Attachments To Agenda Items

 

 

 

FOR THE

 

Ordinary Meeting of Council

 

27 August, 2015


SHIRE OF BROOME

Ordinary Meeting of Council

27 August 2015

 Attachments To Agenda Items

 

           

9.2.1      POLICY - MINING, PETROLEUM AND GEOTHERMAL ENERGY RESOURCE EXTRACTION

Attachment 2      Attachment No 2 - Draft Policy                                                 3

Attachment 3      Attachment No 3 - WA Parliamentary Inquiry into the implications of Hydraulic Fracturing for unconventional gas - Terms of Reference                                                                                                         5

9.2.3      CLOSURE OF A PORTION OF COGHLAN STREET ROAD RESERVE

Attachment 1      Area D - Portion of Coghlan Street to be Closed                10

Attachment 2      Survey of Water Corporation Assets                                      11

9.2.4      SHIRE OF BROOME MUNICIPAL INVENTORY OF HERITAGE PLACES - LAKE EDA

Attachment 1      Attachment No 1 - Additional Information - Lake Eda       12

Attachment 2      Attacment No 2 - Proposed updates to Lake Eda Listing  42

9.2.5      PROPOSED SIGNS - GREAT NORTHERN HIGHWAY

Attachment 1      Attachment No 1 - Sign Details                                               43

9.3.1      ESTABLISHMENT OF STAKEHOLDER AND COMMUNITY REFERENCE GROUP - CHINATOWN REVITALISATION PROJECT

Attachment 1      DRAFT TERMS OF REFERNENCE CHINATOWN STAKEHOLDER AND COMMUNITY REFERENCE GROUP                                            44

9.3.2      ROEBUCK BAY CARAVAN PARK - CONSIDERATION OF COMMUNITY ENGAGEMENT PLAN

Attachment 1      Community Engagement Plan - Roebuck Bay Caravan Park         51

Attachment 2      Roebuck Redevelopment Plan Consultation Timeline June 2015   66

9.4.1      PAYMENTS - JULY 2015

Attachment 1      PAYMENTS - JULY 2015                                                               68

9.4.2      MINUTES OF THE JOINT MEETING OF THE KIMBERLEY ZONE OF WALGA AND REGIONAL COLLABORATIVE GROUP HELD 3 AUGUST 2015

Attachment 1      Minutes 3 August 2015                                                               87

Attachment 2      Attachments                                                                             162

10.1       ARTS, CULTURE & HERITAGE ADVISORY COMMITTEE MEETING MINUTES 16 JULY 2015

Attachment 1      MINUTES - ACHAC 160715                                                       339

Attachment 2      BUSINESS OPERATING PROCEDURE 3.20                               358

Attachment 3      APPENDIX A - PUBLIC ART GUIDELINES                                  361

Attachment 4      APPENDIX B - GUIDELINES FOR DEVELOPERS                       378

Attachment 5      DRAFT DELEGATION OF AUTHORITY                                       390

Attachment 6      AMENDED TERMS OF REFERENCE - ACHAC                         393

Attachment 7      AMENDED POLICY 5.16                                                            403

10.2       MINUTES OF THE BROOME CEMETERY ADVISORY COMMITTEE 5 AUGUST 2015

Attachment 1      Unconfirmed Minutes of the Broome Cemetery Advisory Committee held 5 August 2015.                                                                 409

Attachment 2      Attachments to the BCAC 5 August 2015                           429                    


Item 9.2.1 - POLICY - MINING, PETROLEUM AND GEOTHERMAL ENERGY RESOURCE EXTRACTION

Attachment No 2 - Draft Policy

 

 

CEO & GOVERNANCE                                                 X.X.XX

CEO

 

TITLE:

POLICY ON MINING, PETROLEUM AND GEOTHERMAL ENERGY RESOURCE EXTRACTION

 

ADOPTED:

OMC ………………… – Page …………

REVIEWED:

OMC ………………… – Page …………

ASSOCIATED LEGISLATION:

Petroleum and Geothermal Energy Resource Act 1967;

Mining Act 1978

 

ASSOCIATED DOCUMENTS:

Nil

REVIEW RESPONSIBILITY:

Director Development Services

DELEGATION:

 

Previous Policy Number X.X.X

 

Objective:

 

·          To support the expansion of industry that helps deliver economic prosperity to its residents, whilst ensuring every effort is undertaken to make sure that the initial assessment as well as compliance and monitoring of any activities carried out are at a level that is compatible with the amenity of the natural and built environment and that of the Shire’s residents.

·          To ensure that any activities associated with mining or the extraction of petroleum and geothermal energy resources are thoroughly assessed, monitored and managed effectively to ensure local economic, environmental and social values are enhanced and developed.

 

 

Definitions:

 

Nil

 

Policy:

 

1.1       The Shire of Broome supports the extraction of natural resources including mining and petroleum and geothermal energy resources where:

a.)     The applicant briefs the Shire on measures to be implemented to deliver positive economic benefits to the local economy;

b.)     The applicant demonstrates that the impacts on Shire Infrastructure are adequately compensated for in the immediate and future life of that infrastructure and that any additional infrastructure required is adequately provided by the applicant;

c.)     The applicant has due regard to the purpose and objectives of the relevant zone/reserve under Local Planning Scheme No 6 and aims to ensure the proposal is compatible with these and surrounding uses;

d.)     The potential impacts on the public health and drinking water areas have been considered by the relevant authorities and related approvals granted for the activities to be conducted; and

e.)     Environmental and cultural matters have been taken into account by the relevant authorities and related approvals granted for the activities to be conducted;

 

1.2       The Shire of Broome accepts the process undertaken by the Department of   Mines and Petroleum and or the proponent with respect to consultation with the relevant people directly affected with regards to land use rights and or compensation.

 

1.3       The Shire of Broome accepts the positions and assessment processes of the relevant regulatory bodies including the         Department of Mines and Petroleum, Environmental Protection Authority, Department of Health, Department of Environment and Regulation, Department of Environment (Federal), Department of Water and Department of Aboriginal Affairs with regard to the following aspects of the proposals:

 

i).   potential impacts on the public health (as considered in 1.1 d.));

ii).  potential impacts on drinking water areas (as considered in 1.1 d.));

iii).  potential environmental implications have been taken into account and best practice mitigation strategies adopted (as considered in 1.1 e.)); and

iv). potential impacts on areas of Aboriginal heritage and cultural significance (as considered in 1.1 e.)).

 


Item 9.2.1 - POLICY - MINING, PETROLEUM AND GEOTHERMAL ENERGY RESOURCE EXTRACTION

Attachment No 3 - WA Parliamentary Inquiry into the implications of Hydraulic Fracturing for unconventional gas - Terms of Reference

 

 




Item 9.2.3 - CLOSURE OF A PORTION OF COGHLAN STREET ROAD RESERVE

Area D - Portion of Coghlan Street to be Closed

 

 


Item 9.2.3 - CLOSURE OF A PORTION OF COGHLAN STREET ROAD RESERVE

Survey of Water Corporation Assets

 

 


Item 9.2.4 - SHIRE OF BROOME MUNICIPAL INVENTORY OF HERITAGE PLACES - LAKE EDA

Attachment No 1 - Additional Information - Lake Eda

 

 


 


 


 


 


Item 9.2.4 - SHIRE OF BROOME MUNICIPAL INVENTORY OF HERITAGE PLACES - LAKE EDA

Attachment No 1 - Additional Information - Lake Eda

 

 


 


Item 9.2.4 - SHIRE OF BROOME MUNICIPAL INVENTORY OF HERITAGE PLACES - LAKE EDA

Attachment No 1 - Additional Information - Lake Eda

 

 


 


 


 


 


 


 


 


Item 9.2.4 - SHIRE OF BROOME MUNICIPAL INVENTORY OF HERITAGE PLACES - LAKE EDA

Attachment No 1 - Additional Information - Lake Eda

 

 


Item 9.2.4 - SHIRE OF BROOME MUNICIPAL INVENTORY OF HERITAGE PLACES - LAKE EDA

Attachment No 1 - Additional Information - Lake Eda

 

 


 


 


 


Item 9.2.4 - SHIRE OF BROOME MUNICIPAL INVENTORY OF HERITAGE PLACES - LAKE EDA

Attachment No 1 - Additional Information - Lake Eda

 

 


 


 


Item 9.2.4 - SHIRE OF BROOME MUNICIPAL INVENTORY OF HERITAGE PLACES - LAKE EDA

Attachment No 1 - Additional Information - Lake Eda

 

 


 


 


Item 9.2.4 - SHIRE OF BROOME MUNICIPAL INVENTORY OF HERITAGE PLACES - LAKE EDA

Attachment No 1 - Additional Information - Lake Eda

 

 


 


Item 9.2.4 - SHIRE OF BROOME MUNICIPAL INVENTORY OF HERITAGE PLACES - LAKE EDA

Attachment No 1 - Additional Information - Lake Eda

 

 


 


Item 9.2.4 - SHIRE OF BROOME MUNICIPAL INVENTORY OF HERITAGE PLACES - LAKE EDA

Attacment No 2 - Proposed updates to Lake Eda Listing

 

 

BILLABONG (LAKE EDA)                                                      Place No: 59

                                                                                                                                 C:  Some Significance

                                                                                                                                 SITE: Interpretation

                                         

 

Address

Lake Eda, Broome Road to Roebuck Plains Station

Suburb/Town

Roebuck Plains

Reserve No:

 

  Diagram

C.T.   Vol  Fol

 

 

STATEMENT OF SIGNIFICANCE

The Billabong at lake Eda is of great cultural importance to the traditional owners, Yawuru Aboriginal Community, who visit to hunt and maintain cultural customs. 

 

GRADING C: A place/site without built features, but of some cultural heritage significance to Shire of Broome. Recommend Interpretation

 

HISTORICAL NOTES

Lake Eda is the largest and most permanent of a chain of six lakes that occur in the extensive coastal floodplain in the area known as Roebuck Plains. The Billabong Lake at Lake Eda is of great cultural importance to the traditional owners, Yawuru Aboriginal community, who visit to hunt and maintain cultural customs

 

LISTINGS

HCWA Database:

Other Ref No. GIS Property Number:

Shire of Broome: 2004.

 

SUPPORTING INFORMATION/BIBLIOGRAPHY

DOCUMENT TYPE

Livesey, N.J., Harris, J., & Brash, S.J., Roebuck Plains and Associated Wetland System, Murdoch University. 

 

Department of Environment and Conservation, Resource Condition Report for a Significant Western Australian Wetland – Lake Eda

 

 


Item 9.2.5 - PROPOSED SIGNS - GREAT NORTHERN HIGHWAY

Attachment No 1 - Sign Details

 

 

 

 


 


Item 9.3.1 - ESTABLISHMENT OF STAKEHOLDER AND COMMUNITY REFERENCE GROUP - CHINATOWN REVITALISATION PROJECT

DRAFT TERMS OF REFERNENCE CHINATOWN STAKEHOLDER AND COMMUNITY REFERENCE GROUP

 

 

Chinatown Revitalisation

Terms of Reference

Stakeholder and Community Reference Group

 
kdclogo-landcorp-footerReport [Cover].jpg

Background and Introduction

 

The Shire of Broome has entered into a Memorandum of Understanding with the Kimberley Development Commission and LandCorp to undertake joint projects together. 

 

The first project under this MOU is the revitalisation of Chinatown.

 

This document supports the Business Case which has been prepared to unlock the State Government funding for this project. 

 

When this matter was considered by Council the following was considered by the Shire of Broome:

 

Community Engagement

 

The development of the Business Case has utilised the extensive community engagement which was undertaken as part of the Chinatown Development Strategy and other community engagement.

 

To ensure ongoing community involvement in this important project the following are recommended actions:

 

1.   Community Engagement Plans will be prepared for each project. These will be approved by the Steering Committee prior to implementation. This is consistent with the Council’s community engagement framework.

 

2.   Officers consider a Community Reference Group sitting separate to the Steering Committee be considered to support the aims of the governance model. This group could be used to assist communication and consultation in relation to the projects and their progress, provide feedback to the Steering Group as well as gain stakeholder buy in to the Chinatown Revitalisation. It is recommended the composition of this group be developed with the project partners and be returned to Council for consideration at a future date.

 

 

At this meeting on OMC in April 2015 Council resolved the following:

 

That Council:

 

1.   Endorse the Chinatown business case for presentation to Cabinet with the ability for the Chief Executive Officer to make minor amendments to the document as required and sign the business case on behalf of the Shire.

2.   Authorise the Shire President to write to the Premier and Minister for Regional Development advising that Council endorses the Chinatown Revitalisation Business Case and is prepared to consider $2 million towards the revitalisation of Chinatown if the Business Case is approved by Cabinet.

3.   Request the Chief Executive Officer to liaise with the KDC and Landcorp to finalise the Steering Committee terms of reference and governance model.

4.   Request the Chief Executive Officer liaise with stakeholders to develop terms of reference for a Chinatown Community Reference Group for consideration by Council.

5.   Request the Chief Executive Officer to call tenders to establish a panel of “Project Managers” to assist in delivery of existing and future potential projects.

 

This document is proposed to address points 4 above. 

 

The Governance Model

 

The following diagram represents the governance model for the project:

 

Further details on the Governance model will be the subject of a Project Management Agreement document and future report to Council.    This TOR just deals with the Stakeholder and Community Reference Group. 

 

 

 

 

 

 

 

 

 

 

 

Stakeholder and Community Reference Group

 

Membership

 

 

 

 

 

 

 

Ex Officio

 

Proxies

 

 

Chairperson

 

-

 

 

 

 

 

 

 

1 x Councillor (1x Deputy)  Shire of Broome

1 x Representative Yawuru

1 x Representative Broome Chamber of Commerce and Industry

1 x Representative Chinatown Traders

2 x Representatives of Landowners in Chinatown

4 x Community Representatives

 

 

Members of the Project Control Group will also be invited to attend the meetings.

 

Each member may delegate a proxy to attend in their place providing it is done in writing to the Chairperson prior to the meeting.

 

Councillor of the Shire of Broome to be Chairperson.  The person presiding is to ensure that Minutes of the Meeting are kept of the meetings proceedings.

 

 

Responsible Officer

 

-

Deputy Chief Executive Officer

Meeting Schedule

 

-

Bi - Monthly or more frequently as required.

 

Meeting Location

 

-

Function or Committee Room, Shire of Broome

 

Secretariat  

-     -

 The Secretariat functions will be provided by the Shire of Broome.

 

Quorum

-

Six Members (including one Councillor of Shire of Broome)

 

Delegated Authority

-

Nil

 

 

Purpose

 

 

-

 

 

The purpose of the Community Reference Group is as follows:

 

 

 

 

 

-     Provide input and feedback to the Project Control Group and Council on the Revitalisation of Chinatown.

-     Ensure the community and key stakeholders are appropriately engaged in the design and delivery of projects as part of the Chinatown Revitalisation.

-     Act as a conduit between the Project Working Group and the community and traders and landowners in Chinatown. 

 

 

 

 

 

FUNCTIONS:

 

1.0        NAME

 

The name of the Group is the Chinatown Stakeholder and Community Reference Group.

 

2.0        DISTRICT/AREA OF CONTROL

 

Local Government boundaries of the Shire of Broome.

 

3.0        VISION / PURPOSE

 

The purpose of the Chinatown Reference Group is as follows:

 

1.   Provide input and feedback to the Project Control Group and Council on the Revitalisation of Chinatown.

 

2.   Ensure the community and key stakeholders are appropriately engaged in the design and delivery of projects as part of the Chinatown Revitalisation.

 

3.   Act as a conduit between the Project Working Group and the community and traders and landowners in Chinatown. 

 

 

 

 

4.0        ESTABLISHMENT

 

Established by Shire of Broome in accordance with Council resolution on XXXXXX

 

5.0        MEMBERSHIP

 

5.1      General

 

Council will appoint members to the Group in accordance with the terms of reference.

 

Staff will be invited to participate in the Group by the Chief Executive Officer as required.

 

Council will appoint one elected members as a Delegate and one elected members as a Deputy to the Group.

 

5.2      Tenure of Membership

Where a person is appointed as a member of the Chinatown Revitalisation  Community Reference Group membership of the Group continues until —

 

·     The person no longer holds office by virtue of which the person became a member.

·     The person resigns from membership of the Group.

·     The Group is disbanded.

·     The Council removes the person from the Group by resolution of Council.

·     For elected member Delegates, the next ordinary elections day

 

 

6.0        DELEGATED AUTHORITY

 

The Group has no delegated authority.   

 

 

7.0        COMMITTEE

 

7.1         Chairperson

 

The role of Chairperson is to be vacated following biannual Council elections in October and reappointed by Council.

 

A Councillor of the Shire of Broome will be the Chairperson.

 

7.2         Secretariat

 

This role is to be fulfilled by Shire Officers.

 

7.3         Standing Ex-Officio Members

 

Chief Executive Officer, Deputy CEO and/or his delegate and members of the Project Control Group. 

 

8.0        MEETINGS

 

8.1 Group Meetings

 

The Chairperson will call meetings every two months and as required.

 

8.2 Quorum

 

Quorum shall be 6 (six) members including one Councillor.

 

 

8.3 Voting

 

Voting shall be by consensus or by a show of hands as directed by the Chairperson. 

