BRIEFING PAPERS

FOR COUNCIL MEMBERS’

BRIEFING SESSION

 

Draft Only

 

 

 

 

 

 

to be held at

the Council Chambers (Level 1), Civic Centre,

23 Dundebar Road, Wanneroo

on 5 October, 2021 commencing at 6:00pm

 

ATTENDANCE AT MEETINGS DURING STATE OF EMERGENCY

As the State is now in Phase 5 of the COVID-19 roadmap, public attendance numbers at City of Wanneroo meetings has been changed accordingly, where public attendance at Briefing Sessions and Council Meetings are no longer restricted, and Council Chamber can be at full capacity.

 

There is a requirement for the City to maintain a mandatory contact register. Residents are requested to scan the City of Wanneroo SafeWA QR Code on entry to the Council Chamber or complete the manual contact register before entering Chamber.

 

For your health and safety, members of the public are reminded to:

 

·                Follow the direction of the Presiding Members and City employees when attending meetings;

·                Maintain physical distancing where possible;

·                Use the hand sanitiser that is provided by the City at the venue; and

·                Not attend a meeting should they feel unwell or if they have been in contact with a known COVID-19 case, or been overseas in the preceding two weeks.

 

Thank you for your understanding of these circumstances

 

PRINCIPLES

A Council Briefing occurs a week prior to the Ordinary Council Meeting and provides an opportunity for Council Members to ask questions and clarify issues relevant to the specific agenda items before council.  The Briefing is not a decision-making forum and the Council has no power to make decisions. The Briefing Session will not be used, except in an emergency, as a venue or forum through which to invoke the requirements of the Local Government Act 1995 and call a Special Meeting of Council.

 

In order to ensure full transparency the meetings will be open to the public to observe the process.  Where matters are of a confidential nature, they will be deferred to the conclusion of the Briefing and at that point, the Briefing Session closed to the public. The reports provided are the Officers’ professional opinions.  Whilst it is acknowledged that Council Members may raise issues that have not been considered in the formulation of the report and recommendation, it is a basic principle that as part of the Briefing Sessions Council Members cannot direct Officers to change their reports or recommendations.

 

PROCESS

The Briefing Session will commence at 6.00pm and will be chaired by the Mayor or in his/her absence the Deputy Mayor. In the absence of both, Councillors will elect a Chairperson from amongst those present. In general, the Standing Orders Local Law 2008 will apply, EXCEPT THAT Council Members may speak more than once on any item, there is no moving or seconding items, Officer’s will address the Council Members and the order of business will be as follows:

 

Members of the public present may observe the process and there is an opportunity at the conclusion of the Briefing for a Public Question Time where members of the public may ask questions (no statements) relating only to the business on the Agenda. The Agenda will take the form of:

 

·                Attendance and Apologies

·                Declarations of Interest

·                Reports for discussion

·                Tabled Items

·                Public Question Time

·                Closure

 

Where an interest is involved in relation to an item, the same procedure which applies to Ordinary Council Meetings will apply. It is a breach of the City’s Code of Conduct for an interest to not be declared. The Briefing Session will consider items on the Agenda only and proceed to deal with each item as they appear. The process will be for the Mayor to call each item number in sequence and ask for questions. Where there are no questions regarding the item, the Briefing will proceed to the next item.

 

AGENDA CONTENTS

While every endeavour is made to ensure that all items to be presented to Council at the Ordinary Council Meeting are included in the Briefing Session papers, it should be noted that there will be occasions when, due to necessity, items will not be ready in time for the Briefing Session and will go straight to the full Council Agenda as a matter for decision. Further, there will be occasions when items are TABLED at the Briefing Session rather than the full report being provided in advance. In these instances, staff will endeavour to include the item on the Agenda as a late item, noting that a report will be tabled at the agenda Briefing Session.

 

AGENDA DISTRIBUTION

The Council Briefing Session Agenda will be distributed to Council Members on the FRIDAY prior to the Council Briefing Session. Copies will be made on the City’s website for interested members of the public. Spare Briefing Session papers will be available at the Briefing Session for interested members of the public.

 

RECORD OF BRIEFING

The formal record of the Council Briefing Session will be limited to notes regarding any agreed action to be taken by staff or Council Members. No recommendations will be included and the notes will be retained for reference and are not distributed to Council Members or the public. 

 

LOCATION

The Council Briefing Session will take place in the Council Chamber at the Civic Centre.

 

The procedure for Deputations has changed for 2021 to allow Deputations to be presented during the Briefing Session.

 

During the Briefing Session, members of the public may, by appointment, present a Deputation relating to items on the current Briefing Session Agenda. A maximum of up to ten minutes (dependent on the number of deputations received) is permitted for each deputation with up to three people to address the Council Members.

 

Please note that Deputation requests are to be received by no later than 9:00am on the day of the Briefing Session, and must relate to an item on the current Briefing Session Agenda.

 

Deputation online form

 

Please note:

 

·                Deputation requests must relate to items listed on the current Briefing Session Agenda;

·                A Deputation is not to exceed three speakers in number and only those speakers may address the Council Members; and

·                Speakers of a Deputation will collectively have a maximum of up to 10 minutes (dependent on the number of deputations received) to address the Council Members, unless an extension of time is granted.

 

Please ensure mobile phones are switched off before entering the Council Chamber.

 

For further information please contact Council Support on 9405 5000.

Acronym	Meaning
ABN	Australian Business Number
ACN	Australian Company Number
Act	Local Government Act 1995
CBP	City of Wanneroo Corporate Business Plan
CHRMAP	Coastal Hazard Risk Management & Adaption Plan
City	City of Wanneroo
CPI	Consumer Price Index
DBCA	Department of Biodiversity Conservation and Attractions
DFES	Department of Fire and Emergency Services
DOE	Department of Education Western Australia
DOH	Department of Health
DPLH	Department of Planning Lands and Heritage
DPS2	District Planning Scheme No. 2
DLGSCI	Department of Local Government, Sport and Cultural Industries
DWER	Department of Water and Environmental Regulation
EPA	Environmental Protection Authority
GST	Goods and Services Tax
JDAP	Joint Development Assessment Panel
LTFP	Long Term Financial Plan
MRS	Metropolitan Region Scheme
MRWA	Main Roads Western Australia
POS	Public Open Space
PTA	Public Transport Authority of Western Australia
SAT	State Administrative Tribunal
SCP	City of Wanneroo Strategic Community Plan
WALGA	Western Australian Local Government Association
WAPC	Western Australian Planning Commission

 

 

 

 

 

Briefing Papers for Tuesday 5 October, 2021

 

 

CONTENTS

 

Item  1_____ Attendances_ 1

Item  2_____ Apologies and Leave of Absence_ 1

Item  3_____ Deputations_ 1

Item  4_____ Reports_ 1

Planning & Sustainability_ 1

Strategic Land Use Planning & Environment  1

4.1                         Yellagonga Integrated Catchment Management Plan 2021-26 Close
of Advertising  1

4.2                         Consideration of Actions Relating to Developer Contributions Arrangements  84

Approval Services  88

4.3                         Consideration of Local Planning Policy 4.6: Signs Following Advertising  88

4.4                         Consideration of Amendment No. 190 to District Planning Scheme
No. 2 Following Advertising  115

4.5                         Proposed Amendment No. 195 to District Planning Scheme No. 2  124

4.6                         DA2021/1401 - METRONET Yanchep Rail Extension - Alkimos
Station - 100K Romeo Road Alkimos  130

Assets_ _ 177

Assets Maintenance  177

4.7                         Mindarie Breakwater Management  177

Community & Place_ 192

Community Development  192

4.8                         Proposed Policy Updates to Support a Revised Community
Support & Financial Assistance Framework  192

4.9                         Establishment of a Regional Elders Group and Aboriginal and
Torres Strait Islander Community Reference Group  257

Community Facilities  267

4.10                      Tender No. 21141 - Provision of Beach Safety Services for the
City of Wanneroo  267

Community Safety & Emergency Management Report  274

4.11                      Emergency Evacuation - Temporary Animal Relocation Area  274

Place Activation  280

4.12                      Public Community Events Policy Review   280

4.13                      Community Engagement Policy Review   296

Corporate Strategy & Performance_ 311

Business & Finance  311

4.14                      Financial Activity Statement for the Period Ended 31 August 2021  311

Transactional Finance  342

4.15                      Warrant of Payments for the Period to 31 August 2021  342

Strategic & Business Planning  401

4.16                      2020/21 Quarter 4 Corporate Performance Report  401

Customer & Information Services  436

4.17                      Review of Compliments, Feedback and Complaints Policy  436

Property Services  449

4.18                      Proposed Closure of Unconstructed Road Reserve - Portion of
La Mirada Avenue, Clarkson. 449

4.19                      Proposed Closure of Unconstructed Road Reserve - Portion of
Flynn Drive, Carramar  454

Council & Corporate Support  459

4.20                      Alignment of Committee and Group Terms of Reference to New
Ward Structure  459

4.21                      Review of Council Policies  497

Chief Executive Office_ 508

Governance & Legal  508

4.22                      Review of the City of Wanneroo Animals Local Law and amendment
to the Bee Keeping Local Law   508

4.23                      Review of the City of Wanneroo Standing Orders Local Law 2008  547

4.24                      Review of the Fencing Local Law and Proposed New Local Law   661

4.25                      Internal Audit Charter  693

Item  5_____ Motions on Notice_ 707

5.1                         Councillor Chris Baker - Lukin Drive Extension to Wanneroo Road  707

5.2                         Councillor Lewis Flood – Fishing Platform Feasibility Study  707

5.3                         Councillor Chris Baker – Motion to Revoke Council Resolution
CR04-09/21  707

5.4                         Councillor Chris Baker – Motion to Revoke Council Resolution
CR05-09/21  707

Item  6_____ Late Reports (to be circulated under separate cover) 707

Item  7_____ Public Question Time_ 707

Item  8_____ Confidential_ 707

Item  9_____ Date of Next Meeting_ 707

Item  10____ Closure_ 707

 

 

Good evening Councillors, staff, ladies and gentlemen, we wish to acknowledge the traditional custodians of the land we are meeting on, the Whadjuk people.  We would like to pay respect to the Elders of the Nyoongar nation, past and present, who have walked and cared for the land and we acknowledge and respect their continuing culture and the contributions made to the life of this city and this region.

Item  1     Attendances

Item  2     Apologies and Leave of Absence

Item  3     Deputations

Item  4     Reports

Declarations of Interest by Council Members, including the nature and extent of the interest. Declaration of Interest forms to be completed and handed to the Chief Executive Officer.

Planning & Sustainability

Strategic Land Use Planning & Environment

File Ref:                                              4409V03 – 21/215315

Responsible Officer:                          Director Planning and Sustainability

Disclosure of Interest:                         Nil

Attachments:                                       2         

Issue

To consider submissions made on the draft revised Yellagonga Integrated Catchment Management Plan (YICM Plan) and recommend to Council that the final draft YICM Plan be adopted.

Background

The draft revised YICM Plan is a partnership between the Cities of Wanneroo (CoW) and Joondalup (CoJ) that provides an integrated approach to the management of the Yellagonga wetlands through the implementation of a range of individual and joint projects.

 

The YICM Plan 2009 – 2014 was adopted by Council in November 2009 (PS01-11/09) in order to provide a 'whole of catchment' and joint approach between the CoW and CoJ for the integrated management of the Park. A revised YICM Plan 2015 – 2019 was adopted by Council on 31 March 2015 (PS09-03/15) providing an updated but consistent approach to the joint management of the Yellagonga wetlands.

 

The Yellagonga Catchment Working Group was formed between the two cities along with the Department of Parks and Wildlife in order to effectively coordinate all YICM Plan projects. As the timeframe of the YICM Plan 2015 – 2019 was nearing its end, the Working Group initiated the review of the YICM Plan and a new draft revised YICM Plan 2021 – 2026 was prepared.

 

The draft revised Plan was presented to Council at its meeting on 20 April 2021 (PS04-04/21) where Council approved the advertising of the draft revised YICM Plan for a period of 42 days. The draft revised YICM Plan was also considered by the CoJ Council at its Meeting on 20 April 2021 where it was endorsed for public consultation. The final draft YICM Plan 2021-26 was then presented to CoJ Council on 17 August 2021 where it was approved.

 

A copy of the draft revised YICM Plan showing recommended changes is included in Attachment 1.

Detail

Following closure of the public comment period a total of 13 submissions were received. Submissions generally supported the draft revised YICM Plan, however, a number of submissions proposed modifications to the Plan. Some of the submissions have resulted in changes to the draft YICM Plan, with the more significant changes summarised below. The proposed changes to the Plan are identified in a tracked changes version included in Attachment 1. A summary of the key themes and issues presented in the submissions along with Administration’s response is included in Attachment 2. A copy of all of the submissions will be available in the Council Members’ reading room.

 

Some of the key comments can be grouped into the following categories:

 

Wording and Terminology

 

A number of submissions were received proposing changes to wording. The need for some corrections to wording in the YICM Plan identified include clarification to terminology to ensure that technical information is presented clearly and in a way that can be understood easily.

 

Management Framework

 

A number of comments raised the issue of the outdated management framework for the Yellagonga Regional Park, and the need to review the Yellagonga Regional Park Management Plan (YRPMP), which provides an overarching management framework to the Yellagonga wetlands and outlines specific conservation management measures to be undertaken in the park. The comments relating to the YRPMP are not relevant to the review of the YICM Plan.

 

Resourcing

 

Some submissions identified the need for additional funding for management activities within the Regional Park, and in particular acquiring more funding for relevant authorities to undertake weed control (primarily phytophthora dieback), pest management, wildlife protection, and management of pollutants and contaminants.

 

Water Levels and Hydrology

 

Submissions on the draft YICM Plan raised concerns about the potential impacts that a rise in groundwater levels would have on fringing wetland vegetation and the health of the wetlands in general.  Submissions requested that the YICM Plan acknowledges uncertainty around the rate of development in East Wanneroo along with the uncertainty related to the rate and severity of climate change and its impacts.

 

Current and future predicted water levels were mentioned as a concern in a number of submissions. With the proposed urbanisation of East Wanneroo, ground water levels are expected to rise, leading to a corresponding rise in surface water levels in wetlands and lakes in Wanneroo, including the Yellagonga wetlands.

 

The District Water Management Strategy for the East Wanneroo District Structure Plan was approved in March 2021 and confirms predictions that there will be a significant rise in groundwater levels over time as a result of urbanisation. Options for the management and treatment of excess ground water are yet to be finalised and will be determined as part of the development of the East Wanneroo area. The surface water and groundwater management systems will be designed to protect wetlands and ensure there is no adverse environmental impact within the East Wanneroo area and surrounds. 

Consultation

The draft revised YICM Plan was advertised for public comment from 29 April to 9 June 2021 by way of:

 

·        Advertisement in a local newspaper;

·        Display on the City’s website and Facebook; and

·        Letters to relevant stakeholders, including the State Government Departments and community groups.

 

Community groups that were engaged for feedback include:

 

·        City of Wanneroo Environmental Advisory Committee;

·        Quinns Rocks Environmental Group;

·        Friends of Yellagonga Regional Park;

·        Yellagonga Regional Park Community Advisory Committee; and

·        Woodvale Waters Friends of Beenyup Channel Group.

Comment

Overall, submissions on the YICM Plan have been supportive, with the document recommended to be amended to reflect some of the comments. The proposed changes to the Plan are relatively minor in nature and do not alter the purpose or intent of the Plan or any of the individual projects within it. Changes include wording amendments, corrections to terminology and adding information to make reading the Plan easier, and its technical detail more accurate and clearer, particularly in relation to information pertaining to current and future groundwater and surface water levels.

 

Other general comments received are acknowledged, however it is not proposed that changes be made to the document as these are not considered to be within the scope and purpose of the Plan. General comments include requests for additional infrastructure, and greater community engagement.

 

With regards to comments pertaining to the overall management framework (and in particular the YRPMP), it should be noted that the Department of Biodiversity Conservation and Attractions (DBCA) is the primary land manager for the regional park and as such the overall management including the review and implementation of the management framework provided by the YRPMP remains the responsibility of the DBCA. Some level of complimentary management of the Yellagonga wetlands is provided by the Cities of Wanneroo and Joondalup through the implementation of the YICM Plan.

 

There were concerns that an outdated YRPMP may result in ineffective management of the park which could be detrimental to the health of the Yellagonga wetlands. The submissions requested that the YRPMP be reviewed and updated. It is important to note that the YRPMP and the YICM Plan, although they share general principles for the protection of the Yellagonga wetlands, are separate and unrelated documents. Administration has notified the DBCA of the communities request for the YRPMP to be updated.

 

While Administration acknowledges the comments regarding resourcing for the management of the Regional Park, the YICM Plan is not the instrument through which additional resourcing can be acquired for its day to day management, which remains the responsibility of the DBCA. The DBCA will be informed of the comments received pertaining to the review of the YRPMP. It should again be emphasised that the YICM Plan performs functions outside of the regular management of the Park undertaken by the DBCA, such as water quality monitoring, weed mapping, pest control, and revegetation works. These activities are all undertaken in collaboration with, and on advice from, the DBCA.

 

The most significant changes to the draft Plan were made in response to the issue of current and predicted future water levels. Relevant parts of the YICM Plan have been updated to reflect the predictions, in particular, sections 2.2.2 and 2.5.2 have been updated to include information on the predicted rise in water levels and their causes and potential impacts, highlighting the uncertainty associated with the proposed development of the East Wanneroo area with particular regard to water.

 

The potential impacts of predicted rises in water levels aim to be addressed through the ‘Water Conservation Project’ found in the section 4 of the Plan. The project aims to measure and monitor water levels within the Yellagonga catchment. Specific actions of the ‘Water Conservation Project’ have been updated to include investigations into and monitoring of water levels, investigations into maintaining desired water levels, and monitoring of wetland health in response to potential future increased water levels.

Statutory Compliance

Nil

Strategic Implications

The proposal aligns with the following objective within the Strategic Community Plan 2021 – 2031:

4 ~ A sustainable City that balances the relationship between urban growth and the environment

4.1 - Plan for climate change

4.2 – Manage and protect local biodiversity

4.3 – Manage natural assets and resources

Risk Management Considerations

Risk Title	Risk Rating
Environmental Management	High
Accountability	Action Planning Option
Director Planning & Sustainability	Manage

 

The YICM Plan’s individual projects are required to be updated in order to address current environmental conditions and considerations. The draft revised YICM Plan builds on the successes and lessons learnt from the previous versions of the Plan by ensuring that projects remain relevant and up to date.

Policy Implications

Nil

Financial Implications

The cost of implementing the City’s projects within the YICM Plan is met by the operational budgets of the responsible service units. The scope of each individual project only includes actions that are the standard operations of the responsible service units. The City’s projects are therefore not projected to have any further financial implications requiring specific budget allocations.

 

There are a number of joint projects that will require ongoing funding consideration. Projects that will require funding as part of the annual budget process include:

 

·        Water Quality Monitoring Program – The annual cost of this project is yet to be confirmed, but is estimated at $35,000 (with same amount budgeted by CoJ) based on the budget allocation from previous years; and

·        Local Biodiversity Project – It is estimated that an annual budget of approximately $20,000 is required to undertake work associated with the Local Biodiversity Project. Tasks include carrying out flora surveys, weed control and revegetation and are crucial to the improvement of the wetland’s health.

 

Detailed funding for these projects have been included as part of the annual budget process. External funding for some projects will be sought where necessary and where possible.

Voting Requirements

Simple Majority

 

Recommendation

That Council:-

1.       NOTES the summary of submissions received and Administration’s response in respect of the draft Yellagonga Integrated Catchment Management Plan 2021-26 included as Attachment 2; and

2.       APPROVES the final draft Yellagonga Integrated Catchment Management Plan 2021-26 accepting all marked up changes, as detailed in Attachment 1.

 

Attachments:

1⇩.	Attachment 1 - Draft Revised Yellagonga Integrated Catchment Management Plan 2021 - 2026 - tracked changes	21/358698
2⇩.	Attachment 2 - Summary of Submissions with Administration Response	21/416907

 

 

File Ref:                                              5734V07 – 21/407833

Responsible Officer:                          Director Planning and Sustainability

Disclosure of Interest:                         Nil

Attachments:                                       1         

Issue

To consider authorising various actions associated with the management of Developer Contribution Arrangements (DCA’s) under the City’s District Planning Scheme No. 2 (DPS2).

