surplus as at 31 March 2020 of $862,117.

Items of Significance

% Collected

/

Completed Annual Budget YTD Budget YTD Actual

Grants, Subsidies and Contributions

Operating Grants, Subsidies and Contributions 78% 932,854$ 727,416$ 725,519$

Non-operating Grants, Subsidies and Contributions 57% 1,609,113$ 1,206,828$ 910,645$

64% 2,541,967$ 1,934,244$ 1,636,164$

Rates Levied 100% 1,160,244$ 1,169,065$ 1,158,927$

% Compares current ytd actuals to annual budget

Shire of TrayningInformation Summary


This report is prepared to meet the requirements of Local Government (Financial Management) Regulations 1996,

Regulation 34 .

The material variance adopted by the Shire of Trayning for the 2018/19 year is $10,000 and 10%. A full listing and

explanation of all items considered of material variance is disclosed in Note 2.

2

Key Information

Shire of TrayningInformation Summary


Financial Position

Prior Year 31

March 2019

Current Year

31 March 2020

Adjusted Net Current Assets 162% 532,860$ 862,117$

Cash and Equivalent - Unrestricted 151% 586,490$ 885,609$

Cash and Equivalent - Restricted 122% 654,450$ 798,441$

Receivables - Rates 118% 87,175$ 102,484$

Receivables - Other -1975% 2,675-$ 52,817$

Payables 626% 15,165$ 94,899$

% Compares current ytd actuals to prior year actuals at the same time

PreparationPrepared by: Parthiv Parekh - Manager of Financial Services

Reviewed by: Brian Jones - Chief Executive Officer

Date prepared: 15-Apr-20

Note: The Statements and accompanying notes are prepared based on all transactions recorded at the time of

preparation and may vary due to transactions being processed for the reporting period after the date of preparation.

3

#####

This information is to be read in conjunction with the accompanying Financial Statements and Notes.

Shire of Trayning

Information SummaryFor the Period Ended 31 March 2020

0

500

1,000

1,500

2,000

2,500

3,000

3,500

4,000

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

Am

ou

nt

$ (

'00

0s)

Month ending

Budget Operating Expenses -v- YTD Actual (Refer Note 2)

Budget 2019-20

Actual 2019-20

0

500

1,000

1,500

2,000

2,500

3,000

3,500

4,000

4,500


Am

ou

nt

$ (

'00

0s)

Month ending

Budget Operating Revenues -v- Actual (Refer Note 2)

Budget 2019-20

Actual 2019-20

0

500

1,000

1,500

2,000

2,500

3,000

3,500


Am

ou

nt

$ (

'00

0s)

Month ending

Budget Capital Expenses -v- Actual (Refer Note 2)

Budget 2019-20

Actual 2019-20

0

100

200

300

400

500

600

700

800

900


Am

ou

nt

$ (

'00

0s)

Month ending

Budget Capital Revenue -v- Actual (Refer Note 2)

Budget 2019-20

Actual 2019-20

Rates

53%

Fees and

Charges

8%

Service

Charges

0%

Interest

Earnings

1%

Other

Revenue

4%

Operating Grants, Subsidies and

Contributions

33%

Profit on Asset

Disposals

1%

Operating Revenue

Employee

Costs

26%Materials

and

Contract…

Utility

Charges

3%

Deprec'n

24%

Interest

Expenses

0%

Insurance

Expenses

3%

Other

Expenditure

3%

Loss on

Disposal of

Assets

16%

Operating Expenditure

4

Var. $

(b)-(a)

Var. %

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

��

Significant

Var.

S

Note

$ $ $ $ $ %

Opening Funding Surplus(Deficit) 3 865,601 1,112,867 1,112,867 1,112,867 0 0%

Revenue from operating activities

Governance 33,500 33,500 25,092 16,799 (8,293) (33%) �

General Purpose Funding - Rates 9 1,160,244 1,160,244 1,169,065 1,158,926 (10,139) (1%) �

General Purpose Funding - Other 630,218 630,218 472,617 519,920 47,303 10% � S

Law, Order and Public Safety 6,500 6,500 4,860 6,232 1,372 28% �

Health 91,900 91,900 68,913 63,321 (5,592) (8%) �

Education and Welfare 200 200 144 0 (144) (100%) �

Housing 81,850 81,850 61,380 56,830 (4,550) (7%) �

Community Amenities 60,245 60,245 57,066 50,617 (6,449) (11%) �

Recreation and Culture 5,106 5,106 3,816 11,102 7,286 191% �

Transport 335,936 335,936 279,729 234,300 (45,429) (16%) � S

Economic Services 9,750 9,750 7,290 8,174 884 12% �

Other Property and Services 59,900 59,900 44,919 52,138 7,219 16% �

2,475,349 2,475,349 2,194,891 2,178,359

Expenditure from operating activities

Governance (485,482) (485,482) (381,051) (322,141) 58,910 15% � S

General Purpose Funding (48,592) (48,592) (36,423) (23,182) 13,241 36% � S

Law, Order and Public Safety (47,089) (47,089) (35,217) (38,801) (3,584) (10%) �

Health (164,662) (164,662) (123,426) (129,054) (5,628) (5%) �

Education and Welfare (97,733) (97,733) (73,188) (76,380) (3,192) (4%) �

Housing (138,686) (138,686) (103,374) (232,640) (129,266) (125%) � S

Community Amenities (177,531) (177,531) (132,813) (120,713) 12,100 9% �

Recreation and Culture (653,800) (653,800) (489,807) (804,550) (314,743) (64%) � S

Transport (1,399,229) (1,399,229) (1,049,265) (1,150,691) (101,426) (10%) �

Economic Services (117,322) (117,322) (87,858) (88,579) (721) (1%) �

Other Property and Services (7,409) (7,409) (5,427) (65,942) (60,515) (1115%) � S

(3,337,535) (3,337,535) (2,517,849) (3,052,674)

Operating activities excluded from budget

Add back Depreciation 835,931 835,931 626,877 734,089 107,212 17% � S

Adjust (Profit)/Loss on Asset Disposal 8 14,820 25,566 11,106 479,241 468,135 4215% � S

Movement in Leave Reserve (Added Back) 0 0 0 21 21 �

Movement in Deferred Pensioner Rates/ESL 0 0 0 0 0

Movement in Employee Benefit Provisions 0 0 0 0 0

Rounding Adjustments 0 0 0 0 0

Loss on Asset Revaluation 0 0 0 0 0

Adjustment in Fixed Assets 0 0 0 0 0

Amount attributable to operating activities (11,435) (689) 315,025 339,036

Investing Activities

Non-operating Grants, Subsidies and Contributions 11 1,609,113 1,609,113 1,206,828 910,645 (296,183) (25%) � S

Proceeds from Disposal of Assets 8 206,750 140,000 155,052 204,091 49,039 32% � S

Land Held for Resale 13 0 0 0 0 0

Land and Buildings 13 (1,415,000) (1,415,000) (1,061,244) (760,316) 300,928 28% � S

Furniture and Equipment 13 0 0 0 0 0

Plant and Equipment 13 (872,000) (872,000) (653,976) (335,990) 317,986 49% � S

Infrastructure Assets - Roads 13 (809,682) (809,682) (607,167) (542,093) 65,074 11% � S

Infrastructure Assets - Footpaths (47,096) (47,096) (35,289) (20,800) 14,489 41% � S

Infrastructure Assets - Drainage 13 0 0 0 0 0

Infrastructure Assets - Airports 13 0 0 0 0 0

Infrastructure Assets - Water 13 0 0 0 0 0

Infrastructure Assets - Other 13 0 0 0 0 0

Amount attributable to investing activities (1,327,915) (1,394,665) (995,796) (544,462)

Financing Actvities

Proceeds from New Debentures 200,000 200,000 149,994 0 (149,994) 100% �

Proceeds from Advances 0 0 0 0 0

Self-Supporting Loan Principal 4,475 4,475 3,348 2,061 (1,287) 38% �

Transfer from Reserves 7 357,794 357,794 268,335 7,824 (260,511) 97% �

Advances to Community Groups 0 0 0 0 0

Repayment of Debentures 10 (41,226) (41,226) (30,897) (30,865) 32 0% �

Transfer to Reserves 7 (47,294) (47,294) (35,460) (24,343) 11,117 31% � S

Amount attributable to financing activities 473,749 473,749 355,320 (45,324)

Closing Funding Surplus(Deficit) 3 0 191,261 787,417 862,117

�� Indicates a variance between Year to Date (YTD) Budget and YTD Actual data as per the adopted materiality threshold.

