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Western Metropolitan Regional Council

Minutes for the Ordinary Council Meeting held 5 February 2015

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MINUTES

ORDINARY COUNCIL MEETING

(OC 15/01)

5 February 2015

Commencing at 5.30pm

Shire of Peppermint Grove

1 Leake Street,

Cottesloe WA 6011



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Index

Item Subject Page

1.0 Declaration of Opening 4

2.0 Record of Attendance 4

3.0 Disclosures of Interest 5

4.0 Public Question Time 5

4.1 Response to Previous Public Questions Taken on Notice 5

5.0 Applications for Leave of Absence 5

6.0 Petitions, Approved Deputations and Public Statements 5

7.0 Confirmation of Previous Minutes (Attachment 7.1) 5

8.0 Announcements by Person Presiding Without Discussion 5

8.1 Regional Council Establishment Agreement 6

9.0 Reports of Committees and Officers

9.1 Financial Statements 10

9.2 List of Payments and Sundry Debtors 14

9.3 Investment Register 18

9.4 Minutes of the CEOAC Meeting held 20 January 2015 (Attachment 9.4) 21

9.5 Continuation of Mattress Recycling from the Transfer Station 23

9.6 Extension of Wearne House Lease (Attachment 9.6) 26

9.7 Proposed Incorporation Of FORC Into The WALG/MWAC Structure (Attachments 9.7A and 9.7B)

30

9.8 Review of WARR Act Discussion Paper (Attachments 9.8A, 9.8B and 9.8C) 33



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10 Information Bulletins

10.1 Earth Carers Progress Report 36

10.2 Safety Management 40

10.3 Waste Operations Report (Attachment 10.3) 41

10.4 Progress Report on the Resolutions of Council (Attachment 10.4) 43

11 Motions For Which Previous Notice has been Given 44

12 Questions By Members of Which Due Notice has Been Given 44

13 Urgent Business Approved by the person Presiding or by Decision 44

13.1 Tender RFT – 01/2015 Provision and Haulage of Skip Bins (To be tabled at the meeting)

44

13.2 Minutes from the Audit Committee Meeting held 5 February 2015 (To be tabled at the meeting)

47

14 Matters Behind Closed Doors 47

14.1 Regional Council Establishment Agreement (Report to Council by Mr Neil Douglas)

47

14.2 Separate Confidential Report provided (Attachment 14.2) 47

15 Closure of Meeting 47



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1. DECLARATION OF OPENING

As all Councillors were present, the Chairman welcomed everyone and declared the meeting open at 5.09pm. Items 10.1 to 10.4 of the Information Bulletin were then discussed informally. Resolutions were addressed at the appropriate time during the proceedings.

2. RECORD OF ATTENDANCE AND APOLOGIES

Councillors Cr C Hohnen Chairman Shire of Peppermint Grove Cr B Haynes Deputy Chair Town of Claremont Cr J Ledgerwood Deputy Delegate Town of Mosman Park Cr L Hemsley City of Subiaco Cr R Rowell Town of Cottesloe Staff Mr J Stevenson Chief Executive Officer WMRC Ms A Hynes Waste Operations Manager WMRC Mr P Thomson Business Manager WMRC Ms L Wyatt Office Manager WMRC Ms N Zayan (at 5.23) Sustainability Manager WMRC Visitors Carl Askew (at 5.23) Chief Executive Officer Town of Cottesloe Kevin Poynton (at 5.32) Chief Executive Officer Town of Mosman Park Les Crichton (at 5.23) A/Chief Executive Officer Town of Claremont Mr Neil Douglas (at 5.29) Partner McLeods Solicitors Apologies Cr B Pollock Town of Mosman Park Leave Of Absence Nil



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3. DISCLOSURES OF INTEREST

The Chief Executive Officer declared an Impartiality Interest in item 14.1, Regional Council Establishment Agreement due to his association with McLeods. Cr Rowell declared an interest in item 9.6 Extension of Wearne House Lease, due to his positon as a Board member for Curtin Aged Care who presided over the WMRC Lease negotiation.

4. PUBLIC QUESTION TIME Nil

5. APPLICATIONS FOR LEAVE OF ABSENCE Councillors are advised that the Chief Executive Officer (CEO) will be on leave from 20 February returning 9 March 2015. Peter Thomson will be Acting CEO in his absence.

6. PETITIONS, APPROVED DEPUTATIONS AND PUBLIC STATEMENTS Nil

7. CONFIRMATION OF PREVIOUS MINUTES 7.1 Minutes of the previous Ordinary Council Meeting which was held on 4 December

2014 were circulated previously under a separate cover and are at Attachment 7.1 Moved: Cr Haynes Seconded: Cr Hemsley Officer Recommendation 7.1 That the minutes of the previous Ordinary Council Meeting held 4 December 2014

be accepted as a true and accurate record of proceedings. CARRIED 5/0

8. ANNOUNCEMENTS BY THE PERSON PRESIDING WITHOUT DISCUSSION

The Chair Cr Hohnen welcomed Mr Neil Douglas, a Partner at McLeods who attended on Council to provide legal advice on the impact of the proposed metropolitan local government reform on the WMRC Establishment Agreement, and WMRC delivery agreement. The Chair asked that Item 14.1 be brought forward to allow Mr Douglas to begin his presentation to Councillors. This item has been renumbered 8.1. The presentation commenced at 5.35pm in open session as the presentation was for information and discussion purposes only.



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8.1 REGIONAL COUNCIL ESTABLISHMENT AGREEMENT

The Chief Executive Officer declared an Impartiality interest in this item due to his association with McLeods.

REPORT SUMMARY

Purpose of Report Executive decision Substantial direction for WMRC services. (e.g. adopting strategic plans, accepting tenders, setting budgets)

Key Issue At its meeting on 2 October 2014 the WMRC authorised the CEO to obtain legal advice on how appropriate the establishment agreement was for the possible scenarios for local government reform in the western suburbs. Consequently at its meeting held on 4 December 2014 Council resolved: The necessary approvals for a brief seeking legal advice on the WMRC establishment agreement be sought “out of session” so this legal advice is available in time for the February 2015 meeting of Council.

Key Implication A review of the Establishment Agreement will assist decision making on the future of the WMRC following the Local Government Reform process.

Recommendation That Council receive the report given by Mr Neil Douglas of McLeods Solicitors and the report be used as part of a global understanding of WMRC’s future legal standing and possible obligations following the Local Government Reform process.

REPORT

Source of Report ‐ Business Manager

Background At its meeting held on 4 December 2014 Council resolved: “The necessary approvals for a brief seeking legal advice on the WMRC establishment agreement be sought “out of session” so this legal advice is available in time for the February 2015 meeting of Council.”



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Discussion A draft brief to McLeods Solicitors was subsequently sent to member CEO’s for comment and acceptance. One member CEO included item number 7 (see following) which was included in the draft brief. The draft brief was then sent to member Councillors “out of session” for comment and acceptance. The accepted brief has now been sent to McLeods and is as follows:

Attn: Mr Neil Douglas, Partner, McLeods Solicitors

Dear Neil,

The Premier and the Minister for Local Government have announced the State Government’s position on the Local Government reforms. In essence it is proposed the City of Subiaco and the City of Cambridge merge with no action at this point on the Shire of Peppermint Grove nor the Towns of Claremont, Cottesloe and Mosman Park.