Background

At the Ordinary Council Meeting on 20 April 2021 (PS03-04/21), Council supported Amendment 185 (as modified) to DPS2 and authorised execution and referral of the amendment to the Western Australian Planning Commissions for approval (pending). The amendment will facilitate a number of improvements to the provisions relating to the management of DCP’s by the City.

 

In this regard, Administration previously identified numerous decisions relating to DCP management are not currently able to be delegated to Administration. This is due to DPS2 referring to Council in determining certain actions (which cannot be delegated) rather than the local government (that can be delegated).  Previously, the interpretation was broadly interpreted as ‘Council’ being the same as the ‘local government’; therefore, the daily decisions such as quotations, tax invoices and the deferral of contributions were carried out by Administration. As previously reported to Council, the inability to delegate certain aspects of Developer Contribution Plan (DCP) management was an unintended consequence embedded in the drafting of DPS2, but it cannot be interpreted differently until such time that DPS2 is amended to replace the term ‘Council’ with ‘local government’.

 

The consequence of this is that until the Scheme Amendment is gazetted, Council is required to make these decisions. Until this occurs, all discretionary decisions relating to DCP’s in  DPS2 that refer to ‘Council’, will need to be reported to Council for approval.

 

Subsequent to the finalisation of Amendment 185, Council will have the ability to determine which aspects of DCP management to delegate to the Chief Executive Officer.

Detail

Administration is required to refer a range of DCP decisions to Council in the form of a summary report to authorise various actions, including:

 

·        Tax Invoice/ Quotations for Contributions required by conditions of subdivision or development approval;

·        Deferral of contributions requests and lodgement of a Caveat;

·        Offsetting of Cell Works credits against Infrastructure Contributions Payable (land or works); and

·        Prefunding of Cell Works.

 

In relation to the above, the actions normally occur through the subdivision process and therefore require a timely determination. Subdividers frequently require quotations on DCP, offsetting of Cell Works Credits and payment of compensation in accordance with the requirements of DPS2 to satisfy conditions of subdivision. If these requests are not processed in a timely manner, then this could lead to delays in the creation of new lots.

 

In addition, certain actions required as part of the annual review of DCP’s may require an earlier determination by Council to inform the annual review process. These decisions may be included into the DCP report to enable the timely consideration of factors affecting the annual review.

Consultation

Nil

Comment

Attachment 1 includes the details of the various aspects of DCP management that require a Council determination as follows:

 

Tax Invoices/ Quotations

 

In accordance with the relevant sections of DPS2, Council may, upon receiving a written request from an owner of land in a Cell, provide the landowners with a Tax Invoice or Quotation to enable the subdivider to pay their infrastructure Costs. The estimates are valid for a period of six months and calculated using the Infrastructure Cost per Lot (ICPL) or contribution rate approved by Council at the last annual review of costs.

 

The preparation of a Tax Invoice is the preferred manner to provide landowners with an estimate of their Infrastructure Costs, which provides a mechanism to inform and capture the contribution liability for both the landowner and the City.

In most cases, a landowner will request a Tax Invoice or Quotation to facilitate the contribution payment necessary to comply with the conditions of planning approval. These conditions are most commonly associated with subdivision conditions and payment is required to enable the new lots to be created.

 

All Cells and DCP areas have well defined methodologies in DPS2 for calculating landowner’s contribution liabilities, thereby ensuring clarity in the calculation of individual landowner’s obligations, as reported in Attachment 1.

Statutory Compliance

The completion of the annual review ensures that contribution payments, compensation and estimated costs are compliant with Council’s statutory obligations in accordance with DPS2.

Strategic Implications

The proposal aligns with the following objective within the Strategic Community Plan 2021 – 2031:

5 ~ A well planned, safe and resilient City that is easy to travel around and provides a connection between people and places

5.1 - Develop to meet current need and future growth

Risk Management Considerations

Risk Title	Risk Rating
ST-G09 Long Term Financial Plan	Moderate
Accountability	Action Planning Option
Director Corporate Strategy & Performance	Manage

 

 

Risk Title	Risk Rating
ST-S23 Stakeholder Relationships	Moderate
Accountability	Action Planning Option
CEO	Manage

 

Risk Title	Risk Rating
CO-O17 Financial Management	Moderate

 

Accountability	Action Planning Option
Director Corporate Strategy and Performance	Manage

 

The above risks relating to the issue contained within this report have been identified and considered within the City’s Strategic and Corporate Risk Registers. The annual review of the DCP assists in addressing the impacts of the strategic risk relating to Long Term Financial Planning as it ensures that appropriate budget monitoring, timing and provisions are considered. The strategic risk relating to stakeholder relationships applies as a key element in the DCP review process to maintain effective engagement with relevant stakeholders. In addition, the Corporate Risk relating to financial management would apply as awareness of financial policies and financial management at unit level will be maintained to promote accountability by business owners and an integrated approach to risk assurance.

Policy Implications

Nil

Financial Implications

Nil

Voting Requirements

Simple Majority

 

Recommendation

That Council APPROVES the actions in relation to the management of Developer Contribution Arrangements under District Planning Scheme No. 2, as contained in Attachment 1.

 

Attachments:

1⇩.

Attachment 1 - DCP Actions October 21

21/407930

 

 

 

 

Approval Services

File Ref:                                              4093 – 21/361479

Responsible Officer:                          Director Planning and Sustainability

Disclosure of Interest:                         Nil

Attachments:                                       3         

Issue

To consider adopting the revised Local Planning Policy 4.6: Signs following public advertising.

Background

Administration commenced a review in 2018 of Local Planning Policy 4.6: Signs (LPP 4.6). On 15 June 2021, following completion of the policy review, draft LPP 4.6 was presented to Council and adopted for advertising.

 

The purpose of this report is for Council to formally adopt the modifications to LPP 4.6 following closure of the advertising period.

 

A copy of the modified LPP 4.6 for adoption by Council is included as Attachment 1.

 

For reference, a copy of the current LPP 4.6 with track changes to reflect the proposed wording modifications is included as Attachment 2.

Detail

The current LPP 4.6 is considered to generally operate effectively with a format and structure that allows for signs to be easily assessed, whilst also offering exemptions for a number of small scale signage. This avoids unnecessary and onerous approval requirements for businesses and an administrative burden on the City.

 

Most of the existing provisions within LPP 4.6 have been retained, however they have either been reordered within the policy or have been subject to minor wording modifications. The proposed changes include the addition of graphics to illustrate the various sign types, introducing a new sign type to address Variable Message Signs (VMS), providing a definition of an advertising sign and introducing provisions and assessment criteria applicable to digital signage.

 

A comprehensive list of the opportunities identified through the policy review process and the subsequent modifications proposed are included as Attachment 3.

Consultation

Public consultation was undertaken in accordance with Part 2 Division 2 of the Deemed Provisions of DPS 2 for a period of 42 days by way of the following:

 

·        Notification in the Wanneroo Times; and

·        Publishing draft LPP 4.6 on the City’s website and making it available for viewing at the City’s Civic Centre. 

 

No submissions were received on the modifications proposed to LPP 4.6 during the public consultation period.

Comment

The modifications proposed to LPP 4.6 for adoption are the same as those considered by Council on 15 June 2021, when the policy was presented to Council for consent to advertise. These changes were discussed in detail in Administrations previous report to Council (PS04-06/21).

 

The modifications to LPP 4.6 were prepared following comprehensive consultation with Council Members and are considered to improve the legibility of the policy and suitably address the consideration of digital signage as a modern advertising platform. The updates also ensure the policy reflects the current statutory and legislative framework. It is acknowledged that signage is an evolving matter with varying levels of acceptance within the community, with the policy changes representing a fair and balanced approach to the management and assessment of signage applications and control of signage proliferation throughout the City.

 

It is therefore recommended that Council adopt the amended Local Planning Policy 4.6: Signs, as set out in Attachment 1.

Statutory Compliance

The review of Local Planning Policy 4.6: Signs has been prepared in accordance with Division 2 – Local Planning Policies of the Deemed Provisions which outlines the procedures for how a local government may amend a local planning policy.

 

Strategic Implications

The proposal aligns with the following objective within the Strategic Community Plan 2021 – 2031:

3 ~ A vibrant, innovative City with local opportunities for work, business and investment

3.3 - Plan, develop and activate employment locations

Risk Management Considerations

Risk Title	Risk Rating
CO-C01 Compliance Framework	Moderate
Accountability	Action Planning Option
Executive Manager Governance and Legal	Manage
Risk Title	Risk Rating
CO O01 Relationship Management	Moderate
Accountability	Action Planning Option
Director Corporate Strategy and Performance	Manage

 

The above risks relating to the issues contained within this report have been identified and considered within the City’s Corporate risk register.  Action plans have been developed to manage this risk to support existing management systems.

Policy Implications

The review of Local Planning Policy 4.6: Signs has been undertaken by Administration to ensure that the City achieves its strategic goals and by conforming to current statutory and legislative provisions through the use of local planning policies.

Financial Implications

The inclusion of additional exemptions for digital signage will have a negligible financial implication.

Voting Requirements

Simple

 

Recommendation

That Council:-

1.       Pursuant to Clause 4(3)(b)(i) of the Deemed Provisions of City of Wanneroo’s District Planning Scheme No. 2 PROCEEDS with Local Planning Policy 4.6: Signs, included as Attachment 1; and

2.       Pursuant to Clause 4(4) of the Deemed Provisions of District Planning Scheme No. 2 PUBLISHES notice of its adoption of Local Planning Policy 4.6: Signs in accordance with Clause 87 and FORWARDS a copy of the adopted policy to the Department of Planning, Lands and Heritage for information.

 

Attachments:

1⇩.	Attachment 1 - Modified LPP 4.6: Signs for Adoption	21/384414
2⇩.	Attachment 2 - LPP 4.6 with Track Changes	21/364263
3⇩.	Attachment 3 - Summary of Modifications to LPP 4.6	21/364287

 

 

 

 

File Ref:                                              42086 – 21/358252

Responsible Officer:                          Director Planning and Sustainability

Disclosure of Interest:                         Nil

Attachments:                                       3         

Issue

To further consider Amendment No. 190 to the City’s District Planning Scheme No. 2 (DPS 2) following a public advertising period.

Background

The preparation and operation of the City’s structure plans is undertaken pursuant to the Deemed Provisions of the City’s DPS 2 (Deemed Provisions). The Deemed Provisions are established through Schedule 2 of the Planning and Development (Local Planning Schemes) Regulations 2015 (the Regulations). The Deemed Provisions define and set out the purpose of a structure plan as follows:

 

structure plan means a plan for the coordination of future subdivision and zoning of an area of land

 

Many of the City’s structure plans are necessary planning instruments to guide ongoing subdivision and zoning of land. However, the City has a growing number of structure plans that are either already or will shortly become redundant, as their subject areas are subdivided and built out. 

 

The Western Australian planning framework intends that once a structure plan has achieved its purpose of guiding the zoning and subdivision of land, the land would be zoned under a local planning scheme (such as DPS 2) via a scheme amendment, a process referred to as ‘normalising’. Considerations could also be made at that time for a structure plan to be entirely revoked, if it is no longer needed to serve its initial purpose to guide the subdivision and initial development of land.

 

Council at previous meetings has already resolved to request the WAPC revoke various other structure plans, and to initiate coinciding amendments to DPS 2 to normalise the zoning of affected land. In previously reporting to Council, Administration discussed the staged approach that will be progressively undertaken toward ‘normalising’ and revoking structure plans that are no longer required. Amendment No. 190 to DPS 2, being the subject of this Report, is intended to support the revocation of the Wangara Industrial Extension Area Agreed Local Structure Plan No. 96 (ASP 96).  This forms part of the structure plan revocation and normalisation programming being progressed by Administration.

 

Council resolved to prepare (or initiate) Amendment No. 190 to DPS 2 at its 11 May 2021 meeting (PS05-05/21). The full resolution is included in Attachment 1. Amendment No. 190 has now subsequently been advertised for public comment.

Detail

As outlined in Administration’s previous Report for Amendment No. 190 to DPS 2 (PS05-05/21), Administration considers that ASP 96 is ready for revocation, as it has completed its function in guiding subdivision in its respective area.

 

To revoke ASP 96, normalisation needs to first occur under DPS 2. Normalisation would occur through the changes to DPS 2 which Amendment No. 190 is proposing.

 

A Scheme (Amendment) Map, which shows the extent of normalisation required to the DPS 2 Map, is provided in Attachment 2. With regard to the DPS 2 map, Amendment No. 190 is proposing to:

 

·        Rezone land zoned Industrial Development in the eastern part of the ASP 96 area to ‘Service Industrial Zone’, ‘General Industrial Zone’ and ‘Local Scheme Reserve – Parks and Recreation’ in DPS 2, to coincide with the current zoning and reserve designations depicted in the ASP 96 mapping;

·        Reclassify an existing public open space area on Supreme Loop, Gnangara from the ‘General Industrial Zone’ to ‘Local Scheme Reserve – Parks and Recreation’; and

·        Realigning the Restricted Uses boundary to capture the land to be rezoned from Industrial Development to General Industrial, which would limit land uses capable of approval in the zone. The restricted permissibility of land uses in this General Industrial Zone is outlined in Attachment 3.

 

Administration also notes an anomaly in DPS 2, in that a reserve for drainage located immediately outside the ASP 96 area (located at Lot 51 (1721) Ocean Reef Road, Gnangara) has no zone in DPS 2. To address this anomaly, Amendment No. 190 to DPS 2 proposes to classify this land parcel as ‘Local Scheme Reserve – Public Use’. This is also shown on the Scheme (Amendment) Map in Attachment 2.

 

To facilitate the revocation of ASP 96, text changes also need to be made to DPS 2. Schedule 2 – Section 2 of DPS 2 currently contains written conditions in respect to the restricted uses capable of approval in the General Industrial Zone within the ASP 96 area. Conditions pertain to:

 

·        The formulation of a structure plan prior to subdivision and development; and

·        For ASP 96, subdivision and development to be in accordance with WAPC Planning for Bush Fire Protection Guidelines.

 

Both conditions referred to above are considered redundant, particularly as subdivision has now occurred and bushfire planning requirements are now covered through State Planning Policy 3.7: Planning in Bushfire Prone Areas. Therefore, Amendment No. 190 proposes to remove these conditions from Schedule 2 of DPS 2, whilst retaining the list of land uses still permissible in this General Industrial Zone.

Consultation

In accordance with Council’s 11 May 2021 resolution, Amendment No. 190 was referred to the Environmental Protection Authority (EPA) for comment. On 24 June 2021, the EPA advised that a determination or decision will not be provided for the amendment.

 

Amendment No. 190 was then advertised for a period of 42 days between 15 July and 27 August 2021 by way of an advertisement in the local newspaper, letters to affected landowners and occupiers, a notice in the Council offices and the City’s website. The City received no submissions.

Comment

Administration has identified that subdivision has been completed on the land within ASP 96; and as such, that structure plan could be revoked. As discussed in the previous Report (PS05-05/21), although there are still vacant land parcels in the ASP 96 area (created through subdivision), there are adequate controls through DPS 2 and Local Development Plans (over portions of the ASP 96 area) that can guide any remaining development.

 

The Regulations (Regulation 35A) make provision for when an amendment to a local planning scheme affects a structure plan area, the amendment must include a statement that when the amendment takes effect:

 

(a)     the approval of the structure plan is to be revoked; or

(b)     the structure plan is to be amended in accordance with the statement; or

(c)     the approval of the structure plan is not affected.

 

In this case, and in light of the Regulations and Council’s previous resolution (PS05-05/21), the Amendment No. 190 documentation already includes a statement that on its approval, the WAPC’s approval of ASP 96 will be revoked.

 

Pursuant to Clause 28(3) and Clause 29A(1) of the Deemed Provisions, it is the WAPC that may revoke its approval of a structure plan. In other words, the City has no ability to revoke structure plans, but rather must request the WAPC undertake that process. Administration did previously advise in its previous Report (PS05-05/21) that such a request should be made pursuant to a Council resolution, when Amendment No. 190 is presented back to a future Council Meeting following advertising. Administration still considers that Council should resolve to request the WAPC revoke ASP 96.

Statutory Compliance

Amendment No. 190 to DPS 2, being prepared to facilitate a revocation of the Wangara Industrial Extension Area Agreed Local Structure Plan No. 96, is being processed in accordance with the Planning and Development Act 2005 and the Planning and Development (Local Planning Schemes) Regulations 2015.

 

Following the Minister for Planning’s approval of Amendment No. 190 to DPS 2, the revocation of the Wangara Industrial Extension Area Agreed Local Structure Plan No. 96 can occur pursuant to the deemed provisions for local planning schemes, provided in Schedule 2 of the Planning and Development (Local Planning Schemes) Regulations 2015.

Strategic Implications

The proposal aligns with the following objective within the Strategic Community Plan 2021 – 2031:

5 ~ A well planned, safe and resilient City that is easy to travel around and provides a connection between people and places

5.2 - Plan for and manage land use

Risk Management Considerations

There are no existing Strategic or Corporate risks within the City's existing risk registers which relate to the issues contained in this report.

Policy Implications

The WAPC acknowledges in its Structure Plan Framework document (the Framework) that it may revoke its approval of a structure plan under the Deemed Provisions. One of the most common circumstances stated in the Framework is when a local planning scheme is amended to include a zoning over the land covered by the structure plan, following the finalisation of the subdivision of the land.

Financial Implications

The costs of preparing and processing Amendment No. 190 to DPS 2, as well as preparing the subsequent request to the WAPC to revoke ASP 96, can be met from the current Planning and Sustainability operational budget.

Voting Requirements

Simple Majority

 

Recommendation

That Council:-

1.       NOTES that no submissions were received in respect of Amendment No. 190 to District Planning Scheme No. 2;

2.       Pursuant to Regulation 50(3)(a) of the Planning and Development (Local Planning Schemes) Regulations 2015, SUPPORTS Amendment No. 190 to District Planning Scheme No. 2 without modification;

3.       AUTHORISES the Mayor and the Chief Executive Officer to SIGN and SEAL Amendment No. 190 to District Planning Scheme No. 2 documents in accordance with the City’s Execution of Documents Policy;

4.       Pursuant to Regulation 53(1) of the Planning and Development (Local Planning Schemes) Regulations 2015, PROVIDES the advertised Amendment No. 190 to District Planning Scheme No. 2 to the Western Australian Planning Commission; and

5.       REQUESTS the Western Australian Planning Commission revoke the City of Wanneroo’s Wangara Industrial Extension Area Agreed Local Structure Plan No. 96, pursuant to Schedule 2, Clause 29A(1) of the Planning and Development (Local Planning Schemes) Regulations 2015; after the Minister for Planning approves Amendment No. 190 to District Planning Scheme No. 2.

 

Attachments:

1⇩.	Attachment 1 - Detail of Council Resolution from 11 May 2021 Meeting	21/360251
2⇩.	Attachment 2 - Scheme Amendment Map - Amendment No. 190 to DPS 2	21/143874
3⇩.	Attachment 3 - Table for Council Report - Land Use Permissibility in the General Industrial Zone	21/144254

 

 

File Ref:                                              42945 – 21/407225

Responsible Officer:                          Director Planning and Sustainability

Disclosure of Interest:                         Nil

Attachments:                                       1         

Issue

To consider a submission received during public advertising of Amendment No. 195 to District Planning Scheme No. 2 (DPS 2) and adoption of that amendment.

Background

Council at its meeting held on 15 June 2021 resolved to prepare Amendment No. 195 to District Planning Scheme No. 2, to amend the local planning scheme by:

 

·        Inserting a new clause 3.5.3 under Part 3 – Zones as follows:-

 

‘3.5.3 The minimum lot size in a Mixed Use zone shall be 300m².’

 

It was also resolved that:

 

·        Pursuant to Section 81 of the Planning and Development Act 2005, REFERS Amendment No. 195 to District Planning Scheme No. 2 to the Environmental Protection Authority;

·        Subject to approval from the Environmental Protection Authority, ADVERTISES  Amendment No. 195 to District Planning Scheme No. 2 for a period of not less than 42 days pursuant to Regulation 47 of the Planning and Development (Local Planning Schemes) Regulations 2015; and

·        NOTES that a further Report will be presented to a future Council Meeting, following advertising of Amendment No. 195 to District Planning Scheme No. 2, seeking resolution in respect to whether to support (with or without modification) or not support Amendment No. 195.