 

8.4    Minutes of Meetings

 

The person presiding is to ensure that Minutes of the Meeting are kept of the meetings proceedings.

 


Item 9.3.2 - ROEBUCK BAY CARAVAN PARK - CONSIDERATION OF COMMUNITY ENGAGEMENT PLAN 

Community Engagement Plan - Roebuck Bay Caravan Park

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Roebuck Bay Caravan Park Redevelopment and New Lease

 

 

 

Community Engagement Plan

 

(August 2015)

 

 

 

 

 

 

Project name:      

Roebuck Bay Redevelopment and New Lease

Project owner:     

Paul Martin

Project manager:

Paul Martin

 

BACKGROUND

The Roebuck Bay Caravan Park is located on a State Government Reserve (171132) vested with the Shire of Broome for the purposes of Recreation, Bathing and Caravan Park.  The Shire has power to lease of the Reserve for a period of 21 years. 

 

The current lease for the Roebuck Bay Caravan Park (RBCP) expires in December 2017.  The RBCP has been leased to Ralston Bay Holdings since 1989.

 

Council has resolved to undertake a public tender process to select the lessee beyond the expiration of the current lease term. 

 

As part of the new lease Council would like to see the park redeveloped commensurate with its iconic location. 

 

Council has previously prepared two documents to guide this new lease and redevelopment being:

-     Consultancy company Brighthouse was engaged to prepare a Redevelopment Master Plan for the site.  This report is designed to be a guide for the redevelopment with Council not supportive of every aspect of the proposed schedule of works. 

-     Council has endorsed a set of Essential Lease terms by which it would consider leasing the park into the future.  These will form part of the tender information and conditions.

Prior to undertaking the tender process Council wants to hear the views of industry and the community regarding the redevelopment of the site.  Council can then determine the aspects of this feedback to be incorporated into the vision for the park and tender information.  It is this engagement which is the subject of this community engagement plan.

 

It is expected that this engagement will result in a series of key themes and considerations tenderers will need to address in their tender to lease and redevelop the park into the future. 

 

 

ESTABLISH ENGAGEMENT PARAMETERS

The key parameters to consider are:

 

 Legislative

There are four legislative areas relevant to this project:

 

1.   The new lease of this site will be considered a Major Land Transaction under the Local Government Act 1995 and as such a Business Plan will be required to be prepared and advertised for a period of 6 weeks.  This is proposed to be undertaken once a preferred tenderer is determined prior to acceptance of the tender.  

 

2.   The use of the site is determined the purpose of the reserve.  The current usage permissible is Recreation, Bathing and Caravan Park.  Any change to this usage will require approval of the State and any other requirements of the Land Administration Act.  Council is not considering any change to the current purpose at this stage. 

 

3.   The operations of the caravan park are determined by the Caravan Parks and Camping Ground Act 1995.  Any redevelopment and future lease will need to comply with this legislation.

 

4.   The rights of residents in the park who reside for longer than 3 months are subject to the Residential Parks Long Stay Tenants Act 2006 which is managed by the Department of Commerce.  Any tender process and future lease of the park will need to ensure compliance with this legislation. 

 

Geographic boundaries

 

The area of the lease is depicted on the attached plan at Appendix 1.

 

The current lessees of the Caravan Park also lease the area shown on the plan attached from the State Government.  Council is considering approaching the State Government to see if it can lease this parcel of land from the State and incorporate it into the leasable area for the Roebuck Bay Caravan Park.  This part may require consideration of the essential lease terms if incorporated. 

 

Other than this proposed change it is not considered at this stage to change the size of the leasable area.  It is however acknowledged that the interface between the leasable area and surrounding land uses may alter. 

 

Budget for redevelopment

 

Council has limited funds available to contribute towards the redevelopment of the caravan park.  The following amounts have been allocated in the Shire of Broome’s long term financial plan:

 

2015/16 FY

2016/17 FY

2017/18 FY

2018/19 FY

2019/20 FY

2020/21

$250,000

$250,000

$250,000

$250,000

 

$250,000

 

Council may consider a contribution towards the redevelopment either by way of capital construction or an of offset of rental during the first few years of a new lease to this maximum value.   

 

There is a need to undertake some capital works prior to the expiry of the current lease using some of these funds.  The nature and scope of these works will be determined by Council in accordance with the current lease and consideration of any future redevelopment. 

 

Timelines

 

Council has determined that the engagement for this process will take a period of 8 weeks. 

 

The timeline for the entire tender process has been prepared and is attached at Appendix 2 to this plan. 

 

 

 

ENGAGEMENT DECISION TO BE MADE / PURPOSE AND OBJECTIVES

 The objectives of the engagement are to:

 

1.   Obtain input from industry and the community on the redevelopment of the RBCP commensurate with its iconic location for incorporation into the Tender scope.

 

2.   Seek input from adjoining landowners, lessees and the community on how the interface between the caravan park and surrounding land uses and geographic areas could be improved. 

 

3.   Provide a medium to inform and seek feedback from existing tenants and visitors to the Caravan Park on considerations the future redevelopment should take into account.

 

4.   To seek alignment between the views of residents, visitors, the community, key stakeholders and Council to provide a consistent position to future tenderers for consideration as part of their redevelopment plans and lease terms in an attempt to minimise risk. 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

IDENTIFY TARGET STAKEHOLDERS

 

Primary Stakeholders (those who have a direct interest in an outcome – be it proximity or economic interest.) Egs only – please tailor for your specific project

·    Current long term residents of the park

·    Current and past visitors to the park

·    Adjoining land owners

·    Town Beach Café

 

 

 

 

Secondary Stakeholders (those who have a general interest in a project or issue)

·    Australia’s North West

·    Broome Visitor Centre

·    Broome Chamber of Commerce

·    Ratepayers and Residents of Shire of Broome

·    Broome Tourism Leadership Group

·    Government Agencies including:

Tourism WA

Department of Commerce

Department of Lands

Department of Parks and Wildlife

·    Tourism Operators in the Shire including all Caravan Park operators

·    Landowners within a 300m Radius from the Caravan Park

 

 

 

 

Tertiary Stakeholders (those that do not always fit neatly into the primary or secondary)

·    Media

·    Caravan Industry Association of Australia

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

DETERMINE LEVEL OF ENGAGEMENT

 

The Community Engagement Matrix is a tool designed to assist with the selection of a level of engagement. The axes on the Matrix relate to “degree of complexity, and potential community impact /political sensitivity”.  Measures on a scale of 1 - 6 are set out to provide further definition.

 

Community Engagement Matrix:

The below table will help you determine the level of engagement for this project. Consider this project and the below statements and place your response in the right hand column:

 

 

SCORE

1 - 2

SCORE

3 - 4

SCORE

5 - 6

This Project

Degree of complexity

There is one clear issue and or problem that needs to be addressed.

There are more than one or two issues/problems that can be resolved.

There are multiple issues/problems and it is unclear how to resolve them.

 

 

SCORE

1 - 2

SCORE

3 - 4

SCORE

5 - 6

This Project

Degree of potential community impact  and political sensitivity

The project will have little effect on communities and they will hardly notice any changes.

 

The project has acceptance throughout the community.

 

 

The project will fix a problem that will benefit communities and the change will cause minor inconvenience.

 

There are groups in communities who may see potential in raising the profile of a project to gain attention for their cause.

The project will create a change that will have an impact on communities and the living environment and the degree of impact/outrage and acceptance will vary.

 

Community expectations about the project are different to those of the decision makers and there is high potential for individuals and groups to use the uncertainty to gain attention.

 

 

 

Your project score for Degree of Complexity: ___4______

 

Your project score for Degree of Community Impact/Political Sensitivity: ____4______

 

Using these scores on the graph above will indicate the project engagement level

 

The engagement level for this project is:__ CONSULT_______ .

 

 

The table below explains what the different levels of engagement mean:

 

INFORM

CONSULT

INVOLVE

COLLABORATE

EMPOWER

Public Participation Goal:

To provide the public with balanced and objective information to assist them in understanding the problems, alternatives and/or solutions.

To obtain public feedback on analysis, alternatives and/or decisions.

To work directly with the public throughout the process to ensure that public concerns and aspirations are consistently understood and considered.

To partner with the public in each aspect of the decision including the development of alternatives and the identification of the preferred solution.

To place final decision-making in the hands of the public.

Promise to the Public:

We will keep you informed

We will keep you informed, listen to and acknowledge concerns and provide feedback on how public input influenced the decision

We will work with you to ensure that your concerns and aspirations are directly reflected in the alternatives developed and provide feedback on how public input influenced the decision.

We will look to you for direct advice and innovation in formulating solutions and incorporate your advice and recommendations into the decisions to the maximum extent possible.

We will implement what you decide.

 

 


Item 9.3.2 - ROEBUCK BAY CARAVAN PARK - CONSIDERATION OF COMMUNITY ENGAGEMENT PLAN 

Roebuck Redevelopment Plan Consultation Timeline June 2015

 

 

 

ENGAGEMENT TOOLS AND ACTIVITIES (To help you select your activities for your determined level of engagement please refer to the tables below. These are examples only and not representative of all possible approaches. You may delete these table once you have referred to them)

 

TOOLS at INFORM level

Always Think it Through

What can go right

What can go wrong

Printed Materials See Media and Promotions Officer

·    Fact sheets

·    Newsletter

·    Media Advertising

·    Brochures

·    Issues Papers

·    Keep it short & simple

·    Make it visually interesting & engaging but not too busy or slick

·    Proof-read all documents

·    Engage at least 5 randomly selected staff members to trail material & provide feedback

·    Use language that is inclusive and jargon free

·    Always include opportunities for comment &include reply paid forms or envelopes to encoruage two-way communication

·    Explain public role & how comments have affected project decisions

·    Offer interpretation services

·    Can reach a large target audience

·    Public look for information in regular format, ie newsletter, media coloum

·    Allows for techincal & legal reviews

·    Written comments returned in reply paid format

·    Documentation of public involvement facilitated

·    Mailing list development

 

·    Distribution planning inadequate

·    Materials do not reach the mark

·    Material not read

·    Limited capacity to communicate complicated mesages

·    Information misinterpreted

 

Displays

·    Council Offices

·    Libraries

·    Community Centres

·    Shopping Centres

·    Schools

·    Childcare centres

·    Establish regular sites of possible to build on community culture

·    Develop distribution list

·    Make sure personnel at locations know what materials are about & contact for further information

·    Consider electronic displays eg touch screens, TV video loop

·    Make sure materials are removed when past their use-by date

·    Information is accessbile to the public at relatively little cost

·    Public use the distribution locations to look for materials

·    Pubic visit Council facilties & may learn more about service provision

·    Public ask for further information at Council distribution sites

·    Distribution sites are overcrowded with information & the materials get lost among the collection of materials

·    There is no active promotion of the materials

·    Upkeep of information at sites is not well managed.

Website

Information directly into the household

·    Needs to be visible & easy to navigate

·    Keep information updated

·    Capable of reaching a large audience at low cost

·    Popular information resource

·    People without access disadvantaged

·    Technical difficulties

·    Hard to navigate

TOOLS at CONSULT level

Always Think it Through

What can go right

What can go wrong

Printed Materials

Displays

Website

Refer to Inform Table

Refer to Inform table

Refer to Inform table.

Briefings:

·    Council Staff

·    Elected Members Technicians

·    Consultants

·    Key Stakeholders Community Groups (including marginalised groups)

·    Keep it short & simple

·    Use clear, jargon free, inclusive language

·    Use easy to read diagrams and visuals that are consistent with the verbal & written content

· Control of information/presentation Opportunities to clarify misinformation

· Reach a wider variety of people

·  Build community capacity

·  Evaluate & readjust approach

·    Some groups may be left out of briefings

·    Inaccurate information may be passed on to community

·    Expectations may be raised

·    Information may be used inappropriately

Mailed Surveys/ Questionnaires

·    Sheets

·    Blanket distribution

·    Random distribution

·    Selected distribution

·      Surveys/Questionnaires should be developed using specific guidelines and trialled before distribution

·      Collection and method of analysis to be considered & clarified

·      Level of engagement & parameters need to be clear

·   Can gather information from people other than those with special interest

·   Gather information from people who might not attend meetings

·   Can gather specific information

·   Statistically tested results have more credibility

·     Response rate can be poor

·     Communities over surveyed

·     Can be labour intensive

·     Questions may be misinterpreted

·     Results not trusted Results not fed back to communities effectively

Technical Assistance Attendance at:

·    Briefings

·    Meetings

·    Workshops

·    Technical resource persons must be perceived as credible by communities

·    Ensure technical resource persons have access to information about the communities attitudes

·   Build credibility & address public concerns about equity

·   Facts in dispute can be debated & consensus reached

·    Resource availability may be limited

·    Technicians may not be prepared for working too closely with communities & may lack empathy with community concerns

Open House

· Communities engage at their own pace in a comfortable environment

· Drop in to individually to view plans, ask questions, give opinions have an informal chat & a coffee, tea etc.

·    Be there when you say you are going to be

·    Consider the demographics of the area & time sessions accordingly

·    Greet people at the door & explain the format, provide comments sheet

·    Give people a task eg. “good/ bad” dots to place on the displays to record their preferences

·   Facilitates a wide variety of people

·   Break down perceived barriers

·   Fosters communication

·   More convenient for people

·   Engages people more effectively

·   Minimise aggressive approach to Council staff

·    Special interest groups may boycott or disrupt

·    Groups may use “dots” to lobby for special interests

·    Staff resource intensive

·    May not be accessible to people who rely on public transport

Feedback Register Resident pool for feedback

·   Check the register content is relative to your purpose

·   Gather input from a broad range of people

·    Register maintenance can be resource intensive

TOOLS at INVOLVE level

Always Think it Through

What can go right

What can go wrong

Printed materials, displays, website, briefings, surveys etc

See Inform and Consult tables

See Inform and Consult tables

See Inform and Consult tables

Focus Groups

Use to test message with randomly sleected peopel or to gain input to asssit with planning for engagement

·    Clear tasks

·    Relevant representation

·    Skilled facilitation

·    Provides opportunity to test materail

·    Verify prior assumptions

·    Raise unexpected additional benefits

·    Participants may feel restricted by the approach

·    May be perceived as exclusive

·    May be costly

Interviews

·    Face-toface

·    Telephone

·     Be clear & open about the intent

·     Consider quetions carefully to gather relevent info

·    Ensure effective infomation recording methods

·    Be inclusive

·     Be equitable

·    Gather clear udnerstanding of public concenrs & issues

·    Individuals feel inclined toprovide input based on personalised format

·    Able to reach more peopel by varying timeframe for interviews

·    Can be very time consuming

·    Apriticpants can tke their issues oout on the interviewer

·    Particpants are tired of being interviewd on a range of issues & not will not engage willingly.

Workshops

Commence with presentation & allow for interaction in small groups with feedback to larger group to bring all the info together at the end of the workshop

·    Know how you plan to use public input before the workshop

·    How are you going to manage the group rules for engagement

·    Use trained facilitators & give them clear instructions to ensure the aims of the workshop are achieved

·    How are you going to feedback outcomes of workshop to participants

·    Participants can use the opportunity to raise their concerns, needs, issues

·    Foster equity and credibility

·    Opportunity to hear the ‘silent’ voices

·    Special interest groups get to listen to other voices

·    Unexpected additonal benefits

·    Relational benefits

·    Small numbers of participants

·    Resistance to breaking up into small groups by some participants

·    Special interest groups monopolise the workshop

·    Participants alter the agenda

·    Facilitators not impartial or not skilled enough to deal with some behaviours

·    Imformation session format used rather than wroskshop format

·    Feedback not recorded effectively

Field Trips

Tour of project site or comparable site for stakeholders, elected members, community groups, media

·       Set up booking system to manage demand efffetivly

·       Make accessible to diverse groups

·       Provide itenrery/tour guide

·       Plan question.answer session

·       Plan refreshement break &provide water during the trip

·       Consider safety

·    Opportunity to develop rapoort with stakholders

·    Increas knowledge of issues & process for all involved

·    Unexpected additional benefits

·    Number of pariticpatns can be limited by resource availabiltiy

·    Intention can be misintperpreted

·    Project site may revewal uninteneded conditions

·    Aggrieved participant may take the opporutniy to monploise captured audience.