The WMRC Councillors have authorised McLeods to be given a wide ranging brief to research and advise on the possible implications of the proposed Local Government reform process, in particular, but not restricted to, WMRC’s Establishment Agreement and Waste Delivery Agreement.

In addition the WMRC has engaged Ashurst solicitors to advise on the Waste Services Agreement with the plant operators “DiCOM”. There may well be crossover points between the McLeod’s brief and the Ashurst brief. As such, McLeods are requested to identify if there are issues with the Waste Delivery Agreement due to amalgamations that may impact on the Waste Services Agreement and liaise with Ashurst in order to provide the WMRC with a legal appreciation to the possible global impact of the reforms. It is envisaged that McLeods would facilitate a workshop with the WMRC’s Councillors in order to walk through the possible reform permutations and their subsequent effects on the WMRC and member Councils.

As part of this brief some questions/concerns have been listed for research and discussion. This list is by no means exhaustive.

1. When the amalgamation of the City of Subiaco and the Town of Cambridge occurs what would be the membership effect on the WMRC if the old City of Subiaco ceases to exist? ie given that the Town of Cambridge is contracted to the MRC and the City of Subiaco is a member of the WMRC would the new entity be legally obliged to honour the now defunct City of Subiaco’s commitment to the WMRC?

2. If the City of Nedlands, the Shire of Peppermint Grove and the Towns of Claremont, Cottesloe and Mosman Park are amalgamated as the City of Riversea then: 2.1 Is the City of Riversea legally obliged to honour the City of Nedland’s existing waste

disposal contract? 2.2 Would the City of Riversea, in turn, still be legally responsible to honour the current

constituent member’s waste delivery agreement with the WMRC? 3. Given that the waste delivery agreement has a term of five years from the commission date

and one year has passed what are the possible ramifications of extending the agreement with the City of Riversea? ie is it possible that the City of Riversea would not extend the agreement and the WMRC remains contractually liable to source tonnages to the DiCOM plant? This may well be a crossover item.



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4. If the WMRC was to merge with the MRC, and therefore cease to exist, would the MRC still be bound by the WMRC’s existing contract to supply tonnages to the DiCOM plant?

5. Are there changes to the WMRC’s Establishment Agreement that should be made now to put the WMRC in a better position when and if amalgamations actually occur?

6. The Government has initiated a review of the “Waste Avoidance and Resource Recovery Act 2007” (WARR Act). The Executive Summary of this review has listed a number of points/proposed changes that will have direct impact on Regional Councils. They are: 6.1 Comment made concerning inefficiencies and lack of economies of scale under the

current waste collection managed by Local Governments. 6.2 Boundaries of existing Regional Councils are not necessarily ideal to encourage efficient

waste collection, transport and processing. 6.3 Insecure membership (?) directly affecting the ability to make long term contract

commitments. 6.4 Opportunities to create statutory Waste Groups with compulsory membership of groups

that coordinate procurement of waste services on behalf of member Local Governments. Would McLeods please provide an overall appreciation as to where and how the WARR review would possibly impact on both the WMRC and the WMRC member Councils. It is envisaged this appreciation would form part of the workshop to be held with member Councils. The CEO of a member Council has also asked the following: “What would be the process for a member local government that wished to withdraw from the WMRC – with and without the complication of the DiCOM agreements?” Please call should you require clarification of the above or any further information. Yours sincerely Peter Thomson Business Manager



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REPORT IMPLICATIONS Strategic / Policy Implications A review of the Establishment Agreement will assist decision making on the future of the WMRC following the Local Government Reform process. Financial Implications Significant ‐ An additional provision to cover these legal fees has been included in the half yearly budget review. Sustainability Implications Significant. Consultation / Communication Implications Major ‐ Mr Neil Douglas, Partner, McLeods Solicitors has been invited to attend the Council meeting to give Councillors a progress report on the brief to date. Member Council Implications Major RECOMMENDATIONS Voting Requirement ‐ Simple Majority

Officer Recommendation 8.1.1 That Council receive the report given by Mr Neil Douglas of McLeods Solicitors and the

report be used as part of a global understanding of WMRC’s future legal standing and possible obligations following the Local Government Reform process.

Council Resolutions

Moved: Cr Haynes Seconded: Cr Hemsley That

8.1.1 Mr Neil Douglas be thanked for his presentation and requested to provide his written advice on the matters dealt with in his presentation and in the legal brief as soon as practicable.

8.1 2 The CEO be authorised to conduct discussions with City of Subiaco, Mindarie RC and if necessary the Town of Cambridge to assist the establishment of a preferred strategy for the management of MSW from the new City of Subiaco beyond 1 July 2015

CARRIED 5/0 Note: Council considered matters raised by Mr Douglas which required an adjustment of the officer recommendation. Mr Douglas left the meeting at 6.28pm.



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9 REPORTS OF COMMITTEES AND OFFICERS 9.1 FINANCIAL STATEMENTS REPORT SUMMARY Purpose of Report Legislative requirement Requirement of Local Government Act or other legislation (e.g. adopting policies or local laws, endorsing annual report)

Information purposes For information purposes only and does not require a Council decision

Key Issues Financial statements for the periods ended 30 November 2014 and 31 December 2014 are presented. Key Implications Nil Recommendation That the financial statements for the period ended 30 November 2014 and 31 December 2014 be noted. REPORT Source of Report ‐ Business Manager Background At its 10 October 2013 meeting, Council resolved inter alia to:

Adopt a 10% value for reporting material variances in the Statements of Financial Activity reports.

Discussion Operating statements are presented for the periods ended 30 November 2014 and 31 December 2014. The original 2014/15 budget forecast the DiCOM plant to begin operation in a limited way starting in November 2014 and then quickly ramping up in the following months. This has not happened with the additional costs of payment to DiCOM therefore not being relevant to the end of December 2014. Consequently the WMRC has a far greater surplus to budget as at 31 December 2014.



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ATTACHMENTS

Operating Statement for the period ended 30 November 2014

Operating Statement for the period ended 31 December 2014 REPORT IMPLICATIONS Strategic / Policy Implications Strategic action 6.4 in WMRC’s Corporate Business Plan is “Deliver responsible financial management”. This includes a key action to “Provide accurate and transparent financial reporting”. Financial Implications At 31 December, WMRC’s net position was a surplus of $347,984 compared to a budget surplus of $209,797. Sustainability Implications Nil Consultation / Communication Implications Nil Member Council Implications Nil RECOMMENDATIONS Voting Requirement ‐ Simple Majority

Moved: Cr Haynes Seconded: Cr Rowell Officers Recommendation 9.1.1 That the financial statements for the period ended 30 November 2014 and 31 December

2014 be noted. CARRIED 5/0



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9.2 LIST OF PAYMENTS & SUNDRY DEBTORS

REPORT Purpose of Report Legislative requirement Requirement of Local Government Act or other legislation (e.g. adopting policies or local laws, endorsing annual report)


Key Issues

The schedule of accounts paid for November and December 2014 are attached.

The sundry debtors as at 30 January 2015 are attached. Key Implications Nil Recommendations

That the schedule of accounts paid of $1,043,387.99 for the months of November and December 2014 be endorsed.

That the schedule of sundry debtors outstanding at 30 January 2015 be noted. Source of Report ‐ Business Manager RECOMMENDATIONS Voting Requirement ‐ Simple Majority Moved: Cr Hemsley Seconded: Cr Rowell Officer Recommendations 9.2.1 That the schedule of accounts paid of $1,043,387.99 for the months of November and

December 2014 be endorsed. 9.2.2 That the schedule of sundry debtors outstanding at 30 January 2015 be noted.