Detail

The need for an amendment to DPS 2 was identified through the process of considering and adopting Local Planning Policy No. 4.27: Mixed Use Zones (LPP 4.27).  LPP 4.27 was adopted by Council at its meeting held on 15 June 2021.  Originally it was proposed to insert a minimum lot size provision into LPP 4.27 but advice received from the Department of Planning, Lands and Heritage (DPLH) during the consultation process stated that in order for a minimum lot size requirement to have greater statutory weight it would need to be included in DPS 2.  The proposal to prepare an amendment to DPS 2 was subsequently supported by Council as noted above.

Consultation

In accordance with the Council’s decision, the amendment was referred to the Environmental Protection Authority (EPA). On 26 July 2021, the City received advise from the EPA that the scheme amendment did not warrant an environmental assessment.

 

A public advertising period was carried out between 26 July and 10 September 2021 by way of an advertisement in a local newspaper, a notice in Council offices and the City’s website and referral to DPLH.  The City received one submission objecting to the amendment.  The submission was made by the same Town Planning Consultants who made a submission on LPP 4.27 when it was advertised for public comments.  The submission raises the same issues as those considered by Council when LPP 4.27 was advertised.  The submission is discussed further below in the report.

Comment

The intent of a minimum lot size is to protect Mixed Use zones from being subdivided into small lots to be used for Single House development only, which may preclude other uses in the future.  Once subdivided into smaller residential lots in separate ownership, land assembly to create larger lots required to support a mix of land uses becomes more complex and costly.

 

While a minimum lot size will not preclude the residential use of mixed use zoned properties, it will ensure that lots are of sufficient size to enable a mix of uses and non-residential uses to be accommodated in the future.

 

As noted above, one submission was received following the consultation period on Amendment No. 195 to DPS 2.  The submission acknowledges the importance of implementing appropriate development controls within Mixed Use zones, but objects to the proposed amendment and expresses concern about unintended consequences on land use, sustainability and built form.  The concerns state that a minimum lot size may sterilise the use of land, will promote large single storey houses and reduce the number of people who reside within a walkable catchment of activity centres.  The concerns are discussed in further detail in Attachment 1 to this report which is a schedule of the matters raised in the submission and includes Administrations response and recommendation to the matters raised.

 

The introduction of the LPP and Amendment No. 195 has come about as it had become apparent that many of the City’s Mixed Use zones were not being developed as intended. Rather they were only being developed solely with single house or grouped dwellings, contrary to the objectives of the zone to provide opportunity for integrated developments with a mix of land uses.  The introduction of a minimum lot size provision seeks to protect the intention and assist in achieving the objectives of the Mixed Use zone.  Together with the recently adopted LPP 4.27, the minimum lot size provision provides a platform and the tools necessary to enable Mixed Use zones to be developed for the purpose they are intended.

Statutory Compliance

Amendment No. 195 has been processed in accordance with the Planning and Development Act 2005 and the Planning and Development (Local Planning Schemes) Regulations 2015.

 

In accordance with Regulation 50(2), Council is required to consider any submission received within 60 days after the end of the submission period and under Regulation 50(3) must pass a resolution to either:

 

(a)     Set support the amendment.

 

The submission period ended on 10 September 2021 and therefore Council is require to pass a resolution by 10 November 2021.

 

Under Regulation 53, after passing the resolution, the City must provide the WAPC with the advertised amendment together with a schedule of submissions containing the submitters name and address and Council’s recommendation and response to the submission with particulars of any modifications recommended to the amendment.

 

Administration recommends that Council supports Amendment No. 195 in accordance with Regulation 50(3)(a) without modification. 

 

Strategic Implications

The proposal aligns with the following objective within the Strategic Community Plan 2021 – 2031:

3 ~ A vibrant, innovative City with local opportunities for work, business and investment

3.3 - Plan, develop and activate employment locations

Risk Management Considerations

There are no existing Strategic or Corporate risks within the City's existing risk registers which relate to the issues contained in this report.

Policy Implications

Nil

Financial Implications

The cost in preparing this amendment to DPS 2 can be met from the current Planning and Sustainability operational budget.

Voting Requirements

Simple Majority

 

Recommendation

That Council:-

1.       Pursuant to Regulation 50(3)(a) of the Planning and Development (Local Planning Schemes) Regulations 2015 SUPPORTS Amendment No. 195 to District Planning Scheme No. 2 WITHOUT MODIFICATION to insert a new clause 3.5.3 under Part 3 – Zones as follows:-

‘3.5.3 The minimum lot size in a Mixed Use zone shall be 300m².’

2.       Pursuant to Regulations 53(1) of the Planning and Development (Local Planning Schemes) Regulations 2015, PROVIDES the advertised amendment document to the Western Australian Planning Commission together with the schedule of submissions; and

3.       ADVISES the submitter of Council’s decision.

 

Attachments:

1⇩.

Attachment 1 - Summary of Submission Table on Amendment No. 195

21/416560

 

 

 

File Ref:                                              DA2021/1401 – 21/379875

Responsible Officer:                          Director Planning and Sustainability

Disclosure of Interest:                         Nil

Attachments:                                       5         

Issue

To consider a development application (DA2021/1401) for the Alkimos Station precinct including a train station, car parking areas, bus interchanges, pedestrian and cycling infrastructure and facilities at 2570 Marmion Avenue, Alkimos and 100 Romeo Road, Alkimos (subject site).

 

Applicant	Urbis c/- Public Transport Authority
Owner	Western Australian Planning Commission and DevelopmentWA
Location	2570 Marmion Avenue, Alkimos and 100 Romeo Road, Alkimos
Site Area	127.2555 ha
DPS 2 Zoning	Railways, Urban Development, Other Regional Roads

 

Background

The Western Australian Planning Commission (Commission) considered and granted approval for the ‘Phase 1’ Alkimos station development at its meeting in December 2020, which was issued by the Commission on 7 January 2021. The approved plans have been provided at Attachment 2.

 

As part of that process, Council considered the initial Alkimos Station application along with Eglinton and Yanchep stations at its meeting held on 5 October 2020 prior to Administration forwarding its comments to the Commission in line with the Planning Control Area (PCA) requirements of the ‘Planning and Development Act 2005’.

 

A summary of the key comments provided to the Commission on ‘Phase 1’ is provided below:

 

1.   There is opportunity, to create a stronger sense of place and for the design themes nominated for each station could be made more prominent and obvious in the architecture to better reflect the characteristics of the local areas in which these are situated.

 

2.   Administration recommends that there should be a separation distance between the stations and the car parks/bus interchanges to allow for development opportunities which would be activated by the public transport patrons.

 

3.   There is an opportunity for public art, ideally commissioned by local artists, to be incorporated into the developments to tell local stories and further foster a sense of place, local distinctiveness, belonging and community well-being.

 

4.   Future landscaping designs in the railway precincts should complement the station precincts’ roles as community gathering points. The retention and transplanting of existing natural vegetation and native species should be encouraged, as well as the planting of a diversity of trees, including large canopy trees where they provide shade, visual amenity and contribute to the use of the space.

 

5.   The alignment of the principal shared path networks, particularly for Yanchep and Alkimos should be addressed.

 

It was noted by Administration that the above recommendations were not incorporated into the final design of the Alkimos station approved by the Commission. Administration has included the above recommendations where they apply to this new application. Further comment on this is provided under the ‘Details’ section of this report.

 

A new application for development approval has been submitted to the Commission for the ‘Phase2’ design of the Alkimos Train Station.  The proposed plans are included at Attachment 3.

 

The proposed Alkimos Station forms part of the wider METRONET Yanchep Rail Extension (YRE) project which will deliver an extension of the existing rail line, north of the current station at Butler.

 

The primary components of the YRE project include the construction of three new train stations at the key locations of Alkimos, Eglinton and Yanchep. Each of the proposed new train stations also include a bus station for public transport connectivity, Park & Ride, Kiss & Ride and infrastructure for other active transport modes including walking and cycling.

 

At the time of approval of the initial Alkimos Station application, the funding for key infrastructure components intended for the ‘Phase 2’ design of the station had not been confirmed and therefore were not included in the initial approval of the station. These components consist of:

 

·        The Brindabella Bridge;

·        The Tuart Drive Bridge; and

·        The capping structure over portion of the rail line to the south of the station.

 

Funding for those additional items was subsequently confirmed by DevelopmentWA in November 2020 and can now be incorporated into the scope of works through this application. 

 

The inclusion of the additional infrastructure within this revised design allows for the construction of the ‘Phase 2’ design for the Alkimos Station for day 1 operation of the rail. This outcome avoids the need for the staged delivery of the Alkimos Station.

 

As a result of the inclusion of this infrastructure into the design, this application comprises a range of amendments to the initial design of the Alkimos Station and surrounding infrastructure such as public paths, bridges and car parking areas. Details of these specific amendments and Administration’s comments on them have been included under the ‘Details’ section of this report.

Statutory Compliance

The Planning and Development Act 2005 outlines the planning process for a PCA, and stipulates that the Development Application is to be lodged with the local government who then forwards the application and its recommendation to the WAPC within 30-days of receiving it.

 

The Commission is the decision-making body for applications located within PCAs. Section 6 of the Planning and Development Act 2005 provides exemptions for the requirement to obtain planning approval under the relevant local planning scheme for ‘public works’ or the taking of land associated with that public work. The application meets the Section 6 exemption, and therefore does not require approval under Administration District Planning Scheme No. 2.

 

The deadline for Administration comments was 22 September 2021. However, the Commission has agreed to postpone this deadline to 15 October 2021 so that Administration Council could have an opportunity to review the final recommendations prior to forwarding them to the Commission.

 

Administration provided its preliminary comments and conditions (Attachment 1) to the Commission without prejudice in order to satisfy the referral deadline of 22 September 2021 for development within a Planning Control Area under the Planning and Development Act 2005.

 

As agreed by the Commission, the Commission’s report deadline is being pushed from 11 October 2021 to the 15 October 2021 in order to allow the information contained within Attachment 1 to be endorsed by Council.

 

Consultation

 

Administration is only providing comment to the Commission under the provisions of the Planning and Development Act 2005, therefore no formal advertisement has been undertaken by Administration.

 

As part of the assessment process METRONET agreed to co-ordinate public advertising of the development application for a period of 14 days between Thursday 26 August 2021 and Thursday 9 September 2021, which included:

 

·        landowner letter – limited mailout – landowners within and immediately abutting the planning control area;

·        Information published on the Commission’s Website;

·        Notice in the Wanneroo Times; and

·        Copies of development application report available at the Commission’s and City’s offices.

 

Design Review Panel

 

As part of the previous application process, Administration referred the ‘Phase 1’ Alkimos Station Development Application to the Design Review Panel (DRP) on 21 September 2020 for design advice and recommendations.

 

As part this application, Administration re-referred the application to the DRP so that they may provide an update on the previous design advice given.

 

The DRP supports the many positives of funding and implementing all the infrastructure for the ultimate design for Alkimos Station, and with improvements in some areas such as the creation of more viable development sites for future development.

 

However, the DRP provided some key objections to the modifications proposed, which are addressed in more detail in each of the relevant sections below. 

 

Detail

 

The Alkimos station is proposed to be constructed within the core of the activity centre planned within the Central Alkimos Agreed Structure Plan No. 95 bound by Marmion Avenue, Romeo Road and the new future Mitchell Freeway.

 

As there is no mechanism to apply to amend an existing approval under the Metropolitan Region Scheme, this application must include the entirety of the development in its scope and again seeks approval for all aspects of the Alkimos Station, including station building, bus interchange area and supporting infrastructure.

 

The majority of these works remain relatively unchanged in this development application. For that reason, the scope of the assessment and Administration comments focus on the modified works.

 

Table 2 below provides a summary of the scope of modifications from Phase 1 to Phase 2 and includes Administration comment. The City has also highlighted the physical changes on the proposed plans at Attachment 3.

 

 

Car Parking and Vehicle Access

 

Car Parking

 

As the bridge infrastructure is now included within the design, access to the site from the east will now be available. ‘Car Park 1’ to the west of the rail line as shown on the approved plans was intended to be an interim solution to parking until the ‘Future Car Park’ to the east of the station could be approved and developed.

 

As the ‘Future Car Park’ is now part of the proposal and will be available on day 1 of operation, the original ‘Car Park 1’ is proposed to be removed.

 

‘Car Park 2’ has remained relatively unchanged and is proposed to remain in the same location.

 

As discussed above, Administration referred the application to the Design Review Panel (DRP) for updated comments on the proposed amendments.

 

The DRP stated that modified design for ‘Car Park 1’ is supported due to its more regular shape and more legible layout for the car bays and access.

 

Administration agrees with the DRP but also suggests that the internal layout of ‘Car Park 1’ requires modification to reflect the pedestrian desire line through the car park from the south east corner of the car park to the traffic signals for pedestrian crossing to the station. 

 

The DRP and Administration objects to the removal of two east-west pedestrian access paths from the ‘Car Park 2’ to the proposed shared path that leads through the Station. The deletion of these paths results in no defined or safe pedestrian access to the shared path, forcing pedestrians to pass between car bays.

 

The car parking alterations ultimately result in an overall increase in parking availability from 636 bays in the original design to 686 bays, including 661 standard bays plus 23 accessible (ACROD) bays and 2 electric car bays.

 

Administration recommends a detailed car parking plan be submitted to address some minor matters relating to pedestrian flow throughout the car parking areas and the future locations of accessible bays within the car parks, however on balance, Administration has no major objections to the car parking modifications.

 

Vehicle Access

 

As part of the wider Alkimos City Centre structure plan development, DevelopmentWA will be constructing new roads which will provide vehicle connectivity to the precinct including the proposed Alkimos Station. The scope of this development application does not include the construction of the local road network required for day 1 operation of the Station precinct.

 

The Commission has issued a subdivision approval for the subject site on 30 June 2021 which includes the road reserve widths and relevant engineering conditions for the provision of the road network surrounding the station and connecting to Marmion Avenue (please refer to Attachment 5 for a copy of the approved subdivision plan).

 

This includes the following roadways which will be delivered by DevelopmentWA and will provide connectivity to the Alkimos Station precinct site:

 

·        Brindabella Parkway from Marmion Avenue to the NSR3 Road;

·        NSR1 Road from Tuart Drive to Car Park #2;

·        NSR3 Road from Tuart Drive to Car Park #1; and

·        Tuart Drive from NSR1 to NSR3 roads.

 

Administration has included a condition in its recommendation requiring the station to be provided with public road access from the surrounding local road network prior to the commencement of operation, in response to this development application.

 

Inclusion of the Developer Bridges and Capping Infrastructure

 

As discussed above, this application is a result of funding confirmation for key infrastructure components intended for the ‘Phase 2’ design of the station. As this infrastructure has received funding, it is now included in the design for day 1 operations of the station.

 

These components consist of:

 

·        The Brindabella Bridge;

·        The Tuart Drive Bridge; and

·        The capping structure over portion of the rail line to the south of the station to the west of the future Alkimos Aquatic & Recreation Centre.

 

As Brindabella Bridge will connect to Brindabella Parkway, the applicants have indicated that it will include two lanes each way with right turn pockets and a 2.5m median, with a 2m wide shoulder cycle lane each way and a 3m wide shared path each side.

 

Tuart Drive Bridge will connect to Tuart Drive which is designed as a lower order road connection within the activity centre road hierarchy. As such, it will include two single lanes being 4m wide each way with no median, with a 6m wide southern verge and a 3.5m wide northern verge.

 

The intent of the capping structure is to provide a platform to accommodate future development adjacent to Tuart Drive. The capping structure also provides an important precinct design outcome through encapsulating the station precinct, and reducing the perception of a ‘drop-down’ from the bridge.

 

The capping will comprise an overall width of 20m, and designed as structurally capable of accommodating a three storey building.

 

The scope of this development application is limited to the physical construction of the capping structure. All subsequent development will be subject to a separate development application.

 

The capping over the rail line to the south of the station is supported as it provides a better urban design outcome for the town square, it provides a terminating vista for sightlines out of the southern station entrance and it provides an opportunity for future development on the capping to connect the town square to the future Alkimos Aquatic & Recreation Centre.

 

The inclusions of the above mentioned infrastructure is supported.

 

Pedestrian Movement Network

 

In the ‘Phase 1’ design, a Principle Shared Pathway (PSP) was proposed to the western side of the railway line, traversing through the Alkimos Station, which was intended to connect to the PSP which ran parallel to the railway line within the railway reserve.

 

NEWest Alliance was given direction from the Public Transport Authority to proceed with the deletion of the PSP on 21 May 2021.

 

At the Ordinary Council Meeting (OCM) on 7 September 2021, Council resolved to object to the deletion of the PSP from the Butler Station to the Yanchep Station (Resolution No. PS05-09/21 below):

 

That Council:

 

1.   NOTES the change in the approach by the State Government in relation to the construction of the Principal Shared Path as part of the METRONET Yanchep Rail Extension as outlined in this report;

 

2.   AUTHORISES the Mayor to write to the Minister for Transport, Planning & Ports and to the Member of Legislative Assembly for Butler, to request the State Government to construct the Principal Shared Path from Butler Station to the Yanchep Station as part of the METRONET Yanchep Rail Extension as was initially anticipated as part of this project; and

 

3.   NOTES that the CEO will write to the Managing Director of METRONET, to request the State Government to construct the Principal Shared Path from Butler Station to the Yanchep Station as part of the METRONET Yanchep Rail Extension as was initially anticipated as part of this project.

 

In accordance with the above resolution, the Mayor wrote separately on 20 September 2021 to both Hon. John Robert Quigley MLA and Hon. Rita Saffioti MLA to request that the State Government uphold its commitment to construct the PSP as part of the YRE project and to request a meeting to discuss the matter.

 

In addition, in accordance with the above resolution, the City’s CEO wrote to the Managing Director of METRONET on 14 September 2021 to request that the State Government uphold its commitment to construct the PSP as part of the YRE project.

 

Consistent with the Council’s resolution at the September OCM, Administration maintains its objection to the deletion of the PSP and has reiterated this in its comments to the Commission.

 

As a result of the removal of the PSP network from the railway reserve, the previously approved PSP which ran within the Alkimos Station Precinct has been replaced with a ‘shared path’. The applicants have informed Administration that the shared path is intended to connect between Marmion Avenue and the respective station to be delivered as part of the wider subdivisional works. The indicative pedestrian movement throughout the station is demonstrated in Attachment 4.

 

The Department of Transport (DoT) states in the Principal Shared Path Expansion Program that “Due to their versatility, Principal Shared Paths (PSP) are vital to encouraging the community to give riding a go. The paths can be used for long trips, but they are also suitable for less experienced riders and short trips, as well as for pedestrians.”

 

For Alkimos, the PSP design included a 4m wide path with 0.5m shoulders on each side (5m total as per DoT guidelines) with ramps up from the north and south of the station to integrate with the path network and allow direct access for cyclists to the Station building.

 

For Phase 2, a shared path is proposed which will instead connect to Marmion Avenue rather than run parallel within the railway reserve. The Department of Transport designates the use of the shared path lower down the route hierarchy for secondary and local routes only.

 

The Planning Report does not provide details on the design of the shared path. However, DoT standards indicate a narrower path width of 3m maximum, providing 1m clearance and allowing both passing and meeting of pedestrians and cyclists to occur simultaneously; the path is noted as suited for a recreational function.

 

As discussed above, the application was referred to the DRP for comment on the revisions. The DRP has stated that the removal of the Phase 1 PSP in the Alkimos Station Precinct is a notable major down grade for the following reasons:

 

·        The Phase 1 PSP width of 4m facilitates separation of the expected faster moving commuter cyclists from pedestrians in both travel directions.

·        The proposed Phase 2 shared path is lower order pedestrian connection in the route hierarchy and suitable only for secondary and local routes.

·        The narrower shared path width of 3m maximum allows both passing and meeting of pedestrians and cyclists to occur simultaneously. This co-mingling of cyclists and pedestrians is likely to create an unsafe environment on the path due to long-distance commuter cyclists travelling at high speeds and having to move around and overtake pedestrians.

 

Administration concurs with the DRPs objection. The removal of the PSP from the project scope is not supported.  The reasons for this were detailed in the report to Council on 7 September 2021, however it should be noted that this modification does not align with the community’s desire for environmentally sustainable, family friendly and pedestrian friendly developments.  It will force recreational cyclists and pedestrians to use the vehicular network to access the stations and move between stations which results in interactions with traffic on a major carriageway. 