TOOLS at COLLABORATE level

Always Think it Through

What can go right

What can go wrong

Design Charrettes Sessions where participants become involved in the design of a projects features

·    Plan how the “Design-in” will take place

·    Provide clear information & guidelines for participants

·    Provide clear parameters

·    Provide technical support

·    Provide opportunities to foster creative ideas

·   Can create effective partnerships & working relationships with communities & individuals

·   Can develop sense of trust for all concerned

·   Can identify issues & concerns in early stages of projects

·   Can result in improved outcomes

·    Participants bring unrelated agenda to the session/s

·    Not enough time allowed for sessions Small representation of community

·    None of what is discussed in the session/s is incorporated into the final design

·    Future expectations can not be met

Citizen Juries

Group of citizens selected to learn about an issue & then examine the data by questioning decision-makers, technicians, and interested parties – all of who are witnesses to the process. The Jury makes recommendations based on their evaluation of the discussions

·    Ensure the sessions are managed by a skilled facilitator

·    Be clear about how the results will be used

·    Ensure a cross-section from the community

·    Consider current levels of expertise of participants

·   Great opportunity to develop deep understanding of an issue

·   Positions of interest can shift

·   Limitations & possibilities can be identified

·   Can dispel misinformation

·   Can build credibility

·   Can provide unexpected benefits

·    Group selection can be mistrusted

·    Participants may not show up on the day

·    Sessions can loose focus

·    Cost can be extensive

Deliberative Polling Selecting people from communities to measure informed opinions. Essential elements required to ensure a democratic deliberative process are, influence, inclusion and deliberation, Carson, Hartz­Karp, 2005

·    Ensure a skilled facilitator is used

·    Commit to full process Consider resources required & check against budget & hidden costs

·    Aim for a cross-section of participants from communities

·    Plan to develop capacity in communities

·   Participants can be exposed to views & arguments from different backgrounds

·   Special interest lobbying can be diffused

·   Can develop capacity in communities

·   Can provide unexpected benefits

·    Mistrust of the organisers & unfamiliar process can hamper participation

·    People do not have the time required to commit to the process

·    Timeframes are unrealistic

·    Agenda too ambitious or not specific enough

Mediation/Negotiation/Dialogue Designed to create shared meanings through effective listening and reflective questioning

·    Establish firm guidelines

·    Ensure the role of the mediator/negotiator & participants are clear

·    Seek commitment to the process

·   Helps participants towards an understanding of others viewpoint

·   Forward thinking approach sets new directions

·   Win/Win outcomes

·   Promotes accountability on both sides

·    Can be difficult to identify who the parties are & who & what they represent

·    Time & resource intensive

·    Knowledge and skill base required to facilitate mediation/negotiation not acknowledged

 

 


 

ENGAGEMENT ACTION PLAN

 

 

The Tools selected for this project are:

·     Website information including background reports and submission form which can be completed.

·     Briefings (1x Key tourism stakeholders and operators, 1x Long term residents of the park with Department of Commerce, 1x Government Agencies, 1 x General Community)

·     Submission form to be availalbe and mailed to ajoining land owners and lessee’s.

·     Information availlable at the front counter of the Adminstration Building

 

 

 

ENGAGEMENT EVALUATION

 

The information gained will be collated and used as part of the tender package.  The consultation will be successful it through the process it captures the themes and issues stakeholders and the community believe should be considered as part of the redevelopment and future lease of the park. 

 

 

 

 

REPORTING / FEEDBACK

 

Council will be advised of the evaluation and outcomes by:

 

The outcomes of the engagement will be presented to the Council for consideration as part of the tender scope and documentation. 

 

 

Stakeholders will be advised of evaluation by:

 

A summary of the findings will be made availalbe to the public.  

 


 

Appendix 1

Surveyed leased area_2009.jpg

Appendix 2

 

Roebuck Bay Caravan Park Timeline for New Lease and Redevelopment

 

 

Jul - Sep 15

Oct - Dec 15

Jan - Mar 16

Apr - Jun 16

Jul - Sep 16

Oct - Dec 16

Jan - Mar 17

Apr - Jun 17

Jul - Sep 17

Oct - Dec 17

TASK

 

 

 

 

 

 

 

 

 

 

Community engagement on future redevelopment and lease

 

 

 

 

 

 

 

 

 

 

Prepare tender scope and documentation

 

 

 

 

 

 

 

 

 

 

Council endorsement of tender scope and criteria

 

 

 

 

 

 

 

 

 

 

Tender advertising period (2 months)

 

 

 

 

 

 

 

 

 

 

Review and assess tenders

 

 

 

 

 

 

 

 

 

 

Council consideration of tenders and select preferred tender

 

 

 

 

 

 

 

 

 

 

Prepare and obtain Council approval for business plan for advertising

 

 

 

 

 

 

 

 

 

 

Business plan advertising (6 weeks)

 

 

 

 

 

 

 

 

 

 

Review submissions received during advertising process and  report to Council

 

 

 

 

 

 

 

 

 

 

Final Ministerial and Department of Lands approval

 

 

 

 

 

 

 

 

 

 

New lease prepared and agreed by parties

 

 

 

 

 

 

 

 

 

 

Current lease expires

 

 

 

 

 

 

 

 

 

 

New lease engrossed

 

 

 

 

 

 

 

 

 

 


Item 9.4.1 - PAYMENTS - JULY 2015

PAYMENTS - JULY 2015

 

 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


Item 9.4.2 - MINUTES OF THE JOINT MEETING OF THE KIMBERLEY ZONE OF WALGA AND REGIONAL COLLABORATIVE GROUP HELD 3 AUGUST 2015

Minutes 3 August 2015

 

 

 

 
logo.gif 

 

newlogo.jpg

     

 

 

 

 

Kimberley Regional Group Meeting

 

 

 

 

 

 

MINUTES

 

 

 

 

 

1.00pm Monday 3 August 2015

 

 

 

 

Mercure Hotel

10 Irwin Street, PERTH

 

 

 

Item No                                          Description                                                     Page No

1.     DECLARATION OF OPENING / ANNOUNCEMENT OF VISITORS. 4

2.     RECORD OF ATTENDANCE / APOLOGIES. 4

3.     DECLARATION OF INTEREST. 5

4.     CONFIRMATION OF MINUTES. 5

5.     BUSINESS ARISING FROM PREVIOUS MEETING.. 5

6.     PRESENTATIONS FROM REPRESENTATIVES. 5

6.1         Bryan Hunter – Department of Prime Minister and Cabinet 5

6.2         Aaron Harding – St John Ambulance.. 5

6.3         Ian Fletcher and Russel Barnett – Broome Future LTD.. 5

6.4         Tim McNaught – Office of Bushfire Risk Management 5

6.5         Annie Buckeridge – Foundation for Young Australians. 5

6.6         Craig Hansom – Western Australian Local Government Association. 5

7.     REPORTS FROM KIMBERLEY COUNTRY ZONE. 6

7.1         STATE COUNCIL MEETING AGENDA AND PRESIDENTS REPORT. 6

7.2         APPLICATION FOR TRANSFERAL OF ZONE MEMBERSHIP – SHIRE OF COCOS (KEELING) ISLANDS. 8

8.     REPORTS FROM KIMBERLEY REGIONAL GROUP. 11

8.1         KIMBERLEY REGIONAL GROUP MEETING RESOLUTION STATUS REPORT. 11

8.2         KIMBERLEY REGIONAL GROUP 14/15 FINANCIAL ACTIVITY REPORT. 13

8.3         DECEMBER 2015 KIMBERLEY REGIONAL GROUP MEETING LOCATION.. 17

8.4         SAVANNAH WAY MEMBERSHIP. 19

8.5         TAKEAWAY ALCOHOL MANAGEMENT SYSTEM REQUEST FOR ADDITIONAL FINANCIAL ASSISTANCE. 23

8.6         COUNTRY LOCAL GOVERNMENT FUND EXPENDITURE – KEY WORKER HOUSING PROJECT UPDATE. 26

8.7         DEPARTMENT OF LOCAL GOVERNMENT & COMMUNITIES 2012/13 GRANT FUND EXPENDITURE – RECORDS MANAGEMENT PROJECT UPDATE. 31

8.8         DEPARTMENT OF LOCAL GOVERNMENT & COMMUNITIES 2013/14 GRANT FUND EXPENDITURE – BUSINESS IMPROVEMENT REVIEW UPDATE. 34

8.9         DEPARTMENT OF LOCAL GOVERNMENT & COMMUNITIES 2014/15 GRANT FUND EXPENDITURE – CORPORATE PERFORMANCE MANAGEMENT. 37

8.10       DEPARTMENT OF LOCAL GOVERNMENT & COMMUNITIES 2014 GRANT FUND EXPENDITURE – KIMBERLEY YOUTH STRATEGY – STAGE 1 CONSULTATION.. 40

8.11       DEPARTMENT OF LOCAL GOVERNMENT & COMMUNITIES 2015 GRANT FUND EXPENDITURE – KIMBERLEY YOUTH STRATEGY – STAGE 2 STRATEGY AND ACTION PLAN.. 43

8.12       DEPARTMENT OF LOCAL GOVERNMENT & COMMUNITIES 2015 GRANT FUND EXPENDITURE – KIMBERLEY VOLUNTEERING STRATEGY – STAGE 1 - CONSULTATION.. 47

8.13       COLLABORATIVE GRANT APPLICATION FOR ORGANISATIONAL DEVELOPMENT. 53

8.14       KIMBERLEY REGIONAL GROUP SEED FUND PROJECTS. 55

8.15       JOINT KIMBERLEY, PILBARA AND NORTHERN TERRITORY FORUM OUTCOMES REPORT  59

9.     REPORTS FROM REPRESENTATIVES. 63

10.   CORRESPONDENSE. 63

11.   GENERAL BUSINESS. 63

12.   MEETING CLOSURE. 63

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Kimberley Regional Group

 

1.   DECLARATION OF OPENING / ANNOUNCEMENT OF VISITORS

 

The chairman opened the meeting at 1.00pm

 

2.   RECORD OF ATTENDANCE / APOLOGIES

 

ATTENDANCE:

 

 

Rebecca Herbert

Kimberley Regional Group

 

Kenn Donohoe

Shire of Broome

 

Cr Graeme Campbell

Shire of Broome

 

Cr Chris Mitchell

Shire of Broome

 

Sam Mastrolembo

Shire of Broome

 

Alex MacKenzie

Shire of Broome

 

Carl Askew

Shire of Wyndham East Kimberley

 

Cr John Moulden

Shire of Wyndham East Kimberley

 

Cr Keith Wright

Shire of Wyndham East Kimberley

 

Rodger Kerr-Newell

Shire of Halls Creek

 

Cr Malcolm Edwards

Shire of Halls Creek

 

Cr Virginia O’Neil

Shire of Halls Creek

 

Stephen Gash

Shire of Derby West Kimberley

 

Cr Elsia Archer

Shire of Derby West Kimberley

 

Cr Iris Prouse

Shire of Derby West Kimberley

 

Kelvin Matthews

Shire of Christmas Island

 

Cr Gordon Thomson

Shire of Christmas Island

 

Cr Kee Heng Foo

Shire of Christmas Island

 

Cr Nora Koh

Shire of Christmas Island

 

Cr Rosnah Pal

Shire of Christmas Island

 

Cr Hafiz Masli

Shire of Christmas Island

 

Cr Kelvin Lee

Shire of Christmas Island

 

Cr Philip Woo

Shire of Christmas Island

 

Jo Burges

WALGA

 

Kelly McIntyre

DLGC

 

Tim Bray

Kimberley Development Commission

 

Glen Chidlow

Australia’s North West Tourism

 

Bryan Hunter

Department of the Prime Minister and Cabinet

 

Aaron Harding

St John Ambulance

 

Ian Fletcher 

Broome Future LTD

 

Russel Barnett

Broome Future LTD

 

Tim McNaught

Office of Bushfire Risk Management

 

Annie Buckeridge

Foundation for Young Australians

 

Craig Hansom

WALGA

 

 

 

 

APOLOGIES:

 

 

Greg Hayes

WALGA - Roadwise

 

Alistair Sherwin

Department of the Prime Minister and Cabinet

 

Murray Carter

Office of Bushfire Risk Management

 

Gill Stassen

Kimberley Cattleman’s Association  

 

 

 

 

 

 

3.   DECLARATION OF INTEREST

 

·        Financial Interest

Nil

 

·        Impartiality Interest

Cr Mitchell advised the meeting that he was disclosing an interest in item 8.12 DLGC 2015 Grant Fund Expenditure – Kimberley Volunteering Strategy – Stage 1 Consultation because the single consultant at this stage is a member of the Regional Development Australia board of Directors.

 

·        Proximity Interest

Nil

 

4.   CONFIRMATION OF MINUTES

 

RECOMMENDATION:

 

That the Minutes of the combined Kimberley Zone of WALGA / RCG Meeting held on 3 May 2015 be confirmed as a true and accurate record of that meeting.

 

Moved: Cr Moulden                                 Seconded: Cr Edwards

CARRIED UNANIMOUSLY 4/0

 

 

5.   BUSINESS ARISING FROM PREVIOUS MEETING

 

Nil

 

6.   PRESENTATIONS FROM REPRESENTATIVES

 

6.1            Bryan Hunter – Department of Prime Minister and Cabinet

Indigenous Advancement Strategy

 

6.2            Aaron Harding – St John Ambulance

Health Management Services

 

6.3            Ian Fletcher and Russel Barnett – Broome Future LTD

Broome Futures

 

6.4            Tim McNaught – Office of Bushfire Risk Management

Permit to Burn Project

 

6.5            Annie Buckeridge – Foundation for Young Australians

Indigenous Youth Leadership program – Kimberley Pilot

 

6.6            Craig Hansom – Western Australian Local Government Association

Asset Management

 

 

 

7.   REPORTS FROM KIMBERLEY COUNTRY ZONE

 

7.1        STATE COUNCIL MEETING AGENDA AND PRESIDENTS REPORT

 

 

LOCATION/ADDRESS:

Kimberley Region

APPLICANT:

Nil

FILE:

OGS03

AUTHOR:

Project Manager, Kimberley Zone of WALGA

CONTRIBUTOR/S

Nil

RESPONSIBLE OFFICER:

Project Manager, Kimberley Zone of WALGA

DISCLOSURE OF INTEREST:

Nil

DATE OF REPORT:

26 June 2015

 

 

SUMMARY:         The State Council Agenda and Presidents Report will not be received for member consideration due to the Kimberley Zone of WALGA and Regional Collaborative Group meeting being held to coincide with Local Government Week in Perth.

 

BACKGROUND

 

Previous Considerations

 

Nil

 

COMMENT

 

The State Council Agenda and Presidents Report will not be received for member consideration due to the Kimberley Zone of WALGA and Regional Collaborative Group meeting being held early in the month to coincide with Local Government Week in Perth.

 

CONSULTATION/STAKEHOLDERS

 

Nil

 

STATUTORY ENVIRONMENT

 

Nil

 

POLICY IMPLICATIONS

 

Nil

 

FINANCIAL IMPLICATIONS

 

Nil

 

STRATEGIC IMPLICATIONS  

 

Nil

 

VOTING REQUIREMENTS

 

Simple Majority

 

(REPORT RECOMMENDATION)

RESOLUTION:

 

That the Kimberley Zone of WALGA notes the State Council Meeting Agenda and Presidents Report has not been included in the Zone Agenda for member’s consideration.

 

Moved: Cr Moulden                                 Seconded: Cr Archer

 

                                                                                                      CARRIED UNANIMOUSLY 5/0

 

Attachment: Nil

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

7.2        APPLICATION FOR TRANSFERAL OF ZONE MEMBERSHIP – SHIRE OF COCOS (KEELING) ISLANDS

 

 

LOCATION/ADDRESS:

Kimberley Region

APPLICANT:

Nil

FILE:

OGS03

AUTHOR:

Project Manager, Kimberley Zone of WALGA

CONTRIBUTOR/S

Nil

RESPONSIBLE OFFICER:

Project Manager, Kimberley Zone of WALGA

DISCLOSURE OF INTEREST:

Nil

DATE OF REPORT:

26 June 2015

 

 

SUMMARY:         The Shire of Cocos (Keeling) Islands are seeking support from the Kimberley Zone of WALGA to transfer from the Pilbara Country Zone to the Kimberley Country Zone.

 

BACKGROUND

 

The Shire of Cocos (Keeling) Island is currently located in the Pilbara Country Zone. The other Local Governments in this zone are Ashburton, East Pilbara, Karratha and Port Hedland. There are no similarities between these Local Governments and the Shire of Cocos (Keeling) Islands.

 

The Shire of Christmas Island is located in the Kimberley Country Zone. Other Local Governments within this Zone are Broome, Derby-West Kimberley, Halls Creek and Wyndham –East Kimberley.

 

COMMENT

 

The Shire is a member of WALGA and wishes to become more actively involved in the association, as far as practical. It is more logical for the Shire of Cocos (Keeling) Island to be in the same WALGA zone as the Shire of Christmas Island. The Kimberley zone would have somewhat more relevance to the Shire of Cocos (Keeling) Islands than that of the Pilbara zone. In addition this zone meets at times in Perth, for example in conjunction with the WALGA state convention, which would allow the Shire to attend.

 

The Shire of Cocos (Keeling) Island Chief Executive Officer wrote to the Association on 1 June 2015 formally seeking State Councils consideration of their proposal to withdraw from the Pilbara Country Zone to join the Kimberley Country Zone.

 

CONSULTATION/STAKEHOLDERS

 

Communication has been between the Secretariat, the Shire of Cocos (Keeling) Island Chief Executive Officer and WALGA.

 

STATUTORY ENVIRONMENT

 

Nil

 

POLICY IMPLICATIONS

 

There may be some minor policy implications relating to the Shire of Cocos (Keeling) Island transferring from the Pilbara Country Zone to the Kimberley Country Zone in relation to policy issues pertaining to the Kimberley region.