CARRIED 5/0



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ID# Description Credit1/11/2014 Haynes, Cr Bruce Member sitting fees $1,313.00

1/11/2014 Cr Robert Rowell Member sitting fees $1,250.00 3/11/2014 Bankwest Bank Fees $41.80 3/11/2014 Bankwest Bank Fees $397.24 4/11/2014 WALGA Advertising $404.64 4/11/2014 AnaeCo Limited Recharge for haulage and disposal $2,333.10 4/11/2014 Nabilla Zayan Reimburement of catering expenses $129.80 4/11/2014 Complete Office Supplies Pty Ltd Stationary $311.63 4/11/2014 Heatley Sales Pty Ltd Comptessor 18CFM 3HP 60ltr Tripple cycl $1,102.75 4/11/2014 West Tip Waste Management Haulage from Transfer Station to Rockingham $6,792.00 4/11/2014 Digital Office IT servicves - final payment $33.00 4/11/2014 WA BOS Semi Trailer Equipment Pty Ltd Trailer servicing and manufacture of machine centre lock. $4,091.64

4/11/2014 Australian Services Union October Union liability $49.54 4/11/2014 WALGS Plan Octobers Super liability $7,801.07 4/11/2014 Salaries and wages Salaries and wages $44,974.33 7/11/2014 Caltex Australia Fuel for administration vehicles $447.18 11/11/2014 Bankwest IT support $82.83 14/11/2014 Access Cleaning Services Cleaning of WMRC offices. $781.00 14/11/2014 AIT Specialists Pty Ltd Fuel rebate preparation $100.87 14/11/2014 AnaeCo Limited Recharge for haulage and disposal $56,695.06 14/11/2014 Atom Supply Hand cleaner, PVC hose and fuel treatment $575.19 14/11/2014 Capital Finance 2 x Waste Tech Trailers - leased $22,246.32 14/11/2014 City of Rockingham General waste - 1/10/14 to 15/10/14 $61,370.75 14/11/2014 Craneswest (WA) Pty Ltd Removal of greenwaste from Transfer Station 1/10/14 to

31/10/14$31,036.37

14/11/2014 Curtin Aged Persons Home Inc Electricity, security and security lights. $242.68 14/11/2014 Enviro Sweep Roadsweeping around the Transfer Station $1,375.00 14/11/2014 Garbologie Pty Ltd Mattress collection $316.80 14/11/2014 Mini-Tankers Fuel and oils for the transger station $2,867.39 14/11/2014 Paxon Group End of month processing $1,210.00 14/11/2014 Precision Tool Engineering Repair hydraulic cylinder $675.00 14/11/2014 Prince-Ruiz, Rebecca Reimbursement of $179.50 14/11/2014 West Tip Waste Management Haulage from Transfer Station to Rockingham $28,441.50 14/11/2014 Australia Post Postage $138.52 14/11/2014 Synergy Electricity charges - Transfer station $183.75 14/11/2014 Telstra Telephones $568.04 14/11/2014 Petty Cash Reimbursement Reimbursement to petty cash float of $200.00 $193.85 18/11/2014 Salaries and wages Salaries and wages $2,944.73 25/11/2014 Australian Taxation Office PAYG withholding liability $16,490.00 25/11/2014 Arc-I Welding Industries Welding rods $55.00 25/11/2014 Complete Office Supplies Pty Ltd Stationary $204.69 25/11/2014 Craneswest (WA) Pty Ltd Removal of green waste from the transfer station $35,427.70 25/11/2014 Curtin Aged Persons Home Inc Monthly lease payment $4,663.21 25/11/2014 Garbologie Pty Ltd Mattress collection $254.40 25/11/2014 Nabilla Zayan Reimbursement of Banksia conference expenses $68.87 25/11/2014 Perth Bin Hire Haul Steel to SIMS Malaga, Service fee - Asbestos, haul

cardboard to Visy and haul bulk waste to Rockingham October

$23,196.00

25/11/2014 Picton Press Order books for the transfer station $419.24 25/11/2014 Prince-Ruiz, Rebecca Expenses - Banksia Awards $173.17 25/11/2014 St John Ambulance Australia First aid kits $528.15 25/11/2014 Taylor Tyres Pty Ltd Kumho KRT03 delivered to yard $360.00 25/11/2014 Western Maze Pty Ltd Cartage 15/9/2014 to 25/9/2014 to Rockingham $5,360.00 25/11/2014 Wyatt Lorraine Reimbursement, police clearance and binding combs $81.90

27/11/2014 Telstra Telephones $325.50 Grand Total: $371,305.70


Cash Disbursements Journal1/11/2014 To 30/11/2014



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ID# Description Credit1/12/2014 vividwireless Internet connection at Transfer Station $79.00

1/12/2014 Westpac Bank Merchant fees $345.23

1/12/2014 Bankwest Bank fees $40.60

2/12/2014 Australian Services Union Union fees (liability) $48.88

2/12/2014 WALG Superannuation Plan Superannuation (Novemeber) $11,159.75

2/12/2014 Electronic Payment Salaries and wages $30,051.38

8/12/2014 Caltex Australia Fuels and oils $411.20

9/12/2014 AnaeCo Limited Recharge for haulage and disposal $112,582.22

9/12/2014 City of Rockingham General waste 16/10/2014 to 31/10/2014 $116,658.52

9/12/2014 Anne Lake Consultantancy Write up contract for part time position, research LSL and complete contract documentation

$770.00

9/12/2014 Alan Sullivan QC Legal Opinion $21,120.00

9/12/2014 Curtin Aged Persons Home Inc Rent $5,102.94

9/12/2014 Macri Partners Internal financial audit $15,334.00

9/12/2014 Mini-Tankers Fuels and oils $3,169.50

9/12/2014 Craneswest (WA) Pty Ltd Removal of green waste 3/11/2014 to 30/11/2014 $16,024.29

9/12/2014 Amy Warne Reimbursement for expenses associated with the Royal show and EC end of year event.

$208.70


22/12/2014 Australia Post November postage $96.10

22/12/2014 Synergy Electricity for the Transfer Station

22/12/2014 Telstra Telephones $596.05

22/12/2014 Water Corporation Water rates - Transfer Station $590.96

22/12/2014 ABR Security Security for the Transfer Station $100.10

22/12/2014 ADCORP Australia Limited Advertising of Christmas closing dates for Admin and Transfer Station

$421.52

22/12/2014 AnaeCo Limited Recharge for haulage and disposal $18,562.30

22/12/2014 Cannon hygiene Australia Pty Ltd Annual fee for sanitary disposal units $284.10

22/12/2014 Capital Finance Lease - 3 x Waste tech trailers $11,013.16

22/12/2014 City of Rockingham General waste 03/11/2014 to 15/11/2014 $122,954.69

22/12/2014 Covs Parts Pty Ltd Fuel filter and tyre repair kit $286.93

22/12/2014 Curnow Group Pty Ltd PC7 on Contract no 00003174 Works and Retaining Wall at Transfer Station

$17,626.54

22/12/2014 Curtin Aged Persons Home Inc Monthly Rent - January 2015 $4,663.21

22/12/2014 Enviro Sweep Sweeping around the transfer station $825.00

22/12/2014 Garbologie Pty Ltd Recycling of matresses $613.18

22/12/2014 Heatley Sales Pty Ltd Wipes M tork standard (carton) and rigger gloves $618.77