Refer to Note 2 for an explanation of the reasons for the variance.

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

SHIRE OF TRAYNING

STATEMENT OF FINANCIAL ACTIVITY

(Statutory Reporting Program)


Adopted

Annual

Budget

Amended

Annual

Budget

(d)

Amended YTD

Budget

(a)

YTD

Actual

(b)

5

Var. $

(b)-(a)

Var. %

(b)-(a)/(a)

Var.

��

Significant

Var.

S

Note

$ $ $ $ $ %

Opening Funding Surplus (Deficit) 3 865,601 1,112,867 1,112,867 1,112,867 0 0%

Revenue from operating activities

Rates 9 1,160,244 1,160,244 1,169,065 1,158,927 (10,138) (1%) �

Operating Grants, Subsidies and

Contributions 11 932,854 932,854 727,416 725,519 (1,897) (0%) �

Fees and Charges 250,035 250,035 199,338 179,980 (19,358) (10%) �

Service Charges 0 0 0 0 0

Interest Earnings 24,316 24,316 18,180 11,241 (6,939) (38%) �

Other Revenue 106,350 106,350 79,731 90,521 10,790 14% � S

Profit on Disposal of Assets 8 1,550 7,063 1,161 12,171 11,010 948% � S

2,475,349 2,480,862 2,194,891 2,178,359


Employee Costs (1,140,635) (1,140,635) (854,775) (800,958) 53,817 6% �

Materials and Contracts (970,109) (970,109) (734,827) (747,991) (13,164) (2%) �

Utility Charges (124,135) (124,135) (92,844) (98,819) (5,975) (6%) �

Depreciation on Non-Current Assets (835,931) (835,931) (626,877) (734,089) (107,212) (17%) � S

Interest Expenses (17,504) (17,504) (13,086) (13,374) (288) (2%) �

Insurance Expenses (100,713) (100,713) (84,128) (86,185) (2,057) (2%) �

Other Expenditure (132,138) (132,138) (99,045) (79,846) 19,199 19% � S

Loss on Disposal of Assets 8 (16,370) (32,628) (12,267) (491,413) (479,146) (3906%) � S

Loss FV Valuation of Assets 0 0 0 0 0

(3,337,535) (3,353,793) (2,517,849) (3,052,674)

Operating activities excluded from budget

Add back Depreciation 835,931 835,931 626,877 734,089 107,212 17% � S

Adjust (Profit)/Loss on Asset Disposal 8 14,820 25,566 11,106 479,241 468,135 4215% � S

Movement in Leave Reserve (Added Back) 0 0 0 21 21 �

Movement in Deferred Pensioner Rates/ESL 0 0 0 0 0

Movement in Employee Benefit Provisions 0 0 0 0 0

Rounding Adjustments 0 0 0 0 0

Loss on Asset Revaluation 0 0 0 0 0

Adjustment in Fixed Assets 0 0 0 0 0

Amount attributable to operating activities (11,435) (11,435) 315,025 339,036

Investing activitiesNon-Operating Grants, Subsidies and

Contributions 11 1,609,113 1,609,113 1,206,828 910,645 (296,183) (25%) � S

Proceeds from Disposal of Assets 8 206,750 140,000 155,052 204,091 49,039 32% � S

Land Held for Resale 13 0 0 0 0 0

Land and Buildings 13 (1,415,000) (1,415,000) (1,061,244) (760,316) 300,928 28% � S

Furniture and Equipment 13 0 0 0 0 0

Plant and Equipment 13 (872,000) (872,000) (653,976) (335,990) 317,986 49% � S

Infrastructure Assets - Roads 13 (809,682) (809,682) (607,167) (542,093) 65,074 11% � S

Infrastructure Assets - Footpaths 13 (47,096) (47,096) (35,289) (20,800) 14,489 41% � S

Infrastructure Assets - Drainage 13 0 0 0 0 0

Infrastructure Assets - Airports 13 0 0 0 0 0

Infrastructure Assets - Water 13 0 0 0 0 0

Infrastructure Assets - Other 0 0 0 0 0

Amount attributable to investing activities (1,327,915) (1,394,665) (995,796) (544,462)

Financing Activities

Proceeds from New Debentures 200,000 200,000 149,994 0 (149,994) (100%) � S

Proceeds from Advances 0 0 0 0 0

Self-Supporting Loan Principal 4,475 4,475 3,348 2,061 (1,287) (38%) �

Transfer from Reserves 7 357,794 357,794 268,335 7,824 (260,511) (97%) � S

Advances to Community Groups 0 0 0 0 0

Repayment of Debentures 10 (41,226) (41,226) (30,897) (30,865) 32 0% �

Transfer to Reserves 7 (47,294) (47,294) (35,460) (24,343) 11,117 31% � S

Amount attributable to financing activities 473,749 473,749 355,320 (45,324)

Closing Funding Surplus (Deficit) 3 0 180,516 787,416 862,117

�� Indicates a variance between Year to Date (YTD) Budget and YTD Actual data as per the adopted materiality threshold.

Refer to Note 2 for an explanation of the reasons for the variance.

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

SHIRE OF TRAYNING

STATEMENT OF FINANCIAL ACTIVITY

(By Nature or Type)


Adopted

Annual

Budget

Amended

Annual

Budget

Amended

YTD

Budget

(a)

YTD

Actual

(b)

6

Capital Acquisitions

Note

YTD Actual

New

/Upgrade

YTD Actual

(Renewal

Expenditure)

Amended

YTD Budget

Amended

Annual

Budget

Adopted

Annual

Budget

YTD Actual

Total Variance(a) (b) (d) (c) = (a)+(b) (d) - (c)

$ $ $ $ $ $ $

Land Held for Resale 13 0 0 0 0 0 0 0

Land and Buildings 13 0 760,316 1,061,244 1,415,000 1,415,000 760,316 (300,928)

Furniture and Equipment 13 0 0 0 0 0 0 0

Plant and Equipment 13 0 335,990 653,976 872,000 872,000 335,990 (317,986)

Infrastructure Assets - Roads 13 0 542,093 607,167 809,682 809,682 542,093 (65,074)

Infrastructure Assets - Footpaths 13 0 20,800 35,289 47,096 47,096 20,800 (14,489)

Infrastructure Assets - Drainage 13 0 0 0 0 0 0 0

Infrastructure Assets - Airports 13 0 0 0 0 0 0 0

Infrastructure Assets - Water 13 0 0 0 0 0 0 0

Infrastructure Assets - Other 13 0 0 0 0 0 0 0

Capital Expenditure Totals 0 1,659,199 3,143,778 3,143,778 1,659,199 (698,477)

Capital acquisitions funded by:

Capital Grants and Contributions 1,206,828 1,609,113 1,609,113 910,645 (296,183)

Borrowings 149,994 200,000 200,000 0 (149,994)

Other (Disposals & C/Fwd) 155,052 140,000 206,750 204,091 49,039

Council contribution - Cash Backed Reserves 0

Various Reserves 268,335 357,794 7,824 (260,511)

Council contribution - operations (1,780,209) 836,871 536,638 2,316,847

Capital Funding Total 0 3,143,778 1,659,199 1,659,199

SHIRE OF TRAYNING

STATEMENT OF CAPITAL ACQUSITIONS AND CAPITAL FUNDING


Capital Grants and

Contributions

51%

Borrowings

6%

Other (Disposals & C/Fwd)

5%

Various Reserves

11%

Council contribution -

operations

27%

Budgeted Capital Acquistions Funding

7

Note 2: Explanation of Material Variances

The material variance thresholds are adopted annually by Council as an indicator of whether the actual expenditure or

revenue varies from the year to date budget materially.

The material variance adopted by Council for the 2019/20 year is $10,000 or 10% whichever is the greater.

Reporting Program Var. $ Var. % Var.

��

Significant

Var.

S

Timing/

Permanent Explanation of Variance

Revenue from operating activities $ %

Governance (8,293) (33%) � Timing Debt recovery of Rates and Sundry debtors.

General Purpose Funding - Rates (10,139) (1%) � Timing Discount on Rates, Exgratia Rates

General Purpose Funding - Other 47,303 10% � S Timing Fin. Assistant Grant received

Law, Order and Public Safety 1,372 28% � Timing FESA contribution received in October

Recreation and Culture 7,286 191% � Permanent Reimbursement from Trayning District Sporting club and

Gardener House Rent not budgeted

Transport (45,429) (16%) � S Timing Grants

Economic Services 884 12% � Timing Caravan Park revenue higher than budgeted

Other Property and Services 7,219 16% � Permanent Revenue from Sale of Material not budgeted


Governance 58,910 15% � S Timing Miscellaneous

General Purpose Funding 13,241 36% � S Timing Valuation exp

Law, Order and Public Safety (3,584) (10%) � Permanent Material and contracts expenditure for Animal control and kerb

side house numbering is lower than budgeted.