 

METRONET has advised that the shared path connections for the YRE are being reviewed as part of the holistic cycling infrastructure strategy in the northern suburbs. With investment planned for a shared path along the future Mitchell Freeway, and a shared path currently along Marmion Avenue, it was determined that a shared path along the YRE would be a duplication in the area. They have further advised that work with stakeholders is currently underway to ensure shared path connections from local communities to the Alkimos station, particularly from Marmion Avenue, are in place on ‘day 1’ of operations.

 

Administration considers that a comprehensive and safe PSP network is an important part of achieving the desired travel behaviour changes that underpin the overall transport plan for the YRE and more broadly for Administration. Whilst it is recognised that the delivery of the rail line is the primary focus of the YRE project, not providing a PSP as part of the project and linking the stations and activity centres with the overall cycle and transport network, could potentially compromise the State and City’s objective of achieving a sustainable transport network.

 

PSP’s are intended as a network of safe, connected convenient paths used for long distance trips, but also suitable for less experienced riders and short trips as well as pedestrians. The PSP along the freeway cannot be considered to be a replacement for the Rail extension PSP as that PSP ends at Romeo Road and the Alkimos Station integrates with the future urban areas surrounding it.

 

In addition to the above, in Administration previous comments on Phase 1 design it was recommended that the PSP network should allow for a continuous north-south movement through the station building which would be separate from the pedestrians within the station. This was recommended to avoid cyclist and pedestrian conflicts within the station building where cyclists sought to pass through the station and continue down the PSP network.

 

The proposed Phase 2 design does not resolve this problem with the removal of the PSP, rather, the issues remains, except the cyclists will not enjoy a dedicated path up to the station anymore. It is considered that the conflict between pedestrian and cyclist is worsened by the new design.

 

Administration has recommended the inclusion of the PSP within the design of this application and have recommended the prioritisation of pedestrian movement in the station forecourt in order to mitigate the potential conflict with commuter cyclists travelling north-south on the regional path network in its comments to the Commission. 

 

Built Form

 

Removal of Mesh Valance

 

The station design is largely unchanged in its form, with the expectation of a greater amount of pedestrian entrances on its eastern façade and the notable removal of the previously approved mesh valance. The mesh valance was a 1.5m deep metal structure supported by exposed steel framing.

 

The applicant has stated that the removal of the valance provides a simplified, lighter and less busy structure that will not attract and hold dirt and dust or encourage insects to habitat within the framing.

 

The applicants have also stated that the intent of the valance was to act as a canvas for future public art however on assessment of the Public Art submissions it was deemed that the art work would be more suitably placed in other locations.

 

In its most recent review, the DRP has objected to the removal of the mesh valance stating that the removal of the valance on the Station building is notable as a major degradation of the station architecture. The DRP considers that the valance:

 

·        Presented as a highly visible canvas for local identity and sense of place and was developing in its representation of some significant aspects of the cultural landscape in Alkimos and to help distinguish this station from others planned along the line;

·        Provided enhanced climate protection for pedestrians and helped to reduce summer heat load on the building’s wall surface and interior spaces;

·        Reduced building bulk, through articulation and play of shadows on the facades, and humanised the building scale by being lowered and relative to the height of a pedestrian;

·        Aided pedestrian legibility by the raised undulations indicating each of the four entries into the building; and

·        Integrated the highly visible location for public artwork with the overall station design.

 

Administration concurs with the DRPs comments. From a place perspective, the interpretive elements of the previous station design showed a strong connection to local landscape character.  The exterior design demonstrated a clear derivation from the significant parabolic dune surrounding the Alkimos City Centre and the exterior and interior dunal themes were consistent and strong. 

 

No justification is provided as to how the revised design, without the valance, provides a positive contribution to sense of place or addresses local place characteristics.

 

In Administration’s previous comments to the Commission for ‘Phase 1’, it was highlighted that there was still further opportunity to create a stronger sense of place and for the design themes nominated for each station to be made more prominent and obvious in the architecture to better reflect the characteristics of the local area.

 

It is noted that the final design approved by the Commission was not modified in line with this recommendation. The proposed removal of the valance under this application is contrary to Administration’s previous recommendation and does not result in a design better reflecting the desired aesthetic.

 

The removal of the mesh valance is not supported and a recommendation to require the retention of the mesh valance has been included in Administration comments to the Commission.

 

Landscaping

 

The proposed landscaping in ‘Phase 2’ remains relatively unchanged. However as highlighted by the DRP for the ‘Phase 1’ design and again restated in their recent comments for the current ‘Phase 2’ design, it is recommended that the design:

 

·        Increase the amount of soft landscape and canopy coverage; and

·        Consider public infrastructure within the forecourt to enable its function as public space with high amenity for community interaction.

 

These comments have been included in Administration’s recommendation to the Commission.  

Conclusion

In light of the above, Administration is generally supportive of the modified design of the Alkimos Station as a new public transport development within the Alkimos City Centre. However this support is only subject to the recommended modifications and conditions at Attachment 1. Which recommends the retention of the PSP and the mesh valance to the main structure, as well as some other modifications. 

 

It is important to note that this report focuses on specific detailed design aspects of the proposed station and surrounding infrastructure. Overall, Administration is appreciative of the State and Federal Government’s commitment to the delivery of the Yanchep Rail Extension project.

 

The State Government’s significant investment in the Yanchep Rail extension, including the development of the Alkimos station and associated infrastructure is welcomed. This significant investment in public transport will act as a catalyst for the development and activation of the emerging centre; and will provide the growing community with increased access to employment opportunities, education, health and recreational services and facilities.

Strategic Implications

The proposal aligns with the following objective within the Strategic Community Plan 2021 – 2031:

5 ~ A well planned, safe and resilient City that is easy to travel around and provides a connection between people and places

5.1 - Develop to meet current need and future growth

Risk Management Considerations

Risk Title	Risk Rating
ST-S04 Integrated Infrastructure & Utility Planning	Moderate
Accountability	Action Planning Option
Director Planning & Sustainability Director Assets	Manage

 

Risk Title	Risk Rating
ST-S23 Stakeholder Relationships	Low
Accountability	Action Planning Option
Chief Executive Officer	Manage

 

Risk Title	Risk Rating
CO-O20 Productive Communities	Moderate
Accountability	Action Planning Option
Director Community & Place	Manage

 

The above risks relating to the issue contained within this report have been identified and considered within Administration Strategic and Corporate risk registers. Action plans have been developed to manage these risks to support existing management systems.

Policy Implications

Nil

Financial Implications

Nil

Voting Requirements

Simple Majority

 

Recommendation

That Council Pursuant to Clause 115 (3) of the Planning and Development Act (2005), ADVISES the Western Australian Planning Commission that Council RECOMMENDS SUPPORT for the Development Application for the METRONET station at Alkimos subject to the modifications and conditions as outlined in Attachment 1.

 

 

Attachments:

1⇩.	Attachment 1 - DA2021 1401 - Forward to WAPC for Determination - METRONET ~ 100K Romeo Road ALKIMOS(2)	21/421070
2⇩.	Attachment 2 - DA2021/1401 - Previously Approved Plans - METRONET ~ 100K Romeo Road ALKIMOS	21/399535
3⇩.	Attachment 3 - DA2021/1401 - Proposed Plans - METRONET ~ 100K Romeo Road ALKIMOS	21/379165
4⇩.	Attachment 4 - DA2021/1401 - Landscaping Plan - METRONET ~ 100K Romeo Road ALKIMOS	21/399588
5⇩.	Attachment 5 - DA2021/1401 - Approved Subdivision Plan - METRONET ~ 100K Romeo Road ALKIMOS.pdf	21/399592

 

 

 

 

Assets

Assets Maintenance

File Ref:                                              34065V02 – 21/407785

Responsible Officer:                          Director Assets

Disclosure of Interest:                         Nil

Attachments:                                       1         

Issue

To consider the recommendations of the Mindarie Breakwater Management Study and the plan to request funding assistance from the State Government for future breakwater management works.

Background

The Mindarie breakwater and groyne structures were constructed in 1988 as part of the Mindarie Keys Breakwater Development under the Mindarie Keys State Agreement (MKSA). The MKSA anticipated that maintenance, care and control of the structures would be the responsibility of the developer, and then the Department of Transport on behalf of the State until 2005. After this time, the breakwater and groyne were vested to the City, which meant that the structures passed into the City’s care and control. The Department of Transport has refused multiple attempts by the City to lift the vesting orders and transfer responsibility for the breakwater and groyne back to the State.

 

During the management of the breakwater by the City, there have been a number of ongoing issues relating to the condition and functionality of the breakwater structures and public safety risks (refer to photographs in Attachment 1). These include but are not limited to the following:

 

·        Loss of core material through the overlying armour layer resulting in:

o   Slumping of the crest level;

o   Development of voids within and adjacent to the breakwater structure;

·        Unstable armour and displacement caused by insufficient armour size or movement of the structure from core loss; and

·        Excessive wave overtopping during storm events and limestone debris displaced onto the adjacent footpath and road.

 

The Mindarie Breakwater Monitoring, Management and Maintenance Plan was completed by coastal engineering consultant, M P Rogers & Associates (MRA) in 2013. Visual inspection from this study identified that current breakwater armour and core material were smaller and finer respectively than the original breakwater design details, resulting in management issues with armour movement and void formation. It also recommended the following four phase maintenance programme in order to address the current breakwater condition and maintenance issues and upgrade the structure to modern day design standards:

 

·        Phase 1 ($350,000): Spot filling of core voids (Chainage 600m to 800m) and restoration of crest height (Chainage 240m to 400m);

·        Phase 2 ($4.2M): Physical model testing to confirm armour size requirements and maintenance/restoration of seawall section (Chainage 80m to 220m);

·        Phase 3 ($4.6M): Maintenance/upgrade of all other breakwater areas identified as in poor condition and restoration of the groyne structure; and

·        Phase 4 (17.9M): Upgrade of all remaining breakwater sections to present day design standards.

This study was followed by extensive consultation with the Department of Transport and the implementation of the following breakwater risk management measures and further investigations:

 

·        Installation of safety signage along the length of the breakwater;

·        Installation of conservation fencing to restrict pedestrian access to high risk sections of the breakwater;

·        Extension of the vehicle safety barrier by 100m to prevent vehicles from accessing high risk sections of the breakwater;

·        Installation of bollards along the kerb to prevent vehicles from parking up against the breakwater armour in areas that may be unsafe from wave overtopping or void formation;

·        Geotechnical investigations to identify the size and extent of voids, including those that may not be visible from the surface;

·        Dive inspections to identify underwater breakwater condition; and

·        Six monthly photographic monitoring and surveys and annual condition assessments to track any changes to the breakwater structure and identify the need for minor maintenance works as required.

 

Since the completion of 2013 study, the City and State Government have been engaged in a number of meetings to share available information and discuss the issues of management responsibilities and funding for the required maintenance works. To date, the State Government has declined to accept management responsibility or provide any funding assistance for maintenance works, however they have agreed to provide technical coastal engineering assistance where required.

 

The Department of Transport engaged a third party coastal engineering consultant (Seashore Engineering) to undertake a peer review of the 2013 Mindarie Breakwater Monitoring, Management and Maintenance Plan. This peer review document was provided to the City in March 2017 and recommended to proceed with the proposed Phase 1 maintenance works and conduct further investigations including a physical modelling study to inform the scope of maintenance requirements for Phase 2 onwards.

 

Phase 1 Maintenance works were undertaken from May to June 2018 by construction contractor, WA Limestone, at a cost of approximately $500,000 (refer to Attachment 1 for pre and post construction photographs). Scoping and detailed design of the Phase 1 works was undertaken in collaboration with the Department of Transport with works focused on increasing the level and widening the crest for a 160m section of the Mindarie Breakwater structure (Chainage 240m to 400m) which previously experienced regular public safety issues from significant wave overtopping and rock debris displaced onto the footpath and road during storm events. The increase in height and widening of the breakwater crest has resulted in noticeably reduced wave overtopping volumes during subsequent winter storm events and no rock debris displaced onto the adjacent footpath and road.

 

The current Mindarie Breakwater Management Study was necessary to obtain a better understanding of the current breakwater condition and issues and to investigate all potential breakwater maintenance and upgrade options. The outcome of the study is a detailed design of future breakwater management works. The study scope was developed in collaboration with the Department of Transport and includes the following main tasks:

 

·        Stage 1 - Desktop Review and Data Collection:

o   Review all existing studies, data and previous works;

o   Gather additional data necessary for an updated condition assessment and design including above and below water surveys and collection of local metocean data; and

o   Determine the existing condition of the breakwater structures.

·        Stage 2 - Options Assessment and Design Basis:

o   Identify design criteria through detailed numerical modelling and analyses of local metocean data;

o   Identify potential breakwater maintenance options addressing the various potential failure modes to extend the life of the structures; and

o   Determine the preferred breakwater maintenance option based on a multi criteria analysis.

·        Stage 3 - Detailed Design:

o   Geotechnical investigations to determine current risks and geotechnical considerations for design and construction;

o   Physical modelling study to optimise breakwater design details; and

o   Provide detailed design drawings and technical specifications for the preferred breakwater maintenance option.

 

This current study commenced in January 2019 with the appointment of coastal engineering consultant, Water Technology, following tender evaluation by both the City and the Department of Transport. The Study is now complete and the Stage 3 (Detailed Design) Report and Design Drawings are currently in Draft awaiting final updates from consideration of technical review comments.

 

The City recently completed minor breakwater maintenance works for two segments of the Mindarie Breakwater structure following impacts from recent storm events in July and August 2021. These works included the placement of additional limestone rock against the existing breakwater crest to improve stability and reduce the ongoing impacts from wave overtopping during storm events. All new limestone rock used in these recent works will be re-used in future large scale breakwater management works.

Detail

The current Mindarie Breakwater Management Study allows for a more informed detailed design to address the current and future breakwater maintenance and upgrade requirements compared with the previous 2013 study. It is based on additional data/information including dive inspections, above and below water survey data, local metocean data and geotechnical data and detailed analyses including both numerical and physical modelling.

 

Stage 1 of the study was completed in June 2019 and involved a review of all available information, a dive inspection, collection of metocean data, a hydrographic/topographic survey and a detailed condition assessment of the breakwater and groyne structures. The outcomes of Stage 1 identified seven separate breakwater segments with varying maintenance/renewal requirements and repair priorities for further consideration in subsequent study stages. Refer to Attachment 1 for a summary of the existing breakwater condition and a breakwater design segment plan. It is noted that the breakwater condition of Segments 2 and 4 is poor and requires maintenance and upgrade works as a priority. These breakwater segments are on either side of the recently completed Phase 1 maintenance works in Segment 3.

 

Stage 2 of the study was completed in November 2019 and included numerical modelling of waves and water levels, assessment of breakwater design criteria, a risk assessment and Multi Criteria Analysis of various maintenance/upgrade options for each of the seven breakwater segments and concept level cost estimates of all options. Options for each breakwater segment included various combinations of increasing crest level, widening crest level, placement of additional armour rock and protection of the area adjacent to the breakwater armour. Various design criteria were also considered throughout the concept design and options assessment process with a design life ranging from 10 to 50 years. All options were assessed in a risk assessment and Multi Criteria Analysis (MCA) with consideration of the following criteria:

 

·        Functionality over 50 years;

·        Public Safety;

·        Community/User Impacts;

·        Capital Cost/Constructability; and

·        Maintenance Cost/Effort.

 

Following the MCA process, preferred options were identified for each design segment for further consideration and optimisation of design details in the next stage of the study.

 

Stage 3 of the study included a physical modelling study which was undertaken by the Manly Hydraulics Laboratory from April to September 2020. This study involved the construction of a number of concept design breakwater cross sections in a wave flume and simulation of extreme waves and water levels equivalent to the design storm conditions relevant for a 50 year design life. Rock for use in the physical model was transported to Manly from limestone rock selected from a local Western Australian quarry to ensure consistency of rock properties between the model and reality. Rock armour stability was assessed from the displacement of model rock armour units and wave overtopping was assessed by measurement of water in collection trays behind the breakwater design sections. This study has enabled the optimisation of design details including rock armour sizing and breakwater crest levels to ensure the final design is cost effective and adequately addresses the current and future issues with the breakwater structure for a 50 year design life. A summary of the recommended breakwater management works for each breakwater segment is provided below:

 

·        Segment 1

o   Removal of upper slope material and reinstatement of slope with geotextile and two layers of 0.5 tonne armour;

o   Increase in lower armour crest level ranging from +4mAHD to +6mAHD using 8 tonne armour; and

o   Localised reworking/repacking of existing armour rock.

·        Segment 2

o   Removal of upper slope material and reinstatement of slope with geotextile and two layers of 0.5 tonne armour;

o   Increase in lower armour crest level to +6mAHD using 8 tonne armour; and

o   Localised reworking/repacking of existing armour rock.

·        Segment 3 – no maintenance works currently required following the completion of Phase 1 works in 2018.

·        Segment 4

o   Increase in armour crest level to +7mAHD using 10 tonne armour;

o   Localised reworking/repacking of existing armour rock; and

o   Placement of geotextile and secondary armour (0.5 tonne) under and adjacent to the primary armour crest.

·        Segment 5

o   Increase in armour crest level to +6.5mAHD using 10 tonne armour;

o   Localised reworking/repacking of existing armour rock;

o   Placement of geotextile and secondary armour (0.5 tonne) under the primary armour crest and under the breakwater pathway; and

o   Placement of compacted crushed limestone over secondary armour to create a navigable breakwater pathway.

·        Segment 6

o   Placement of 2 tonne armour at the crest to create a stable crest at a minimum level of +4.3mAHD; and

o   Localised reworking/repacking of existing armour rock.

·        Segment 7 – no maintenance works currently required due to low wave energy conditions and minimal evidence of damage in recent years.

 

Based on the outcomes of the design study, the following two stages of major construction works are recommended to address the current issues associated with public safety and ongoing breakwater damage:

 

·        Stage 1 Works (2022/23) – $4.18M – Segments 1, 2 and 4; and

·        Stage 2 Works (2023/24) – $2.42M – Segments 5 and 6.

 

Stage 1 Works focuses on all priority areas including those in poor condition and areas which are currently experiencing regular public safety issues from excessive wave overtopping and rock movement. Breakwater segments addressed in Stage 1 works also currently provide protection to adjacent road infrastructure and private properties and therefore needs to be addressed as a priority. Stage 2 Works focuses on the breakwater segments extending out into the water which provides calm conditions within the marina and protection to marina infrastructure. Construction cost estimates are inclusive of all adjustments to civil infrastructure including parking, drainage, pathways and kerbing and reinstatement of any existing infrastructure which may be damaged during the breakwater works.

 

Recommended works exclude Segment 3 and 7, however design details have been identified for these segments and maintenance/upgrade works are only recommended in the event of major breakwater damage in these areas which is not expected in the short to medium term.

 

Construction timeframes of three  to six months per construction stage is anticipated, subject to confirmation of the contractor’s construction methodology during the tender phase of the project. These works will be scheduled for between October and April each year in order to target calm weather conditions and avoid construction risks associated with inclement weather. Possible community impacts from the construction works, subject to confirmation of the contractor’s construction methodology, are as follows:

 

·        Closure of the footpath along the western side of Alexandria View during construction;

·        Closure of the informal carpark at the end of Alexandria View during construction;

·        Partial closure of the Claytons beach carpark during construction;

·        Partial closure (western lane) of Alexandria View during construction; and

·        Permanent loss of 17 parallel parking bays within Segment 2 due to works required to stabilise the upper breakwater slope.

 

Detailed design of civil infrastructure impacted by the proposed breakwater works is currently being finalised by the City’s engineering consultant with the intention of undertaking these repairs and upgrades within the same construction package as the breakwater management works. These items are included in the estimated construction costs and include parking, drainage infrastructure along Alexandria View, repairs/modifications to kerbing, footpath and verge areas and reinstatement of vehicle safety barriers. The loss of 17 parallel parking bays will be addressed through the addition of a similar number of parking bays within the existing Claytons Beach carpark.