 

FINANCIAL IMPLICATIONS

 

Nil

 

STRATEGIC IMPLICATIONS  

 

Nil

 

VOTING REQUIREMENTS

 

Simple Majority

 

(REPORT RECOMMENDATION)

RESOLUTION:

 

That the Kimberley Zone of WALGA;

 

1.   Refers the matter to the Western Australian Local Government Association seeking State Council approval, and

 

2.   Supports the Shire of Cocos (Keeling) Islands application and provide a letter of support to WALGA.

 

Moved: Cr Archer                                     Seconded: Cr Moulden

 

                                                                                                      CARRIED UNANIMOUSLY 5/0

 

Attachment: 1 page

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

8.   REPORTS FROM KIMBERLEY REGIONAL GROUP

 

8.1        KIMBERLEY REGIONAL GROUP MEETING RESOLUTION STATUS REPORT

 

 

LOCATION/ADDRESS:

Kimberley Region

APPLICANT:

Nil

FILE:

KRG01

AUTHOR:

Project Manager, Kimberley Regional Group

CONTRIBUTOR/S

Nil

RESPONSIBLE OFFICER:

Project Manager, Kimberley Regional Group

DISCLOSURE OF INTEREST:

Nil

DATE OF REPORT:

25 June 2015

 

 

SUMMARY:         This report provides the resolution status report from the Kimberley Regional Group meetings held from June 2014.

 

BACKGROUND

 

Previous Considerations

 

Kimberley Zone/ Regional Collaborative Group Meeting 23 June 2014                 Item 7.1

Kimberley Zone/ Regional Collaborative Group Meeting 4 August 2014               Item 7.1

Kimberley Zone/ Regional Collaborative Group Meeting 3 October 2014            Item 7.1

Kimberley Zone/ Regional Collaborative Group Meeting 9 December 2014                 Item 7.1

Kimberley Zone/ Regional Collaborative Group Meeting 27 February 2015          Item 7.1

Kimberley Zone/ Regional Collaborative Group Meeting 3 May 2015          Item 7.1

 

COMMENT

 

This report has been established to ensure proactive completion of meeting resolution items in a timely manner.

 

CONSULTATION/STAKEHOLDERS

 

Nil

 

STATUTORY ENVIRONMENT

 

Nil

 

POLICY IMPLICATIONS

 

Nil

 

FINANCIAL IMPLICATIONS

 

The Resolution Status Report contains financial implications however they do not record discussion on funding applications which may lead to further financial implications in the future. Where financial implications are relevant these will be presented to the Kimberley Regional Group meetings for approval.

 

 

 

STRATEGIC IMPLICATIONS  

 

Nil

 

VOTING REQUIREMENTS

 

Simple Majority

 

(REPORT RECOMMENDATION)

RESOLUTION:

 

That the Kimberley Regional Group:

 

1.          Receives the attached Resolution Status Report;

 

2.          Authorises the Secretariat to proceed with co-ordinating the finalisation of outstanding action items arising from meeting resolutions.

 

Moved: Cr Moulden                                 Seconded: Cr Archer

 

                                                                                                      CARRIED UNANIMOUSLY 4/0

 

Attachment: 5 pages

 

 

 

 

 

 

 

 

 

 

8.2        KIMBERLEY REGIONAL GROUP 14/15 FINANCIAL ACTIVITY REPORT

 

 

LOCATION/ADDRESS:

Kimberley Region

APPLICANT:

Nil

FILE:

KRG01

AUTHOR:

Project Manager, Kimberley Regional Group

CONTRIBUTOR/S

Nil

RESPONSIBLE OFFICER:

Project Manager, Kimberley Regional Group

DISCLOSURE OF INTEREST:

Nil

DATE OF REPORT:

9 July 2015

 

 

SUMMARY:         This report recommends that the Kimberley Regional Group adopt the Financial Activity Report for the period ended 30 June 2015.

 

BACKGROUND

 

Previous Considerations

 

Nil

 

COMMENT

 

Indicators and Variances

The following are the key indicators of the year to date budget position;

 

          Budget Year Lapsed                              100%

          Total Operating Income                       101%

          Total Operating Expenditure                98%

         

Committed Kimberley Regional Group project expenditure as percentage of forecast budget;

 

Project

Grant Received

Total Expenditure

% Complete

2012-13 DLGC – Records Management

$107,000- 13/14 FY

$97,000

100%

2013-14 DLGC – Capacity Audit of Synergy      

$107,000- 14/15 FY

$1,602 – 14/15 RCG Seed Fund

$108,602.16

100%

2014-15 DLGC – Corporate Performance Management

$158,000 – 14/15 FY

-

-

2010-11 CLGF – Key Worker Housing

$3,827,368- 13/14 FY

-

-

2011-12 CLGF – Key Worker Housing

$3,827,368- 14/15 FY

$956,842+$8,646.75 interest - 14/15 FY

$4,795,476.75

100%

2012-13 CLGF – Key Worker Housing

$3,827,368- 14/15 FY

$3,827,368

100%

2014 DLGC – Kimberley Youth Strategy Stage 1

$40,000- 13/14 FY

$10,635 – 14/15 RCG Seed Fund

$50,635.18

100%

2015 DLGC – Kimberley Youth Strategy Stage 2

$80,000- 14/15 FY

$7,000- 14/15 FY -RDAK

-

-

2015 DLGC – Kimberley Volunteering Strategy Stage 1

$55,000- 14/15 FY

-

-

 

More detailed explanations of variances are contained in the notes to the statement of financial activity.

 

CONSULTATION/STAKEHOLDERS

 

Nil

 

STATUTORY ENVIRONMENT

 

Local Government (Financial Management) Regulation 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 subregulation (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 subregulation (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.

 

POLICY IMPLICATIONS

 

Nil

 

FINANCIAL IMPLICATIONS

 

These are detailed above and in the attachment.

 

 

STRATEGIC IMPLICATIONS  

 

Nil

 

VOTING REQUIREMENTS

 

Simple Majority

 

(REPORT RECOMMENDATION)

RESOLUTION:

 

That the Kimberley Regional Group adopts the Financial Activity Report for the period ended 30 June 2015.

 

Moved: Cr Moulden                                 Seconded: Cr Archer

 

                                                                                                      CARRIED UNANIMOUSLY 4/0

 

Attachment:  2 pages

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

8.3        DECEMBER 2015 KIMBERLEY REGIONAL GROUP MEETING LOCATION

 

 

LOCATION/ADDRESS:

Kimberley Region

APPLICANT:

Nil

FILE:

KRG01

AUTHOR:

Rebecca Herbert

CONTRIBUTOR/S

Nil

RESPONSIBLE OFFICER:

Project Manager, Kimberley Regional Group

DISCLOSURE OF INTEREST:

Nil

DATE OF REPORT:

25 June 2015

 

 

SUMMARY:         This report presents the 2015 Schedule of Meetings for the Kimberley Regional Group.

 

BACKGROUND

 

Previous Considerations

 

Kimberley Zone/ Regional Collaborative Group Meeting 9 December 2014                  Item 7.3

 

COMMENT

 

At the 9 December Zone/RCG Meeting in Halls Creek, it was resolved to schedule four face to face Zone/RCG meetings in 2015, in addition to holding video conference meetings as required for consideration of the WALGA State Council Agenda, with meetings scheduled for;

·    27 February 2015 - Derby

·    2-5 May 2015 - Darwin - Joint Kimberley/ Pilbara/ Northern Territory Forum

·    3-4 August 2015 - Perth - Local Government Week

·    3-5 December 2015 – Christmas Island (subject to member Council approval)

 

This item was then put to each member Councils meeting for endorsement;

·    Shire of Broome - Ordinary Meeting of Council 26 March 2015. The item was endorsed subject to the December meeting being held within the Kimberley.

·    Shire of Halls Creek - Ordinary Council Meeting 19 February 2015. The item was endorsed.

·    Shire of Wyndham East Kimberley – Ordinary Council Meeting 27 January 2015. The meeting schedule was endorsed and notes that the December 2015 meeting will be held at Christmas Island and that the Shire of Wyndham East Kimberley will not participate in the Christmas Island meeting.

 

Given that there was no consensus between the four member councils, it is proposed that the December 2015 Kimberley Regional Group Meeting be held in the Kimberley on Friday 4 December 2015 at a location to be selected by members.

 

CONSULTATION/STAKEHOLDERS

 

Consultation has occurred between the four individual Kimberley Shire Councils.

 

STATUTORY ENVIRONMENT

 

Nil

 

 

POLICY IMPLICATIONS

 

Nil

 

FINANCIAL IMPLICATIONS

 

Nil

 

STRATEGIC IMPLICATIONS  

 

Nil

 

VOTING REQUIREMENTS

 

Simple Majority

 

(REPORT RECOMMENDATION)

RESOLUTION:

 

That the Kimberley Regional Group endorses the 4 December 2015 Meeting is held in Kununurra.

 

Moved: Cr Moulden                                 Seconded: Cr Archer

 

                                                                                                         CARRIED UNANIMOUSLY 4/0

 

Attachment: Nil

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

8.4        SAVANNAH WAY MEMBERSHIP

 

 

LOCATION/ADDRESS:

Kimberley Region

APPLICANT:

Nil

FILE:

KRG01

AUTHOR:

Project Manager, Kimberley Regional Group

CONTRIBUTOR/S

Nil

RESPONSIBLE OFFICER:

Project Manager, Kimberley Regional Group

DISCLOSURE OF INTEREST:

Nil

DATE OF REPORT:

7 July 2015

 

 

SUMMARY:         The Savannah Way Limited is seeking the Kimberley Councils joint platinum membership.

 

BACKGROUND

 

Savannah Way Limited is a non-profit company formed to market quality visitor experiences along the drive route for the economic and social well-being of communities in the region. They work to assist small businesses and communities along the route through sustainable tourism and network support including tourism promotion, road signage, brochure and merchandise distribution, agent and media contact. Savannah Way Limited also links stakeholders with the market (and each other), as well as assisting regional development through research, projects, training and consultation.

 

The promotion of the drive route is undertaken in co-ordination with our partners and members, including:

·    Tourism and service businesses

·    State, Regional and Local tourism organisations

·    Local, State and Territory Government agencies

·    Community, Environment and Development organisations

 

The organisation has Directors from Queensland, The Northern Territory and Western Australia plus a part-time Manager.

 

The Savannah Way is Australia's Adventure Drive, linking Cairns in Tropical North Queensland with the historic pearling town of Broome in Western Australia's Kimberley, via the natural wonders of Australia's tropical savannahs and the Northern Territory's Top End.  The 3700 kilometre route links 15 National Parks and five World Heritage areas.

 

Savannah Way Limited operate a website to assist travelers plan their journey on the Savannah Way providing maps, brochures, newsletters, safety information, calendar of events and links to other websites.

 

COMMENT

 

The development of the Northern Australia White paper again raises the issue of cooperative initiatives across the north of our continent. One concept that has been steadily growing regional awareness and benefits since its inception in 2000 is The Savannah Way. This themed tourist route, “Australia’s Adventure Drive”, brings visitors to the north for extended and repeat visits every year. The route was instigated through an agreement between Western Australia, the Northern Territory and Queensland and is signposted along its 3699 kilometre length. In The Kimberley the main route is along the Great Northern Highway, with the Gibb River road officially designated as an alternate route.

 

In Queensland’s Gulf Savannah three shires are each Platinum members of the route’s promotional body, Savannah Way Limited, along with the Regional Development organisation and around 30 tourism businesses. This provides momentum for a range of activity with Regional and State Tourism Organisations. In the Northern Territory several key operators are members along with Tourism NT as a Platinum member, again linking activity and building visitation for areas outside major centres.

 

In Western Australia only Halls Creek Shire is a member. Branding on the route, road signage, interpretive messages and brochure coverage is limited. The Regional Development Australia offices across northern Australia have supported the route branding by financing last year’s reprint of the Savannah Way brochure along with Australia’s North West.

 

The Savannah Way Limited recommends a strategy to immediately raise the route’s standing and the associated marketing benefits. The Board of Savannah Way Limited are offering the opportunity for the combined Kimberley Shires to join under one Platinum membership. This would mean a combined fee of $5500 including GST. It would allow all businesses in participating shires to receive membership benefits such as website listing and newsletter inclusion and enable the shires themselves and members to use the Savannah Way logo in all advertising and signage.

 

CONSULTATION/STAKEHOLDERS

 

Savannah Way Limited

 

STATUTORY ENVIRONMENT

 

Nil

 

POLICY IMPLICATIONS

 

Nil

 

FINANCIAL IMPLICATIONS

 

The cost of the joint Platinum membership is $5500 including GST. It is proposed that this be funded from the Kimberley Regional Group surplus.

 

STRATEGIC IMPLICATIONS  

 

Nil

 

VOTING REQUIREMENTS

 

Simple Majority

 

 

 

 

 

 

 

 

 

(REPORT RECOMMENDATION)

RESOLUTION:

 

That the Kimberley Regional Group;

 

1.   Authorises the four Kimberley Shires to jointly obtain platinum membership of the Savannah Way Limited subject to each member Councils endorsement, and

 

2.   Adopt a budget amendment for 2015/16 for income of $5,000-Transfer from reserve, Expenditure $5,000.

 

Moved: Cr Moulden                                 Seconded: Cr Archer

 

                                                                                                         CARRIED UNANIMOUSLY 4/0

 

Attachment: 1 page

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

8.5        TAKEAWAY ALCOHOL MANAGEMENT SYSTEM REQUEST FOR ADDITIONAL FINANCIAL ASSISTANCE

 

 

LOCATION/ADDRESS:

Shire of Wyndham East Kimberley

APPLICANT:

Shire of Wyndham East Kimberley

FILE:

KRG01

AUTHOR:

Louise Gee, Director Community Development, Shire of Wyndham East Kimberley

CONTRIBUTOR/S

Nil

RESPONSIBLE OFFICER:

Carl Askew, Chief Executive Officer, Shire of Wyndham East Kimberley

DISCLOSURE OF INTEREST:

Nil

DATE OF REPORT:

21 July 2015

 

 

SUMMARY:         This report requests additional financial support for the monitoring and evaluation of the 12 month trial of a Takeaway Alcohol Management System (TAMS) for the Shire of Wyndham East Kimberley.

 

BACKGROUND

 

Previous Considerations

Kimberley Zone/ Regional Collaborative Group Meeting 30 April 2014                  Item 7.3

Kimberley Zone/ Regional Collaborative Group Meeting 4 August 2014               Item 7.4

Kimberley Zone/ Regional Collaborative Group Meeting 9 December 2014                 Item 7.5

Kimberley Zone/ Regional Collaborative Group Meeting 3 May 2015          Item 7.7

 

The Kununurra Wyndham Alcohol Accord is a voluntary co-operative arrangement that aims to reduce the alcohol related harm that is caused by excessive drinking.

 

The objectives of the TAMS trial are:-

 

1.         To provide a mechanism for licensees to assist in ensuring compliance with the liquor restrictions within Kununurra and Wyndham.

2.         To evaluate the effectiveness of a TAMS in the management of purchase restrictions and reduction of associated problems.

3.         To monitor the number of attempts to purchase more than the amount of alcohol enforced through liquor restrictions.

4.         To reduce alcohol related problems related to the non-compliance with the liquor restrictions, in particular the volume of alcohol purchased per person per day.  These include excessive consumption by individuals, sly grogging and the transport of large quantities of alcohol to dry communities.

 

In May 2015 the Chief Executive Officer wrote to Mr. Barry Sargeant, Director General Department of Racing, Gaming and Liquor and Mr. Neil Guard, Executive Director Drug and Alcohol Office requesting their support and expertise in the development, monitoring and evaluation of the TAMS trial.

 

COMMENT

 

In May 2015 the Shire received advice from the Department of Racing, Gaming and Liquor that they were “not resourced to provide assistance in the development of such frameworks.  In this regard, when seeking to assess the effectiveness of initiatives implemented to reduce harm due to the use of liquor the Department utilises the services of the Drug and Alcohol Office.”

 

A similar response was also received from the Drug and Alcohol Office in June 2015.  The Drug and Alcohol Office advised the Shire that “Unfortunately, the agency does not have the capacity/resource to develop or implement an evaluation of the TAMS trial.  However, we would be pleased to provide some general considerations based on the nature of the strategy and other factors that may assist you in the development of the comprehensive and independent evaluation that you are seeking to implement.” 

 

The Shire does not have the available funding to engage additional resources or to utilise existing resources to gather statistical and anecdotal information from a range of key human service providers and local businesses to identify and document any changes in alcohol-related indicators as a result of the TAMS trial.  As this is a critical component of the TAMS trial the Shire is seeking additional funding from the Kimberley Zone to assist the Shire in undertaking this function.

 

CONSULTATION/STAKEHOLDERS

 

Consultation regarding the TAMS trial has taken place with all Alcohol Accord members through the Alcohol Accord Meetings. A community engagement strategy has been developed and will be implemented once the details of the system have been confirmed.

 

Discussions have also been held with the Drug and Alcohol Office and they have advised that they would be pleased to provide some general considerations based on the nature of the TAMS trial and other factors that may assist in the development of a comprehensive evaluation.

 

STATUTORY ENVIRONMENT

 

Restrictions on the sale and supply of packaged liquor in Kununurra and Wyndham were introduced under section 64 of the Liquor Control Act 1988.

 

POLICY IMPLICATIONS

 

Nil

 

FINANCIAL IMPLICATIONS

 

Funding for the TAMS trial has already been provided by the Kimberley Zone ($20,433), the Shire would like to request an additional amount of $15,000 for the engagement of a resource to prepare an evaluation report on the TAMS Trial.