22/12/2014 More Than A Mow Lawn maintenance at the transfer station 22/10/2014 to 3/12/2014 $520.00

22/12/2014 Nabilla Zayan Earth Carer Catering - Christmas party $24.23

22/12/2014 Paxon Group End of month financials and review of BAS $1,705.00

22/12/2014 Perth Bin Hire Haul bulk waste to Rockingham 3/11/2014 to 28/11/2014 $34,038.00

22/12/2014 Phase 3 Landscape Construction Progress claim # 31 for October 2014 $1,783.42

22/12/2014 Prince-Ruiz, Rebecca Meeting expenses - Plastic Free Festival $17.97

22/12/2014 Pritchard Francis For professional services rendered through December 2014 $2,750.00

22/12/2014 SOS Switched Onto Safety Annual maintenance fee for Chemwatch Gold FFX software $1,595.00

22/12/2014 Steve Back Art Photograpy - art usage $440.00

22/12/2014 Talis Delivery Solutions Consultancy work $3,437.50

22/12/2014 Total Green Recycling E-Waste recycling $164.88

22/12/2014 WALGA Half MWAC Contribution for 2014/15 $4,934.15

22/12/2014 West Tip Waste Management Haulage from Brockway to Rockingham 3/11/2014 to 28/11/2014 $25,470.00

22/12/2014 Australian Taxation Office BAS - GST Clearing $22,513.00

22/12/2014 Elaine Miles Less is more Festival Design - Website and Facebook graphics $200.00


Grand Total: $672,082.29


Cash Disbursements Journal1/12/2014 To 31/12/2014



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Western Metropolitan Regional CouncilTransfer Station

Cnr Lemnos Street & Brockway RoadSHENTON PARK WA 6008

Aged Receivables [Summary]30/01/2015

Name 36 - 60 60+ Total DueAlmond Gardens & Maintenance $366.65 $340.60 $707.25Arbor Centre Plty Ltd $44.55 $0.00 $44.55Carpet Force Commercial Pty Ltd $0.00 $55.00 $55.00Central Psychiatric Service $0.00 $145.20 $145.20City of Nedlands $15,713.83 $0.00 $15,713.83Mark Wells Designs $342.86 $232.98 $575.84Martin Cuthbert Landscapes $565.24 $0.00 $565.24Modular Flooring $66.74 $0.00 $66.74Need A Bin Disposal $0.00 $7,118.39 $7,118.39Perth Bin Hire $2,415.09 $0.00 $2,415.09Presbyterian Ladies Collelge $0.00 $55.00 $55.00Sir Charles Gairdner Hospital $256.28 $692.59 $948.87Tidy Up $881.80 $0.00 $881.80TLC Property Management Group $237.98 $0.00 $237.98University of WA $4,082.07 $0.00 $4,082.07UWA Building Services $202.64 $0.00 $202.64

Total: $25,175.73 $8,639.76 $33,815.49Ageing Percent: 74% 26%

Note: Only amounts greater than 35 days have been included.



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9.3 INVESTMENT REGISTER

REPORT SUMMARY

Purpose of Report Legislative requirement Requirement of Local Government Act or other legislation (e.g. adopting policies or local laws, endorsing annual report)


Key Issues

Council receives an update at each meeting of the Investment Register as at the end of each month.

During November and December four investments matured and $13,836.62 interest was received. The full amount, including interest, was reinvested.

The total value of Reserves at 31 December 2014 was $3,005,415.96.

Key Implications

Interest rates remain low although longer term rates show some improvement. Where feasible Reserve funds have been placed on 90 to 119 days.

Recommendation • That the investment register for the periods ended 30 November 2014 and 31 December

2014 be noted.

Source of Report ‐ Business Manager

RECOMMENDATION Voting Requirement ‐ Simple Majority Moved: Cr Ledgerwood Seconded: Cr Hemsley Officer Recommendation 9.3.1 That the investment register for the periods ended 30 November 2014 and 31 December

2014 be noted. CARRIED 5/0



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9.4 MINUTES OF THE CEOAC MEETING HELD 20 JANUARY 2015 REPORT SUMMARY

Purpose of Report Information purposes For information purposes only and does not require a Council decision

Key Issue

There are no key recommendations made by the Chief Executive Officers Advisory Committee (CEOAC). Consequently the minutes need only be received.

Key Implication

None Recommendations

That the minutes of the CEOAC meeting held 20 January 2015 be received. REPORT Source of Report ‐ Chief Executive Officer Background

CEOAC makes recommendations to the WMRC on strategic and policy matters

Discussion It is proposed the WMRC simply receive the CEOAC minutes as there are no recommendations for the WMRC to act from the committee. Any item can of course be withdrawn by councillors for discussion. ATTACHMENTS The minutes are at Attachment 9.4



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REPORT IMPLICATIONS

Strategic / Policy Implications Nil

Financial Implications Nil

Sustainability Implications Nil

Consultation / Communication Implications Nil

Member Council Implications Nil

RECOMMENDATION

Voting Requirement ‐ Simple Majority

Moved: Cr Ledgerwood Seconded: Cr Rowell Officer Recommendation 9.4.1 That the minutes of the CEOAC meeting held 20 January 2015 be received.

CARRIED 5/0



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9.5 CONTINUATION OF MATTRESS RECYCLING FROM THE TRANSFER STATION

REPORT SUMMARY Purpose of Report Executive decision Substantial direction setting of the Council, its services or operations (e.g. adopting strategic plans, accepting tenders, setting budgets) Key Issues

On 1 September 2014 the WMRC entered into a contact with Garbologie to collect and recycle mattresses from the transfer station for a six month trial ending 2 March 2015 at a cost of $18 (ex GST) per mattress. The WMRC set a nominal charge of $15 (in GST) per mattress to recover costs.

Garbologie has quoted the same price of $18 (ex GST) per mattress and ensemble to continue the service for the rest of this financial year and the same price for 2015/2016.

The trial has been successful with an average of 10 mattresses collected per week. This is the amount estimated prior to the trial commencing.

Recommendations The WMRC continue to offer mattress recycling at the transfer station at the conclusion of the current trial charging a $15 (in GST) fee per mattress REPORT

Source of Report ‐ Sustainability Manager Background On 7 August 2014 Council resolved to appoint Garbologie to collect and recycle mattresses from the transfer station for a trial period of six months and set a nominal charge of $15 (in GST) per separated mattress and ensemble. The contract commenced 1 September 2014 and ends 2 March 2015. Upon commencement this new service was advertised in the local newspaper and on WMRC’s website.



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Discussion The trial has been successful to date. Over the four months from September to December 2014, 162 mattresses were collected at a net cost of approximately $700. Garbologie charge the WMRC $18 (ex GST) per mattress and ensemble to collect and recycle the mattresses. Over this period an average of ten mattresses were collected each week which is the amount estimated prior to the trial commencing. The majority of mattresses collected are brought in by residents. WMRC staff extract a small number of mattresses from council bulk waste when they are not overly contaminated. While no revenue is received from mattresses from council bulk waste, savings are made in cartage and landfill costs. Public Relations

Transfer station manager John Cummins has indicated the service has been favourable with residents and they have not objected to paying the $15 (inc GST) fee for the service. Continuing to offer mattress recycling provides positive public relations for WMRC. Other alternatives for western suburbs residents require driving long distances to Tamala Park, Balcatta Recycling Centre or to private drop off facilities. The service complements the number of free recycling drop‐off services provided at the transfer station for residents and aligns well with the work being done by the Earth Carers and the strategic direction of the organisation to demonstrate best practice in waste management.