 

Following final completion of all design details, and subject to Council endorsement, Administration will recommence discussions and meetings with the State Government on financial assistance for the proposed breakwater management works. This will lead into a formal funding submission outside of currently available grant funding programmes. The Department of Transport’s Coastal Adaptation and Protection (CAP) grant funding is currently capped at a maximum amount of $300,000, whereas the recently released Hotspot Coastal Adaptation and Protection (H-CAP) grant funding is not applicable to Mindarie Breakwater as this is not an identified coastal erosion hotspot. The recommended funding strategy is to request 50% of the construction costs towards the two stages of construction works over two financial years (equivalent to a contribution of $2.09M in 2022/23 and $1.21M in 2023/24). This 50% contribution is in line with the majority of available State Government coastal project funding programmes and is therefore likely to be considered favourably by State Government.

Consultation

The City has been in regular contact with the State Government (Department of Transport) via meetings, letters and emails since the completion of the 2013 Mindarie Breakwater Monitoring, Management and Maintenance Plan. This has resulted in extensive knowledge and data sharing relating to current and historical information for the Mindarie Breakwater. The recent technical assistance provided by the Department of Transport has aided in the scoping, tender evaluation and review of technical coastal engineering deliverables ensuring that the recommended detailed design outcomes are supported by both the City and the State Government. This partnership with the Department of Transport on Mindarie Breakwater matters will continue throughout the remainder of the project stages.

 

A community engagement plan has been developed for the Mindarie Breakwater Management project in line with the City’s revised Community Engagement Policy which is currently out for community comment. The following activities will be carried out to inform the local community and visitors to the area of the proposed maintenance and upgrade works:

 

·        Community drop-in session to discuss the current issues and proposed construction works;

·        On site signage to advise the community of both the drop in session and each stage of the construction works;

·        Letters will be posted to residents within the vicinity of the proposed works prior to the community drop in session and prior to each stage of the construction works; and

·        Website and social media updates relating to the community drop-in sessions, proposed plan for construction works and updates during the construction works.

 

All relevant stakeholders and community groups will be invited to attend the community drop-in session including but not limited to the Mindarie Marina, the Department of Transport, local businesses and any formal community/residents associations.

 

In recent years the City has also been in regular contact with local residents along Alexandria View in relation to minor maintenance works, issues experienced during winter storm events and associated temporary road closures.

Comment

The recommended breakwater management works aim to address the existing and future breakwater issues relating to armour instability, wave overtopping and public safety and will ensure that the structure remains functional over the next 50 years. Note that the 2013 study recommended conservative design upgrades to ensure the structures are within “modern day design standards” at a cost of up to $27M. The additional data (metocean data, surveys, detailed above and below water inspections) and detailed analyses utilised in the current study has enabled a more informed assessment of maintenance/renewal options. The resulting recommended breakwater management works are practical, cost effective and more in line with typical breakwater repair/maintenance activities undertaken in Western Australia.

 

Monitoring and future maintenance recommendations have also been provided within the current study which the City has capacity to undertake in house (monitoring, condition assessments and minor maintenance/repairs) or via a contractor (surveys and geotechnical investigations) under the City’s annual operational budgets. These items will enable the City to assess the suitability of the proposed management works, track any deterioration in breakwater condition and address any public safety risks which may arise in the future. This is particularly important in relation to the presence of sub surface voids which is an issue that proposed breakwater management works can only partially resolve. Geotechnical boreholes drilled during the design study identified voids in the verge areas adjacent to the existing breakwater armour. These voids were not encountered in boreholes within the road carriageway, however ongoing monitoring is required to ensure these risks are adequately addressed.

 

Scheduling of all construction works over two financial years and for calm weather conditions between October and April, similar to the recently completed coastal protection works at Quinns Beach, will have the following benefits:

 

·        Reduction in community impacts by limiting the construction timeframe each year;

·        Reduction in construction risks associated with damage during inclement weather. The risk of weather conditions resulting in unsafe working conditions between October and April is low. Scheduling of all proposed construction works over one financial year is likely to extend the works period beyond this calm weather window; and

·        Allows for staging of budget expenditure over multiple financial years which may also be useful to enable multiple rounds of requests for funding assistance from the State Government if required.

 

Subject to Council endorsement, the City will request a 50% financial contribution towards the proposed breakwater management works. Despite previously unsuccessful attempts for funding of Mindarie Breakwater studies and works, the City is now able make a strong case for financial support from the State Government due to the following:

 

·        No maintenance works were undertaken by the Department of Transport during their management period between 1999 and 2005. This has implications on the current condition of the structure and the required scope of maintenance works;

·        The third party coastal engineering review of the 2013 study undertaken by the Department of Transport’s engineering consultant recommended completion of Phase 1 maintenance works and further detailed investigations prior to undertaking subsequent works. This advice has been followed and the approach is supported by the Department of Transport; and

·        Department of Transport is supportive of the recommended breakwater maintenance and upgrade works and was involved throughout the whole Mindarie Breakwater Maintenance Options Assessment and Detailed Design Study including scoping, tender evaluation, attendance at meetings, provision of supporting data and review of all technical deliverables.

 

Earlier investigations concluded that there is no legal mechanism to transfer responsibility for management of the Mindarie Breakwater structures back to the State Government. It was determined that the best approach was to lobby the State Government (through the Department of Transport) to agree to share the costs of future management works. To date, the Department of Transport has only agreed to provide technical assistance on coastal engineering matters which has assisted with the scoping and review of all technical deliverables for the current breakwater management study.

Statutory Compliance

Approval requirements for implementation of the proposed Mindarie Breakwater Management works for the Mindarie Breakwater structure may include the following:

 

·        Clearing Permit from the Department of Water and Environmental Regulation under the Environmental Protection Act 1986 due to required clearing of existing vegetation on or adjacent to the breakwater structure; and

·      Development Application approval from the Department of Planning Lands and Heritage. Based on recent similar City of Wanneroo projects, it is believed that coastal protection structures are considered Public Works and are therefore exempt from the requirements of a Development Application. This will be confirmed in consultation with the Department of Planning Lands and Heritage.

Strategic Implications

The proposal aligns with the following objective within the Strategic Community Plan 2021 – 2031:

5 ~ A well planned, safe and resilient City that is easy to travel around and provides a connection between people and places

5.3 - Responsibly managed and maintained assets

Risk Management Considerations

Risk Title	Risk Rating
ST-S06 Climate Change	High
Accountability	Action Planning Option
Director Planning and Sustainability	Manage

 

Risk Title	Risk Rating
ST-23 Stakeholder Relationships	Moderate
Accountability	Action Planning Option
CEO	Manage

 

The above risk/s relating to the issue contained within this report have been identified and considered within the City’s Strategic/Corporate risk registers. Action plans have been developed to manage these risks to support existing management systems.

 

In addition to the above, a further risk exists relating to damage and/or failure of the Mindarie Breakwater during future extreme storm events. This is being managed through scheduled and post storm monitoring and condition assessments and implementation of minor maintenance measures on an as needed basis.

Financial Implications

The Mindarie Breakwater Management Project is listed in the City’s Draft Long Term Capital Works Program (long-term financial plan) under PR-4169 and is currently funded solely by the Coastal Management Reserve which has sufficient provisions to cover the expected cost of breakwater management works.

 

The major renewal works recommended in the design study will be staged over two years (2022/23 and 2023/24) at an expected cost of approximately $6,600,000 subject to market conditions and tender submissions during the construction tender phase.

 

The 2021/22 budget for this project is $15,000 to cover costs associated with community consultation and project management. It is noted that this does not include a 2020/21 carry forward budget amount of $13,300 which is currently being utilised for the completion of the civil infrastructure design (drainage, pathways, verge areas, kerbing etc).

 

Following Council endorsement, the City will submit a formal request for funding assistance from the State Government for the proposed breakwater management works. The recommended funding strategy is to request a 50% contribution towards the two stages of construction works over two financial years (2022/23 and 2023/24). This 50% contribution is in line with recent State Government coastal project funding.

Voting Requirements

Simple Majority

 

Recommendation

That Council:-

1.       RECEIVES the detailed design of the Mindarie Breakwater Management Works;

2.       REQUESTS Administration to hold a community drop-in session to inform the community of the proposed Mindarie Breakwater Management Works;

3.       APPROVES the following staging of the Mindarie Breakwater Management Works:

a)      2022/23 – Breakwater segments 1, 2 and 4;

b)      2023/24 – Breakwater segments 5 and 6; and

4.       REQUESTS Administration to prepare a funding submission to the State Government requesting a 50% financial contribution towards the proposed Mindarie Breakwater Management Works in 2022/23 and 2023/24.

 

Attachments:

1⇩.

Attachment 1 – October 2021 Council Meeting - Mindarie Breakwater Additional Information

21/337015

 

 

 

 

Community & Place

Community Development

File Ref:                                              36625 – 21/371497

Responsible Officer:                          Acting Director Community & Place

Disclosure of Interest:                         Nil

Attachments:                                       11         

Issue

To consider proposed changes to the Community Support and Financial Assistance Framework, and the required policy amendments to support the revised Framework.

Background

An internal audit of partnering agreements in 2017 highlighted issues in relation to the distribution of financial assistance, particularly fee waivers provided to the community. Although some policies and procedures were in place, the audit noted that they ‘do not provide the level of guidance required operationally by the City to apply a consistent approach in the application of waiver of fees’.

Alongside the need to address audit recommendations in relation to fee waivers, it was recognised that there was also an opportunity to consider the City’s position on the provision of community assistance more broadly, as well as an opportunity to consider new initiatives to improve the City’s support to community organisations and individuals.

On 16 October 2018, Council resolved to form the Community Support & Financial Assistance Working Group (‘the Working Group’) to undertake a review of the City’s funding opportunities to ensure transparent governance mechanisms and alignment to community need. 

Feedback provided by the Working Group in early meetings highlighted various opportunities to improve the City’s current Community Funding Program to provide a greater customer experience and streamline program administration, including:

 

·        Ensuring there is one point of contact and all applications are managed consistently;

·        Simplifying the application process;

·        Creating a larger variety of funding opportunities that are available more frequently;

·        Speeding up decision-making processes so groups receive funding quicker;

·        Broadening the scope of youth scholarships to include other participation opportunities;

·        Creating ‘place based’ funding opportunities;

·        Considering community involvement in decision making;

·        Clarifying avenues for the provision of non-financial support;

·        Considering events/activities the City would like to support on an ongoing basis;

·        Improving reporting to make sure groups who receive grants are accountable to the community and detail how money is spent and success stories are shared; and

·        Communicating publicly how funding is distributed.

 

To ensure feedback from the Working Group was incorporated into the design of a future model, an initial holistic review of all the City’s funding opportunities was undertaken to ensure responsiveness to community need.   This included creation of a Community Support & Financial Assistance Framework (Attachment 1), that outlines both financial and non-financial support options provided by the City.

 

At a meeting held on 11 June 2019, a draft revised Community Funding Program was presented for discussion by the Working Group. It was noted that consolidating all funding categories within one overarching program was preferred to enable improved governance and reporting.

 

The unprecedented nature of the COVID-19 pandemic provided a further opportunity to consider options for the City’s provision of financial assistance within the Community Funding Program to enable support to be provided throughout emergency response and recovery periods. 

 

At its Council meeting held on 7 April 2020, Council authorised the Chief Executive Officer to:

 

“Determine all applications received in respect of the City’s Donations, Sponsorship and the Waivers of Fees and Charges Policy and NOTES that Administration will review the policy and present a report to Council to include policy clauses that will provide a more flexible assessment of the policy criteria during the COVID-19 Pandemic.” (Item CE01-04/20 Resolution part 5b).

 

The inclusion of a Response and Recovery Fund within the Community Funding Policy ensured that funds would not only be administered during the pandemic recovery period, but could also be utilised by the City in the event of any future emergency where immediate financial relief for the community may be required.

 

Supporting Policies

 

A new Fee Waivers, Concessions and Debt Write-off Policy was developed, and endorsed by Council at its meeting on 5 May 2020 (CS03-05/20).  This new Policy combines functions pertaining to approval of fees and charges amendments, in accordance with the Local Government Act, within one document for improved consistency and transparency. Based on audit recommendations, the policy includes criteria whereby an individual or community group/organisation may be eligible for a waiver, concession or debt write-off. 

 

A new Donations and Youth Sponsorships Policy was endorsed by Council on 5 May 2020 (CS03-05/20), noting that this was an interim policy until such time that the overarching Community Funding Program was adopted.  Its intent was to recognise the administrative changes required to remove references to fee waivers in the Donations, Sponsorships and Waiver of Fees and Charges Policy. 

 

The Community Funding Policy was endorsed on 20 July 2020, and currently provides for four categories of funding including: Community Grants, Flagship Fund, Response and Recovery, and Kickstarter Fund. 

 

The Community Support & Financial Assistance Framework (endorsed on 20 July 2020), outlines other financial and non-financial support options provided by the City as well as those defined within the Community Funding Program.

 

The revised Community Funding Program commenced in July 2020, to coincide with the start of the 2020/21 financial year.  This enabled the realignment of existing funding streams and their associated budgeting arrangements, and the development of a suite of supporting documents and resources.  Its implementation was managed in stages, initially recognising the impact of COVID-19 on the community and introducing the Response and Recovery Fund as a priority. 

 

The implementation of a new Grants Management System was completed in 2020/21 in parallel with the revised Community Funding Program. This has further addressed previously identified audit issues around consistency and transparency in community funding, and enabled a variety of process improvements that have reduced the time between application submission and notification of approval. 

Detail

On 6 July 2021, the Working Group convened to review the outcomes of the first year of the revised Community Funding Program, and to discuss proposed updates to the Community Support and Financial Assistance Framework (the ‘Framework’) with the intent of addressing outstanding items from the 2017 audit, hence fulfilling the remit of the Working Group. 

 

Outstanding items included review of the Donations and Youth Sponsorships Policy (noting that the version adopted in 2020 was an interim policy) and considering the future of the youth scholarships program, within the existing Youth Reward and Recognition Policy. 

 

Youth Reward and Recognition Policy

 

Through the existing Youth Reward and Recognition Policy, the City provides Student Scholarships and the Student Citizenship Award. 

 

At its meeting on 6 July 2021, the Working Group considered information about other sources of scholarship funding, and acknowledged that Youth Scholarships is well provided for by other organisations.  Most notable is the Department of Education, which offers:

 

·        Secondary Assistance Scheme - available to parents/guardians with children enrolled in secondary education holding an eligible concession card. 

·        Secondary Schooling scholarships – a range of scholarships and awards available for students of up to $2000 per annum in a variety of circumstances. 

 

Education funds are also provided by:

 

·        Smith Family Foundation – a range of funds for students of all ages to assist with school essentials, up to a maximum of $2,575 per year.

·        Redkite – financial assistance for young people (up to age 24) and their families to manage everyday expenses, and Dare to Dream scholarships for 13-18 year olds for education, wellbeing and life goals. 

·        Young Carers Network – bursaries of $3,000 per year for up to 1,000 young carers

 

Administration proposes removing provision of Youth Scholarships, with the associated funding being redirected into the wider community funding program, ultimately providing a broader community benefit.   The remaining provisions of the Youth Reward and Recognition Policy (Student Citizenship Award) are the subject of a draft new Student Citizenships Award Policy (Attachment 2).   

Donations and Youth Sponsorships Policy

The existing Donations and Youth Sponsorships Policy provides two distinct funding streams:

 

·        Donations towards activities, events or programs with a charitable or community service purpose;

·        Youth sponsorships paid to clubs, groups and associations for young people and people with a disability who have been selected to participate in sport, culture and art. 

 

 

Youth Sponsorships:

 

Data analysed for the previous three financial years highlights that the Youth Sponsorship program continues to provide much needed support, mainly for participants of sporting competitions and events.

 

Consideration has been given to an appropriate name for this fund, noting that it is available to a wider cohort than young people.  The title of Participation Fund is proposed, in recognition of its intent and potential for wider eligibility. 

 

Fund Eligibility:

 

Administration has considered the opportunity to extend eligibility to make the Participation Fund accessible by other cohorts that may benefit from a financial contribution to participate (when selected) in competitions, exhibitions and events. 

 

Seniors are often particularly vulnerable to isolation.  The City recognises that this cohort of our community may be assisted by the availability of a financial contribution towards activities that would encourage participation in sports, arts and cultural pursuits, and support building and retaining community connections. 

 

Further, in considering the opportunities for young people in arts, culture and sport, it was recognised that the City would wish to encourage ongoing participation and engagement of young people beyond secondary school, recognising that a financial contribution may reduce barriers to continuing in competition and performance.  Given this, it is proposed to increase the eligibility age for the Participation Fund up to 25 years of age.

 

Administration therefore proposes that the Participation Fund is available to:

 

·                Young People (up to the age of 25)

·                Seniors (aged 60 years and above)

·                People with a disability of any age.

 

Funding Levels:

 

Administration considered an analysis of Youth Sponsorships funding accessed in 2018/19 (pre-COVID) and in 2019/20 as a measure of current state.  This aimed to ensure that any recommended adjustments would encompass the current fluidity of pandemic-related restrictions on travel, and also provide a strong policy position longer term. In determining the recommendation below, comparisons were made with similar funds offered by neighbouring Local Governments (LGs). 

 

The proposed changes indicated in the table below acknowledge that:

 

·                Current funding provisions for youth sponsorships have been in place since 2010;

·                For State-hosted events, neighbouring LGs offer up to $100 per participant;

·                For National events, the City’s funding level is aligned with neighbouring LGs, however the majority no longer impose a funding cap for teams; and

·                For International events, the City offers a higher contribution than all neighbouring LGs.

 

A general breakdown of Youth Sponsorship funding awarded (pre-pandemic) indicates the majority (70%) being for national/interstate travel, while 14% was for travel within Western Australia and 16% international. 

 

The proposed funding level adjustments reflect the current reduced requirement for international travel and provide an increased contribution for participants in State-held and national events.  This adjustment aims to support the community in continuing to participate and engage, even when selection to compete or to promote their club or State at international levels is less likely.

 

Event location	Existing Policy	Proposal
State (Western Australia)	$75 per individual (capped at $600 per club)	$100 per individual (capped at $600 per club, group or association)
National/Interstate	$200.00 per individual (capped at $600 per team to a maximum of four teams per event).	$200.00 per individual (capped at $1,000 per team to a maximum of four teams per event)
International	$500.00 per individual (capped at $1,500 per team)	$400.00 per individual (capped at $1,600 per team)

 

Revising contribution levels at this time brings the fund into closer alignment with LGs in metropolitan Perth.

 

The existing Donations and Youth Sponsorships Policy makes provision for a higher level of funding for schools, with up to $2,000 per annum available per school per financial year.  Review of applications in recent years has indicated that funding for participation by school teams or individuals tends to be submitted by School Support Western Australia Inc., and meets the criteria for Youth Sponsorship funding in accordance with the table above.   Only two schools have applied directly.  Administration proposes that the $2,000 maximum for schools is removed from the Policy, and that eligible applications from schools are supported in accordance with the policy levels described above.

 

A draft revised Community Funding Policy is provided as Attachment 5.

 

Donations:

 

It is proposed that Donations be excluded from the Community Funding Policy and provided for in a new Donations Policy, in recognition of their different parameters for consideration, approval and reporting, including:

 

·        Consideration of applications is based on individual merit, and not solely assessed against pre-determined criteria;

·        Approval is at the discretion of Council or the Chief Executive Officer (or nominee) only;

·        Minimal reporting or acquittal requirements.

 

Please refer to the draft Donations Policy provided at Attachment 8. 

 

A draft revised Community Support & Financial Assistance Framework is provide at Attachment 11. 

Consultation

Community engagement was undertaken in early 2020, and the results presented to the Working Group at its meeting of 10 March 2020 to inform the new Community Funding Program.   Administration continues to seek feedback to inform potential improvements to the Program.

Comment

Administration considers that adoption of the draft revised policies completes the Community Support and Financial Assistance Framework, and meets the requirements identified by the 2017 audit.  Therefore it is proposed that the Working Group is disbanded, noting that it has met the requirements of its Terms of Reference. 

Statutory Compliance

It is necessary for community funding arrangements to be facilitated in accordance with the City’s endorsed budget to ensure that public funds are distributed transparently in accordance with the Local Government Act.

Strategic Implications

The proposal aligns with the following objective within the Strategic Community Plan 2021 – 2031:

7 ~ A well governed and managed City that makes informed decisions, provides strong community leadership and valued customer focused services

7.1 - Clear direction and decision making

Risk Management Considerations

Risk Title	Risk Rating
CO-001 Relationship Management	Moderate
Accountability	Action Planning Option
Director Community & Place	Manage

 

Risk Title	Risk Rating
CO-012 Fraud & Misconduct	Moderate
Accountability	Action Planning Option
Executive Manager Governance & Legal	Manage

The above risks relating to the issue contained within this report have been identified and considered within the City’s Corporate risk register.  Action plans have been developed to manage these risks to support existing management systems.