Health (5,628) (5%) � Timing

Education and Welfare (3,192) (4%) � Timing

Housing (129,266) (125%) � S Timing Aged care building maintanance

Community Amenities 12,100 9% � Timing Material and contracts expenditure for Domestic refusew

collection, refuse site maintenance and Recycling service

Expenses are below the budget

Recreation and Culture (314,743) (64%) � S Timing Pool maintenance, pool management salaries, recereation

ground maintenance and depreciation

Transport (101,426) (10%) � Timing Depreciation expenses 185k is not processed.

Economic Services (721) (1%) � Permanent Caravan display centre expenditure not budgeted

Investing Activities

Non-operating Grants, Subsidies and

Contributions

(296,183) (25%) � S Timing FESA contribution Grants is not received as budgeted.

Proceeds from Disposal of Assets 49,039 32% � S Timing revenue smoothing requires for plant disposals

Land and Buildings 300,928 28% � S Timing Swimming pool upgrade invoices for the various stages

Plant and Equipment 317,986 49% � S Timing Plant purchase invoice outstanding not processed

Infrastructure Assets - Roads 65,074 11% � S Timing Bitumen work to be done during summer

Infrastructure Assets - Footpaths 14,489 41% � S Timing Footpath spending is under budget

Financing Actvities

Proceeds from New Debentures (149,994) 100% � Timing No money raised via debentures since July 2019

Transfer from Reserves (260,511) 97% � Timing No major transfer made from reserve since July 2019

Repayment of Debentures 32 0% � Timing Loan repayment of community recreation centre and Trayning

unmanned fuel site

Transfer to Reserves 11,117 31% � S Timing Money transferred from performance reserve to building reserve

SHIRE OF TRAYNING

NOTES TO THE STATEMENT OF FINANCIAL ACTIVITY


8

Note 3: Net Current Funding Position

Last Years

Closing

This Time Last

Year Current

Note 30/06/2019 31/03/2019 31/03/2020

$ $ $

Current Assets

Cash Unrestricted 4 1,145,377 586,490 853,286

Cash Restricted - Conditions over Grants 11 0 0 32,323

Cash Restricted - Reserves 4 780,985 654,450 798,441

Receivables - Rates 6 64,573 87,175 102,484

Receivables - Other 6 57,666 (2,675) 52,817

Inventories 20,419 19,890 13,584

2,069,020 1,345,330 1,852,935

Less: Current Liabilities

Payables (76,729) (15,165) (94,899)

Loan Liability (41,226) (10,044) (10,361)

Provisions (146,955) (163,018) (146,955)

(264,910) (188,227) (252,215)

Less: Cash Reserves 7 (755,069) (654,450) (771,584)

Add Back: Component of Leave Liability not

Add Back: Required to be funded 22,599 22,577 22,620

Add Back: Current Loan Liability 41,226 10,044 10,361

Adjustment for Trust Transactions Within Muni 0 (2,414) 0

Net Current Funding Position 1,112,867 532,860 862,117

Comments - Net Current Funding Position

SHIRE OF TRAYNING



Positive=Surplus (Negative=Deficit)

0

500

1,000

1,500

2,000

2,500


Am

ou

nt

$ (

'0

00

s)

Note 3 - Liquidity Over the Year2019-20

2018-19

2017-18

9

Note 4: Cash and Investments

Total Interest Maturity

Unrestricted Restricted Trust Investments Amount Institution Rate Date

$ $ $ $ $

(a) Cash Deposits

Municipal Fund Bank 885,209 885,209 Westpac Variable At Call

Cash on Hand 400 400 N/A Nil On Hand

LEAVE RESERVE BANK 22,620 22,620 Westpac 0.15% At Call

PLANT RESERVE BANK 532,689 532,689 Westpac 0.15% At Call

BUILDING RESERVE BANK 99,063 99,063 Westpac 0.15% At Call

History Reserve Bank 0 0 Westpac 0.15% At Call

FACILITIES RESERVE BANK 7,547 7,547 Westpac 0.15% At Call

MEDICAL RESERVE BANK 55,559 55,559 Westpac 0.15% At Call

REFUSE RESERVE BANK 29,257 29,257 Westpac 0.15% At Call

SWIMMING POOL RESERVE BANK 24,850 24,850 Westpac 0.15% At Call

Caravan Park Upgrade Reserve 0 0 Westpac 2.33% At Call

Trust Fund Bank 0 0 Westpac 0.00% At Call

Deposits and Bond Monies - Restricted 26,856 26,856 Westpac 0.00% At Call

(b) Term Deposits

Municipal Fund Investments 0 0 Westpac Variable At Call

Performance & Retention Bank Reserve 0 0 Bendigo 2.05% 28-Jul-19

(c) Investments

0 0 N/A N/A N/A

Total 885,609 798,441 0 0 1,684,050

Comments/Notes - Investments

SHIRE OF TRAYNING



10

Note 6: Receivables

Receivables - Rates & Rubbish 31 March 2020 30 June 2019 Receivables - General Current 30 Days 60 Days 90+ Days Total

$ $ $ $ $ $ $

Opening Arrears Previous Years 107,451 160,303 Receivables - General 13,920 6,021 0 18,950 38,891

Levied this year 1,243,903 1,226,800

Less Collections to date (1,205,992) (1,279,652) Balance per Trial Balance

Equals Current Outstanding 145,362 107,451 Sundry Debtors 38,891

Receivables - Other 16,341

Net Rates Collectable 145,362 107,451 Total Receivables General Outstanding 55,232

% Collected 89.24% 92.25%

Amounts shown above include GST (where applicable)

Comments/Notes - Receivables Rates & Rubbish

Comments/Notes - Receivables General

[Insert explanatory notes and commentary on trends and timing]

SHIRE OF TRAYNING



0

200

400

600

800

1,000

1,200

1,400


Am

ou

nt

$('

00

0s)

Note 6 - Rates & Rubbish Receivable

2018-19

2019-20

Current

36%

30 Days

15%

60 Days

0%90+ Days

49%

Note 6 - Accounts Receivable (non-rates)

Current

30 Days

60 Days

90+ Days

11

Note 7: Cash Backed Reserve

Name Opening Balance

Amended

Budget

Interest

Earned

Actual

Interest

Earned

Amended

Budget

Transfers In

(+)

Actual

Transfers In

(+)

Amended

Budget

Transfers Out

(-)

Actual

Transfers Out

(-)

Amended

Budget

Closing

Balance

Actual YTD Closing

Balance

$ $ $ $ $ $ $ $ $

Long Service Leave Reserve 22,599 284 21 0 0 0 0 22,883 22,620

Plant Reserve 532,176 6,696 501 0 0 (220,000) 0 318,872 532,676

Building Reserve 91,153 1,147 86 37,794 7,824 (100,000) 0 30,094 99,063

Facilities Reserve 7,540 95 7 0 0 0 0 7,635 7,547

Medical Facilities Reserve 55,507 698 52 0 0 (30,000) 0 26,205 55,559

Refuse Site Reserve 29,229 368 27 0 0 0 0 29,597 29,257

Swimming Pool Reserve 9,168 115 11 0 15,671 0 0 9,283 24,850

Staff Housing Reserve 0 0 0 0 0 0 0 0 0

Performance & Retention Reserve 7,697 97 139 0 0 (7,794) (7,824) 0 12

IT Reserve 0 0 0 0 0 0 0 0 0

Caravan Park Upgrade Reserve 0 0 0 0 0 0 0 0 0

755,069 9,500 845 37,794 23,495 (357,794) (7,824) 444,569 771,584

SHIRE OF TRAYNING



0 100,000 200,000 300,000 400,000 500,000 600,000

Long Service Leave Reserve

Plant Reserve

Building Reserve

Facilities Reserve

Medical Facilities Reserve

Refuse Site Reserve

Swimming Pool Reserve

Staff Housing Reserve

Performance & Retention Reserve

IT Reserve

Caravan Park Upgrade Reserve

Note 7 - Year To Date Reserve Balance to End of Year Estimate

Actual YTD Closing Balance

Amended Budget Closing Balance

12

Note 8: Disposal of Assets

Asset

Number Asset Description

Net Book

Value Proceeds Profit (Loss)

Net Book

Value Proceeds Profit (Loss)