 

STRATEGIC IMPLICATIONS  

 

Nil

 

VOTING REQUIREMENTS

 

Simple Majority

 

 

(REPORT RECOMMENDATION)

 

That the Kimberley Regional Group authorises the additional funding of $15,000.00 be provided to the Shire of Wyndham East Kimberley for the engagement of a resource to monitor and prepare an evaluation report on the Takeaway Alcohol Management System Trial.

 

 

 

RESOLUTION:

 

That the Kimberley Regional Group;

 

1.   Authorises the additional funding of $15,000.00 be provided to the Shire of Wyndham East Kimberley for the engagement of a resource to monitor and prepare an evaluation report on the Takeaway Alcohol Management System Trial,

 

2.   Seek individual member Council endorsement for the funding, and

 

3.   Authorise the Zone Secretariat to write to Regional Development Australia to provide an update on the TAMS Trial.

 

Moved: Cr Archer                                     Seconded: Cr Moulden

 

                                                                                                      CARRIED UNANIMOUSLY 4/0

 

Attachment: Nil

 

 

 

 

 

 


 

8.6        COUNTRY LOCAL GOVERNMENT FUND EXPENDITURE – KEY WORKER HOUSING PROJECT UPDATE

 

 

LOCATION/ADDRESS:

Kimberley Region

APPLICANT:

Nil

FILE:

KRG01

AUTHOR:

Project Manager, Kimberley Regional Group

CONTRIBUTOR/S

Nil

RESPONSIBLE OFFICER:

Project Manager, Kimberley Regional Group

DISCLOSURE OF INTEREST:

Nil

DATE OF REPORT:

25 June 2015

 

 

SUMMARY:         This report provides an update as to the status of the Country Local Government Fund to progress the Key Worker Housing project.

 

BACKGROUND

 

Previous Considerations

 

Kimberley Zone / Regional Collaborative Group Meeting 7 April 2013                   Item 7.7

Kimberley Zone / Regional Collaborative Group Meeting 30 April 2014                 Item 9.5

Kimberley Zone / Regional Collaborative Group Meeting 23 June 2014                Item 9.4

Kimberley Zone / Regional Collaborative Group Meeting 4 August 2014               Item 9.2

Kimberley Zone / Regional Collaborative Group Meeting 3 October 2014           Item 9.1

Kimberley Zone / Regional Collaborative Group Meeting 9 December 2014       Item 9.1

Kimberley Zone / Regional Collaborative Group Meeting 27 February 2015         Item 9.1

Kimberley Zone / Regional Collaborative Group Meeting 3 May 2015                    Item 9.1

 

COMMENT

 

2010-11

Initial Business Cases for the 2010-11, 2011-12 and 2012-13 Funding rounds were submitted to the Department of Regional Development and approved.

 

A Financial Assistance Agreement for the 2010-11 Key Worker Housing project was completed and approved with funds paid to the Secretariat, that being the Shire of Wyndham East Kimberley at the time. On the 24 January 2014 the sum of $1,622,018.67 + GST was transferred to the Shire of Broome from a total of $2,492,642.64 leaving a residual amount with the Shire of Wyndham East Kimberley of $870,623.97.

 

2010-11 FAA Project Budget

Project Items

CLGF Funds under this Agreement ($)

Leveraged Funding

($)

Name of Leveraged Sources

Total Funds ($)

Purchase minimum of 2 established dwellings in Broome

1,622,018.67

200,000

Recipient

1,822,018.67

Purchase minimum 1 established dwellings in Wyndham-East Kimberley

870,623.97

88,498

 

260,878.03

SWEK

SWEK* CLGF Individual 2012-13

1,220,000

TOTALS ($)

2,492,642.64

549,376.03

 

3,042,018.67

*Shire of Wyndham East Kimberley

 

The Shire of Broome has purchased four dwellings with the 2010-11 funding. These properties have been settled are in Shire ownership.

·    Unit 1, 17 Honeyeater Loop, Djugun

·    Unit 8, 83 Walcott Street, Broome

·    Unit 8, 6 Ibis Way, Djugun

·    Unit 11, 6 Ibis Way, Djugun

 

The Shire of Wyndham East Kimberley has purchased two 2 bedroom 1 bathroom and one 3 bedroom 2 bathroom dwellings with the 2010-11 funding. These properties have been settled are in Shire ownership.

·    1 / 130 (Lot 260) Casuarina Way, Kununurra

·    2 / 130 (Lot 260) Casuarina Way, Kununurra

·    3 / 130 (Lot 260) Casuarina Way, Kununurra

 

The Secretariat has completed an Acquittal of the expenditure as per the Grant requirement and engaged RSM Bird Cameron for auditing. This Audit has been received by DRD they have issued an acquittal release letter.

 

2011-12

A Financial Assistance Agreement for the 2011-12 Key Worker Housing project was completed and submitted to the Department of Regional Development along with a letter of variation from the 2011-12 Business Case. These funds were approved from the Department of Regional Development with funds paid to the Secretariat. On the 11 July 2014 the sum of $956,842 + GST was transferred to each Kimberley Shire.

 

As the Shire of Wyndham East Kimberley has resolved to withdraw from the project, the three remaining Shires have agreed to redistribute the CLGF allocation of $956,842 and source leveraged funding to deliver on the project.

 

A new Financial Assistance Agreement and letter of variation was submitted to the Department of Regional Development outlining the reallocation of the $956,842 in grant funding, leveraged funding contributions from each of the three participating Shires and project deliverables. DRD approved the reallocation of funds and the Shire of Wyndham East Kimberley transferred the grant of $956,842 and interest of $8646.75 back to the Kimberley Regional Group on 13th March 2015. These funds were distributed according to the following allocation on 26th March 2015.

 

2011-2012 FAA Project Variation

Project Items

CLGF Funds under this Agreement ($)

Leveraged Funding ($)

Name of Leveraged Sources

Total Funds ($)

Current Status

Purchase minimum of 2 established dwellings

956,842

200,000

Shire of Broome

1,156,842

Complete

Construct 1 dwelling

+ 558,876

+ 191,114

749,990

Tender process commenced

Construct  minimum of 2 dwellings

956,842

370,939

Shire of Derby West Kimberley

1,327,781

Construction commenced

Construct 2 dwellings

956,842

0

Shire of Halls Creek

956,842

Construction commenced

Construct 1 dwelling

+ 397,966

+ 92,034

 (In-kind land $140,000)

490,000

Construction commenced

TOTALS ($)

3,827,368

854,087

 

4,681,455

 

 

The Shire of Broome has purchased two dwellings with the 2011-12 funding. These properties have been settled are in Shire ownership.

·    Apartment 2, 50 Tanami Drive, Bilingurr

·    Apartment 4, 50 Tanami Drive, Bilingurr

The Shire of Broome is seeking tenders for a house and land package to build a single dwelling with the reallocated grant funds.

 

The Shire of Derby West Kimberley completed construction of the houses and handover was completed by 30 June 2015.

 

The Shire of Halls Creek has commenced construction of two dwellings at 190 Bridge Street with the original funding allocation, and a third dwelling with the reallocated funding at 4 Roberta Avenue.

 

A letter of variation for the FAA project milestone dates will need to be submitted to DRD, given that the agreement was only recently signed, making the dates in the agreement unachievable.

 

2012-13

Given the withdrawal of the Shire of Wyndham East Kimberley, a new Financial Assistance Agreement and letter of variation from the 2012-13 Business Case for the Key Worker Housing project was completed and submitted to the Department of Regional Development. DRD approved the FAA and the grant sum of $3,827,367 was received by the Kimberley Regional Group on 12th March 2015. These funds were distributed according to the following allocation on 14th March 2015.

 

2012-2013 FAA Project Variation

Project Items

CLGF Funds under this Agreement ($)

Leveraged Funding ($)

Name of Leveraged Sources

Total Funds ($)

Current Status

Construct  6 dwellings

1,553,790

1,027,382

Shire of Derby West Kimberley

2,581,172

Construction commenced

Construct 1 dwelling

+ 558,876

+ 91,124

 (In-kind land $100,000)

650,000

Construction commenced

Construct 4 dwellings

1,553,790

0

Shire of Halls Creek

1,553,790

Construction commenced

Construct 1 dwelling

+ 160,910

329,090

490,000

Construction commenced

TOTALS ($)

3,827,367

1,447,596

 

5,274,962

 

 

The Shire of Derby West Kimberley has awarded the tender, the contract documents have been signed, the building licence has been approved, site works have been completed and construction has commenced.

 

The Shire of Halls Creek has commenced construction of two dwellings at 120 Roberta Avenue and three dwellings at 172 Kinivan Street with the original funding allocation, and a sixth dwelling with the reallocated funding at 4 Roberta Avenue.

 

A letter of variation for the FAA project milestone dates will need to be submitted to DRD, given that the agreement was only recently signed, making the dates in the agreement unachievable.

 

CONSULTATION

 

Chief Executive Officers from the four respective Kimberley Shires

Department of Regional Development

 

STATUTORY ENVIRONMENT

 

Nil

 

POLICY IMPLICATIONS

 

Nil

 

FINANCIAL IMPLICATIONS

 

The Kimberley Regional Group of Councils was allocated $2,344,449, $3,827,368 and $3,827,368 respectively from the 2010/11, 2011/12 and 2012/13 CLGF Regional Component. 

 

STRATEGIC IMPLICATIONS

The Kimberley Regional Business Plan 2014-2018

 

Goal 4 - Community: A vibrant community based on equity, inclusion and opportunity for all

 

·    Outcome 4.1 Innovative and joined up approach to housing development, ownership and design through community partnership

 

·    Strategy 4.1.2 Promote a planned approach to manage population growth and access to a choice of housing options

 

·    Action 4.1.2.1 Develop and implement a regional business case for key worker housing

 

VOTING REQUIREMENTS

 

Simple Majority

 

 

 

 

 

(REPORT RECOMMENDATION)

RESOLUTION:

 

That the Kimberley Regional Group notes the progress of the Country Local Government Fund 2010-11, 2011-12 and 2012-13 Grant Funding for the Key Worker Housing Project.

 

Moved: Cr Archer                                                        Seconded: Cr Moulden

 

                                                                                                      CARRIED UNANIMOUSLY 4/0

 

Attachment: Nil

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

8.7        DEPARTMENT OF LOCAL GOVERNMENT & COMMUNITIES 2012/13 GRANT FUND EXPENDITURE – RECORDS MANAGEMENT PROJECT UPDATE

 

 

LOCATION/ADDRESS:

Kimberley Region

APPLICANT:

Nil

FILE:

KRG01

AUTHOR:

Project Manager, Kimberley Regional Group

CONTRIBUTOR/S

Nil

RESPONSIBLE OFFICER:

Project Manager, Kimberley Regional Group

DISCLOSURE OF INTEREST:

Nil

DATE OF REPORT:

25 June 2015

 

 

SUMMARY:         This report provides an update as to the status of the Department of Local Government & Communities funding to progress an Office 365 / SharePoint collaborative technology project incorporating records management services for the Kimberley Regional Group.

 

BACKGROUND

 

Previous Considerations

 

Kimberley Zone / Regional Collaborative Group Meeting 7 April 2013                   Item 7.4

Kimberley Zone / Regional Collaborative Group Meeting 5 June 2013                  Item 7.8

Kimberley Zone / Regional Collaborative Group Meeting 26 November 2013      Item 9.6

Kimberley Zone / Regional Collaborative Group Meeting 24 February 2014                   Item 9.6

Kimberley Zone / Regional Collaborative Group Meeting 30 April 2014                 Item 9.6

Kimberley Zone / Regional Collaborative Group Meeting 23 June 2014                Item 9.5

Kimberley Zone / Regional Collaborative Group Meeting 4 August 2014               Item 9.3

Kimberley Zone / Regional Collaborative Group Meeting 3 October 2014           Item 9.2

Kimberley Zone / Regional Collaborative Group Meeting 9 December 2014       Item 9.2

Kimberley Zone / Regional Collaborative Group Meeting 27 February 2015                   Item 9.2

Kimberley Zone / Regional Collaborative Group Meeting 3 May 2015                   Item 9.2

 

At its meeting 5 June 2013 the Kimberley Regional Collaborative Group resolved that:

 

“The Kimberley Regional Collaborative Group submits a grant application for funding from the Department of Local Government for the implementation of Business Intelligence systems.”

 

Funding was approved by the Department of Local Government on 28 June 2013 and 2012-13 grant funding of $107,000.00 excluding GST was received by the Shire of Broome, as secretariat for the Kimberley Zone / Regional Collaborative Group, on 2 July 2013.

 

The Kimberley Regional Collaborative Group at its meeting 24 February 2014 resolved that:

 

1.   Endorses the recommendation to utilise Department of Local Government and Communities grant funding to offset the purchase and implementation of an Office 365 cloud based collaboration and records management system.

2.   Delegate authority to the Zone secretariat to accordingly amend the funding agreement with the Department of Local Government and Communities.

 

3.   Delegate authority to the Zone secretariat to amend the 2013/2014 Budget by the deletion of account 22141 -Business Intelligence System, and amending account 22142/23022 –Governance Records Management System.

 

4.   Delegate authority to the Zone secretariat to engage a suitably experienced contractor to undertake required development work utilising the Department of Local Government and Communities grant funding and employ a fixed term contract records officer utilising the balance of grant funding.

 

A variation to Project Budget and a variation to Project Scope was submitted to the Department of Local Government and Communities and approved, outlining the request to offset the purchase and implementation of an Office 365 Cloud based collaboration and Records Management System for the Kimberley Zone, proposed to be undertaken in May 2014, with the remainder of funds to be allocated to employing a staff member to electronically scan documents.

 

A Records Officer was employed through the Shire of Broome to commence the scanning of all Kimberley Zone and Regional Collaborative Group files.

 

COMMENT

 

The Records Management project is progressing as anticipated with the following milestones being completed;

·    All system requirement analysis and project administration has been completed.

·    Development of the Record Keeping framework has been completed.

·    An initial kickoff meeting with Bridged Networks was conducted.

·    Subsequent phone meetings have established the user interface and technical requirements of the system.

·    All licences have been purchased.

·    The Office 365 / Share point and Records management system has been purchased and developed.

·    The domain name ‘kimberleyzone.com.au’ has been registered.

·    The records officer has completed the process of scanning Zone and RCG records onto the network.

·    Online training of SharePoint has been completed through connected systems.

·    SharePoint online has been deployed.

·    Users have been created.

·    The site has been customised as per the Zone/RCG specification.

·    All OGS03, RCG01 and Combined files have been transferred to SharePoint.

·    Meta data has been collated for the Records Management.

·    Archival and disposal of historic records has been completed with each shire receiving $8492 in funds to be used towards this work.

 

An Interim Grant Acquittal for the Regional Business Plan – 2012/2013 Business Intelligence System Grant funding for the Office 365 Share point and Records Management System has also been submitted to the Department of Local Government and Communities.

 

The final stage of the project involves the training role out of the system to all user groups, this will be arranged for the coming month.

 

The Department of Local Government and Communities has authorised for the Kimberley RCG to use the project surplus funds of $10,000 from the Records Management project towards the third project instalment of DLGC grant funding for the Corporate Performance Management Project.

 

A Final Grant Acquittal for the Regional Business Plan – 2012/2013 Business Intelligence System Grant funding for the Office 365 Share point and Records Management System has also been submitted to the Department of Local Government and Communities.

 

CONSULTATION

 

IT Technical Advisory Group

Bridged Networks (Telstra Microsoft Office 365 reseller)

Connected Systems (Microsoft Partner)

 

STATUTORY ENVIRONMENT

 

Nil

 

POLICY IMPLICATIONS

 

Nil

 

FINANCIAL IMPLICATIONS

 

This project is fully funded from the Department of Local Government and Communities 2012-13 Grant Funding.

 

STRATEGIC IMPLICATIONS

The Kimberley Regional Business Plan 2014-2018

 

Goal 1- Governance: A collaborative group demonstrating strong Regional Governance

 

·    Outcome 1.4 Business efficiency and improved services through collaboration

 

·    Strategy 1.4.1 Promote and facilitate mutually beneficial, cost efficient shared services arrangements

 

·   Action 1.4.1.1 Identify key services requiring further collaborative effort to enhance delivery outcomes across the region, dependent on business cases as opportunities arise.

 

VOTING REQUIREMENTS

 

Simple Majority

 

(REPORT RECOMMENDATION)

RESOLUTION:

 

That the Kimberley Regional Group notes the finalisation of the Department of Local Government and Communities 2012-13 Grant Funded Records Management Project.

 

Moved: Cr Moulden                                            Seconded: Cr Edwards

 

                                                                                                      CARRIED UNANIMOUSLY 4/0

 

Attachment: Nil

8.8        DEPARTMENT OF LOCAL GOVERNMENT & COMMUNITIES 2013/14 GRANT FUND EXPENDITURE – BUSINESS IMPROVEMENT REVIEW UPDATE

 

 

LOCATION/ADDRESS:

Kimberley Region

APPLICANT:

Nil

FILE:

KRG01

AUTHOR:

Project Manager, Kimberley Regional Group

CONTRIBUTOR/S

Nil

RESPONSIBLE OFFICER:

Project Manager, Kimberley Regional Group

DISCLOSURE OF INTEREST:

Nil

DATE OF REPORT:

30 June 2015

 

 

SUMMARY:         This report provides an update as to the status of the Department of Local Government and Communities funding to progress a Business Improvement Review of the IT Vision Synergy Soft System for the Kimberley Regional Group.