There are no existing Strategic or Corporate risks within the City's existing risk registers which relate to the issues contained in this report.

Policy Implications

The following draft revised policies are presented for consideration and adoption:

 

·        Community Funding Policy, with the inclusion of the Participation Fund;

·        Donations and Youth Sponsorships Policy, to be renamed the Donations Policy (with youth sponsorships removed and included within the Community Funding Policy as ‘Participation Fund’); and

·        Youth Reward and Recognition, to be reframed as a Student Citizenship Awards Policy.

Financial Implications

The proposed amendments to the Community Support and Financial Assistance Framework and associated policies will be managed within the existing budgets endorsed by Council.

 

In the 2021/22 financial year $10,000 has been proposed for inclusion in the annual budget for youth scholarships.  It is proposed that these funds are redirected to the Community Funding Program budget, to support initiatives such as encouraging young leaders to apply for funding through the Kickstarter Fund for local activation projects aligned to the City’s youth leadership program. 

 

The budget requested for Donations and Youth Sponsorships (combined) for 2021/22 is $50,000.   It is proposed that, should Council support the inclusion of Youth Sponsorships (or ‘Participation Fund’) within the Community Funding Policy, existing budget arrangements will remain unchanged pending consideration of a separation of budget at mid-year review. 

Voting Requirements

Simple Majority

 

Recommendation

That Council:-

1.       APPROVES the revised Youth Reward and Recognition Policy, renamed Student Citizenships Award Policy (as per Attachment 2);

2.       APPROVES the revised and renamed Community Funding Policy (as per Attachment 5);

3.       APPROVES the revised Donations and Youth Sponsorships Policy, renamed Donations Policy (as per Attachment 8);

4.       APPROVES the revised Community Support and Financial Assistance Framework (as per Attachment 11); and

5.       DISBANDS the Community Support and Financial Assistance Working Group on the basis that it has met the requirements of its Terms of Reference.

 

Attachments:

1⇩.	Attachment 1 - Community Support and Financial Assistance Framework 2020	20/187061[v1]
2⇩.	Attachment 2 - Student Citizenship Award Policy	12/88557[v3]
3⇩.	Attachment 3 - Youth Reward & Recognition Policy with track changes	21/331261
4⇩.	Attachment 4 - Youth Reward and Recognition Policy	12/88557[v2]
5⇩.	Attachment 5 - Community Funding Policy (October 2021) draft	19/211787[v3]
6⇩.	Attachment 6 - Community Funding Policy October 2021 with track changes	21/316786
7⇩.	Attachment 7 - Community Funding Policy (July 2021)	19/211787[v2]
8⇩.	Attachment 8 - Donations Policy draft August 2021	10/67965[v4]
9⇩.	Attachment 9 - Donations and Youth Sponsorships Policy with track changes	21/268558
10⇩.	Attachment 10 - Donations and Youth Sponsorships Policy	10/67965[v3]
11⇩.	Attachment 11 - Community Support and Financial Assistance Framework	20/187061[v2]

 

 

 

 

File Ref:                                              6382V04 – 21/394712

Responsible Officer:                          Acting Director Community & Place

Disclosure of Interest:                         Nil

Attachments:                                       2         

Issue

To improve the way the City engages with Noongar Elders, Traditional Owners and Aboriginal and Torres Strait Islander community representatives through the proposed establishment of a regional Elders group and community reference group.

Background

In June 2010, Council endorsed the creation of a Reconciliation Action Plan Working Group (RAPWG) to support the development and implementation of the City’s first Reconciliation Action Plan (RAP). In June 2011, the City’s first RAPWG was endorsed by Council and comprised ten community members and three Council Members. In June 2012, Council endorsed the City’s first RAP. Administration is currently developing the fourth RAP in 2021/22. To align with the definitions and functions of the City’s Advisory and Working Groups, the RAPWG was changed from a Working Group to the Reconciliation Action Plan Advisory Group (RAPAG) in June 2020.

 

Current engagement with the Noongar Elders, Traditional Owners and Aboriginal and Torres Strait Islander community representatives is via the RAPAG, which comprises up to 16 community members, the Mayor and three Council Members.  Under the current Terms of Reference (Attachment 1) the intention of the RAPAG is:

 

‘To support the development and implementation of the City of Wanneroo’s Reconciliation Action Plan by providing guidance and advice to the City in areas pertaining to the Aboriginal and Torres Strait Islander community; with the aim of long-term, genuine engagement between this community and the individuals from a non-Aboriginal background.’

 

The City is facing challenges that are likely aligned to the current structure, including:

 

·        Limited and inconsistent representation from Aboriginal community representatives on the RAPAG.

·        No representation from Torres Strait Islander community representatives on the RAPAG.

·        RAPAG members regularly use this forum to raise matters that are beyond the role of the RAPAG, this impacts the progress of RAP actions and in turn impacts trust amongst the community.

·        Formality of meeting structure, changes to meeting dates, and extensive administrative processes are not conducive to effective engagement with the Aboriginal community.

 

To address these challenges Administration is proposing to revitalise the way the City engages with Aboriginal and Torres Strait Islander community members through the creation of an Aboriginal and Torres Strait Islander Community Reference Group (a revised version of the current RAPAG) and potential establishment of a Regional Elders Group. It is proposed that the RAPAG is disbanded in line with City’s Local Government election processes in October 2021 and the Aboriginal and Torres Strait Islander Community Reference Group is formed in its place. Noongar names for both groups may be considered through discussions with members.

 

Definitions:

 

·        Elder: An Aboriginal or Torres Strait Islander Elder is someone who has gained recognition as a custodian of knowledge and lore, and who has permission to disclose knowledge and beliefs. In regard to the Regional Elders Group mentioned within this report, Administration will be seeking Noongar Elders that have a continued connection to the geographic area of Cities of Wanneroo and Joondalup; and

·        Aboriginal Traditional Owner: A bloodline descendent of the family group that occupied a particular region before European settlement. In regard to the Regional Elders Group mentioned within this report, Administration will be seeking engagement from Whadjuk Noongar Traditional Owners.

Detail

A new model is proposed for engagement with the Aboriginal Elders, Traditional Owners and Aboriginal and Torres Strait Islander community representatives to facilitate proactive, two-way engagement on key topics relevant to Wanneroo’s reconciliation journey.

 

Regional Elders Group

 

Administration has identified a need to establish stronger working relationships with Aboriginal Elders and Whadjuk Noongar Traditional Owners. Due to the proximity of the local governments and shared community connections, Administration is currently in discussions with the City of Joondalup Administration to investigate the creation of a Regional Elders Group.  The intention of a Regional Elders group is to bring together cultural custodians (Aboriginal Elders and Traditional Owners) to discuss and seek input into Aboriginal community and heritage matters crossing the boundaries of both Cities. The Regional Elders Group would not replace paid consultancy work usually undertaken by Aboriginal businesses.  The formation of the Regional Elders Group will commence if discussions with the City of Joondalup continue to progress in this direction.

 

Aboriginal and Torres Strait Islander Community Reference Group

 

The purpose of the Aboriginal and Torres Strait Islander Community Reference Group (the Community Reference Group) is to guide and monitor the development and implementation of the City’s RAP and increase Aboriginal engagement. The Community Reference Group will replace the existing RAPAG.

 

The Aboriginal and Torres Strait Islander Community Reference Group will:

 

·        Focus on supporting and advising City Administration in regards to the City of Wanneroo RAP and other initiatives.

·        Provide an engagement point for the City regarding general feedback on City initiatives that may not be directly related to Aboriginal and Torres Strait Islander matters (e.g. Strategy Community Plan consultation).

·        Increase contact points to enable dissemination of important information to the community, particularly in the event of an emergency response such as the COVID-19 pandemic.

 

Nominees will be sought for the Community Reference Group. To maximise the mutual benefit of this Community Reference Group for all members, improve attendance and achieve the best possible outcome, Administration is proposing this Community Reference Group model is implemented for an initial period of two years to trial different approaches to the meeting. For example, this may include, but is not limited to, testing agenda and meeting structures, and trialling different approaches to show token of appreciation and respect to the members. Once meeting dates have been determined, these will not be changed unless extenuating circumstances arise. This is considered a sign of respect to the importance of these meetings and commitment by all members, including the City.

 

Transition from RAPAG to Community Reference Group

 

In alignment with the Local Government elections in October 2021, Administration proposes the RAPAG be disbanded and the Community Reference Group be established in its place. The key changes between the existing RAPAG and the Community Reference Group are as follows:

 

·        Membership in the Community Reference Group will be targeted to only Aboriginal and Torres Strait Islander community members, and organisations seeking to support Reconciliation across the City.

·        In addition to supporting Administration in regards to the City’s RAP, the Community Reference Group will provide general feedback on City initiatives (e.g. Strategy Community Plan consultation); and

·        The Community Reference Group will follow a less formal structure when compared to the RAPAG; this will allow for a yarning approach to the meetings and will assist with building respectful connections with the Community Reference Group members.

 

The proposed Terms of Reference for the Community Reference Group are provided in Attachment 2.

Consultation

Current RAPAG members have provided feedback that the formalities of the current Group are not conducive to the yarning and relationship building approach that is extremely important to the Aboriginal culture. In addition, separate conversations have been held with some of the Aboriginal members of the Group to seek feedback on how to consistently engage Group members throughout the whole year. The above-proposed approach reflects this feedback.

 

Administration has also consulted Reconciliation WA, Department of Communities, South West Aboriginal Land and Sea Council (SWALSC) and other local governments that have a strong focus and commitment to their engagement with their Aboriginal and Torres Strait Islander communities.

Comment

Administration recognises that the Community Reference Group will work best when working in conjunction with the Regional Elders Group. The Community Reference Group provides an avenue for practical advice and support in relation to the implementation of the City’s RAP, whilst the Regional Elders Group would provide a platform for higher-level strategic conversations and priorities that affect Aboriginal and Torres Strait Islander communities across the Cities of Wanneroo and Joondalup.

 

The proposed model has been developed with advice from Reconciliation WA and the Department of Communities, and has considered various models being used by other local governments that are achieving positive reconciliation outcomes. Whilst these other local governments cited some challenges with their models, the City’s proposed model is considerate of these challenges, noting that the City’s approach to develop meaningful relationships with Aboriginal Elders, Whadjuk Noongar Traditional Owners and the Aboriginal and Torres Strait Islander community representatives will take time and, once gained will likely result in significant outcomes for the community and the City.

 

 

The proposed model will:

 

·        Provide a platform for strategic conversations and priorities that affect the Aboriginal and Torres Strait Islander community (via the Regional Elders Group), whilst providing an avenue for advice and support for the implementation of the City’s RAP (via the Community Reference Group);

·        Support local outcomes, such as the registration of Aboriginal heritage sites and improved practices of the management of land;

·        Allow a more appropriate format that facilitates conversations and feedback in the Community Reference Group to inform and support RAP initiatives;

·        Create greater and more meaningful engagement, whilst demonstrating value and respect for the unique knowledge and insight of the Aboriginal and Torres Strait Islander communities, and

·        Create improved outcomes for the Aboriginal and Torres Strait Islander communities.

Statutory Compliance

Nil

Strategic Implications

The proposal aligns with the following objective within the Strategic Community Plan 2021 – 2031:

2 ~ A City that celebrates rich cultural histories, where people can visit and enjoy unique experiences

2.1 - Valuing cultures and history

Risk Management Considerations

Risk Title	Risk Rating
ST-S26 Resilient and Productive Communities	Moderate
Accountability	Action Planning Option
Director Community and Place	Manage

 

Risk Title	Risk Rating
CO-O26 Heritage	High
Accountability	Action Planning Option
Director Community and Place	Monitor

 

Risk Title	Risk Rating
ST-S23 Stakeholder Relationships	Low
Accountability	Action Planning Option
CEO	Manage

 

The above risks relating to the issue contained within this report has been identified and considered within the City’s corporate risk register.  Action plans have been developed to manage this risk to improve the existing management systems.

Policy Implications

Nil

Financial Implications

Costs associated with the formation and delivery of the Community Reference Group and possible Regional Elders Group is included in the adoption on the annual operational budget.

Voting Requirements

Simple Majority

 

Recommendation

That Council:-

1.       DISBANDS the City of Wanneroo Reconciliation Action Plan Advisory Group;

2.       APPROVES the establishment of the Aboriginal and Torres Strait Islander Community Reference Group and Terms of Reference, as per Attachment 2; and

3.       NOTES that the City will progress discussions with the City of Joondalup towards the establishment of a Regional Elders Group.

 

Attachments:

1⇩.	Attachment 1 - Terms of Reference Reconciliation Action Plan Working Group (Current)	10/16642[v3]
2⇩.	Attachment 2 - Draft - Terms of Reference Aboriginal and Torres Strait Islander Community Reference Group	21/377602

 

 

 

 

 

Community Facilities

File Ref:                                              43041 – 21/422373

Responsible Officer:                          Acting Director Community & Place

Disclosure of Interest:                         Nil

Attachments:                                       1         

Issue

To consider Tender No. 21141 – Provision of Beach Safety Services for the City of Wanneroo.

Background

The City is seeking to appoint a suitable qualified and experienced contractor to provide beach safety services. Surf Life Saving WA (SLSWA) previously undertook these services under Contract 01631, this contract expires 31 October 2021.

 

The new Contract term is for an initial period of three (3) years and there are two (2) twelve (12) month, or part thereof, options to extend at the discretion of the City.

Detail

Public Tender 21141 for the Provision of Beach Safety Services for the City of Wanneroo was advertised on Saturday, 17 July 2021 and closed on Tuesday, 3 August 2021. No Addenda were issued.

 

Essential details of the proposed contract are as follows:

 

 

At close of tenders, one Tender submission was received from:

 

 

The submission was deemed to be conforming.

Probity Oversight

 

Tender submissions were evaluated in accordance with the Procurement and Evaluation Plan (PEP), which included the following selection criteria:

 

 

 

Pricing is not included in the qualitative criteria and is considered as part of the overall value for money assessment. Tenderers must achieve a minimum acceptable qualitative score (as determined by the City) and for each of the qualitative criteria detailed above (*) to be considered for further evaluation.

 

Evaluation Criteria – Sustainable Procurement (20%)

Environmental Considerations (5%)

 

The respondent adequately addressed this question and noted that the emissions generated because of the delivery of the service would be minimal. All vehicles are regularly maintained and asset replacement occurs every three to five years. It was noted that generation of waste and water use was minimal and that SLSWA patrols contribute towards biodiversity and conservation through regular litter pick up and reporting of environmental risks or damage.

 

Buy Local Considerations (10%)

 

The respondent noted that it had an interpretational relationship with the three surf clubs within the City (Quinns Beach, Yanchep and Alkimos). Where appropriate SLSWA would seek to employee people from within the City and purchase from local suppliers (noting SLSWA have existing, state-wide supplier arrangements and specific equipment specifications which are required to be met).

 

Reconciliation Action Plan (RAP) (2.5%)

 

It was noted by the respondent that they have an equal opportunity policy in place in respect to employee and suppliers. SLSWA does not have a RAP in place.

 

Access & Inclusion Plan (AIP) (2.5%)

 

The respondent noted their commitment to being an inclusive organisation and noted its previous work with the COW and local Clubs in accessing the beach wheel chair service at Quinns and Yanchep beach.

 

Evaluation Criteria 2 - Tenderer’s Safety Management Systems (20%)

 

Evidence of safety management policies and practices was assessed from the tender submissions.  The assessment for safety management was based on the tenderers’ responses to an Occupational Health and Safety Management System Questionnaire included within the tender documentation.

Evaluation Criteria 3 - Demonstrated Experience of tenderer and personnel performing the services (35%)

SLSWA has been providing services to the City of Wanneroo for over 22 years. In addition, they have been providing similar services to the following Local Government and State Government departments, as outlined below:

 

·        City of Albany: 19 years (ongoing);

·        City of Busselton: 19 years (ongoing);

·        City of Rockingham: 20 years (ongoing);

·        Department of Parks and Wildlife: 9 years (ongoing);

·        Town of Cottesloe: 20 years (ongoing);

·        Town of Cambridge: 20 years (ongoing);

·        City of Joondalup: 19 years (ongoing);

·        City of Mandurah: 2 years (ongoing); and

·        Department of Premier and Cabinet: 5 years.

 

As an organisation, SLSWA has been in operation for 109 years and has a network of 31 clubs and 22,000 volunteers. SLSWA has 30 full time, 26 part time and approximately 170 casual staff (seasonal) supporting their service delivery.

 

SLSWA’s tender submission demonstrated an appropriate organisational structure to support the required service delivery and provided appropriate detail in respect to the experience of key staff involved in the delivery of the contract.

 

Evaluation Criteria 4 – Methodology, resources and capacity for maintenance services (25%)

The tenderer’s resources as presented in their tender submission were assessed in order to evaluate their capacity to meet the requirements of the contract.  Assessment of this criterion considered the tendering entity’s understanding of the methodology to provide beach safety services. Assessment of the criterion also considered the Tenderer’s staffing resources and qualifications in order to meet the terms of the contract.

 

Key points noted were:

 

·        Operating procedures relevant to proposed service delivery and link to SurfCom and other emergency responders (i.e. COW Community Safety and Emergency Management, Police etc);

·        The role of key staff in the delivery of the service methodology, compliance with AS/NZS standards in terms of beach signage and flags used during service delivery and integration with BEN signage system;

·        Detailed the role and resourcing of SurfCom (state wide operations communication centre), within the proposed service delivery, noting it will operate from September to April each year (6am to 6pm 7 days a week);

·        Capacity to provide the appropriate levels of on-site staff and support staff to implement and maintain the service;

·        Use of digital radio communications in support of the proposed service delivery; and

·        Provided overview of data collection, analysis and reporting.

 

It was also noted by the review panel that SLSWA had successfully delivered a high standard of service to the City over the last 5 years with no issues arising.

 

 

Overall Qualitative Weighted Assessment and Ranking

 

The Tender submission was reviewed in accordance with the Procurement and Evaluation Plan.

Value for Money Assessment

 

The Tendered lump sum pricing compared to current contract pricing is considered value for money. Refer to the Confidential Memorandum for additional information in respect to pricing submitted.

 

Overall Assessment and Comment

 

The tender submission from SLSWA achieved accepted scores for all qualitative criteria and satisfied the overall value for money assessment in accordance with the assessment criteria and weightings as detailed in the Procurement and Evaluation Plan.

 

SLSWA has a track record of providing comprehensive beach safety services to the City of Wanneroo over the past 22 years and are recognised as the peak industry body. Their capabilities in meeting the outcomes of this tender are evidenced by their long period of service delivery with the City of Wanneroo and the number and duration of service agreements with other Local Governments and State Government departments.

 

SLSWA is therefore, recommended as the successful Tenderer.

Consultation

Nil.

Comment

Nil.

Statutory Compliance

Tenders were invited in accordance with the requirements of Section 3.57 of the Local Government Act 1995. The tendering procedures and evaluation complied with the requirements of Part 4 of the Local Government (Functions and General) Regulations 1996.

Strategic Implications

The proposal aligns with the following objective within the Strategic Community Plan 2021 – 2031:

5 ~ A well planned, safe and resilient City that is easy to travel around and provides a connection between people and places

5.5 - People feel safe in public places

Risk Management Considerations

Risk Title	Risk Rating
CO-O23 Safety of Community	Moderate
Accountability	Action Planning Option
Director Community and Place	Manage

 

Risk Title	Risk Rating
ST-S23 Stakeholder Relationships	Moderate
Accountability	Action Planning Option
Executive Leadership Team	Manage
Risk Title	Risk Rating
CO-O17 Financial Management	Moderate
Accountability	Action Planning Option
Director Corporate Strategy & Performance	Manage

 

The above risks relating to the issue contained within this report have been identified and considered within the City’s Strategic and Corporate risk registers. Action plans have been developed to manage these risks to support existing management systems.

 

Financial and Performance Risk

 

Financial Risk

 

A financial risk assessment was undertaken as part of the tender evaluation process and the outcome of this independent assessment advised that SLSWA has been assessed with a ‘very strong’ financial capacity to meet the requirements of the contract.

 

Performance Risk

 

As noted, SLSWA have provided a high-level service to the City for the past 22 years. The service provided to the City over the past 5 years has been of the highest standard with no performance issues noted.