$ $ $ $ $ $ $ $

Land and Buildings

34 HOUSE LOT 75 ADAM ST 172,760 60,000 (112,760) 0

69 CHANGE ROOMS & KIOSK SWIMMING POOL KELLERBERRIN/BENCUBBIN RD345,007 0 (345,007) 0

0

0

0

Plant and Equipment

497 2018 Toyota Prado DSL Wagon GXL - Doctor 46,184 37,273 (8,911) 46,184 46,000 (184)

498 2018 Toyota Hilux Dual Cab Utility - Works Supervisor 41,049 27,273 (13,776) 41,049 39,000 (2,049)

288 Volvo L70E F-End Loader With 2.2m3 Bucket - KTY4070 28,755 40,909 12,154 28,755 27,500 (1,255)

478 2002 WESTRAC CAT ROLLER 20,437 20,455 17 20,437 27,500 7,063

279 Cat 424D-02 Backhoe Loader - KTY116 29,141 18,182 (10,959) 29,141 0 (29,141)

0

0

0

683,332 204,091 12,171 (491,413) 165,566 140,000 7,063 (32,628)

SHIRE OF TRAYNING



YTD Actual Amended Budget

13

Note 9: Rating Information Number

of Rateable Rate Interim Back Total Rate Interim Back Total

Rate in Properties Value Revenue Rates Rates Revenue Revenue Rate Rate Revenue

RATE TYPE $ $ $ $ $ $ $ $ $ $

General Rate

GRV - Kununoppin / Trayning 23.5500 106 554,112 130,493 (1,144) (177) 129,172 130,493 0 0 130,493

GRV - Yelbeni 23.5500 3 10,360 2,440 0 2,440 2,440 0 0 2,440

GRV - Commercial 23.5500 12 70,846 16,684 0 0 16,684 16,684 0 0 16,684

UV - Rural 2.0290 209 50,857,500 1,031,899 2,557 1,034,455 1,031,899 0 0 1,031,899

UV - Mining 2.0290 0 0 0 0 0 0 0 0 0 0

Sub-Totals 330 51,492,818 1,181,516 1,413 (177) 1,182,752 1,181,516 0 0 1,181,516

Minimum

Minimum Payment $

GRV - Kununoppin / Trayning 350.00 27 9,833 9,450 0 0 9,450 9,450 0 0 9,450

GRV - Yelbeni 350.00 6 925 2,100 0 0 2,100 2,100 0 0 2,100

GRV - Commercial 350.00 2 420 700 0 0 700 700 0 0 700

UV - Rural 350.00 5 1,750 1,050 (897) 1,903 1,750 0 0 1,750

UV - Mining 350.00 0 0 0 0 0 0 0 0 0 0

Sub-Totals 40 11,178 14,000 1,050 (897) 14,153 14,000 0 0 14,000

370 51,503,996 1,195,516 2,463 (1,075) 1,196,904 1,195,516 0 0 1,195,516

Discounts (49,261) (47,500)

Amount from General Rates 1,147,643 1,148,016

Ex-Gratia Rates 11,283 12,228

Rates Written Off 0 0

Specified Area Rates 0 0

Totals 1,158,926 1,160,244

Comments - Rating Information

SHIRE OF TRAYNING



YTD Acutal Amended Budget

14

Note 10: Information on Borrowings

(a) Debenture Repayments

New Principal Principal Interest

Loans Repayments Outstanding Repayments

Particulars/Purpose 01 Jul 2019

YTD

Actual

Amended

Budget

Adopted

Budget

Actual

YTD

Amended

Budget

Adopted

Budget Actual

Amended

Budget

Adopted

Budget Actual

Amended

Budget

Adopted

Budget

$ $ $ $ $ $ $ $ $ $ $ $

Recreation and Culture

Loan 67 - SSL - Bowls Resurface * 26,768 0 0 0 4,475 4,475 4,475 22,293 22,293 22,293 1,130 947 947

Loan 69 - Community Recreation Centre 311,082 0 0 0 6,871 13,856 13,856 304,211 297,226 297,226 7,395 10,275 10,275

Loan ?? - Trayning Aquactic Centre Kiosk Upgrade 0 0 200,000 200,000 0 0 0 0 200,000 200,000 0 0 0

Economic Services

Loan 68 - Trayning Unmanned Fuel Site 104,960 0 0 0 16,189 16,189 16,189 88,772 88,771 88,771 3,797 3,099 3,099

Loan 70 - Trayning Unmanned Fuel Site 50,899 0 0 0 3,331 6,706 6,706 47,568 44,193 44,193 1,051 1,324 1,324

493,709 0 200,000 200,000 30,865 41,226 41,226 462,844 652,483 652,483 13,374 15,645 15,645

* These loans are self supporting loans. All other debenture repayments were financed by general purpose revenue.

(b) New Debentures

No new debentures were raised during the reporting period.

SHIRE OF TRAYNING



15

Note 11: Grants and Contributions

Grant Provider Type Opening YTD Adopted Post UnspentBalance

(Tied) Operating Capital

Amended

Budget

Annual

Budget Variations Expected Revenue (Expended)

Grant

(Tied)

(a) (c) (d) (c)+(d) (b) (a)+(b)

$ $ $ $ $ $

General Purpose Funding

Grants Commission - General WALGGC Operating 0 605,968 0 454,473 605,968 0 605,968 508,169 0

Grant - DFES BFB Capital Grant

Dept of Fire & Emergency

Service Non-operating 0 0 650,000 487,503 650,000 0 650,000 0 (468) 0

HealthContribution - Toward the net changeover of the vehicle

from other shires Other shires Non-operating 0 0 0 0 0 0 0 12,848 (18,355) 0

Operating - Tied 0 0 0 0 0 0 0 0 0

Recreation and Culture

Grant - Swimming Pool BBRF (Building Better Region Fund)Non-operating 0 0 363,317 272,484 363,317 0 363,317 363,317 (737,295) 0

Grant - Kidsport Dept Sport and Recreation Operating - Tied 0 0 0 0 0 0 0 0 0

Transport

Grants Commission - Road Grants WALGGC Operating 0 212,081 0 159,057 212,081 212,081 106,192 (510,259) 0

Direct Road grant funds MRWA Operating 0 111,150 0 83,358 111,150 111,150 111,158 (492,319) 0

WANDRA Grant WANDRA Operating 0 0 0 0 0 0 0 0 0

Regional Road Construction Grants RRG (Regional Road Group) Non-operating 0 0 292,500 219,375 292,500 292,500 235,840 (230,082) 5,758

Roads to Recovery Grants Dept of Infrastructure Non-operating 0 0 292,096 219,069 292,096 292,096 298,640 (272,075) 26,565

Black Spot Funding Grants Black Spot Funding Non-operating 0 0 0 0 0 0 0 0 0

Contribution - Street Lighting Main Roads WA Operating 0 3,655 0 2,736 3,655 3,655 0 (13,492) 0

TOTALS 0 932,854 1,597,913 1,898,055 2,530,767 0 2,530,767 1,636,164 (2,274,344) 32,323

SUMMARY

Operating Operating Grants, Subsidies and Contributions 0 932,854 0 699,624 932,854 0 932,854 725,519 (1,016,070) 0

Operating - Tied Tied - Operating Grants, Subsidies and Contributions 0 0 0 0 0 0 0 0 0 0

Non-operating Non-operating Grants, Subsidies and Contributions 0 0 1,597,913 1,198,431 1,597,913 0 1,597,913 910,645 (1,258,274) 0

TOTALS 0 932,854 1,597,913 1,898,055 2,530,767 0 2,530,767 1,636,164 (2,274,344) 0

SHIRE OF TRAYNING



Adopted Budget YTD Actual

16

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 Amount

Closing

Balance

Description 01 Jul 2019 Received Paid 31 Mar 2020

$ $ $ $

Toy Library Funds 0.00 0.00 0.00 0.00

Red Fm Radio / Gym 0.00 0.00 0.00 0.00

Kununoppin Fire Brigade 0.00 0.00 0.00 0.00

Nomination Deposits 0.00 0.00 0.00 0.00

Shire Housing Bonds 0.00 0.00 0.00 0.00

Police Licensing 0.00 69,706.50 (69,706.50) 0.00

Trayning Golf Club Funds 0.00 0.00 0.00 0.00

Unidentified Deposits 0.00 0.00 0.00 0.00

South Trayning Ninghan Catchme 0.00 0.00 0.00 0.00

Repertory Funds 0.00 0.00 0.00 0.00

Newroc Funds 0.00 0.00 0.00 0.00

Aqua Bubble Donations 0.00 0.00 0.00 0.00

Ninghan Farm Focus Group 0.00 0.00 0.00 0.00

Commemorative Plaques 0.00 0.00 0.00 0.00

Rance Caravan Fund 0.00 0.00 0.00 0.00

Ninghan Fitness / Gym Key Bond 0.00 0.00 0.00 0.00

Playgroup Funds 0.00 0.00 0.00 0.00

Waste Dump Kununoppin 0.00 0.00 0.00 0.00

0.00 69,706.50 (69,706.50) 0.00

SHIRE OF TRAYNING



17

Note 13: Capital Acquisitions

Adopted

Assets Account

Balance

Sheet

Category Job New/Upgrade Renewal Total YTD

Annual

Budget

Annual

Budget YTD Budget YTD Variance

Strategic Reference /

Comment

$ $ $ $ $ $ $

Level of completion indicator, please see table at the end of this note for further detail.