Costs Garbologie has quoted the same price of $18 (ex GST) per mattress and ensemble to continue the service for the rest of this financial year and the same price for 2015/2016. The annual cost to provide this service is approximately $2,600 based on a generous estimate of 600 mattresses dropped off annually (12 per week) at a $15 (inc GST) fee per item. There is a case for allowing the drop off of mattresses for free particularly as this currently happens during bulk collections. Should WMRC decide to offer mattress recycling as a free service the annual cost would be approximately $10,800 for the same amount. WMRC will be seeking quotations from alternative suppliers in accordance with WMRC’s purchasing policy. Attachments Nil Report Implications

Strategic / Policy Implications Providing a mattress recycling service aligns with the WMRC’s Corporate Business Plan 2012/13 – 2016/17 by working towards the following strategic objectives: Strategic Objective 2: Increase the number of Councils, businesses and people using our services Strategic Objective 3: Reduce waste to landfill

3.3 Recover value from residual material before landfill



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Financial Implications The annual cost to provide this service is approximately $2,600 based on a generous estimate of 600 mattresses dropped off annually at a $15 (inc GST) fee per item. Sustainability Implications Mattress recycling represents a significant step towards recovering valuable material for recycling and reducing landfill. Consultation / Communication Implications Nil Member Council Implications Nil RECOMMENDATION

Voting Requirement ‐ Absolute Majority Moved: Cr Rowell Seconded: Cr Ledgerwood

Officer Recommendation 9.5.1 The WMRC continue to offer mattress recycling at the transfer station at the conclusion of

the current trial charging a $15 (in GST) fee per mattress. CARRIED 5/0



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9.6 EXTENSION OF WEARNE HOUSE LEASE Cr Rowell declared an interest in this item due to his association as a Board member for with Curtin Aged Care. REPORT SUMMARY

Purpose of Report Executive decision Substantial direction setting of the Council, its services or operations (e.g. adopting strategic plans, accepting tenders, setting budgets) Key Issues

The lease for WMRC’s administration offices at Wearne House expires on 31 May 2015, unless extended. The option of a five year extension is provided for in the lease.

Should the WMRC be wound up during the extension term, the WMRC would be left with a liability for the remainder of the term unless specially agreed otherwise.

Curtin Aged Persons Home Incorporated have indicated they would review releasing the WMRC from any lease extension with a minimum of eighteen months’ written notice or rent in lieu, should the WMRC be wound up as a result of local government reforms.

Alternative office accommodation is likely to have similar terms. Recommendation

That the Chief Executive Officer be authorised to give Curtin Aged Persons Home Incorporated written notice that the WMRC wishes Curtin Aged Persons Home Incorporated to grant the further term subject to acceptable outcomes on the early release of the WMRC from the lease extension if this is needed.

REPORT

Source of Report ‐ Waste Operations Manager Background In October 2010, Council resolved to finalise a five year lease for the Wearne House with the option of a further five years. The option to exercise the five year extension period is now available.



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Discussion The pertinent clause of the sublease reads as follows. ‘Tenant’ refers to Western Metropolitan Regional Council and ‘Landlord’ refers to Curtin Aged Persons Home Incorporated.

There is no subsiting default by the WMRC. The rent may be increased for the further term, as detailed in the pertinent clause below.

WMRC wrote to Curtin Aged Persons Home Incorporated in November requesting a Market Review Notice, specifying the reviewed rent that would apply were WMRC to nominate to renew the sublease. The letter noted the possibility of the WMRC being wound up as a result of the local government reforms, and the potential need for any lease extension agreed to be cut short. The WMRC requested no termination fee apply were this to occur. WMRC also raised the possibility of alterations to the premises in the event Curtin Aged Persons Home Incorporated are prepared to negotiate a renewal of the sublease.



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Discussion Cont A response was received from Curtin Aged Persons Home Incorporated on 12 January 2015. They advised they would be prepared to extend the sublease for a further term at a rent increase of 5%. They further indicated that they would review any application by WMRC to vacate the premises earlier than the stipulated Further Term and release WMRC from its obligations under the Sublease, given a minimum of eighteen month (18) months’ written notice or rent in lieu, should the WMRC be wound up as a result of local government reforms. Eighteen months’ written notice is likely to be problematic for the WMRC, as depending on the events leading up to WMRC being wound up or incurring a change of form or function or operations, WMRC may well have less than eighteen months’ notice itself. Curtin Aged Persons Home Incorporated have indicated they would review an application, not that they would accept one. WMRC has responded to Curtin Aged Persons Home Incorporated’s letter, asking whether they would be prepared to consider reducing the written notice period required to 9 – 12 months. A response is expected to be received by 5 February and will be tabled at the meeting. WMRC has two main options: firstly, to extend the current lease, accepting the liability of the notice period, or secondly to seek alternative office space. WMRC can accept Curtin Aged Persons Home Incorporated’s terms, acknowledging this may require WMRC to pay out up to 18 months of the lease. It is hoped that some 12 months’ notice in the event of the WMRC being wound up could be available. If that were the case a six months’ payout might be anticipated. At 2015 rates, this would total around $28,000. Alternatively, WMRC could find alternative premises. It is assumed that WMRC would want to maintain its presence within the region, which after 1 July 2015, may exclude the City of Subiaco. A location within the Town of Claremont is probably the most suitable alternative location within the region. The current administration office floor area is 134 m2 of nett lettable area at $53,415 for the year from 1 April 2015. A similar space would be required for alternative premises. Rental office space in Claremont appears to be available for approximately $300 per m2 as a minimum. For 134 m2, this would total at least $40,200 per year. Parking spaces may be an additional $1,200 per car per year. Assuming a parking space for all 8 office staff and a visitor bay this is would cost an additional $10,800 per year, totalling approximately $51,000 for office space and parking. This office space is likely to be less amenable and may be less suitable than the current premises. In addition, it is unclear whether any alternative lease would offer terms more suitable than the current lease. While more suitable terms could presumably be negotiated, these would likely come at a cost premium. Moving costs would also be incurred, at approximately $2000 plus the loss of staff time. Outgoings would be additional and may well be more than the outgoings of the current lease.



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Discussion Cont In short, the cost of alternative premises is expected to be very similar to the cost of the current premises, and may not offer terms more suitable than the current lease. ATTACHMENTS Sublease of Premises at 40 Marine Parade, Cottesloe. REPORT IMPLICATIONS

Strategic / Policy Implications Nil Financial Implications TBA Sustainability Implications Nil Consultation / Communication Implications Nil

Member Council Implications Nil RECOMMENDATIONS

Voting Requirement – Absolute majority Moved: Cr Hemsley Seconded: Cr Haynes

Officer Recommendation That the Chief Executive Officer be authorised to give Curtin Aged Persons Home Incorporated written notice that the WMRC wishes Curtin Aged Persons Home Incorporated to grant the further term subject to acceptable outcomes on the early release of the WMRC from the lease extension if this is needed.