 

BACKGROUND

 

Previous Considerations

 

Kimberley Zone / Regional Collaborative Group Meeting 30 April 2014                 Item 9.7

Kimberley Zone / Regional Collaborative Group Meeting 23 June 2014                Item 9.6

Kimberley Zone / Regional Collaborative Group Meeting 4 August 2014               Item 9.4

Kimberley Zone / Regional Collaborative Group Meeting 3 October 2014           Item 9.4

Kimberley Zone / Regional Collaborative Group Meeting 9 December 2014       Item 9.4

Kimberley Zone / Regional Collaborative Group Meeting 27 February 2015                   Item 9.3

Kimberley Zone / Regional Collaborative Group Meeting 3 May 2015                   Item 9.3

 

At its meeting 5 June 2013 the Kimberley Regional Collaborative Group resolved that:

 

“The Kimberley Regional Collaborative Group submits a grant application for funding from the Department of Local Government for the implementation of Business Intelligence systems.”

 

Funding was approved by the Department of Local Government on 28 June 2013 and the 2012-13 grant funding of $107,000.00 excluding GST was received by the Shire of Broome, as secretariat for the Kimberley Zone / Regional Collaborative Group, on 2 July 2013. This grant funding has been utilised for the 2012/2013 Business Intelligence System - Office 365 Share point and Records Management System.

 

A second instalment of $107,000 has been allocated from the Department of Local Government and Communities 2013-14 Grant Funding to the Regional Collaborative Group to implement Business Intelligence Systems as Identified in the Regional Business Plan. A Business Improvement Review of the IT Vision Synergy Soft System was identified and an agenda item put to the 30 April 2014 Zone meeting.

 

At its meeting 30 April 2014 the Kimberley Regional Collaborative Group resolved that:

 

·    Endorses the IT Business Improvement Project; and

 

·    Authorises the Secretariat to finalise the Department of Local Government and Communities 2013-14 Grant Funding application and Financial Assistance Agreement.

 

A Project Budget and Project Scope was submitted to the Department of Local Government and Communities outlining the request to conduct a Business Improvement Review of the IT Vision Synergy Soft System for the Kimberley Regional Group. This submission was approved and the Grant Agreement from the Department of Local Government and Communities was signed.

 

COMMENT

 

The Business Improvement Review project is progressing as anticipated with the following milestones being completed;

·    An initial kickoff meeting with IT Vision was conducted.

·    The proposed project approach and deliverables were agreed.

·    An on site discussion and pre planning assessment was conducted.

·    Workshop preparation was completed to review the Synergy setup, data quality and reporting functionality at each Kimberley Shire.

·    Workshop templates and schedules have been completed.

·    The workshops at each shire have been conducted and functional assessments completed.

·    A draft project and recommendations report was delivered.

·    A Final project and recommendations report was delivered.

·    Quick Wins training was rolled out to each member Council during June and July 2015.

·    Site visit reports were produced for each shire post training rollout.

 

A full Project report was delivered to the Executive Group for consideration and a BeingThere video conference was organised to determine the priority quick wins and training to be implemented at each of the Shires. At this discussion, training in Records, Report Manager Advanced and Advanced Rate Collection were determined as the priority areas for the quick wins. This has utilised all remaining funds from the 2013-14 DLGC grant.

 

The IT Vision project recommendations for the second project stage were discussed and it was decided that IT Vision present their Corporate Performance Management BI Board and CAMMS present their Interplan module on Human Resources, Risk and Personnel at the CEO’s meeting in February 2015. From this meeting it was agreed to approach IT Vision for a detailed project scope.

 

A Final Grant Acquittal for the Regional Business Plan – 2013/2014 Business Intelligence System Grant funding for the Capacity Audit of Synergy has also been submitted to the Department of Local Government and Communities.

 

CONSULTATION

 

IT Vision

Staff at each of the Kimberley Shires

 

STATUTORY ENVIRONMENT

 

Nil

 

POLICY IMPLICATIONS

 

Nil

 

FINANCIAL IMPLICATIONS

 

This project is fully funded from the Department of Local Government and Communities 2013-14 Grant Funding.

 

STRATEGIC IMPLICATIONS

The Kimberley Regional Business Plan 2014-2018

 

Goal 1- Governance: A collaborative group demonstrating strong Regional Governance

 

·    Outcome 1.4 Business efficiency and improved services through collaboration

 

·    Strategy 1.4.1 Promote and facilitate mutually beneficial, cost efficient shared services arrangements

 

·   Action 1.4.1.1 Identify key services requiring further collaborative effort to enhance delivery outcomes across the region, dependent on business cases as opportunities arise.

 

VOTING REQUIREMENTS

 

Simple Majority

 

(REPORT RECOMMENDATION)

RESOLUTION:

 

That the Kimberley Regional Group notes the finalisation of the Department of Local Government and Communities 2013-14 Grant Funded Business Improvement Review of the IT Vision Synergy Soft System.

 

Moved: Cr Moulden                                        Seconded: Cr Edwards

 

                                                                                                      CARRIED UNANIMOUSLY 4/0

 

Attachment: Nil

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


 

 

8.9        DEPARTMENT OF LOCAL GOVERNMENT & COMMUNITIES 2014/15 GRANT FUND EXPENDITURE – CORPORATE PERFORMANCE MANAGEMENT

 

 

LOCATION/ADDRESS:

Kimberley Region

APPLICANT:

Nil

FILE:

KRG01

AUTHOR:

Project Manager, Kimberley Regional Group

CONTRIBUTOR/S

Nil

RESPONSIBLE OFFICER:

Project Manager, Kimberley Regional Group

DISCLOSURE OF INTEREST:

Nil

DATE OF REPORT:

26 June 2015

 

 

SUMMARY:         This report provides an update as to the status of the Department of Local Government and Communities funding to progress the implementation of the Corporate Performance Management toolset for the Kimberley Regional Group.

 

BACKGROUND

 

Previous Considerations

 

Kimberley Zone / Regional Collaborative Group Meeting 3 May 2015                   Item 9.4

 

At its meeting 5 June 2013 the Kimberley Regional Collaborative Group resolved that:

 

“The Kimberley Regional Collaborative Group submits a grant application for funding from the Department of Local Government for the implementation of Business Intelligence systems.”

 

Funding was approved by the Department of Local Government on 28 June 2013 and the 2012-13 grant funding of $107,000 excluding GST was received by the Shire of Broome, as secretariat for the Kimberley Zone / Regional Collaborative Group, on 2 July 2013. This grant funding has been utilised for the 2012/2013 Business Intelligence System - Office 365 Share point and Records Management System.

 

A second instalment of $107,000 excluding GST was allocated on 15 July 2014 from the Department of Local Government and Communities 2013-14 Grant Funding to the Regional Collaborative Group to implement a Business Improvement Review of the IT Vision Synergy Soft System.

 

At its meeting 3 May 2015 the Kimberley Regional Collaborative Group resolved that:

 

·    Endorses the Corporate Performance Management Project; and

 

·    Authorises the Secretariat to finalise the Department of Local Government and Communities 2014-15 Grant Funding application and Financial Assistance Agreement.

 

A Project Budget and Project Scope was submitted to the Department of Local Government and Communities outlining the request to conduct a Corporate Performance Management project for the Kimberley Zone. This submission was approved and the Grant Agreement from the Department of Local Government and Communities was signed.

 

Funding for a third instalment was approved by the Department of Local Government on 16 June 2015 and the 2014-15 grant funding of $158,000 excluding GST was received by the Shire of Broome, as secretariat for the Kimberley Regional Group, on 25 June 2015. This grant funding has been utilised for the 2014/2015 implementation of a Corporate Performance Management toolset.

 

COMMENT

 

There is a pressing need for efficient and effective information management solutions that meet the operational and legislative requirements of the Kimberley Regional Group. The four Kimberley Councils of Derby, Broome, Kununurra and Halls Creek all utilise IT Vision Synergy Soft Systems for their business solutions.

 

Synergy Soft is a fully integrated enterprise product suite that encompasses all business areas of an organisation within a single user interface. The Kimberley regional Council’s use the Synergy Soft solutions of Business and Financial Management, Corporate and community services, Records Management, Governance and Infrastructure service solutions.

 

The current local government management operating environment has undergone a significant increase in both the mandatory as well as desirable need for better analytical reporting, business intelligence and corporate performance management tools to support their business.

 

The corporate performance management (CPM) application seamlessly utilises the SynergySoft Enterprise Resource Planning data along with any other relevant data sources required for mandatory and desirable management use. The CPM toolset comes fully integrated with SynergySoft and populated with three initial functional solutions, including;

·    Statutory Workforce Planning

·    Financial Reporting and Analysis

·    Operational Performance Indicators

 

The proposed objectives of the project are to enhance the availability and sophistication of analytical management reporting for both mandatory as well as desirable organisational business requirements.

 

This project will facilitate a standardised and comparative approach to reporting analysis across the Kimberley Regional Group that provides the basis for future benefits consideration such as comparative or consolidated reporting and benchmarking.

 

The project deliverables include;

·    Kimberley Regional Group statement of work, including individual site statements.

·    Kimberley Regional Group detailed implementation plan, including individual site plans.

·    Unified CPM toolset including a base set of key user licences.

·    IT Vision CPM Certified SynergySoft datasets.

·    Data capsules for Workforce Planning and Management KPI Dashboard purposes.

·    Ongoing end-to-end solution support and maintenance.

 

The culmination of these benefits will result in significant improvements in organisational operations which will benefit the individual organisations, the collaborative group and the region.

 

The Corporate Performance Management project is progressing as anticipated with the following milestones being completed;

·    An initial kickoff meeting with IT Vision was conducted at each site.

·    The proposed project approach and deliverables were agreed.

 

CONSULTATION

 

IT Vision

The four Kimberley Shires Chief Executive Officers

 

STATUTORY ENVIRONMENT

 

Nil

 

POLICY IMPLICATIONS

 

Nil

 

FINANCIAL IMPLICATIONS

 

This project is fully funded from the Department of Local Government and Communities 2014-15 Grant Funding.

 

It has been authorised from DLGC that $10,000 of surplus funds of the Records Management Project will be transferred from instalment 1 towards the cost of instalment 3 for the Corporate Performance Management Project.

 

STRATEGIC IMPLICATIONS

The Kimberley Regional Business Plan 2014-2018

 

Goal 1- Governance: A collaborative group demonstrating strong Regional Governance

 

·    Outcome 1.4 Business efficiency and improved services through collaboration

·    Strategy 1.4.1 Promote and facilitate mutually beneficial, cost efficient shared services arrangements

·   Action 1.4.1.1 Identify key services requiring further collaborative effort to enhance delivery outcomes across the region, dependent on business cases as opportunities arise.

 

VOTING REQUIREMENTS

 

Simple Majority

 

(REPORT RECOMMENDATION)

RESOLUTION:

 

That the Kimberley Regional Group notes the progress of the Department of Local Government and Communities 2014-15 Grant Funded Corporate Performance Management project.

 

Moved: Cr Moulden                                        Seconded: Cr Archer

 

                                                                                                      CARRIED UNANIMOUSLY 4/0

 

Attachment: Nil


 

 

8.10      DEPARTMENT OF LOCAL GOVERNMENT & COMMUNITIES 2014 GRANT FUND EXPENDITURE – KIMBERLEY YOUTH STRATEGY – STAGE 1 CONSULTATION

 

 

LOCATION/ADDRESS:

Kimberley Region

APPLICANT:

Nil

FILE:

KRG01

AUTHOR:

Project Manager, Kimberley Regional Group

CONTRIBUTOR/S

Nil

RESPONSIBLE OFFICER:

Project Manager, Kimberley Regional Group

DISCLOSURE OF INTEREST:

Nil

DATE OF REPORT:

26 June 2015

 

 

SUMMARY:         This report provides an update as to the status of the Department of Local Government and Communities grant funding to progress a Kimberley Youth Strategy for the Kimberley Regional Group.

 

BACKGROUND

 

Previous Considerations

 

Kimberley Zone / Regional Collaborative Group Meeting 23 June 2014                Item 9.7

Kimberley Zone / Regional Collaborative Group Meeting 4 August 2014               Item 9.5

Kimberley Zone / Regional Collaborative Group Meeting 3 October 2014           Item 9.4

Kimberley Zone / Regional Collaborative Group Meeting 9 December 2014       Item 9.4

Kimberley Zone / Regional Collaborative Group Meeting 27 February 2015                   Item 9.4

Kimberley Zone / Regional Collaborative Group Meeting 3 May 2015                   Item 9.5

 

The Department of Local Government and Communities has awarded $40,000 from the Youth Friendly Communities Grants Program to the Regional Collaborative Group to develop a Kimberley Youth Strategy Stage 1-Consultation.

 

The grant Agreement was finalised and signed by the secretariat and submitted to the Department of Local Government and Communities and approved.

 

The grant agreement outlines the project definition as the research of the views of young people by engaging them in creative ways to inform the planning and development of their communities. The agreed anticipated activities include the Zone working in partnership with young people and/or community groups to support youth participation in helping make their community youth friendly. The consultation could also be used to support the review of other relevant strategies, policies and plans, and to inform the improvement of relevant services.

 

A Project Budget and Project Scope has been completed and submitted to the Department of Local Government and Communities and approved. Bluebottle Consulting was awarded the project.

 

COMMENT

 

The Kimberley Youth Strategy project is progressing as anticipated with the following milestones being completed;

·    An initial kickoff meeting with Bluebottle Consulting was conducted.

·    The proposed project approach and deliverables were agreed.

·    The project schedule and payment plan was agreed.

·    A formal agreement was drafted and signed by the Secretariat and Bluebottle Consultants.

·    Service provider mapping has been completed.

·    A survey monkey has been developed and put onto each Shires website and Facebook page.

·    A media release has been completed.

·    The regional face to face consultation has been completed.

·    A Project progress report has been provided to the DLGC Director General.

·    A Final Local Government Consultation Report has been provided.

·    A draft Service Providers Report has been provided.

·    A draft Consultation with Young People Report has been provided.

·    A Final Kimberley Youth Services Mapping Document has been provided.

·    A Final Stage 1-Consultation Report has been provided.

 

A meeting of the executive group was conducted on 15th April 2015 to discuss the delivery of Stage 1 – Consultation and the scope of Stage 2. It was agreed that Stage 2 would include the Kimberley Zone Strategy and Action Plan as well as a process of aligning the Kimberley Action Plan with each Shires Strategic Community Plan by identifying linkages and developing a plan for each Shire to build the capacity of the Shire and the community to meet the identified needs and remedy shortfalls in the current approaches to Youth Services.

 

A Final Grant Acquittal for the 2014 Grant funding for the Kimberley Youth Strategy Stage 1 – Consultation has also been submitted to the Department of Local Government and Communities.

 

CONSULTATION

 

Department of Local Government and Communities

Bluebottle Consulting

Staff at each of the Kimberley Shires

 

STATUTORY ENVIRONMENT

 

Nil

 

POLICY IMPLICATIONS

 

Nil

 

FINANCIAL IMPLICATIONS

 

This project received $40,000 grant funding from the Department of Local Government and Communities 2013-14.

 

This project also required $10,635 from the 2014-15 budget surplus to be allocated towards the Kimberley Youth Strategy Stage 1 - Consultation.  This surplus requirement is within the budget agreed to at the 4 August 2014 Zone/RCG Meeting.

 

STRATEGIC IMPLICATIONS

The Kimberley Regional Business Plan 2014-2018

 

Goal 4 - Community: A vibrant community based on equity, inclusion and opportunity for all

 

·    Outcome 4.5 Greater participation in the community and workforce

 

·    Strategy 4.5.1 Remove disincentives to participation in the workforce

 

·    Action 4.5.1.5 Develop a credible strategy on welfare reform

 

·    Action 4.5.1.6 Participate in discussions on welfare reform policy at the regional level

 

·    Action 4.5.1.7 Support the development of a regional plan for welfare reform

 

VOTING REQUIREMENTS

 

Simple Majority

 

(REPORT RECOMMENDATION)

 

That the Kimberley Regional Group;

 

1.   Receives the final Kimberley Youth Strategy Stage 1 – Consultation report, and

 

2.   Notes the finalisation of the Department of Local Government and Communities 2014 Grant Funding for the development of the Kimberley Youth Strategy Stage 1 - Consultation.

 

 

 

RESOLUTION:

 

That the Kimberley Regional Group;

 

1.   Receives the final Kimberley Youth Strategy Stage 1 – Consultation report, and

 

2.   Notes the finalisation of the Department of Local Government and Communities 2014 Grant Funding for the development of the Kimberley Youth Strategy Stage 1 - Consultation.