Buildings

Other Law, Order & Public Safety

4 Bay DFES Building 4051002 9231 BC76 0 (468) (468) (680,000) (680,000) (509,994) 509,526

Total - Other Law, Order & Public Safety 0 (468) (468) (680,000) (680,000) (509,994) 509,526

Recreation And Culture

CARAVAN PARK CAPEX 4132540 9231 BC36 0 (22,553) (22,553) 0 0 0 (22,553)

Swimming Pool Upgrade 4112002 9231 BC21 0 (737,295) (737,295) (735,000) (735,000) (551,250) (186,045)

Total - Recreation And Culture 0 (759,848) (759,848) (735,000) (735,000) (551,250) (208,598)

Total - Buildings 0 (760,316) (760,316) (1,415,000) (1,415,000) (1,061,244) 300,928

Plant & Equipment

Governance

PURCHASE ADMINISTRATION VEHICLE 4042566 9233 0 0 0 (61,500) (61,500) (46,125) 46,125

0 0 0 0 0 0 0

Total - Governance 0 0 0 (61,500) (61,500) (46,125) 46,125

Purchase Doctors Vehicle 4074701 9233 0 (55,627) (55,627) (62,000) (62,000) (46,494) (9,133)

Total - Health 0 (55,627) (55,627) (62,000) (62,000) (46,494) (9,133)

SWIMMING POOL PLANT & EQUIPMENT 4112600 9233 0 (5,277) (5,277) (50,000) (50,000) (37,494) 32,217

Total - Recreation & Culture 0 (5,277) (5,277) (50,000) (50,000) (37,494) 32,217

Purchase of Plant 4123615 9233 0 (225,590) (225,590) (577,500) (577,500) (433,125) 207,535

PURCHASE LIGHT VEHICLES 4123604 9233 0 0 0 (66,500) (66,500) (49,869) 49,869

Total - Transport 0 (225,590) (225,590) (644,000) (644,000) (482,994) 257,404

Replace Works Supervisor's Utility 4142570 9233 0 (49,495) (49,495) (54,500) (54,500) (40,869) (8,626)

Total - Other Property & Services 0 (49,495) (49,495) (54,500) (54,500) (40,869) (8,626)

Total - Plant & Equipment 0 (335,990) (335,990) (872,000) (872,000) (653,976) 317,986

Shire of Trayning


FOR THE PERIOD ENDED 31 MARCH 2020


18


Adopted

Assets Account

Balance

Sheet


Annual

Budget

Annual



Comment

$ $ $ $ $ $ $

Shire of Trayning




Infrastructure Assets - Roads

Transport

Fleming Rd 4121001 9250 RCC040 0 (6,860) (6,860) 0 0 0 (6,860)

Kellerberrin-Yelbeni Road SLK 4.30-6.30 4121001 9250 RCC043 0 0 0 0 0 0 0

Kellerberrin - Yelbeni Road SLK 21.40 - 24.70 4121001 9250 RCC044 0 0 0 0 0 0 0

Minor Construction Projects 4121001 9250 RCC045 0 0 0 (48,150) (48,150) (36,099) 36,099

Black Spot Programme - Doodlakine/Kunuoppin road 4121002 9250 BSP001 0 0 0 0 0 0 0

Kununoppin - Mukinbudin Road 4121002 9250 RRG015 0 (116) (116) 0 0 0 (116)

Kununoppin - Bencubbin Road 4121002 9250 RRG016 0 (229,966) (229,966) (453,486) (453,486) (340,092) 110,126

Kellerberrin - Yelbeni Road SLK 14.70 - 21.20 4121003 9250 RTR034 0 0 0 0 0 0 0

Sherzinger Road 4121003 9250 RTR035 0 (79,442) (79,442) (110,093) (110,093) (82,548) 3,106

Fleming Road (RTR) 4121003 9250 RTR040 0 (77,638) (77,638) (85,712) (85,712) (64,269) (13,369)

Barnes Road (RTR) 4121003 9250 RTR095 0 (114,995) (114,995) (112,241) (112,241) (84,159) (30,836)

Kununoppin/Bencubbin Road - Storm Damage 4121001 9250 RCW003 0 (28,347) (28,347) 0 0 0 (28,347)

Kununoppin/Mukinbudin Road - Storm Damage 4121001 9250 RCW004 0 (4,729) (4,729) 0 0 0 (4,729)

Total - Transport 0 (542,093) (542,093) (809,682) (809,682) (607,167) 65,074

Total - Infrastructure Assets - Roads 0 (542,093) (542,093) (809,682) (809,682) (607,167) 65,074

Infrastructure Assets - Footpaths

Transport

Hughes Street Kununoppin 4121010 9251 FCC005 0 (5,820) (5,820) 0 0 0 (5,820)

Twine St Footpath (Between Glass ans Coronation) 4121010 9251 FCC07 0 (14,980) (14,980) (36,556) (36,556) (27,405) 12,425

Total - Transport 0 (20,800) (20,800) (36,556) (36,556) (27,405) 6,605

Total - Infrastructure Assets - Footpaths 0 (20,800) (20,800) (36,556) (36,556) (27,405) 6,605

Infrastructure Assets - Drainage

Total - Infrastructure Assets - Drainage 0 0 0 0 0 0 0

Infrastructure Assets - Airports

Transport

Total - Transport 0 0 0 0 0 0 0

Total - Infrastructure Assets - Airports 0 0 0 0 0 0 0

Total - Infrastructure Assets - Water 0 0 0 0 0 0 0

19


Adopted

Assets Account

Balance

Sheet


Annual

Budget

Annual



Comment

$ $ $ $ $ $ $

Shire of Trayning




Capital Expenditure Total 0 (1,659,199) (1,659,199) (3,133,238) (3,133,238) (2,349,792) 690,593

Level of Completion Indicators

0%

20%

40% Percentage YTD Actual to Annual Budget

60% Expenditure over budget highlighted in red.

80%

100%

Over 100%

20


10.1.2 Monthly Payment List March 2020 Date of Report: 15 April 2020 Proponent: N/A File Ref: 3.2.2.3 – Accounts Payable (Creditors) Officer: Parthiv Parekh – Manager of Financial

Services Senior Officer: Brian Jones –Chief Executive Officer Officer’s Disclosure of Interest: Nil Attachments: 10.1.2 Attachment Monthly Payments and

Sundry Debtor List Voting Requirements: Simple Majority

Purpose of Report To meet legislative requirements under the Local Government (Financial Management) Regulations 1996. Background The Local Government (Financial Management) Regulations 1996 requires that Council is to be presented with a Statement of Payments each month. Statutory Environment Local Government (Financial Management) Regulations 1996. Officer’s Comment The list of payments has been compiled for the month of March 2020 and is attached. These payments have already occurred and Council are not making a decision as to whether payments are to be made. Officer’s Recommendation/ Decision Moved Cr JJ Wilkins Seconded Cr MS Hudson That Council receives the list of payments, as presented, for the month of March 2020, totalling $ 401,369.29. Resolution 04-2020.35 Carried 7/0

PaymentDate

23955 6/03/2020 Petty Cash Petty Cash Recoup March 2020 186.25$ 23956 11/03/2020 Synergy Electricity Usage Pool 16/1/20 - 20/2/20 1,789.94$ 23957 11/03/2020 Telstra Phone Line Accounts to 1/3/20 1,274.75$ 23958 11/03/2020 Water Corporation Water Service & Usage Charges Jan - Mar 20 4,690.16$ 23959 11/03/2020 Wheatbelt Agcare Community Donation to Rural Family Councelling Service for 19/20 550.00$ 23960 30/03/2020 Synergy Streetlight Electricity Account 03/02/2020 - 03/03/2020 3,469.65$ 23961 30/03/2020 Telstra Internet & Mobile Accounts to 24/03/2020 273.96$ 23962 30/03/2020 Water Corporation Water Usage & Service Charges Jan-Mar 2020 12,701.92$