CARRIED 5/0


Minutes for the Ordinary Council Meeting o be held 4 December 2014

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9.7 PROPOSED INCORPORATION OF FORC INTO THE WALGA/MWAC STRUCTURE

REPORT SUMMARY Purpose of Report Executive decision Substantial direction setting of the Council, its services or operations (e.g. adopting strategic plans, accepting tenders, setting budgets)

Legislative requirement Requirement of Local Government Act or other legislation (e.g. adopting policies or local laws, endorsing annual report)


Key Issues The proposed incorporation of the Forum of Regional Council into the WALGA/MWAC Structure Key Implications Incorporation with MWAC is expected to provide a better platform to promote Regional Council interests with the State Government and for advocacy on waste management matters Recommendation That the other Metropolitan Regional Councils be advised the WMRC supports incorporation of

FORC into the WALGA/MWAC Structure as detailed in Action 8.1.

REPORT Source of Report ‐ Chief Executive Officer Background The Forum of Regional Councils (FORC) has been investigating since June 2014 whether incorporation of FORC in to the WALGA/MWAC Structure would provide a better platform to promote Regional Council interests with the State Government and for advocacy on waste management matters. Discussion The FORC CEO Group, at the FORC Chairs request, discussed what benefits might flow from incorporation and what models of incorporation might work with WALGA and MWAC Officers. This culminated in discussion paper considered by FORC at its meeting on 28 January 2015. The FORC agenda item and the discussion paper on this matter are at Attachments 9.7A and 9.7B and provide background to the unanimous agreement for action by FORC. These actions are set out below.



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Discussion (Continued)

8.1 That subject to Action 8.5 below FORC accept the proposals in the ‘Draft for Comment Discussion Paper Regional Council/MWAC Structure” but modified as follows

Step1: Establish MWAC Metropolitan Regional Working Group

Amend the quorum of 80% to 50% of members plus 1

Step2: Establish Metropolitan Regional Council Group

Delay taking action on Step 2 at this time and further review the situation when the WALGA and MWAC governance arrangements and processes have been reviewed and finalized following Local Government Reform

8.2 The FORC Executive Officer complete arrangements with MWAC Officers (Executive (Manager Environment and Waste and Manager Waste and Recycling) for executive support for the FORC working group.

8.3 The EMRC be requested to prepare final accounts for members relating to the 2014/15 FORC budget before the end of the financial year.

8.4 Regional Council Chief Executive Officers be advised that under the proposed arrangements with MWAC/WALGA they will need to contribute $2000 + GST direct to MWAC for executive support services for the rest of this financial year.

8.5 Prior to FORC acting as above each Metropolitan Regional Council confirm by email to the other Metropolitan Regional Council members before the end of February 2015 their position on the proposed incorporation with the MWAC Structure.

Councillor’s attention is specifically drawn to Actions 8.1, 8.4 and 8.5 ATTACHMENTS FORC Agenda 28 January 2015 ‐ Item 8 (Attachment 9.7A) Discussion Paper Regional Council/MWAC Structure (Attachment 9.7B) REPORT IMPLICATIONS Strategic / Policy Implications Incorporation with MWAC is expected to provide a better platform to promote Regional Council interests with the State Government and for advocacy on waste management matters. Financial Implications There will be increased budget costs if this proposal proceeds and an amount is yet to be determined Sustainability Implications Not really relevant



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Consultation / Communication Implications The good communication and consultation with other Metropolitan Regional Councils will continue Member Council Implications As above RECOMMENDATION Voting Requirement Simple Majority

Moved: Cr Haynes Seconded: Cr Hemsley Officer Recommendation 9.7.1 That the other Metropolitan Regional Councils be advised the WMRC supports

incorporation of FORC into the WALGA/MWAC Structure as detailed in Action 8.1 above. CARRIED 5/0



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9.8 REVIEW OF WARR ACT DISCUSSION PAPER REPORT SUMMARY Purpose of Report Executive decision Substantial direction setting of the Council, its services or operations (e.g. adopting strategic plans, accepting tenders, setting budgets)



Key Issues The Part 3: WARR Act Reform Proposals will aid waste management of MSW with the exception of the formation of Statutory Waste Groups which appear unnecessary. The closing date for submissions on the proposed reforms is 23 February 2015. Key Implications If the proposal for the formation of Statutory Waste Groups is implemented it will impact on the waste management operations of Metropolitan Regional Councils in a manner that is unclear but which may not be beneficial. Recommendations

The WMRC note and support the formation of the WARR Act Review Policy Forum by WALGA

The WMRC make a submission to the DER supporting the Part 3: WARR Act Reform Proposals as described but subject to more detailed analysis with the exception of Statutory Waste Groups

REPORT Source of Report ‐ Chief Executive Officer Background The Department of Environmental Regulation has issued a paper entitled ‘Review of Waste and Resource Recovery Act 2007’. This paper is at Attachment XXX. Submissions on the proposed reforms set out in Part 3 of the paper have been invited closing on 23 February 2015. The reforms proposed are considered reasonable except for the proposal to form Statutory Waste Groups.



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Discussion At a meeting on the first meeting of the Metropolitan Regional Councils Working Group 10 December 2014 the Director General of the DER spoke to the discussion paper. He was requested by members to provide some explanation of the rationale and function of the proposed Waste Groups but it is fair to say he could not or would not be drawn on what the intent was. It is understood that the timeframe for the introduction of the reforms is 2016. Councillors should note that the Chair and CEO of the WMRC are members of this group. The group has been formed to work with the Department of Local Government on amendments which will be required to Regional Council establishment agreements as a result of metropolitan local government reform. These amendments need to be place on 1 July 2015. The second meeting of the group is to be held on the 4 February 2015. This will be reported on verbally at the WMRC meeting on 5 February 2015 by Cr Hohnen. The President of WALGA has established the ‘WARR Act Review and Policy Forum’ to draft policy and a submission on the discussion paper for presentation to State Council. Applications were invited for membership of the Forum and Cr Helmsley the WMRC representative on MWAC was successful in his application for membership of the Forum. At the time of the preparation of this item the outcomes of the work done to date by the Forum is not available but is hoped to table it at the WMRC meeting on 5 February 2015. The Chair Forum of Regional Councils requested that a submission be prepared for FORC and this was considered at their meeting on 28 January 2015. In summary FORC agreed to:

Strongly support the consolidation and retention of Regional Councils (from 5 to 3)

Subject to more detailed analysis support the Part 3: WARR Act Reform Proposals with the exception of Statutory Waste Groups as described

Communicate the FORC position on the proposed reforms to those Regional Council representatives who are members of “The WARR Act Review and Policy Forum” established by the President of WALGA so there is every opportunity for FORC position to reflect appropriately in the final policy

Email the submission to “The WARR Act Review and Policy Forum” and request that FORC’s position be properly reflected in the submission prepared by WALGA.