 

3.   The Consultants work closely with service agencies to ensure no duplication of findings.

 

Moved: Cr Archer                                            Seconded: Cr Edwards

 

                                                                                                      CARRIED UNANIMOUSLY 4/0

 

Attachment: 98 pages

 

 

 

 

 

 


 

 

 

8.11      DEPARTMENT OF LOCAL GOVERNMENT & COMMUNITIES 2015 GRANT FUND EXPENDITURE – KIMBERLEY YOUTH STRATEGY – STAGE 2 STRATEGY AND ACTION PLAN

 

 

LOCATION/ADDRESS:

Kimberley Region

APPLICANT:

Nil

FILE:

KRG01

AUTHOR:

Project Manager, Kimberley Regional Group

CONTRIBUTOR/S

Nil

RESPONSIBLE OFFICER:

Project Manager, Kimberley Regional Group

DISCLOSURE OF INTEREST:

Nil

DATE OF REPORT:

26 June 2015

 

 

SUMMARY:         This report provides an update as to the status of the Department of Local Government and Communities grant funding to progress the development of the Kimberley Youth Strategy Stage 2 – Strategy and Action Plan for the Kimberley Regional Group.

 

BACKGROUND

 

Previous Considerations

 

Kimberley Zone / Regional Collaborative Group Meeting 3 May 2015                   Item 9.6

 

In June 2014 The Department of Local Government and Communities awarded $40,000 from the Youth Friendly Communities Grants Program to the Regional Collaborative Group to develop a Kimberley Youth Strategy Stage 1-Consultation.

 

At its meeting 23 June 2014 the Kimberley Regional Collaborative Group resolved that:

 

‘The Kimberley Regional Collaborative Group endorse the development of a Kimberley Youth Strategy and that the Secretariat be delegated authority to liaise with the Kimberley Chief Executive Officers to progress the development of the project plan and budget.’

 

Funding was approved by the Department of Local Government on 18 June 2014 and the grant funding of $40,000 excluding GST was received by the Shire of Broome, as secretariat for the Kimberley Zone / Regional Collaborative Group, on 29 June 2014. This grant funding has been utilised for the Kimberley Youth Strategy Stage 1 – Consultation.

 

At its meeting 3 May 2015 the Kimberley Regional Collaborative Group resolved that:

 

·    Endorses Kimberley Youth Strategy Stage 2 – Strategy and Action Plan; and

 

·    Authorises the Secretariat to finalise the Department of Local Government and Communities 2014-15 Grant Funding application and Financial Assistance Agreement.

 

A Project Budget and Project Scope was submitted to the Department of Local Government and Communities outlining the request to conduct Stage 2.  This submission was approved and the Grant Agreement from the Department of Local Government and Communities was signed.

 

Funding for the implementation of the Kimberley Youth Strategy Stage 2 – Strategy and Action Plan was approved by the Department of Local Government and the 2014-15 grant funding of $80,000 excluding GST was received by the Shire of Broome, as secretariat for the Kimberley Regional Group, on 25 June 2015. A second grant of $7,000 from Regional Development Australia Kimberley was received by the Shire of Broome, on 12 June 2015.

 

COMMENT

 

The Kimberley Regional Group will undertake stage 2 of the Kimberley Youth Strategy project to inform the development of a Kimberley youth strategy and action plan to ensure services are meeting the needs of the regions youth.

·    Stage 1 – Consultation has been completed.

·    Stage 2 - Development of a Youth Strategy for the Kimberley, outlining the key issues to be targeted, programs and services to be funded, and outcomes to be met.

·    Stage 3 – Development and implementation of activities to support the Kimberley Youth Strategy.

 

The purpose of this project is to draw on the information obtained during the consultation phase which  undertook consultation with youth, youth sector service providers and local governments across the Kimberley to inform the development of the Kimberley Youth Strategy.

 

The Kimberley Youth Strategy – Stage 2 – Strategy and Action Plan, will take on 6 project phases;

 

Phase 1 – Environmental Scan

1.1 Review the impact of current and proposed commonwealth and state youth services policies and trends.

1.2 Research other federal, state and local government policy initiatives to ascertain and inform strategies for positioning the Kimberley Regional Group to take advantage of future potential funding and strategic opportunities.

 

Phase 2 – Workshop

2.1 Facilitate a workshop with relevant staff representatives from each of the Shires to;

§ establish a framework for local government involvement in youth services that guides  a consistent, coordinated approach while allowing for the different operating contexts and delivery methods each shire has,

§ identify priority focus areas for the strategic plan,

§ provide an opportunity for knowledge sharing,

§ identify best methods for ongoing collaboration.

 

Phase 3 – Develop Youth Strategy

3.1  Develop an overarching strategy document with the Kimberley Local Governments that is informed by the work undertaken during stage one of the project and the environmental scan.

 

Phase 4 – Develop Action Plan

4.1 Develop an action plan detailing specific activities and timeframes for implementing the youth strategy.

 

Phase 5 – Alignment of Kimberley Action Plan with each Shires Strategic Community Plan

5.1  Identify and link how each specific activity from the Kimberley action plan will fit into each Shire’s Strategic Community Plan and develop a plan for each shire to build the capacity of the Shire and its community to meet the identified needs and remedy shortfalls in the current approaches to Youth Services.

 

Phase 6 – Convene and establish a youth engagement group for each Shire to discuss the action plan and develop activities for implementation of Stage 3.

6.1 Establish a youth engagement group at Broome, Derby, Fitzroy Crossing, Halls Creek and Kununurra to workshop with relevant staff representatives the activities from the action plan that will be prepared for implementation in Stage 3.

 

The Kimberley Youth Strategy Stage 2 project is progressing as anticipated with the following milestones being completed;

·    An initial kickoff meeting with Bluebottle Consulting was conducted.

·    The proposed project approach and deliverables were agreed.

·    The project schedule and payment plan was agreed.

·    An environmental scan was commenced.

 

CONSULTATION

 

Department of Local Government and Communities

Bluebottle Consulting

Staff at each of the Kimberley Shires

 

STATUTORY ENVIRONMENT

 

Nil

 

POLICY IMPLICATIONS

 

Nil

 

FINANCIAL IMPLICATIONS

 

This project has received $80,000 grant funding from the Department of Local Government and Communities 2014-15 and a further $7,000 grant funding from Regional Development Australia Kimberley.

 

STRATEGIC IMPLICATIONS

The Kimberley Regional Business Plan 2014-2018

 

Goal 4 - Community: A vibrant community based on equity, inclusion and opportunity for all

 

·    Outcome 4.5 Greater participation in the community and workforce

 

·    Strategy 4.5.1 Remove disincentives to participation in the workforce

 

·    Action 4.5.1.5 Develop a credible strategy on welfare reform

 

·    Action 4.5.1.6 Participate in discussions on welfare reform policy at the regional level

 

·    Action 4.5.1.7 Support the development of a regional plan for welfare reform

 

VOTING REQUIREMENTS

 

Simple Majority

 

 

(REPORT RECOMMENDATION)

RESOLUTION:

 

That the Kimberley Regional Group notes the progress of the Department of Local Government and Communities 2015 Grant Funding for the development of the Kimberley Youth Strategy Stage 2.

 

Moved: Cr Moulden                                        Seconded: Cr Archer

 

                                                                                                      CARRIED UNANIMOUSLY 4/0

 

Attachment: Nil

 

 

 

 

 

 

 

 

 

 

 

 

8.12      DEPARTMENT OF LOCAL GOVERNMENT & COMMUNITIES 2015 GRANT FUND EXPENDITURE – KIMBERLEY VOLUNTEERING STRATEGY – STAGE 1 - CONSULTATION

 

 

LOCATION/ADDRESS:

Kimberley Region

APPLICANT:

Nil

FILE:

KRCG01

AUTHOR:

Project Manager, Kimberley Regional Group

CONTRIBUTOR/S

Nil

RESPONSIBLE OFFICER:

Project Manager, Kimberley Regional Group

DISCLOSURE OF INTEREST:

Nil

DATE OF REPORT:

26 June 2015

 

 

SUMMARY:         This report provides an update as to the status of the Department of Local Government and Communities grant funding to progress the development of the Kimberley Volunteering Strategy Stage 1 – Consultation for the Kimberley Regional Group.

 

BACKGROUND

 

Previous Considerations

 

Kimberley Zone / Regional Collaborative Group Meeting 3 May 2015                   Item 7.6

 

At its meeting 3 May 2015 the Kimberley Regional Collaborative Group resolved that:

 

‘That the Kimberley Zone of WALGA and Regional Collaborative Group authorises the Secretariat to develop a project proposal and budget to apply to the Department of Local Government and Communities for funding to support the following regional volunteering initiatives;

1.   Capacity building – Skills audit of Volunteers.

Develop a registration and matching service for groups and volunteers.

2.   Capacity building - Training/Education of Volunteers.

Develop a Kimberley circuit to run Training/Education of volunteer staff.

3.   Business Support Services

Develop a program to provide volunteer organisations with on ground support services to develop business plans, get setup and operational, and comply with all regulatory requirements.

Develop ongoing sporting and activity programs for the communities youth.

4.   Central IT Database.

Develop an IT cloud database for sharing information on regulatory, taxation, governance, reporting, constitution, insurance requirements. Extend to pooling resources to undertake book keeping services.

5.   Better communication.

Develop a marketing/promotion campaign across the Kimberley.’

 

After consultation with the Department of Local Government and Communities and the Chief Executive Officers of the four member Councils, it was agreed that a more broader application be made to undertake consultation with the Kimberley Local Governments, key volunteer service agencies and volunteers across the Kimberley to identify the key issues of volunteering in the region, to inform the development of a capacity building strategy to ensure volunteering services are meeting the needs of the community and that volunteers are equipped with the necessary skills to fulfil and meet community expectations.

 

 

Funding was approved by the Department of Local Government in June 2015 and the grant funding of $55,000 excluding GST was received by the Shire of Broome, as secretariat for the Kimberley Regional Group, on 26 June 2015.

 

COMMENT

 

There is a pressing need for a united approach towards delivering volunteering services in the Kimberley. The four Kimberley Councils of Broome, Derby West Kimberley, Wyndham East Kimberley and Halls Creek all have volunteering service agencies in their regions that provide varying levels of volunteering support in the community. This Kimberley Volunteering Strategy will consolidate and build upon the many excellent initiatives, programs and activities by Council and independent volunteering agencies to develop a strategic vision for the region which will shape the actions to be implemented over the next five years to achieve united goals.

 

The objective of this project is to undertake consultation with volunteers, volunteer service agencies and local governments across the Kimberley to inform the development of the Kimberley Volunteering Strategy.

 

The Kimberley Volunteering Strategy – Stage 1 – Consultation, will take on 5 project phases;

 

Phase 1 – Mapping of volunteer services agencies

 

1.3 Develop a database of currently available volunteer services, groups and programs within the Kimberley region. The database will include the following details for each service:

·    Name

·    Category of service

·    Service location and reach

·    Purpose

·    Who the service is targeted at

·    What programs or services are offered

·    What the benefits are

·    Who funds the agencies

 

1.4 Analysis and identification of the Volunteering Service Agency Database, duplication of, or gaps in volunteering service provision.

 

Phase 2 – Consultation

 

2.1 Develop a consultation strategy with the Kimberley Zone and Kimberley Local Governments, for a consultant to deliver. Ensuring the views of volunteers, service agencies and local governments are captured.  The strategy will identify the best methods for communicating and engaging with each stakeholder group.  These methods will include designing and conducting:

·     surveys

·     telephone interviews

·     face to face interviews

·     workshops

·     other engagement methods as identified in discussion with stakeholders.

 

2.2 Contract a consultant to undertake the consultation process with key volunteer service agencies and volunteers to inform the Kimberley Volunteering Strategy, in the following towns:

·     Broome

·     Derby

·     Fitzroy Crossing

·     Halls Creek

·     Kununurra

·     Wyndham

 

Phase 3 – Reports on consultation findings

 

3.1 Development of three reports based on the consultation findings.

 

3.1.1    Report 1 – Volunteers

This report will outline the demographic profile of volunteers, data on the volunteers consulted and feedback about engagement strategies used. The report will also include descriptions of key consultation findings on what is important for a volunteer friendly community and what needs to be done to make the community volunteer friendly under the following themes;

·     Capacity building (Skills, Education and Training)

·     Agency support, leadership and services for strategic and operational matters

·     Promotion and Recognition

·     Paid administrative staff to allow volunteers to focus on the goals of the group

·     Communication and information

·     Succession Planning (Recruitment, retention, reward for civic participation)

 

The report will identify contemporary volunteering trends and issues. It will also detail how the outcomes of the consultation can inform the broader Volunteering Strategy.

 

3.1.2    Report 2 – Service providers

This report will include details of volunteer engagement strategies used by volunteer service agencies, as well as analyse the effectiveness of these strategies. The report will encapsulate the needs of volunteer service agencies.

 

3.1.3    Report 3 – Local Government

    This report will provide an overview of consultation with local government including;

·     Key issues in their region

·     Feedback about Volunteer engagement strategies used

·     Any funding of volunteering service agencies

·     Details of memorandums of understanding in place with relevant volunteer service agencies

 

Phase 4 – Analysis

 

4.1 Analysis of information obtained during phases 1 and 2 of consultation, and inclusion of relevant policy or strategy documents identified to inform the final report.

 

Phase 5 – Final report

 

5.1 Development of the final report to incorporate the findings from the mapping and consultation process included with the overall analysis of the issues identified and outcomes achieved by volunteer service agencies and their volunteers.

 

CONSULTATION

 

Department of Local Government and Communities

Bluebottle Consulting

Staff at each of the Kimberley Shires

 

STATUTORY ENVIRONMENT

 

Nil

 

POLICY IMPLICATIONS

 

Nil

 

FINANCIAL IMPLICATIONS

 

This project will be fully funded from the Department of Local Government and Communities 2014-15 Grant Funding.

 

Item

Detail

Cost

 

Strategy Requirements Analysis and Project Administration

Project management process

$4,000

LG In-kind

Mapping of Services

Database is developed of all available volunteering service agencies, groups and programs in the Kimberley.

$5,000

DLG Grant

Consultation

Consultation is undertaken between the Kimberley Zone, Kimberley Local Governments, key volunteering service agencies and volunteers.

$42,000

DLG Grant

Reports on Consultation, Analysis and Final Report

Three reports will be delivered on the consultation findings.

The final report will incorporate the findings from the mapping and consultation with the overall analysis.

$8,000

DLG Grant

 

DLCG Grant

$55,000

LG In-kind

$4,000

Total Project Cost

$59,000

 

STRATEGIC IMPLICATIONS

The Kimberley Regional Business Plan 2014-2018

 

Goal 4 - Community: A vibrant community based on equity, inclusion and opportunity for all

·    Outcome 4.3 Improved delivery in Community Services

·    Strategy 4.3.1 Collaborate with federal and state governments and other agencies to ensure coordinated provision of services.

 

VOTING REQUIREMENTS

 

Simple Majority

 

 

 

 

 

 

(REPORT RECOMMENDATION)

 

That the Kimberley Regional Group;

 

1.   Notes the progress of the Department of Local Government and Communities 2015 Grant Funding for the development of the Kimberley Volunteering Strategy Stage 1 – Consultation; and

 

2.   Endorses the appointment of ____________________________ as the consultant to conduct the Volunteering Strategy.

 

 

 

RESOLUTION:

 

That the Kimberley Regional Group;

 

1.   Notes the progress of the Department of Local Government and Communities 2015 Grant Funding for the development of the Kimberley Volunteering Strategy Stage 1 – Consultation; and

 

2.   Defers the matter to the next Kimberley Regional Group meeting pending the collection of further quotes.

 

Moved: Cr Archer                                            Seconded: Cr Moulden

 

                                                                                                      CARRIED UNANIMOUSLY 4/0

 

Attachment 1: 8 pages

Attachment 2: 22 pages

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

8.13      COLLABORATIVE GRANT APPLICATION FOR ORGANISATIONAL DEVELOPMENT

 

 

LOCATION/ADDRESS:

Kimberley Region

APPLICANT:

Nil

FILE:

KRG01

AUTHOR:

Chief Executive Officer, Shire of Halls Creek

CONTRIBUTOR/S

Executive Services Manager, Shire of Halls Creek

RESPONSIBLE OFFICER:

Chief Executive Officer, Shire of Halls Creek

DISCLOSURE OF INTEREST:

Nil

DATE OF REPORT:

3 August 2015

 

 

SUMMARY:         This report proposes a collaborative grant submission to Lotterywest to assist with organisational development in the form of bringing training to the Kimberley.

 

BACKGROUND

 

Previous Considerations

 

Nil

 

COMMENT

 

The Shire of Halls Creek (SoHC) is committed to both employing locally and training and developing the current workforce. In the 2013-2014 financial year, SoHC spent $161,476 on training and development for their employees, however a large portion of this expenditure was on travel and accommodation and therefor does not represent best value for money.

 

SoHC have received a quote for five consecutive days of training in the Local Government Act from WALGA totalling $19,552.50 exclusive of travel and accommodation for the trainer.

 

While it may often prove cheaper to send one employee to Perth for training than to bring the trainer to the Kimberley, this practice limits the exposure of the training to the workforce. The Shire would like to be able to bring training opportunities to the Kimberley in order to limit the expenditure on travel and accommodation and increase the number of employee development opportunities.

 

In order to achieve this within tight budget constraints, SoHC proposes a collaborative grant application to Lotterywest for Organisational Development for $120,000 to be spilt evenly among the four Shires.

 

CONSULTATION/STAKEHOLDERS

 

Consultation has occurred with Western Australia Local Government Association for the purpose of quotes.