TOTAL CHEQUES $ 24,936.63

EFT8202 5/03/2020 LA & JE Marchant Supply & delivery of gravel to various Jobs $ 91,612.93 EFT8203 11/03/2020 5Rivers Plumbing & Gas Plumbing repairs $ 2,335.73 EFT8204 11/03/2020 A1 Plant Hire (WA) Pty Ltd Dry hire of water cart $ 7,315.00 EFT8205 11/03/2020 BOC Limited Container service charge 29/1/20 - 26/2/20 $ 27.20 EFT8206 11/03/2020 DFES ESL QTR 3 contribution $ 9,374.40 EFT8207 11/03/2020 Great Southern Fuel Supplies Fuel accounts February 2020 $ 12,730.25 EFT8208 11/03/2020 JR & A Hersey Pty Ltd Supply of maintenance supplies for road construction $ 3,736.92 EFT8209 11/03/2020 Kalamazoo 3000 x window face envelopes with Shire logo $ 305.00 EFT8210 11/03/2020 Linemarking WA Pty Ltd Supply of line marking on Harrods Road $ 9,845.00 EFT8211 11/03/2020 Officeworks Business Direct Stationery $ 415.28 EFT8212 11/03/2020 Shire of Merredin Advertising in The Eastern Wheatbelt Visitor’s Guide $ 90.00 EFT8213 11/03/2020 Toll Transport Pty Ltd Freight $ 10.73 EFT8214 11/03/2020 Trayning Ag Repairs Plant repairs & maintenance $ 959.08 EFT8215 11/03/2020 Trophy Shop Australia Official opening plaque for the Aquatic Centre $ 344.30 EFT8216 11/03/2020 WA Contract Ranger Services Ranger Services 4/2/20 & 11/2/20 $ 514.25 EFT8217 11/03/2020 WALGA Councillor Training - Meeting procedures $ 4,000.00 EFT8218 11/03/2020 Western Stabilisers Stabilisation of Floodway Bencubbin - Kununoppin Road $ 45,844.98 EFT8219 30/03/2020 5Rivers Plumbing & Gas Plumbing repairs $ 1,195.70 EFT8220 30/03/2020 Australian Taxation Office BAS & PAYG February 2020 $ 19,196.09 EFT8221 30/03/2020 Autopro Northam Supply of oils for loader $ 123.08 EFT8222 30/03/2020 Avon Waste Waste collection January 2020 $ 4,162.16 EFT8223 30/03/2020 BOC Limited Swap of 02 cyclinder size E2 $ 48.75 EFT8224 30/03/2020 Chubb Fire Safety Ltd Annual fire extinguisher & safety equipment check 2020 $ 5,455.46 EFT8225 30/03/2020 Clayton Marchant QTR 3 Councillor expense claim 19/20 $ 990.00 EFT8226 30/03/2020 Contract Aquatic Services March pool management & chemicals $ 17,611.00 EFT8227 30/03/2020 Dorma Automatics Pty Ltd Service Admin building front door $ 126.50 EFT8228 30/03/2020 Eastern Wheatbelt Electrical Replace circuit breaker at Admin Building $ 448.80 EFT8229 30/03/2020 Frankie's Diner Newspapers & milk for February 2020 $ 59.70 EFT8230 30/03/2020 Freda Tarr QTR 3 Councillor expense claim 19/20 $ 1,841.82 EFT8231 30/03/2020 Geoffrey Waters QTR 3 Councillor expense claim 19/20 $ 2,191.75 EFT8232 30/03/2020 James Wilkins QTR 3 Councillor expense claim 19/20 $ 1,085.00 EFT8233 30/03/2020 Jason Signmakers Supply of 4 x slippery when wet 'A' frame plastic signs $ 121.00 EFT8234 30/03/2020 K J Smith Storm damage to buildings during Christmas storms $ 4,180.00 EFT8235 30/03/2020 Landgate Certificate of Title searches on A241 A465 A103 & A400 $ 104.80 EFT8236 30/03/2020 Melanie Brown QTR 3 Councillor expense claim 19/20 $ 4,110.50 EFT8237 30/03/2020 Michelle Mchugh QTR 3 Councillor expense claim 19/20 $ 1,053.00 EFT8238 30/03/2020 Moore Stephens Financial & management reporting and budgeting wshops $ 3,148.20 EFT8239 30/03/2020 Marlon Hudson QTR 3 Councillor expense claim 19/20 $ 526.14 EFT8240 30/03/2020 Officeworks Business Direct Sit/Stand desk $ 339.00 EFT8241 30/03/2020 QC Ultimate Clean Carpet cleaning at Kununoppin Community Centre $ 519.75 EFT8242 30/03/2020 Trayning Ag Repairs Various plant repairs $ 15,869.96 EFT8243 30/03/2020 Two Dogs Home Hardware Supply of various items regarding 90mm stormwater pipe $ 286.79 EFT8244 30/03/2020 WA Contract Ranger Services Ranger Services 18/2/20 & 28/2/20 $ 514.25 EFT8245 30/03/2020 Wegners Rural Catering for Trayning Aquatic Centre opening 11/3/20 $ 144.00 EFT8246 30/03/2020 Westwide Auto Electrics Various plant repairs $ 3,454.50 EFT8247 30/03/2020 Yelbeni Store Store account February 2020 $ 1,102.54

TOTAL EFT PAYMENTS $ 279,471.29

Cheques

EFT

SHIRE OF TRAYNINGPayments made from the Municipal Account for the Period 1st March 2020 to 31st March 2020

Presented to Council, 22nd April 2020

Chq/EFT Payee Description Amount

1 of 2

PaymentDate

DD7520.1 4/03/2020 WA Super Superannuation contributions $ 3,166.70 DD7520.2 4/03/2020 Beebynburra SMSF Superannuation contributions $ 711.54 DD7520.3 4/03/2020 Prime Super Superannuation contributions $ 986.95 DD7520.4 4/03/2020 BT Super for Life Superannuation contributions $ 215.53 DD7520.5 4/03/2020 TWU Super Superannuation contributions $ 272.48 DD7520.6 4/03/2020 Australia Super Superannuation contributions $ 157.76 DD7520.7 4/03/2020 Lifetrack Personal Super Superannuation contributions $ 70.58 DD7529.1 3/03/2020 Department of Transport DOT Refund 3/3/20 $ 1,586.30 DD7531.1 4/03/2020 Department of Transport DOT Refund 4/3/20 $ 326.05 DD7533.1 5/03/2020 Department of Transport DOT Refund 5/3/20 $ 16,081.25 DD7535.1 6/03/2020 Department of Transport DOT Refund 6/3/20 $ 90.20 DD7537.1 9/03/2020 Department of Transport DOT Refund 9/3/20 $ 520.50 DD7539.1 11/03/2020 Department of Transport DOT Refund 11/3/20 $ 114.70 DD7541.1 12/03/2020 Department of Transport DOT Refund 12/3/20 $ 2,278.50 DD7543.1 13/03/2020 Department of Transport DOT Refund 13/3/20 $ 839.40 DD7549.1 18/03/2020 WA Super Superannuation contributions $ 3,161.80 DD7549.2 18/03/2020 Beebynburra SMSF Superannuation contributions $ 711.54 DD7549.3 18/03/2020 Prime Super Superannuation contributions $ 986.95 DD7549.4 18/03/2020 BT Super for Life Superannuation contributions $ 216.29 DD7549.5 18/03/2020 TWU Super Superannuation contributions $ 262.50 DD7549.6 18/03/2020 Lifetrack Personal Super Superannuation contributions $ 244.95 DD7551.1 16/03/2020 Fuji Xerox Australia Photocopier lease agreement March 2020 $ 195.48 DD7553.1 16/03/2020 Department of Transport DOT Refund 16.3.20 $ 838.80 DD7555.1 17/03/2020 Department of Transport DOT Refund 17.03.20 $ 638.85 DD7559.1 19/03/2020 Department of Transport DOT Refund 19/3/20 $ 56.85 DD7572.1 23/03/2020 Department of Transport DOT Refund 23.03.20 $ 359.25 DD7574.1 24/03/2020 Department of Transport DOT Refund 24.3.20 $ 330.80 DD7576.1 25/03/2020 Department of Transport DOT Refund 25/3/20 $ 2,057.15 DD7578.1 30/03/2020 Department of Transport DOT Refund 30/3/20 $ 120.10 DD7580.1 31/03/2020 Department of Transport DOT Refund 31/3/20 $ 58.25 DD7582.1 23/03/2020 Wright Express Australia WEX Motorpass terminal rental period ending 8/3/20 $ 49.50 DD7584.1 24/03/2020 Australia Post Postage charges period ending 29/02/20 $ 88.63