Email the submission to the DER It is suggested the WMRC make a submission on the discussion paper supporting the Part 3: WARR Act Reform Proposals but subject to more detailed analysis as described with the exception of Statutory Waste Groups. A short draft submission has been prepared and is at Attachment 9.8B ATTACHMENTS Review of Waste and resource Recovery Act 2007 (Attachment 9.8A) Draft Submission on Part 3: WARR Act Reform Proposals (Attachment 9.8B) MWAC Waste Vision for the Metropolitan Area (Attachment 9.8C)



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REPORT IMPLICATIONS Strategic / Policy Implications Just what the implications would be for Metropolitan Regional Governments if Statutory Waste Groups were established is not known at this point. This proposal certainly adds to the uncertainty in which Metropolitan Regional Councils operate. In addition the bill currently before parliament on the establishment of Regional Subsidiaries adds to this uncertainty although there may well be benefits for some Metropolitan Regional Councils if they transition to this model. Financial Implications Uncertain Sustainability Implications Uncertain Consultation / Communication Implications Uncertain Member Council Implications Uncertain RECOMMENDATIONS Voting Requirement ‐ Simple Majority

Moved: Cr Hemsley Seconded: Cr Haynes Officers Recommendation That 9.8.1 The WMRC note and support the formation of the WARR Act Review Policy Forum by

WALGA and

9.8.2 The WMRC make a submission to the DER supporting the Part 3: WARR Act Reform Proposals as described but subject to more detailed analysis with the exception of Statutory Waste Groups

CARRIED 5/0



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10 INFORMATION BULLETIN 10.1. EARTH CARERS UPDATE REPORT

Source of Report Earth Carers Coordinator Background Earth Carers had a busy end to 2014 and are planning to start 2015 with the same enthusiasm. We are currently planning the Plastic Free Summer Festival in January and the Less is More Festival in March. This report includes discussion on: Earth Carers End of Year Passata Party

Newspaper articles

Claremont Christmas Carnival

Keep Australia Beautiful Community Litter Grant success

Local Matters winners

Iona river excursion

School battery competition

Discussion Earth Carers End of Year Passata Party

Earth Carers held their most successful end of year celebration to date. Around 40 Earth Carers volunteers, family and friends gathered at The Grove Community Centre to celebrate a wonderful 2014. Volunteers were thanked for their hard work and commitment over the year. We started the event with a passata tomato sauce making demo, then proceeded to make a pasta meal with it.

R – Earth Carers

volunteers celebrating

2014

Below – Demonstrating

passata making



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Newspaper Articles Earth Carers Coordinator, Rebecca Prince‐Ruiz appeared on the front page of the Post Newspaper on 10 January 2015. The article promoted the upcoming Plastic Free Festival and brought attention to the amount of plastic pollution there is on our local beaches. Earth Carers were featured on page 5 of the Western Suburbs Weekly on 23 December 2014. The article encouraged people to recycle effectively over the festive period.

R‐ Post Newspaper article, 10 January, pg 1

Below ‐ Western Suburbs Weekly

newspaper article, 23 December, pg 5



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Claremont Christmas Carnival Earth Carers attended the annual Claremont Christmas Carnival on 7 December as the battery mascot and the CFL light globe fairy. During the evening we gave away hundreds of battery recycling bags, Earth Carers bookmarks and information about the Transfer Station.

Keep Australia Beautiful Community Litter Grant success Earth Carers received grant funding of $6,000 from Keep Australia Beautiful to purchase portable water bottle refill stations. The grant did not cover the full cost of the stations, however Earth Carers negotiated a discounted price for co‐branding with Meet Pat, the company who makes the stations. The stations are for use at events and can be borrowed by member councils, schools and community groups within the region. We anticipate the stations will make it easier for events to reduce litter and be more sustainable.

Local Matters Winners Earth Carers were voted ‘Community Group of the Month’ in the Local Matters competition run by Grill’d Restaurant in Cottesloe. Earth Carers received a certificate and $300. The funds will be used for Earth Carers events in 2015.

Battery mascot and CFL light globe

fairy at the Claremont Christmas

Carnival

Draft design for new portable

water bottle refill stations

featuring the iconic pylon at

Cottesloe Beach



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Iona river excursion Iona Presentation College invited Earth Carers to lead an excursion to the Swan River with students from year 8. The students organised their own plastic free picnic and then conducted a river side clean up. Students and Earth Carers then audited the waste findings.

School Battery competition In 2014 students recycled 279.5kg of batteries across 14 schools ‐ a fantastic effort! We also recently welcomed Subiaco Primary School, Iona Presentation College and St Hilda's Junior School to the competition.

The following table shows the volume of batteries collected from each school in 2014. Before announcing the winning school we take into account when the schools entered the competition and the number of students in the school.

RECOMMENDATION Moved: Cr Rowell Seconded: Cr Hemsley Officers Recommendation 10.1.1 That the Earth Carers Progress report to 5 February 2015 be received

CARRIED 5/0



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10.2 SAFETY MANAGEMENT This item was heard out of sequence and became the first item of the meeting addressed. REPORT Source of Report – Waster Operations Manager WMRC’s safety consultant is continuing the review of the WMRC’s safety systems. A preliminary gap analysis carried out in September 2014 included 67 recommendations, four of which were identified as priority:

Improve current fall protection controls. o Complete. The WMRC has updated and implemented Procedure 3: Floor Attendant

Operations, and installed aluminium barriers (see photo below).

Improve and document HHW handling and storage procedures. o Underway. The WMRC’s safety consultant is reviewing how to best deal with the risks

associated with the HHW area, and has provided draft recommendations to the WMRC.

Improve and document fire and emergency response procedures. o Underway. WMRC has begun to systematically create or update the procedures identified

by the safety consultant. A draft Safety Procedures Manual has been created, which currently includes 29 procedures over the following categories: Administrative Procedures Consultation & Communication Procedures Employee Welfare Emergency Control & Response Procedures Operational Procedures

Improve and document site traffic management. o Underway. The traffic direction of the site has now been reversed, and the traffic

management plan will be updated to reflect the changes to the site traffic routes.



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Several previously identified safety issues were addressed:

Concern was expressed at the WMRC silos being stacked so close to the gas booster, in case a silo toppled over. The WMRC’s safety consultant has advised the following actions be carried out: o Store the silos horizontally where practicable; this may be possible with some re‐

arrangement of shipping container storage and the existing silo storage areas. Underway. The Site Supervisor is reviewing what layout changes are practicable to be

made to the area in question. o Have a structural engineer provide an assessment of their stability under credible scenarios

of wind loading and other adverse events, and comment on potential additional controls for protecting the gas plant. Underway. A structural engineer has been engaged to perform this work.

Concern was expressed at the proximity of the new server to existing sprinklers in Wearne house o A fire engineer inspected the situation and noted that no action need be taken as the server

is unlikely to pose any risk greater than the existing photocopier.

The WMRC held Safety Committee Meeting 11 on 17 December 2014. Two hazards were identified:

Vehicles have been travelling contrary to the traffic management plan. The traffic plan was not currently being followed, as it made it difficult for trucks to access silo bay 1, and lack of room on site particularly with busy verge collections, meant additional room is required for the Square bin haulage trucks to hook up.

o Staff were directed that the traffic management plan should be followed wherever possible.

AnaeCo staff have been noticed scavenging from bulk waste area and skip bins. This is inappropriate as it can be a dangerous activity.

o AnaeCo were notified of AnaeCo staff accessing inappropriate areas, stockpiles, or bins and requested to prevent this occurring in future.

RECOMMENDATION Moved: Cr Hemsley Seconded: Cr Ledgerwood Officer Recommendation 10.3 That the Safety Management Report be received.