 

STATUTORY ENVIRONMENT

 

Nil

 

POLICY IMPLICATIONS

 

Nil

 

FINANCIAL IMPLICATIONS

 

Nil at this stage

 

STRATEGIC IMPLICATIONS  

 

Nil

 

VOTING REQUIREMENTS

 

Simple Majority

 

(REPORT RECOMMENDATION)

RESOLUTION:

 

That the Kimberley Regional Group authorise the Secretariat to establish a collaborative grant application to Lotterywest for the purpose of organisational development.

 

Moved: Cr Moulden                                 Seconded: Cr Edwards

 

                                                                                                      CARRIED UNANIMOUSLY 4/0

 

Attachment: Nil

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

8.14      KIMBERLEY REGIONAL GROUP SEED FUND PROJECTS

 

 

LOCATION/ADDRESS:

Kimberley Region

APPLICANT:

Nil

FILE:

KRG01

AUTHOR:

Project Manager, Kimberley Regional Group

CONTRIBUTOR/S

Nil

RESPONSIBLE OFFICER:

Project Manager, Kimberley Regional Group

DISCLOSURE OF INTEREST:

Nil

DATE OF REPORT:

26 June 2015

 

 

SUMMARY:         This report provides a list of recommended projects for the Regional Group surplus Seed Funding.

 

BACKGROUND

 

Previous Considerations

 

Kimberley Chief Executive Officers Meeting                                             1 October 2013

Kimberley Chief Executive Officers Meeting                                             23 February 2014

Kimberley Zone / Regional Collaborative Group Meeting 3 May 2015                      Item 9.7

 

At the Kimberley Zone of WALGA and Regional Collaborative Group Meeting on 3 May 2015 in Darwin, the Zone was presented Agenda Item 9.7 Regional Collaborative Group Seed Fund Project.

 

At this meeting of the Zone, the following Resolution was made with regard to the subject item.

 

RESOLUTION:

 

That the Kimberley Regional Collaborative Group lay the item on the table.

 

Moved: Cr Archer                                     Seconded: Cr Tracey

 

CARRIED UNANIMOUSLY 4/0

 

 

Given that the 2014-15 budget allocated the $40,000 seed fund contribution towards the Kimberley Tourism Corridor project, and the proposed projects of developing a business case for the establishment of a centre for excellence in the Kimberley was layed on the table, the question now lies with the member Councils as to what project the funds should be used for.

 

There is currently $65,445 in surplus funding in the Kimberley Regional Group accounts. The table below outlines the cumulative project expenditure.

 

Projects from 13/14, 14/15 and 15/16

Income

Expenditure

Surplus/Deficit

Seed Fund

80,000

0

80,000

Waste Management

45,000

-45,000

-  

Key Worker Housing

8,620,225

-8,626,345

(6,120)

Business Intelligence Systems

372,000

-373,602

(1,602)

Youth Strategy

172,000

-137,635

(10,635)

Volunteering Strategy

55,000

-55,000

-

Strategic Community Plan Review

8,775

-17,141

(8,366)

TAMS

 -

-20,433

(20,433)

Interest

32,601

0

32,601

Total

9,340,601

-9,275,156

65,445

 

Project options from the Kimberley Regional Business Plan 2014-2018 include;

 

RBP

Project

Funding

Monetary Allocation

Comment

1.1.2

Regional Procurement Strategy

Research

In-kind

Possibly WALGA Tenderlink &e-quote, funded by individual councils

1.2.1

KDC Business cases

Funding required for consultant from RCG

$20k

Need to meet with KDC to look at projects from Blueprint from which to make business cases

1.3.1.1

Consultation and engagement strategy to work with Aboriginal corporations

Research

In-kind

In house review of current LG policies to develop standardised policy across the Kimberley LG’s

2.4.1.1

Partnership with university for waste water management

$50k Funding required from RCG

Nil

Project is being pursued individually by member Councils

3.1.1.1

Partnership with KDC to develop business case for a townscape plan

 

 

Idea was dismissed at the CEO’s meeting 1 Oct 2013

3.5.1.2

Develop uniform local planning policies in relation to broadband development

Research

In-kind

In house review of current LG policies to develop standardised policy across the Kimberley LG’s

5.5.1.2

Develop policies for renewable energy in the Kimberley

Research

In-kind

In house review of current LG policies to develop standardised policy across the Kimberley LG’s

Other

Youth Strategy Implementation

DLGC Grant Funding

In-kind

Implementation of actions from Kimberley Youth Strategy

Other

LG Indigenous employment

 

DLGC Grant Funding

In-kind

Application will be revamped and submitted to DLGC

Other

Education Centres for Excellence

Research/Possible funding

$25k

Need to meet with KDC to discuss a business case

Other

Land Tenure

Research/Possible funding

$25k

Need to meet with KDC to discuss a business case

 

COMMENT

 

In reviewing the adopted actions for 2015/16 in the Kimberley Regional Business Plan, the following are considered for completion;

1.   $25,000 - Education Centres for Excellence Business case

2.   $25,000 – Land Tenure Business case

 

For members consideration to determine a priority list of projects to be pursued in 2015-16, with a monetary allocation of surplus KRG funds.

 

CONSULTATION

 

Chief Executive Officers from the four Kimberley Shires

 

STATUTORY ENVIRONMENT

 

Nil

 

POLICY IMPLICATIONS

 

Nil

 

FINANCIAL IMPLICATIONS

 

It is proposed that all projects be funded from the cumulative 2013-14 and 2014-15 seed fund surplus.

 

STRATEGIC IMPLICATIONS

The Kimberley Regional Business Plan 2014-2018.

 

VOTING REQUIREMENTS

 

Absolute Majority

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

(REPORT RECOMMENDATION)

 

That the Kimberley Regional Group;

 

1.   Request the Secretariat to advise each member Council that $10,000 seed funding is not required for 2015/16 due to surplus funds available from previous years,

 

2.   Authorize the Secretariat to commence the project options from the Kimberley Regional Business Plan 2014-2018;

 

a)   Education Centres for Excellence Business case

b)   Land Tenure Business case

 

3.   Adopt the following budget amendments for 2015/16;

 

a)   Account No 405382Kimberley Zone – RCG Project Seed Fund – Op Inc, reduce from $40,000 to nil,

b)   Project 1, Income $25,000-Transfer from reserve, Expenditure $25,000

c)   Project 2, Income $25,000-Transfer from reserve, Expenditure $25,000

 

 

 

RESOLUTION:

 

That consideration of this item be deferred.

 

Moved: Cr Archer                                            Seconded: Cr Moulden

 

                                                                                                      CARRIED UNANIMOUSLY 4/0

 

Attachment: Nil

 

 

 

 

 

 

 

 

8.15      JOINT KIMBERLEY, PILBARA AND NORTHERN TERRITORY FORUM OUTCOMES REPORT

 

 

LOCATION/ADDRESS:

Kimberley Region

APPLICANT:

Nil

FILE:

KRG01

AUTHOR:

Project Manager, Kimberley Regional Group

CONTRIBUTOR/S

Nil

RESPONSIBLE OFFICER:

Project Manager, Kimberley Regional Group

DISCLOSURE OF INTEREST:

Nil

DATE OF REPORT:

8 July 2015

 

 

SUMMARY:         The Tuna Blue Next Port of Call Forum Outcomes Report has been received and is attached for member consideration.

 

BACKGROUND

 

Previous Considerations

 

Kimberley Zone of WALGA and Regional Collaborative Group Next Port of Call Forum, Darwin May 2015.

 

COMMENT

 

Councillors and Chief Executive Officers from the Kimberley Regional Group, the Pilbara Local Government Authorities and Northern Territory Local Government Authorities attended the Next Port of Call Forum over three days in Darwin in May 2015. The forum was facilitated by Tuna Blue Pty Ltd.

 

The aim of the forum was to bring together strategic perspectives on a range of issues and collaborations relevant to Local Governments across Northern Australia.  Shared initiatives sessions were held after each group of speakers and a Roundtable session was held at the end of each day to identify and clarify key initiatives.  A final Roundtable was held at the conclusion of the forum to identify a smaller number of high priority initiatives to be progressed.

 

At the conclusion of the forum, a Communications Report was distributed to participants and is available at:  https://prezi.com/7j3e5kfk6mgf/.

 

This Outcomes Report complements the Communications Report and provides a full account of the input received from participants.

 

Over 50 participants and speakers attended the forums representing a wide range of industry groups, government agencies, corporate operations and support services.

 

Considering all of the initiatives, the Forum identified the following six priorities as their focus over the next 12 months:

 

·    The increased development of connectivity and supply chain logistics (especially ports) is a major focus for the three Zones / Regional Councils and will require consistent lobbying and working with stakeholders to see outcomes;

·    Work across the three Zones / Regional Councils to set key themes for our greater region through the RDA Northern Alliance approach;

·    Work towards developing a standardised project pipeline that can be part of a communication campaign with export markets such as China or Vietnam (all three Zones support this initiative but are at different stages internally and will need to audit individual projects first, with a shared workshop with relevant stakeholders possible further down the track);

·    All WA LGA’s need to stay informed and play an advocacy role in terms of the Supreme Court heritage decision;

·    All three Zones / Regional Councils support building the capacity for Aboriginal businesses to undertake tenders and subcontracting of specific element of works programs (this is best pursued at an individual LGA level with help from WALGA where required);

·    The Pilbara Regional Council and DFES will work on a Bushfire Management Trial.

 

These identified initiatives and actions are presented for the Kimberley Regional Group consideration and approval. This item also seeks guidance as to the extent of the groups involvement moving forward in relation to budget implications and resource allocation.

 

CONSULTATION

 

Kimberley Regional Group

Next Port of Call Forum Attendees

Tuna Blue Facilitators

 

STATUTORY ENVIRONMENT

 

Nil

 

POLICY IMPLICATIONS

 

Nil

 

FINANCIAL IMPLICATIONS

 

The report review will record discussion on financial implications in the future. Where financial implications are relevant these will be presented to the zone meetings for approval.

 

STRATEGIC IMPLICATIONS

Nil

 

VOTING REQUIREMENTS

 

Simple Majority

 

 

 

 

 

 

 

 

 

 

 

 

(REPORT RECOMMENDATION)

 

That the Kimberley Regional Group;

 

1.   Receives the ‘Next Port of Call Forum 2015 Outcomes Report’, and

 

2.   Endorses the following projects as key priorities for the group to investigate and work forward on;

a)  __________________________________________________________;

b)  __________________________________________________________;

c)  __________________________________________________________ and

d)  __________________________________________________________.

 

 

 

 

RESOLUTION:

 

That the Kimberley Regional Group ;

 

1.   Receives the ‘Next Port of Call Forum 2015 Outcomes Report’, and

 

2.   That the CEO group be delegated authority to prioritise and circulated the project list to member Councils.

 

Moved: Cr Archer                                            Seconded: Cr Edwards

 

                                                                                                      CARRIED UNANIMOUSLY 4/0

 

Attachment: 25 pages

 

 

 

 

 

9.   REPORTS FROM REPRESENTATIVES

 

           9.1    Kimberley Development Commission – Tim Bray

                   Final signing of the Blueprint.

 

           9.2    Australia’s North West – Glen Chidlow

§ A new contract is being developed with Tourism WA.

§ Bucketlist

§ Media – Today Tonight, WA Weekender and Sunrise Weather.

 

           9.3    Regional Development Australia – Chris Mitchell

§ Seeking one new board member

§ National Stronger Regions Funding – Round 2 is open

 

9.4      Department Local Government and Communities – Kelly McIntyre

                   Attachment 9.4 DLGC Connect Newsletter

 

           9.5    WALGA Road Wise – Apologies

                    Attachment 9.5 Roadwise Report

 

 9.6           WALGA – Jo Burges

       Attachment 9.6 Kimberley Country Zone Status Report February 2015

 

10. CORRESPONDENSE

 

             No Incoming and outgoing correspondence was tabled at the Meeting.

11. GENERAL BUSINESS

 

11.1          Change of Secretariat

Transfer of Secretariat to be discussed in October 2015 with Tony Brown from WALGA. The Shire of Derby West Kimberley are requesting the Secretariat role.

 

RESOLUTION:

 

That Member Councils consider the change of Secretariat from the Shire of Broome to the Shire of Derby West Kimberley.

 

Moved: Cr Archer                                            Seconded: Cr Edwards

 

                                                                                                      CARRIED UNANIMOUSLY 4/0

 

 

12. MEETING CLOSURE

 

    The meeting closed at 4.59pm

 

 

 

 

Western Australian Local Government Association Zone Standing Orders

 

1.       INTERPRETATIONS

            For the purposes of these Standing Orders, if not inconsistent with the context, the following words shall have the following meanings:

 

1.1     "Absolute Majority" means:

a total majority of delegates for the time being of the Zone whether present and voting or not.

 

1.2        "Association" means:

the Western Australian Local Government Association.

 

1.3        “Constitution” means:

the Constitution of the Western Australian Local Government Association.

 

1.4        “Delegate or Deputy Delegate" means:

those persons duly elected, from time to time, for a fixed term to represent a Council at a Zone of the Western Australia Local Government Association.

 

            1.5     “Deputy President or Chairman” means:

the Deputy President or Chairman for the time being of the Zone.

 

1.6        “Meeting" means:

a meeting of a Zone of the Western Australia Local Government Association. 

 

1.7        "President or Chairman" means:

the President or Chairman for the time being of the Zone.

 

1.8        “Simple Majority” means:

a majority comprising enough of the delegates for the time being of the Zone for their number greater than 50% of the number of voting delegates that are present

 

1.9     “State Council” means:

the Executive of the Western Australian Local Government Association.

 

            1.10   “Zone” means:

            a geographically based subdivision containing Councils and incorporated within a country and metropolitan constituency as listed in Schedule three of the Constitution.

 

1.11   “Zone Secretary” means:

a person or persons nominated or appointed by the Zone or the Association to undertake Zone secretarial functions as required.

 

2.         ORDINARY AND SPECIAL MEETINGS

Meetings of the Zone shall be of two kinds: “ordinary” and “special”.  No business shall be transacted at a special meeting other than for which the meeting was called.

 

3.         CONDUCT OF MEETINGS

            The proceedings and business of meetings of the Zone shall be conducted according to these Standing Orders.

 

4.         NOTICE OF MEETING

 

4.2         The Zone Secretary shall give at least 7 days notice of a meeting to all delegates of the Zone unless all of the delegates have agreed in writing to shorter notice.

4.2        Notice shall be given at the destinations appearing in the records of the Zone Secretary.  Notice shall include the agenda for the meeting and will be deemed to have been delivered immediately if transmitted electronically or on the second working date after posting.

 

4.2        Ordinary Meetings of the Zone shall be called by the Zone Secretary pursuant to sub-clause 4.1.

 

4.2        Special Meetings of the Zone shall be called by the Zone Secretary on the written request of the President or Chairman or at least one quarter of the delegates.

 

5.         QUORUM

 

5.1        The Zone shall not conduct business at a meeting unless a quorum is present.

 

5.2        At any meeting of the Zone, greater than 50% of delegates present and entitled to vote shall form a quorum.

 

5.3        If a quorum has not been established within the 30 minutes after a meeting is due to begin then the meeting can be adjourned –

(a)        by the President or Chairman of the meeting;

(b)        if the President or Chairman is not present, by the Deputy President or Deputy Chairman  of the meeting;

(c)        if the President or Chairman or Deputy President or Deputy Chairman is not present, by a majority of delegates present;

(d)        if only one delegate is present, by that delegate; or

(e)        if no delegate is present by the Zone Secretary.

 

The business that could have been transacted had there been a quorum at the meeting may be transacted at the resumption of the adjourned meeting.

 

5.4        If at any time during a meeting a quorum is not present, the President or Chairman shall suspend proceedings for five (5) minutes and if a quorum is not present after that period, the meeting shall be deemed to have been adjourned and the person presiding is to reschedule it to some future time.

 

5.5        Notice of a meeting adjourned because of the absence of a quorum shall be given to all delegates.

 

6.         MEETINGS OPEN TO THE PUBLIC

            The business of the Zone shall be open to the public except upon such occasions as the Zone may by resolution otherwise decide.

 

7.         ORDER OF BUSINESS

Unless the meeting should decide otherwise, the order of business at Zone meetings, with he exception of special meetings or an adjourned meeting, shall be as follows:

(a)  Recording of attendance and apologies;

            (b)   Announcements;

            (c)   Adjourned business (if any);

            (d)   Confirmation of minutes of previous meetings;

            (e)   Matters for decision;

(f)    Reports – President or Chairman and Zone Representative to State Council;

            (g)   State Council agenda items;

            (h)   General business.

 

 

8.         SPECIAL URGENT BUSINESS

            At any time during a meeting a delegate may, with the approval of an absolute majority, introduce a motion relating to special urgent business that calls for an expression of opinion from the meeting. 

 

            In presenting an item of special urgent business, a delegate shall have sufficient copies of the motion in writing for distribution to all delegates present at the meeting and, where practicable, give prior notice to the President or Chairman of such intention.

 

9.         PRESIDENT OR CHAIRMAN

            In the construction of these Standing Orders unless the context requires otherwise, the word "President or Chairman" shall in the absence of the Chairman or President include the Deputy President or Deputy Chairman or the delegate chosen by resolution to preside at any meeting.

 

10.        DELEGATE AND DEPUTY DELEGATE

 

10.1      In the construction of these Standing Orders unless the context requires otherwise, the word “delegate” shall in the