TOTAL DIRECT DEBITS $ 37,796.13

802 2/03/2020 Bank fees Redirected from Deposits & Bonds account $ 10.00 802 2/03/2020 Bank fees Monthly account fee Muni $ 20.00 802 2/03/2020 Merchant Fees EFTPOS merchant fee $ 112.24

TOTAL BANK FEES $ 142.24

TOTAL CORPORATE CREDIT CARD PURCHASES -$

Week 36 5/03/2020 Wages Payroll WE 04.03.2020 30,343.00$ Week 38 19/03/2020 Wages Payroll WE 18.03.2020 28,280.00$

TOTAL PAYROLL 58,623.00$

TOTAL PAYMENTS FROM MUNICIPAL ACCOUNT FOR MARCH 2020

400,969.29$

Payment

Date

EFT8197 4/03/2020 Clayton Marchant Nomination fee refund $ 80.00 EFT8198 4/03/2020 Freda Tarr Nomination fee refund $ 80.00 EFT8199 4/03/2020 Geoffrey Waters Nomination fee refund $ 80.00 EFT8200 4/03/2020 James Wilkins Nomination fee refund $ 80.00 EFT8201 4/03/2020 Melanie Brown Nomination fee refund $ 80.00

TOTAL TRUST CHEQUES 400.00$

TOTAL PAYMENTS FROM DEPOSITS& BONDS ACCOUNT FOR MARCH 2020

400.00$

Corporate Credit Card

Payroll

SHIRE OF TRAYNINGPayments made from the Municipal Account for the Period 1st March 2020 to 31st March 2020



Direct Debit

Bank Fees

Cheque

SHIRE OF TRAYNINGPayments made from the Deposits and Bonds Account for the Period 1st March 2020 to 31st March 2020



2 of 2


11.1 CHIEF EXECUTIVE OFFICER 11.1.1 New Council Policy – Acting Chief Executive Office

Date of Report: 26 March 2020 Proponent: Chief Executive Officer File Ref: 4.1.5.7 Officer: Brian Jones – Chief Executive Officer Officer’s Disclosure of Interest: Nil Attachments: 11.1.1 Attachment Draft Council Policy Voting Requirements: Absolute Majority

Purpose of Report To consider adopting a Policy regarding the short-term appointment of an Acting CEO. Background With the advent of the Coronavirus pandemic, the Shire has been reviewing business continuity and it has been identified that Council does not have a Policy dealing with the appointment of an Acting CEO if the CEO is unexpectedly unable to perform their duties. A draft Policy has been prepared and is attached for Council’s consideration. Consultation Shire President and relevant Staff. Statutory Environment 5.36. Local government employees (1) A local government is to employ — (a) a person to be the CEO of the local government; and (b) such other persons as the council believes are necessary to enable the functions of the local government and the functions of the council to be performed. (2) A person is not to be employed in the position of CEO unless the council — (a) believes that the person is suitably qualified for the position; and (b) is satisfied* with the provisions of the proposed employment contract. * Absolute majority required. (3) A person is not to be employed by a local government in any other position unless the CEO — (a) believes that the person is suitably qualified for the position; and (b) is satisfied with the proposed arrangements relating to the person’s employment. Policy Implications New Council Policy


Financial Implications Nil Strategic Implications Nil Officer’s Comment The intent of the draft Policy is to provide the flexibility for the Shire President to appoint a current Manager as Acting CEO for a temporary period until other more formal arrangements can be put in place. This Policy would only be utilised if the CEO could not perform the duties due to ill health, accident or other unforeseen and unexpected circumstances. The reason the limit of any appointment in the draft Policy is six weeks is to allow time for the matter to be presented to Council and to be able to appoint an external person to the position should the period of absence require it. Officer’s Recommendation Moved Cr MS Hudson Seconded Cr CL Marchant That the draft Policy, Appointment of Acting Chief Executive Officer, as attached, be adopted by Council. Amendment Moved Cr FATarr Seconded Nil That the draft Policy, Appointment of Acting Chief Executive Officer, only come into effect during a Pandemic situation. Lasped Council Decision Moved Cr MS Hudson Seconded Cr CL Marchant That the draft Policy, Appointment of Acting Chief Executive Officer, as attached, be adopted by Council. Resolution 04-2020.36 Carried by Absolute Majority 6/1


Prior to any consideration of this Item; Cr ML McHugh declared an interest in item 11.1.2 as she is an employee of the Kununoppin Medical Practice. New Motion Moved Cr MS Hudson Seconded Cr GF Waters That Cr McHugh be allowed to participate in the discussions and decision making procedures as her interest is so trivial or insignificant as to be unlikely to influence her conduct in relation to the matter (Local Government Act section 5.68(1)(b)(ii)), and That Council deal with this matter behind closed doors in accordance with section 5.23(2) of the Local Government Act. The meeting went behind closed doors at 4:27pm. Resolution 04-2020.37 Carried 7/0


11.1.2 Kununoppin Medical Practice Committee MOU Date of Report: 31 March 2020 Proponent: Chief Executive Officer File Ref: Agreements - C55 Officer: Brian Jones – Chief Executive Officer Officer’s Disclosure of Interest: Nil Attachments: Draft KMPC Memorandum of Understanding Voting Requirements: Simple Majority

Purpose of Report To consider endorsing a new Memorandum of Understanding (MOU) for the Kununoppin Medical Practices Committee (KMPC). Background The KMPC, comprising the Shires of Trayning, Mount Marshall, Mukinbudin and Nungarin, is governed by an MOU. The four local governments have a common interest in the Kununoppin Medical Practice and share the costs between the Shires in accordance with the MOU. The current MOU expires on 30 June 2020. At a recent meeting of the KMPC it was agreed to enter into a new MOU for a further four years. The only change from the current MOU is to replace the requirement to have four meetings a year to having two meetings a year with further meetings called if required. Consultation Nil Statutory Environment Nil Policy Implications Nil Financial Implications Nil Strategic Implications Nil


Officer’s Comment Nil Officer’s Recommendation/ Decision Moved Cr FA Tarr Seconded Cr GF Waters That Council agree to enter into the Memorandum of Understanding, Kununoppin Medical Practice Committee, between the Shires of Trayning, Mount Marshall, Mukinbudin and Nungarin, as presented, with any minor amendments excepted. Resolution 04-2020.38 Carried 7/0 New Motion Moved Cr GF Waters Seconded Cr FA Tarr That the meeting come out from behind closed doors at 4:30pm. Resolution 04-2020.39 Carried 7/0


11.1.3 Trayning Volunteer Emergency Services Unit - MOU Date of Report: 31 March 2020 Proponent: Chief Executive Officer File Ref: Agreements – C09 Officer: Brian Jones – Chief Executive Officer Officer’s Disclosure of Interest: Nil Attachments: Draft Memorandum of Understanding Voting Requirements: Simple Majority

Purpose of Report To consider entering into a new Memorandum of Understanding (MOU) between the Shire of Trayning and the Trayning Volunteer Emergency Services Unit (VES) and the Department of Fire and Emergency Services (DFES). Background The Shire of Trayning and the Trayning VES and DFES have entered into an MOU regarding the maintenance and support of the Trayning Volunteer Emergency Services Unit. The MOU commenced in May 2015 and expires in May 2020. A new replacement MOU has been prepared, see attached. It is recommended that Council authorise the CEO to enter into the new MOU. Consultation A copy of the current MOU was forwarded to all relevant parties for comment. Statutory Environment Nil Policy Implications Nil Financial Implications Nil Strategic Implications Nil


Officer’s Comment Nil Officer’s Recommendation/ Decision Moved Cr MS Hudson Seconded Cr FA Tarr That Council authorise the CEO to enter into a Memorandum of Understanding between the Shire of Trayning and the Trayning Volunteer Emergency Services Unit and the Department of Fire and Emergency Services regarding the maintenance and support of the Trayning Volunteer Emergency Services Unit, as presented. Resolution 04-2020.40 Carried 7/0


11.1.4 Trayning Recreation Grounds – Aquatic Centre/Caravan Park

Date of Report: 2 April 2020 Proponent: Chief Executive Officer File Ref: Property – 13.1.4.1 Officer: Brian Jones – Chief Executive Officer Officer’s Disclosure of Interest: Nil Attachments: 11.1.4a Attachment Aerial Plan