 

SLSWA continue to be at the forefront of beach safety service provision and continue to innovate in this space in respect to the development of its professional and voluntary staff, community education and in relation to its plant and equipment and use of technology to support the service and the safety of beach users. 

 

SLSWA are an integral part of the state emergency response infrastructure and provide the City with seamless integration into the emergency response framework when required.

Policy Implications

Tenders were invited in accordance with the requirements of the City’s Purchasing Policy.

Financial Implications

The price schedule submitted by SLSWA in response to Tender 21141 has been provided as a confidential attachment.

 

The costs associated with Contract 21141 for the Provision of Beach Safety Service are included in the 2021/22 budget, noting that a budget adjustment of $19,970 will be required as a part of the 2021/22 mid-year review process to address the 2021/22 budget shortfall. This is due to the 2021/22 budget amount being a forecast figure based on the most recent year’s contract cost.

Voting Requirements

Simple Majority

 

Recommendation

That Council ACCEPTS the tender submitted by Surf Life Saving Western Australia Inc for Tender 21141, for the Provision of Beach Safety Service for an initial period of three years with two 12 month, or part thereof, options to extend at the discretion of the City. 

 

 

Attachments:

1.

Attachment 1 - 21141 - Memorandum of Tender Recommendation to CEO (Report)  - Beach Safety Services

Confidential

  

Attachment 1 – 21141 – Memorandum of Tender Recommendation to CEO (Report) – Beach Safety Services

 

 

 

 

 

 

 

 

 

 

 

 

 

 

This attachment is confidential and distributed under separate cover to all Council Members.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Administration Use Only

Attachment 1 – HPE #21/398267[v2]

 

Community Safety & Emergency Management Report

File Ref:                                              3327V05 – 21/410833

Responsible Officer:                          Acting Director Community & Place

Disclosure of Interest:                         Nil

Attachments:                                       1         

Issue

To consider entering into a Memorandum of Understanding with the Wanneroo Trotting and Training Club for a temporary animal relocation area for emergency purposes.

Background

Over the past ten years, a number of bushfires in Australia have had serious impacts on the welfare of animals and their owners. This has prompted the development of National Planning Principles for Animals in Disasters that feature greater integration of animals into disaster management.

 

The State Emergency Management Committee (SEMC) formally assigned the role and responsibility for coordinating animal welfare in emergencies to the Department of Primary Industries and Regional Development (DPIRD).

 

The State Emergency Management Support Plan for Animal Welfare in Emergencies has since been prepared by DPIRD in collaboration with the SEMC and clarifies roles and responsibilities between various stakeholders for the delivery of emergency response and recovery activities in relation to animal welfare in emergencies.  This plan was activated for the first time during the Wooroloo and Hills Bushfires in February 2021. The City provided support to the City of Swan by opening the Wanneroo Showgrounds as an animal welfare evacuation point.

 

Lessons learnt from the activation of Wanneroo Showgrounds during the Wooroloo Hills Bushfires have identified the need to source a facility for the temporary relocation of horses during a major emergency evacuation event.

 

In November 2020, Council approved the lease of portions of Crown Reserves 19545 and 34616 to the Wanneroo Trotting and Training Club Inc for a term of five years. Administration has since investigated the possibility of utilising Nanovich Park as a primary animal relocation area with Wanneroo Showgrounds identified as a back-up alternative facility. Wanneroo Showgrounds would only be activated if Nanovich Park became under threat due an emergency disaster event impacting the immediate area. If both sites came under threat, our capacity to provide a Temporary Relocation Area would be exhausted and the City would require State support from DPIRD.

 

This facility includes a club house, toilets, kitchen, two stables, 54 horse stalls and the capacity to house 150 horses, refer Attachment 1 for site map details.

Detail

The City is not legislatively required to assist in the evacuation and housing of animals however there is a clear expectation from the community that provisions are in place. State agencies whilst responsible for this area have traditionally not actively assisted during incidents. During the recent Wooroloo fires DPIRD did however assist.

 

Previous major bushfires within the City highlighted the expectation that local governments support the community and their animals that are evacuated during disasters.

 

A key issue is to identify an appropriate location for a Temporary Animal Relocation Area and ensure the site is prepared in advance. The facility will remain activated for the duration of the event and will be at the discretion of the City.

 

Any arrangements established will not remove the responsibility of animal owners to manage the welfare of their animals during times of emergency.  It is recommended that they first seek shelter with family or friends, rather than relying on this facility being made available.

 

The City acknowledges that during an emergency, standards of animal care may be compromised, as those in charge of animals may need to relocate quickly, potentially leaving animals behind, or may be restricted in their ability to care for animals. In such cases, State emergency management arrangements come into effect when local arrangements become overwhelmed.

Consultation

Discussions with the Wanneroo Trotting and Training Club have indicated a likely agreement with the City to utilise Nanovich Park for the relocation of horses and other animals during emergencies.

 

Consultation has occurred with the State Animal Welfare Department at DPIRD and have indicated their support of this facility being established in the event of the need for emergency animal evacuation.

 

An Environmental Planning Considerations (EPC) report for the proposed construction of the fencing along 139 Benmuni Road, Wanneroo has been prepared.

Comment

Any person in charge of an animal has a primary duty of care to ensure it is protected from unreasonable pain or suffering.  Personal safety plans and emergency household/property plans should include contingencies for animals regardless of whether they will remain at the property or be relocated during an emergency.

 

Any arrangements established will not remove the responsibility of owners to manage the welfare of their animals during times of emergency. It is recommended that they first seek shelter with family or friends, rather than rely on this facility if it becomes available.

 

It should also be noted that the Department of Communities who is the appointed Hazard Management Agency responsible for the management of Emergency Evacuation Centres, do not support the accommodation of companion animals or livestock inside Evacuation Centres due to health and safety concerns of evacuees.

 

Administration will ensure the City’s Local Emergency Management Arrangements (LEMA) are updated with the relevant provisions in the Local Emergency Animal Welfare Plan.

 

The City has entered in to a Partnering Agreement with the North and East Recovery Group, consisting of seven other local governments (Joondalup, Stirling, Bayswater, Swan, Bassendean, Kalamunda and Mundaring) for the provision of mutual aid for recovery during emergencies. The agreement allows for the local governments to provide support with the requestor being responsible for all incidental costs associated with the provider’s support.

Statutory Compliance

The City has a statutory obligation under the Emergency Management Act 2005 to be prepared in response to all emergencies and to manage recovery following an emergency affecting the community.

 

Strategic Implications

The proposal aligns with the following objective within the Strategic Community Plan 2021 – 2031:

5 ~ A well planned, safe and resilient City that is easy to travel around and provides a connection between people and places

5.6 - Prepared and resilient

Risk Management Considerations

Risk Title	Risk Rating
ST-S23 Stakeholder Relationships	Low
Accountability	Action Planning Option
Chief Executive Officer	Manage

 

Risk Title	Risk Rating
ST-S26 Resilient and Productive Communities	Moderate
Accountability	Action Planning Option
Director Community and Place	Manage

 

Risk Title	Risk Rating
CO-O23 Safety of Community	Moderate
Accountability	Action Planning Option
Director Community and Place	Manage

 

The above risk/s relating to the issue contained within this report have been identified and considered within the City’s Strategic and Corporate risk registers.  Action plans have been developed to manage these risks to support existing management systems, the fencing recommendations is currently in the budget allocation for the existing CWP.

 

Nanovich Park is located within the bush fire prone area with a risk rating of very high. A mitigation burn was conducted in 2014 and is included in the annual fuel reduction mitigation program. The next prescribed burn is due within the next two years.

Policy Implications

Nil

Financial Implications

The cost to implement this plan will be sourced from existing budget allocations and grant funding opportunities, noting that the owner/carer of an animal has the primary duty of care and is responsible for any costs incurred during the emergency event.

 

Under the Disaster Recovery Funding Arrangements in Western Australia (DRFA–WA) local governments undertaking emergency response activities, may incur unforeseen costs and may be eligible for reimbursement of some expenses. The event will need to be declared as an emergency under Section 50 of the Emergency Management Act 2005 and will need to satisfy the set criteria.

 

Should the Local Government Partnering Agreement with the North and East Recovery Group be activated, the requesting local government will be responsible for all incidental costs associated with the provider’s support.

 

The Wanneroo Trotting and Training Club would not be expected to pay for any costs during the facility’s activation as an emergency animal evacuation shelter.

 

Fencing has also been recommended along Benmuni Road for added safety and security.  This will offer additional containment, particularly if animals become distressed. An Emergency Animal Welfare Resource Kit is also required to have on hand key items such as signs, stationery items and leads.

 

It is intended this expenditure will be funded as follows:

 

Voting Requirements

Simple Majority

 

Recommendation

That Council:-

1.       APPROVES entering in to a Memorandum of Understanding with the Wanneroo Trotting and Training Club for the provision of Nanovich Park as a facility for the temporary relocation of horses and other animals during major emergency evacuations;

2.       NOTES the construction of fencing along 139 Benmuni Road, Wanneroo for added safety and security; and

3.       NOTES the temporary animal relocation area may be activated to support neighbouring local governments during emergency disasters.

 

Attachments:

1⇩.

Attachment 1 - Proposed Emergency Temporary Evacuation Site Layout - Nanovich Park

21/346476

 

 

 

 

Place Activation

File Ref:                                              1442V02 – 21/413148

Responsible Officer:                          Acting Director Community & Place

Disclosure of Interest:                         Nil

Attachments:                                       3         

Issue

To consider the revised Public Community Events Policy for public comment.

Background

The City of Wanneroo has a vibrant and diverse community and the rapid growth of the City’s population has been reflected in a significant increase in the number and variety of community and commercial events held each year. Events, whether they are large scale public events, fundraisers or neighbourhood gatherings, are key ingredients of the City’s cultural and community life.

 

The aspiration is for events staged in the City to invoke a feeling of community pride, a sense of place and increase socialisation. The aim is to provide a high standard of customer service to the community and recognise the wishes of local residents and businesses by ensuring:

 

·        The benefits of events to the local community are maximised;

·        Potential negative impact of events are identified and reduced; and

·        The events approval process is simplified and streamlined to support a ‘Customer Focused’ approach.

Detail

The current Public Community Events Policy was last reviewed in 2017 and requires updating to ensure it is fit for purpose.  A draft revised Policy has been prepared incorporating feedback from key stakeholders and event applicants (refer to tracked changes version at Attachment 2 and clean version included at Attachment 3).

 

The key changes proposed to the Policy include:

 

·        The requirement to issue an acknowledgement letter for events held on private land;

·        Changes to reflect current legislation; and

·        A change in Policy ownership following the transfer of the community event function from Communications and Brand to Place Management.

Consultation

The preparation of the draft revised Policy benchmarking with other Local Governments and feedback received verbally from event applicants. 

 

The draft revised Policy was presented to the City’s Festival and Cultural Events (FACE) Committee on 25 August 2021 where it resolved as follows:

 

“That the Festival and Cultural Events Committee ENDORSES the draft revised Public Community Events Policy included at Attachment 3 and NOTES that it will be presented to Council for adoption.”

 

Comment

The Public Community Events Policy documents the City’s strategic intent with regard to managing public community events. It is expected that the number of applications will continue to increase as public confidence returns following the COVID-19 pandemic.

 

The majority of proposed changes to the Policy are administrative in nature.  The most significant change relates to the Policy providing a distinction between events on public and private land.  The City can only issue a licence for events on public land under the Public Places and Local Government Property Local Law.  Organisers of events held on private land are still required to submit an application to the City as these events need to demonstrate compliance with health legislation. For these events, the City will now issue a letter of acknowledgement that includes all required health conditions.

Statutory Compliance

Some aspects of the events approval process require adherence to legislation, most particularly related to Health and Compliance, and Building and Planning.

Strategic Implications

The proposal aligns with the following objective within the Strategic Community Plan 2021 – 2031:

1 ~ An inclusive and accessible City with places and spaces that embrace all

1.4 - Bringing people together

Risk Management Considerations

There are no existing Strategic or Corporate risks within the City's existing risk registers which relate to the issues contained in this report.

Policy Implications

The Public Community Events Policy forms part of the Council Policy framework.

Financial Implications

Nil

Voting Requirements

Simple Majority

 

Recommendation

That Council APPROVES the Public Community Events Policy as outlined in Attachment 3 of this report.

 

Attachments:

1⇩.	Public Community Events Policy	17/72003[v2]
2⇩.	Attachment 2 - Public Community Events Policy - track changes version	21/306498
3⇩.	Attachment 3 - Public Community Events Policy - revised August 2021	17/179310[v2]

 

 

 

File Ref:                                              37130V04 – 21/391588

Responsible Officer:                          Acting Director Community & Place

Disclosure of Interest:                         Nil

Attachments:                                       2         

Issue

To consider adoption of the City’s revised Community Engagement Policy following public advertising.

Background

The City’s Community Engagement Policy has been in place since 2006 and is reviewed biennially to ensure it is up-to-date and the principles are clear and concise.  A scheduled review of the Policy has been completed and has resulted in some proposed changes to the Policy to support the City’s Social Strategy and Place Management approach, which has a new community leadership and empowerment vision encouraging community-led initiatives (refer Attachment 1 for tracked changes).

 

Council considered the draft revised Community Engagement Policy at its meeting on 13 July 2021 (CP04-07/21) and resolved as follows:

 

“That Council APPROVES the draft revised Community Engagement Policy included as Attachment 3 being released for public consultation for a period of 28 days with feedback to be submitted to a future Council meeting for consideration.”

 

The draft revised Policy was subsequently advertised for public comment for a period of 35 days from 26 July 2021 to 29 August 2021.

Detail

One submission was received during the consultation period, requesting that the City adhere to the principles of the Policy for future engagements.  The submission requested that decision making be based on the majority view of participants in community consultation processes, and not the disapproval of single residents.  The submitter was pleased to see that this matter was suitably addressed by the Policy principle of “encouraging broad representation from stakeholders within the City of Wanneroo to ensure a diverse range of views are expressed and considered”.

 

The City considers all views and submissions made by participants on merit and applies the principles of the Community Engagement Policy in its decision making.  No changes to the Policy are considered necessary in response to this submission, however it will be considered in Administration’s subsequent review of the supporting Management Procedure and toolkits.

 

The revised Policy included at Attachment 2 is presented to Council for final adoption.

Consultation

Community consultation was carried out between 26 July 2021 and 29 August 2021 by way of:

 

·        Advertising on the “Your Say” community engagement hub on the City’s website;

·        Advertising in the Wanneroo Times;

·        Announcements in social media posts and the City’s monthly online eNews; and

·        Email notification to the City’s Community Engagement Network.

Comment

Should Council endorse the revised Policy, Administration will subsequently finalise its review of the Community Engagement Management Procedure to ensure the procedure allows for the management of the overall engagement process efficiently and effectively, including consideration of the issues raised in the submission on the draft Policy.  The Community Engagement Management Procedure will also be updated to:

 

·        Modernise community engagement communication tools with the increased use of social media;

·        Provide a mix of engagement methods i.e. online, hard copies, in person, onsite signage, newspaper advertising etc., including letter drops to surrounding local residents;

·        Require mail or letter drops to adjoining residents within 400m (or other distance as appropriate) from the affected site, where there is potential to be affected by the proposal;

·        Require onsite signage where there is potential for the proposal to have an impact beyond just adjoining residents;

·        Clarify the City’s position on the use of incentives to increase public participation;

·        Cater for all community members, including those with specific needs (e.g. people with disability, older people, people from culturally and linguistically diverse backgrounds); and

·        Reference the City’s latest guidelines for Access and Inclusion and engagement with Traditional Owners.

Statutory Compliance

Nil

Strategic Implications

The proposal aligns with the following objective within the Strategic Community Plan 2021 – 2031:

7 ~ A well governed and managed City that makes informed decisions, provides strong community leadership and valued customer focused services

7.1 - Clear direction and decision making

Risk Management Considerations

Risk Title	Risk Rating
ST-S20 Strategic Community Plan	Low
Accountability	Action Planning Option
Director Corporate Strategy & Performance	Manage

 

Risk Title	Risk Rating
ST-S23 Stakeholder Relationships	Low
Accountability	Action Planning Option
CEO	Manage

 

Risk Title	Risk Rating
CO-O20 Productive Communities	Low
Accountability	Action Planning Option
Director Community & Place	Manage

 

The above risks relating to the issue contained within this report have been identified and considered within the City’s Strategic and Corporate risk registers.  Action plans have been developed to manage these risks to support existing management systems.

Policy Implications

Nil

Financial Implications

There are no specific financial implications associated with this report, noting that community engagement is funded as required within the City’s annual budget.

Voting Requirements

Simple Majority

 

Recommendation

That Council APPROVES the revised Community Engagement Policy included at Attachment 2.

 

 

Attachments:

1⇩.	Attachment 1 - Revised Community Engagement Policy - Tracked Changes	17/196922[v9]
2⇩.	Attachment 2 - Revised Community Engagement Policy - Final	17/196922[v10]

 

 

 

 

 

 

Corporate Strategy & Performance

Business & Finance

File Ref:                                              42309 – 21/396992

Responsible Officer:                          Acting Director Corporate Strategy & Performance

Disclosure of Interest:                         Nil

Attachments:                                       8         

Issue

To consider the Financial Activity Statement for the period ended 31 August 2021.

Background

In accordance with Local Government (Financial Management) Regulations 1996, the Financial Activity Statement has been prepared in compliance with the following:

“Regulation 34(1) of the Local Government (Financial Management) Regulations 1996, which requires a local government to prepare a statement of financial activity each month, presented according to nature and type, by program, or by business unit. For the 2020/21 financial year the statement of financial activity will be presented by nature and type.

Regulation 34(5) of the Local Government (Financial Management) Regulations 1996, which requires a local government to adopt a percentage or value, calculated in accordance with Australian Accounting Standards, to be used in statements of financial activity for reporting material variances. For the 2020/21 financial year 10% and a value greater than $100,000 will be used for the reporting of variances.”

Detail

Financial Activity for the period ended 31 August 2021

 

Council adopted the Annual Budget for the 2021-22 financial year on 29 June 2021 (SCS01-06/21). The figures in this report are compared to the adopted budget.

Overall Comments Month-to-Date

Results from Operations

 

The Financial Activity Statement report for the month of August 2021 shows an overall favourable variance from Operations before Non-Operating Revenue and Expenses of $2.6m.

 

The favourable variance is due to underspends in Employment Costs, Materials & Contracts, Utility Charges and Interest Expense.

 

 

 

Capital Program

 

During August 2021, $2.3m was spent on various capital projects of which $1.3m was spent on Sport Facilities, Roads and IT Equipment and Software (Refer to Attachment 3 for more details).

 

 

Overall Comments on Year-to-Date (YTD) Figures

Results from Operations

 

The Financial Activity Statement report for the year-to-date of August 2021 shows an overall favourable variance from Operations before Non-Operating Revenue and Expenses of $4.5m.

 

The favourable variance is due to higher revenue from Operating Grants and Fees & Charges, and underspend in Employment Costs, Materials & Contracts, Utility Charges and Interest Expense.

 

 

 

Capital Program

 

At the end of August 2021, $4.3m was expended on various capital projects of which $1m was spent on Waste Management and further 0.9m on Sports Facilities (Refer Attachment 4 – Top Projects 2021-22 for more details).

 

 

Investment Portfolio Performance

 

 

 

Detailed Analysis of Statement of Comprehensive Income (Attachment 1)

Comments relating to the Statement of Comprehensive Income are provided under the following two sections:

a)         Current month comparison of Actuals to Budgets; and

b)         Year to date Actuals to Budgets;

 

where the variance is higher than reporting threshold or item of interest to Council.

 

 

Revenues

Note 1        Rates

Month to Date - (Actual $123k, Adopted Budget $0k)

The variance is favourable by $123k due to Interim Rates.

Year to Date - (Actual $138.2m, Adopted Budget $138.2m)

The variance is unfavourable by $5k as a result of the actual number of properties were slightly lower than anticipated amount at the budget development stage.

 

 

 

 

 

 

Note 2        Operating Grants, Subsidies & Contributions

Month to Date - (Actual $1.2m, Adopted Budget $1.1m)

The variance is favourable by $114k mainly relates to a favourable variance from Reimbursement Income of $151k partially offset by an unfavourable variance of $37k Cash Donation Income.