CARRIED 5/0



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10.3 WASTE OPERATIONS REPORT

REPORT Source of Report – Waste Operations Manager Waste Statistics Total waste receivals are on track with previous years. However, commercial tonnages have had a significant downturn, as noted previously. MSW tonnes received at site have increased, with a Third Party customer bringing significant MSW tonnes to site for processing through the AWT Plant. Bulk Waste tonnes are on track with previous years. Green Waste tonnes are slightly down from previous years, but may recover in the second half of the financial year. Attachment 1 provides waste receivals data to 31 December 2014. AWT Plant Commissioning 236 tonnes were processed in November 2014. 389 tonnes were processed in December 2014. 278 tonnes were processed in January 2015. Batch 9 is expected to be out loaded in late January 2015. The leaks to the process water tanks have been fixed. Repairs to the HVL (High Vertical Lift) on Vessel 2 are still underway. WMRC is currently evaluating the plant requirements for removal of residuals to ensure these will be sufficient as the Plant reaches capacity. ATTACHMENTS Waste Statistics Report (Attachment 10.3) REPORT IMPLICATIONS Nil RECOMMENDATION Moved: Cr Haynes Seconded: Cr Rowell Officer Recommendation 10.3 That the Waste Operations Report be received.

CARRIED 5/0



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10.4 PROGRESS ON COUNCIL RESOLUTIONS

REPORT Source of Report ‐ Chief Executive Officer Background In October 2007 Council decided that an information bulletin item tracking progress of Council resolutions be presented at future meetings. Discussion The progress schedule on Council resolutions to 5 February 2015 has been reviewed by the Chief Executive Officer and is shown below as Attachment 10.4. Only resolutions not finalised are shown in this schedule in line with the dot points below.

Those completed prior to 4 December 2014

Those superseded by subsequent actions and events

Those of routine administrative nature A master schedule from October 2007 is retained on file for reference purposes ATTACHMENTS Progress on Council Resolutions Schedule (Attachment 10.4) REPORT IMPLICATIONS Nil Discussion Nil RECOMMENDATIONS Moved: Cr Hemsley Seconded: Cr Haynes Officer Recommendation 10.4.1 That the Progress Schedule on Council Resolutions dated 5 February 2015 be received.

CARRIED 5/0



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11 MOTIONS FOR WHICH PREVIOUS NOTIVE HAS BEEN GIVEN

Nil

12 QUESTIONS BY MEMBERS OF WHICH DUE NOTICE HAS BEEN GIVEN

Nil

13 URGENT BUSINESS APPROVED BY THE PERSON PRESIDING OR BY DECISION

13.1 TENDER RFT 01‐2015 PROVISION AND HAULAGE OF SKIP BINS

REPORT SUMMARY

Purpose of Report Executive decision Substantial direction setting of the Council, its services or operations (e.g. adopting strategic plans, accepting tenders, setting budgets)


Key Issue(s) The selection of a tender for provision and haulage of skip bins and an award of contract.

Key Implication(s) Appointment of a contractor to provide these services will enable necessary management of bulk waste and

recyclables.

Recommendation That Council award Request for Tender 01‐2015 to Perth Bin Hire based on the schedule of rates of their

conforming tender offer, presented as an attachment to this report.

REPORT Source of Report – Operations Manager Background The Western Metropolitan Regional Council (WMRC) issued a Request for Tender ‐ RFT 01‐2015 Provision and Haulage of Skip Bins. The JFR (Jim) McGeough Resource Recovery Facility accepts bulk hard waste from the member Councils and the City of Nedlands. Bulk hard waste is unloaded onto a hardstand area then loaded into 30m3 skip bins. Various recyclables are also collected and stored in 15m3 or 30m3 skip bins.



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Background Cont. These bins are provided by a contractor and hauled to a designated receival site by the contractor. The current contract for these works expires on 10 February 2015; RFT 01‐2015 is to replace that contract. The previous contract for these works was award by Council at its February 2013 meeting. A list of the tenders received is set out below. Discussion The WMRC issued a Request for Tender ‐ RFT 01‐2015 Provision and Haulage of Skip Bins on Wednesday 7 January 2015. Tenders closed at 12 noon (Western Standard Time) Friday 23 January 2015. A total of five Tenders were received from five Tenderers. Offers were received from:

Instant Waste Management;

Perth Bin Hire;

SITA;

Veolia; and

West Tip. All tenders met the requirements of the specified Compliance Criteria, though Veolia did not confirm their receipt of the Tender Addendum. All tenders were considered by the tender evaluation panel to meet the minimum quantitative requirements of the tender. Instant Waste Management offered the cheapest tender price, with Perth Bin Hire and WestTip offering the next lowest prices. SITA and Veolia offered significantly higher prices than the other tenderers. Perth Bin Hire are the current contractor for these services. Their tender price was cheaper than their existing contract price. Perth Bin Hire scored the highest on the qualitative criteria, with WestTip also scoring highly. Instant Waste Management scored the lowest on the qualitative criteria with SITA, and Veolia also scoring poorly: each partially satisfied the criteria, with some reservations, and posing a low to moderate risk of unsatisfactory performance of the contract. Risks of poor performance may be able to be addressed through proactive contract management. While poor performance of this contract would be undesirable, it is unlikely to impact greatly on WMRC’s ability to deliver its core services. One Tenderer suggested, not as part of an alternative tender, that Council could save a significant amount of money (up to how $50,000 annually) by utilising 40m3 bins rather than 30m3 (as per the Request for Tender) to transport bulk waste. This would decrease the trips required to cart the same amount of waste, leading to potential savings as the contract is awarded on a price per trip. As this was not part of the Request for Tender scope of works, Tenderers were all asked if they could provide this alternative. Mixed responses were received from Tenderers. One Tenderer suggested that there might be little benefit to be gained from 40m3 bins as they can become unstable if not loaded evenly and legal height restrictions would require careful attention to height when loading bins.



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Discussion Cont.

Given that 40m3 bins for bulk waste were not within the scope of the tender, and not all Tenderers felt they could provide this service for an unchanged price, it is not felt that Council could accept this option from any Tenderer with probity. It is also unclear exactly what benefit could be derived from changing to 40m3 bins. On this basis, it is recommended that the Council accepts the tender from Perth Bin Hire. ATTACHMENTS Perth Bin Hire RFT 01‐2015 Tender Schedule of Rates (Attachment 14.3A) REPORT IMPLICATIONS

Strategic / Policy Implications None Financial Implications None Sustainability Implications None Consultation / Communication Implications None Member Council Implications None RECOMMENDATION Voting Requirement – Absolute Majority

Moved: Cr Rowell Seconded: Cr Hemsley That Council award request for Tender 01‐2015 to Perth Bin Hire based on the schedule of rates of their conforming tender offer, presented as an attachment to this report.

CARRIED 5/0



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13.2 Minutes from the Audit Committee Meeting held 5 February 2015 Moved: Cr Haynes Seconded: Cr Hemsley That the minutes from the Audit Committee Meeting held 5 February 2015 be received.

CARRIED 5/0

14 MATTERS BEHIND CLOSED DOORS

14.1 Regional Council Establishment Agreement This item was dealt with in open session as well as out of session. Refer to Item 8 on page 5. 14.2 Confidential Progress Report The report entitled “Confidential Progress Report – DiCOM Project – 30 January 2015” has been

circulated to Councillors under separate cover. Due to the commercial, confidential and legal

privilege nature of this material it is recommended discussion by Council of the report with

Appendices 1 to 3 take place behind closed doors.

Moved: Cr Ledgerwood Seconded: Cr Hemsley That the meeting move behind closed doors at 7.23pm

CARRIED 5/0

Moved: Cr Haynes Seconded: Cr Rowell That the meeting return to open session at 8.21

CARRIED 5/0

15 CLOSURE OF MEETING The Chairman thanked everyone for their attendance and declared the meeting closed at 8.22pm.

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