11.1.4b Attachment Deposited Plan Voting Requirements: Simple Majority

Purpose of Report To consider amending reserve boundaries at the Trayning Recreation Ground. Background In November 2018 the Shire engaged Engineering Technology Consultants to carry out a survey of the existing electrical infrastructure installed to the Aquatic Centre, Caravan Park and adjacent recreation reserves. Engineering Technology Consultants recommended that the Shire establish a dedicated power supply to the Caravan Park lot and that the best option was for Western Power to supply power to the Caravan Park from Sutherland Street. Western Power have provided the power to the Caravan Park reserve in accordance with the advice received and a contract has been let by the Shire to install the power cable to the caravan park. This cost was included in the new Aquatic centre building budget. Council is aware that the different lots at the Recreation ground do not align with the different facilities (see attached), in particular: Lot 149 Swimming Pool In addition to the aquatic facilities this lot includes two of the tennis courts, caravan park ablutions, caravan park camper’s kitchen and caravan park leach drains. Lot 170 Caravan Park This lot includes the basketball courts and BMX track. Part of the caravan park (North West) and the camping area are not located within lot 170. Consultation Nil Statutory Environment Nil


Policy Implications Nil Financial Implications Nil Strategic Implications Nil Officer’s Comment As all of the lots at the Trayning Recreation Ground are; crown land, vested in the Shire of Trayning and zoned for recreation purposes, there is no risk in having any services (Electrical, Plumbing etc) traversing between the different lots, which is why this has not previously been an issue between the parties. In order to connect the power from Sutherland Street to the caravan park, the power needs to run into lot 149 to pick up the campers kitchen and caravan park ablutions. As mentioned above this would not normally be an issue however as a local resident contacted Western Power regarding this matter, Western Power had no choice but to stop the works proceeding until the lot boundaries were amended. This action has resulted in the community and visitors not having full access to public community facilities and we have been advised that we will now require a separate power source to the proposed DFES building, adding approximately $25,000 cost to this project. In order to progress this matter the Shire have arranged for a survey of the lots and proposed boundary amendments, as per the plans attached. The surveyed Deposited Plan 417727 will achieve the following: The Campers Kitchen, Ablutions and Caravan Park leach drains will be included in

Lot 170 (Caravan Park) The northern boundary of lot 170 has been moved further North so that all of the

Caravan Park Bays and the Tent area is included in lot 170 (Caravan Park) The northern boundary of lot 149 has been moved north so that lot 149 (Swimming

Pool) includes the Pool leach drains.

The proposed north boundary of lot 149 follows and includes the access road off the Bencubbin-Kellerberrin Road.


Officer’s Recommendation/ Decision Moved Cr JJ Wilkins Seconded Cr CL Marchant That the proposed boundary realignments, as detailed on Deposited Plan 417727 be endorsed by Council. Resolution 04-2020.41 Carried 7/0


11.1.5 Budget Review 2019-20 Date of Report: 4 March 2020 Proponent: Chief Executive Officer File Ref: 3.2.7.7 Officer: Brian Jones – Chief Executive Officer Officer’s Disclosure of Interest: Nil Attachments: Nil Voting Requirements: Absolute Majority

Purpose of Report To consider a review of the 2019/20 Budget. Background A review of actual expenditure to budgeted expenditure has been undertaken. The budget review has been prepared to include information required by the Local Government Act 1995, Local Government (Financial Management) Regulations 1996 and Australian Accounting Standards. Council when adopting its 2019/20 budget endorsed a variance of 10% and a minimum of $10,000 to be used in the statements of financial activity and annual budget review, which is the basis of reporting for the Mid-Year Budget Review. Consultation Nil Statutory Environment Local Government (Financial Management) Regulations 33A. Review of budget (1) Between 1 January and 31 March in each financial year a local government is to carry out a review of its annual budget for that year. (2A) The review of an annual budget for a financial year must — (a) consider the local government’s financial performance in the period beginning on 1 July and ending no earlier than 31 December in that financial year; and (b) consider the local government’s financial position as at the date of the review; and (c) review the outcomes for the end of that financial year that are forecast in the budget. (2) Within 30 days after a review of the annual budget of a local government is carried out it is to be submitted to the council. (3) A council is to consider a review submitted to it and is to determine* whether or not to adopt the review, any parts of the review or any recommendations made in the review. *Absolute majority required. (4) Within 30 days after a council has made a determination, a copy of the review and determination is to be provided to the Department.


Policy Implications Nil Financial Implications Budget Review Outcomes Opening Surplus Council budgeted for an opening surplus of $1,047,419 at 1 July 2019. The actual opening surplus, as per the audited financial statements was $1,112,869. Outcome: opening surplus $65,450 more than Budget. Operating Income and Expenditure The following accounts are estimated to vary from budget by more than 10%:.


EstimatedBudget Actual Variance

RATESValuation Expenses 10,000 5,500 4,500 no GRV valuation this year

MEMBERS OF COUNCILMembers Travelling 6,000 4,500 1,500 Conference Expenses 16,500 11,500 5,000 Election Expenses 5,000 3,000 2,000

OTHER GOVERNANCESalaries 470,750 450,750 20,000

FIRE PREVENTIONFire Protection 2,144 7,144 5,000- over budget due to christams fire

EMERGENCY SERVICESHouse Numbering 8,000 3,000 5,000

OTHER EDUCATIONSchool Oval 30,115 15,115 15,000

OTHER HOUSINGAged Housing 28,171 32,171 4,000-

SANITATIONEffluent Disposal 10,000 3,000 7,000-

SWIMMING POOLSalaries / Superannuation 88,870 73,870 15,000 under budget due to contract arrangements

OTHER REC & SPORTGrounds Mtce 172,344 162,344 10,000

OTHER CULTUREAnzac Memorial 500 5,500 5,000-

ROAD CONSTRUCTIONRoad Const - Council 48,150 138,150 90,000- over budget due to unbudgeted reseal works

AERODROMESAirstrip maintenance 12,016 19,016 7,000-

AREA PROMOTIONCaravan Park Mtce 49,434 39,434 10,000 Newtravel 3,000 6,500 3,500- Rance Caravan 5,000 11,000 6,000- Demolish Riding & Golf 24,000- unbudgeted expenditure approved by council


The overall impact of the above operating accounts is a deficit of $63,500, primarily due to Council agreeing to undertake additional reseal works. Capital Accounts Sale of Adams St house $60,000 income, zero budget

As the sale of this house was not included in the Budget it is recommended the monies be transferred to the Housing Reserve. Plant purchases $140,000 under budget

The savings in this year’s plant replacement program will be offset against the transfer to reserve fund and therefore not impact on the budget operating position. Summary Increase in actual opening surplus to budget $65,450 Estimated deficit – operating accounts $63,500 Overall variance $ 1,950 (immaterial) Strategic Implications Nil Officer’s Comment Nil Officer’s Recommendation/ Decision Moved Cr MS Hudson Seconded Cr JJ Wilkins That Council: Adopts the Budget Review as presented. Agrees to transfer the unbudgeted proceeds from the sale of the Adams St house to

the Building Reserve Fund. Agrees to reduce the amount of monies budgeted to be transferred from the Plant

Replacement Reserve to the Municipal Fund by $140,000. Resolution 04-2020.42 Carried by Absolute Majority 6/1


12 NEW BUSINESS OF AN URGENT NATURE BY DECISION OF MEETING 13 MATTERS FOR WHICH THE MEETING MAY BE CLOSED In accordance with Section 5.23(2) of the Local Government Act 1995, the meeting is closed to the members of the public for this item as the following sub-section applied: (c) a contract entered into, or which may be entered into, by the local government and which relates to a matter to be discussed at the meeting; CONFIDENTIAL ITEM 13.1.1 Council Participation in Tourism

Date of Report: 20 April 2020 Proponent: Chief Executive Officer File Ref: 13.5.1.8 Officer: Brian Jones – Chief Executive Officer Officer’s Disclosure of Interest: Nil Attachments: 13.1.1 Draft Memorandum of Understanding Voting Requirements: Simple Majority

New Motion Moved Cr MS Hudson Seconded Cr ML McHugh That the meeting come out from behind closed doors at 4:44pm. Resolution 04-2020.45 Carried 7/0 14 CLOSURE There being no further business, the Shire President thanked all Councillors and Staff for their attendance and declared the meeting closed at 4:44pm.

minutes for ordinary meeting of council wednesday 22 april … · 22/04/2020 · wednesday 22...

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