Year to Date - (Actual $1.6m, Adopted Budget $1.3m)

In addition to the comments in the Month to Date section above, there has been an early receipt of a State Government Grant of $113k and a $136k from the Container Deposit Scheme contributed to overall variance of $249k.

 

Note 3        Fees and Charges

Month to Date - (Actual $1.6m, Adopted Budget $1.5m)

The favourable variance of $94k for August is due to an increase in Facility Booking Fee of $69k from Aquamotion, $42k from Rates Instalment Admin Fees partially offset by $17k decrease from Application License Permit Fees.

Year to Date - (Actual $34.2m, Adopted Budget $34.2m)

The favourable variance of $45.9k is due to above explained Month to Date Facility Booking Fees for Aquamotion.

 

 

 

Expenses

Note 4        Employee Costs

Month to Date - (Actual $6.3m, Adopted Budget $7.4m)

The favourable variance of $1.1m mainly arising from deferment in filling vacant roles and utilisation of annual leave and long service leave.

Year to Date - (Actual $12.6m, Adopted Budget $13.5m)

The variance is favourable by $912k from deferment in filling vacant roles.

 

 

 

 

 

 

 

 

 

 

Note 5        Materials & Contracts

Month to Date - (Actual $4.5m, Adopted Budget $5.6m)

The variance is favourable by $1.1m mainly relates to:

·        Lower Contract Expenses of $567k to maintain road reserve, park land and health assessment services;

·        Lower Leases Management Expenses of $264k due to refund of land tax for lot 8000 Splendid Avenue; and

·        Lower Material Expense of $178k to maintain road reserves, park land, waste domestic plant, heavy vehicles and provide engineering services.

Year to Date - (Actual $7.9m, Adopted Budget $10.8m)

The variance is favourable by $2.9m mainly due to:

·        Lower Contract Expenses of $1.1m to maintain road reserve, park land, Carramar Golf Course structures, road drainage, road pavement seal, operating facilities, and waste management services;

·        Lower Refuse Removal Expenses of $543k than anticipated at the budget development stage;

·        Lower Leases Management Expenses of $279k mainly due to refund of Land Tax for Lot 8000 Splendid Avenue; and

·        Remaining $832k favourable variance due to delayed expenses related to Material Expenses, Consulting Fees, Postage, Discount Allowed and Legal Fees.

 

 

 

Note 6        Utility Charges

Month to Date - (Actual $763k, Adopted Budget $787k)

The variance is favourable by $24k due to lower water charges offset by higher electricity expenses.

Year to Date - (Actual $1.2m, Adopted Budget $1.6m)

The variance is favourable by $336k due to lower water, electricity, mobile and telephone expenses.

 

 

 

 

 

 

 

Non Operating Revenue & Expenses

Note 7        Non Operating Grants, Subsidies & Contributions

Month to Date – (Actual $890k, Adopted Budget $1.6m)

The unfavourable variance of $700k is attributed to grants received but performance obligations have not been met. Under the Australian Accounting Standard (AASB)1058, grants with performance obligations can only be recognised upon meeting the attached obligations.

Year to Date – (Actual $2.2m, Adopted Budget $3.2m)

The unfavourable variance of $999k is also for the same reason as mentioned under the Month to Date variance.

Note 8        Profit / Loss on Asset Disposals

Month to Date – (Combined Actual $24k, Combined Adopted Budget $139k)

The unfavourable variance of $115k is a result of a delay in disposal of residential land than anticipated during budget development stage.

Year to Date – (Combined Actual $24k, Combined Adopted Budget -$708k)

The variance is favourable by $732k due to delay in disposal of residential land and assets.

Note 9        TPS & DCP Revenues

Month to Date – (Actual $96k, Adopted Budget $345k)

The unfavourable variance of $249k is due to an income for Headworks Levy of $254k received in July instead of August and partially offset by higher than anticipated interest income of $6k for Town Planning Scheme (TPS) and Reserves.

 

Year to Date – (Actual $816k, Adopted Budget $584k)

The favourable YTD variance of $232k is due to increased income of $217k for headworks levy in July 2021 and higher than anticipated interest income for Town Planning Scheme (TPS) and Reserves of $15k.

Statement of Financial Position (Attachment 2)

 

 

Note 1 - Net Current Assets

When compared to the opening position at 30 June 2021 Net Current Assets have increased by $137m, which is predominately due to the levying of 2021/22 Rates and Waste Service Fees in July 2021.

Within the Current Assets, Current Receivables of $145.6m are mainly comprised of collectable Rates and Waste Service Fees debtors of $123.7m and Emergency Services Levy of $17.1m, with the remaining balance attributed to General Debtors of $4.8m.

Note 2 - Non-Current Assets

Non-Current Assets as at 31 August 2021 have increased by $10.8m from 30 June 2021 Actuals. The movement is due to increase in Investments of $14.1m, work in progress and asset acquisition of $3.3m partially offset by accumulated depreciation of $7.4m (estimated).

Note 3 - Non-Current Liabilities

Non-Current Liabilities as at 31 August 2021 have decreased by $82.7k due to movement in provisions and the interest bearing liabilities.

The existing loan with the Western Australia Treasury Corporation remains unchanged making up 40% of total Non-Current Liabilities. The balance 60% consists of various provisions and payables.

 

Financial Performance Indicators

The ratios will be published as part of the Statutory Financial Statements which are currently under review.

 

Capital Works Program

 

The status of the Capital Works Program is summarised by Sub-Program in the table below:

 

 

 

During August 2021, $2.3m was spent. Details of significant expenditure for the month are included in Attachment 3. Up to 31 August 2021, the City has spent $4.3m, which represents 5% of the $82.5m Capital Works Budget.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

The City’s forecast spend of $81.5m represents 98.8% of the 2020/21 revised budget.

 

To further expand on the Capital Works Program information above, updates in key capital projects are selected to be specifically reported on, is provided in the Top Capital Projects attachment to this report (Attachment 4).

 

Capital Changes

The following changes are proposed to be made to the 2021/22 Capital Works budget.

 

PR-1015 Upgrade Community Buildings - Minor Works – An additional $25,000 is required for Western Power compliance works at Warradale Community Centre. It is proposed to fund this from savings identified in PR-2558 Renew Corporate Building Assets ($15,000) due to a reduction in scope, and PR-1910 Parks Asset Renewal Program ($10,000) due to a procurement saving.

 

PR-1042 Upgrade Corporate Buildings - Minor Works – An additional $15,000 is required for the extension of the biobox in Council Chambers to comply with ergonomic requirements. It is proposed to fund this from PR-2558 Renew Corporate Building Assets due to a reduction in scope.

 

PR-1101 Upgrade Protection Fencing at Various Conservation Reserves – An additional $30,000 is required for an urgent upgrade to fencing around Nanovich Park to comply with Local Emergency Management Arrangements. It is proposed to fund this from PR-1910 Parks Asset Renewal Program due to a procurement saving.

 

PR-2203 Renew Community Facilities Furniture – As per Council report CEO01-07/21, the City has received an $18,000 grant from the Department of Communities to replace furniture and equipment at the Alexander Heights Community Centre. Of this figure, $16,200 is capital in nature and $1,800 will be budgeted for in operating GL – 717417-9399-247.

 

PR-4257 Library Shelving, Various Locations, New Installations – An additional $55,000 is required for works to the lighting over the new shelving being installed in the libraries. It is proposed to fund this from PR-4337 Wanneroo Aquamotion, New Parking ($54,000), which has been terminated due to inadequate area suitable for parking from arborist report findings, and $1,000 from PR-1910 Parks Asset Renewal Program due to a procurement saving.

 

PR-4276 Lenore Road, Hocking, Upgrade Road from Kemp St to Elliot Rd – An additional $21,000 is required to complete design works for the dual carriageway. It is proposed to fund this from PR-4337 Wanneroo Aquamotion, New Parking, which has been terminated due to inadequate area suitable for parking from arborist report findings.

 

PR-4354 Wanneroo Central Fire Brigade, New Mobile Trailer – The City has received an $80,000 grant from the Department of Fire and Emergency Services for the purchase of a mobile forward command trailer and other miscellaneous equipment. Of this figure, $30,000 is capital in nature and $50,000 will be budgeted for in operating GL – 717351-9399-244.

 

Local Roads and Community Infrastructure Program (LRCIP)

The following budget movements are proposed between LRCIP Phase 1 funded projects, as already approved by the Department of Infrastructure, Transport, Regional Development and Communications, to ensure full expenditure of grant funds:

 

·        PR-4250 Edgar Griffiths Park, Wanneroo, New Car Park ($4,954 reduction) – Savings identified following award of contract.

·        PR-4290 Splendid Park, Yanchep, New Toilet Block at Netball Courts ($1,612 reduction) – Savings identified following award of contract.

·        PR-4292 Hepburn Avenue, Madeley, New Roundabout Landscaping ($9,701 reduction) – Savings identified following award of contract.

·        PR-4294 Road Reserves, Verges and Parks, Various locations, New Tree Planting ($1,026 increase) – Additional funds required for completion of works.

·        PR-4301 Kingsway Olympic Soccer Club, Madeley, Upgrade External Accessibility ($11,313 increase) – Additional funds required due to increased scope.

·        PR-4311 Gungurru Park, Hocking and Houghton Park, Carramar, Upgrade BMX Tracks ($3,928 increase) – Additional funds required for completion of works.

 

The following budget movements are proposed between LRCIP Phase 2 funded projects, as already approved by the Department of Infrastructure, Transport, Regional Development and Communications, to ensure full expenditure of grant funds. It is to be noted that the below changes include $83,077 of unallocated grant funds, resulting from a change of funding source for PR-4311 Gungurru Park, Hocking and Houghton Park, Carramar, Upgrade BMX Tracks, from Phase 2 to Phase 1 grant funding.

 

·        PR-2568 New Playground Equipment ($24,000 increase) – Additional funds required for shade sail installation at Quinns Mindarie Community Centre.

·                PR-2664 Landsdale Library and Youth Innovation Hub ($50,000 reduction) – Grant funds not required.

·                PR-4196 Aquamotion Wanneroo, New Family Change Area ($30,000 reduction) – Savings identified following award of contract.

·                PR-4197 Dalvik Park, Merriwa, upgrade seniors recreation space ($2,500 increase) – Additional funds required for project completion.

·        PR-4214 Paloma Park, Marangaroo, Upgrade Sports Floodlighting ($55,000 reduction) – Savings identified following project completion.

·                PR-4240 Jindinga Park, Wanneroo, Upgrade Passive Park ($45,367 reduction) – Savings identified due to Western Power costs being lower than expected.

·                PR-4256 Gumblossom Reserve, Quinns Rocks, upgrade path network ($10,000 increase) – Additional funds required for project completion.

·                PR-4308 Studmaster Park, Wanneroo, Renew Bridge, Boardwalk and Viewing Tower ($164,690 increase) – Additional funds required for significant increase in material costs.

·                PR-4309 Wanneroo Library and Culture Centre, upgrade to include adult change facility ($19,407 increase) – Additional funds required for on street ACROD bay adjacent to the changing place facility.

·                PR-4310 Clubrooms, Various Locations, Upgrade Ventilation ($70,000 increase) – Additional funds required for power and electrical upgrades to suit HVAC renewal at Anthony Waring Park clubrooms.

·                PR-4313 Hinckley Park, Hocking, New Car Park ($14,918 reduction) – Savings due to works being undertaken in-house.

·                PR-4314 Various Locations, New Pathways ($10,728 increase) – Additional funds required to complete Lisford Avenue pathway works.

·                PR-4315 Various Locations, New Bus Shelters ($16,000 increase) – Additional funds required to suit cost agreement with Public Transport Authority.

·                PR-4316 Lot 555 Dundebar Road, Wanneroo, New Public Car Park ($10,000 increase) – Additional funds required following detailed design and revised cost estimate.

·                PR-4317 Kingsway Indoor Stadium, Renew Toilets and Changerooms ($140,000 reduction) – Scope reduced for project.

·                PR-4318 John Maloney Park, Marangaroo, New Fitness Equipment ($1,334 reduction) – Savings identified on project.

·                PR-4319 Phil Renkin Leisure Centre, Two Rocks, Upgrade Ventilation ($40,000 increase) – Additional funds required for working with heritage listed building of complex built form.

·                PR-4320 Civic Drive, Wanneroo, Upgrade Access to Aquamotion and Wanneroo Shopping Centre ($25,000 increase) – Additional funds required following detailed design and revised cost estimate.

·                PR-4322 Quinns Mindarie Community Centre, upgrade access ($32,629 reduction) – Savings identified following completion of procurement process.

·                PR-4323 Margaret Cockman Pavilion, Wanneroo, upgrade flooring ($100,000 reduction) – Project removed from program pending outcome of Wanneroo Recreation Centre upgrade feasibility study.

·                PR-4324 Aquamotion, Wanneroo, renew hydropool change rooms and toilets ($160,000 increase) – Additional funds required following detailed design and revised cost estimate.

 

Carry Forward Adjustments

As a part of the annual capital budget development process, Project Managers are required to estimate if there will be any unspent funds at the end of the financial year that will be needed to progress/complete their projects in the following year. These unspent funds are known as carry forwards, and form part of the new financial year’s capital program. In 2020/21 the amount of carry forwards was estimated to be $12.7 million.

It is important to note that the carry forward figure adopted by Council as part of the budget adoption process is an estimate only. Once the previous year’s expenditure figures have been finalised, the carry forward estimates need to be adjusted to account for the actual expenditure on each project. After reviewing the carry forwards it is proposed that the revised figure total $14.7 million.

A list of the changes to the carry forward budget is shown in Attachment 7.

Investment Portfolio (Attachment 5)

In accordance with the Local Government (Financial Management) Regulations 1996 (and per the City’s Investment Policy), the City invests solely in Authorised Deposit taking Institutions (ADI’s):

At the end of August 2021, the City held an investment portfolio (cash & cash equivalents) of $421.3m (Face Value), equating to $422.1m inclusive of accrued interest. The City’s year to date investment portfolio return has exceeded the UBS Australia Bank Bill rate index benchmark by 0.39% pa (0.44% pa vs. 0.045% pa), however it is noted that Interest Earnings were budgeted at a 0.43% yield.

The Reserve bank of Australia has lowered its cash rate to a historical low of 1.10% in November 2020, which is expected to continue in to the future. This has affected the City’s ability to attract higher interest rates from ADI’s.

Reserves

As part of the monthly review of reserves levels, it has been determined that the Strategic Projects/Initiatives reserve balance is not sufficient to manage the budgeted drawdowns for 2021/22. It is therefore proposed that a transfer of $5.5 million from the Asset Replacement/Enhancement reserve is made to rectify this. The amount ($5.5M) is equal to the budgeted transfer to the asset reserves in 2020/21.

 

Rate Setting Statement (Attachment 6)

The Rate Setting Statement represents a composite view of the finances of the City, identifying the movement in the Surplus/ (Deficit) based on the Revenues (excluding Rates), Expenses, Capital Works and Funding Movements, resulting in the Rating Income required.  It is noted that the closing Surplus/ (Deficit) will balance to the reconciliation of Net Current Assets Surplus/ (Deficit) Carried Forward (detailed below):

 

 

 

*The change in the AASB Standard 15 has resulted in the City now recognising Grants and Contributions received as a liability when performance obligations have not yet been met.

Consultation

This document has been prepared in consultation with Responsible Officers for review and analysis.

Comment

In reference to Statement of Comprehensive Income in the report, the following colours have been used to categorise three levels of variance:

Revenues:

·        Green > 0%;

·        Amber -0% to -10%; and

·        Red < -10%.

Expenses:

·        Green > 0%;

·        Amber -0% to -10%; and

·        Red < -10%.

Statutory Compliance

This monthly financial report complies with Section 6.4 of the Act and Regulations 33A and 34 of the Local Government (Financial Management) Regulations 1996.

Strategic Implications

The proposal aligns with the following objective within the Strategic Community Plan 2021 – 2031:

7 ~ A well governed and managed City that makes informed decisions, provides strong community leadership and valued customer focused services

7.2 - Responsibly and ethically managed

Risk Management Considerations

Risk Title	Risk Rating
Financial / Commercial	Moderate
Accountability	Action Planning Option
Director Corporate Strategy & Performance	Manage

 

The above risk relating to the issue contained within this report has been identified and considered within the City’s Corporate risk register.  Action plans have been developed to manage this risk to support existing management systems.

 

Policy Implications

·        Accounting Policy;

·        Investment Policy;

·        Reserves Policy; and

·        Strategic Budget Policy.

Financial Implications

As outlined in the report and detailed in Attachments 1 to 6.

Voting Requirements

Absolute and Simple Majority

 

 

Recommendation

That Council:

1.      RECEIVES the Financial Activity Statement and commentaries on variances year to date Budget for the period ended 31 August 2021 consisting of:

a)      August 2021 year to date Financial Activity Statement;

b)      August 2021 year to date Net Current Assets Position; and

c)      August 2021 year to date Material Financial Variance Notes.

2.      APPROVES the changes to the Local Roads and Community Infrastructure Program funded projects as listed in Attachment 8.

3.      ACCEPTS BY ABSOLUTE MAJORITY the $80,000 grant funding from the Department of Fire and Emergency Services as per the signed Grant Agreement.

4.      APPROVES BY ABSOLUTE MAJORITY the transfer of $5,500,000 from the Asset Replacement/ Enhancement Reserve to the Strategic Projects/Initiatives Reserve.

5.      APPROVES BY ABSOLUTE MAJORITY the changes to the 2020/21 Carry Forwards as detailed in Attachment 7.

6.      APPROVES BY ABSOLUTE MAJORITY the following changes to the 2021/22 Capital Works Budget:

Number	From	To	Amount	Description
PR-1015	PR-1910 Parks Asset Renewal Program	PR-1015 Upgrade Community Buildings - Minor Works	$10,000	Funds required for Western Power compliance works at Warradale Community Centre.
PR-1015	PR-2558 Renew Corporate Building Assets	PR-1015 Upgrade Community Buildings - Minor Works	$15,000	Funds required for Western Power compliance works at Warradale Community Centre.
PR-1042	PR-2558 Renew Corporate Building Assets	PR-1042 Upgrade Corporate Buildings - Minor Works	$15,000	Funds required for the extension of the biobox in Council Chambers to comply with ergonomic requirements.
PR-1101	PR-1910 Parks Asset Renewal Program	PR-1101 Upgrade Protection Fencing at Various Conservation Reserves	$30,000	Funds required for an urgent upgrade to fencing around Nanovich Park to comply with Local Emergency Management Arrangements.
PR-2203	State Government Grants	PR-2203 Renew Community Facilities Furniture	$16,200	Purchase of chairs for the Alexander Heights Community Centre.
PR-4257	PR-1910 Parks Asset Renewal Program	PR-4257 Library Shelving, Various Locations, New Installations	$1,000	Funds required for works to the lighting over the new shelving being installed in the libraries.
PR-4257	PR-4337 Wanneroo Aquamotion, New Parking	PR-4257 Library Shelving, Various Locations, New Installations	$54,000	Funds required for works to the lighting over the new shelving being installed in the libraries.
PR-4276	PR-4337 Wanneroo Aquamotion, New Parking	PR-4276 Lenore Road, Hocking, Upgrade Road from Kemp St to Elliot Rd	$21,000	Funds required to complete design works for the dual carriageway.
PR-4354	State Government Grants (DFES)	PR-4354 Wanneroo Central Fire Brigade, New Mobile Trailer	$30,000	Grant received from DFES for mobile command trailer.
Operating	State Government Grants (DFES)	GL 717351-9399-244	$50,000	Grant received from DFES for uniforms and miscellaneous equipment
Operating	State Government Grants	GL 717417-9399-247	$1,800	Purchase of a dishwasher for the Alexander Heights Community Centre.

 

 

Attachments:

1⇩.	Attachment 1 - Statement of Comprehensive Income August 2021	21/427966
2⇩.	Attachment 2 - Statement of Financial Position August 2021	21/407992
3⇩.	Attachment 3 - Significant Capital Expenditure August 2021	21/407993
4⇩.	Attachment 4 - Top Projects 2020-21  August 2021	21/408002
5⇩.	Attachment 5 - Investment Report August 2021	21/408008
6⇩.	Attachment 6 - Rate Setting Statement August 2021	21/408011
7⇩.	Attachment 7 - 2020-21 Carry Forward Adjustments	21/421284
8⇩.	Attachment 8 - LRCIP Changes	21/421328